Aetos and COVID-19

The health and safety of our Aetos employees, as well as our customers with whom we have contact, are paramount during this time.  We will post important information regarding the COVID-19 coronavirus, as well as any relevant flu virus info, on this page as it becomes available.

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Please bookmark and monitor this page for updates, and contact your supervisor or Aetos Human Resources if you have questions.

3/13/2020 IMPORTANT INFORMATION - Coronavirus and Flu Prevention

If you have questions ask your supervisor or contact Aetos Human Resources (HR) at HR@aetossystems.com

The world health community continues to monitor closely the emergence of the SARS-CoV-2 virus and the disease it causes, named “coronavirus disease 2019” (COVID-19). At this time, no one knows how severe this outbreak will be. Given this uncertainty, and the fact that the seasonal influenza (flu) virus is also widespread, we are taking proactive steps to address a number of business concerns. First and foremost, we want to maintain a safe workplace and encourage and/or adopt practices protecting the health of employees, customers, visitors or others. We also want to ensure the continuity of business operations in the event of a pandemic.

We ask all employees to cooperate in taking steps to reduce the transmission of communicable diseases in the workplace. Employees are reminded of the following:

  • Stay home when you are sick.
  • Wash your hands frequently with warm, soapy water for at least 20 seconds.
  • Cover your mouth with tissues whenever you sneeze, and discard used tissues in the trash.
  • Avoid people who are sick with respiratory symptoms.
  • Clean frequently touched surfaces.

If alcohol-based hand sanitizers, cleaning sprays, and wipes are not available in your workplace, please make your supervisor aware and we will work with host organizations to ensure you are able to disinfect frequently touched objects and surfaces such as telephones and keyboards. Supervisors, if host organizations are unable to provide these items, please contact Aetos (HR) and we will make every effort to make them available.

Employees are encouraged to use telephone and video conferencing instead of face-to-face meetings as much as possible during this outbreak. IT support services are available to employees who need assistance with this technology.

It is critical that employees do not report to work while they are experiencing respiratory symptoms such as fever, cough, shortness of breath, sore throat, runny or stuffy nose, body aches, headache, chills or fatigue. Currently, the Centers for Disease Control and Prevention recommends that employees remain at home until at least 24 hours after they are free of fever (100 degrees F or 37.8 degrees C) or signs of a fever without the use of fever-reducing medications. Many times, with the best of intentions, employees report to work even though they feel ill. We provide paid sick time and other benefits to compensate employees who are unable to work due to illness. Employees who report to work ill will be sent home in accordance with these health guidelines.

Stay informed and follow the policies of your host organization if you work on a customer site. Please relay any customer-provided instructions to HR so we remain aware of preparations, precautions, and potential interruptions. Prepare to telework if you are permitted to do so. While we currently do not offer formal telework arrangements, Aetos will consider, on a case-by-case basis, requests from employees to work from home during this time. While not all positions are conducive to telework, those positions with primary job duties that can be effectively performed remotely will be given consideration. If you are officially dismissed by a notification from your customer, promptly secure all customer-furnished property and follow instructions. Inform Aetos HR of these actions.

Here is a summary of what you can do:

  • Stay informed. Check the Aetos or your host organization website frequently for local updates.
  • Follow guidance provided by the CDC:
    • Wash your hands often with soap and water for at least 20 seconds. If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol.
    • Avoid close contact with people who are sick.
    • Avoid touching your eyes, nose, and mouth.
    • Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
    • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
  • Stay home when you are sick and follow CDC guidance (https://www.cdc.gov/coronavirus/2019-ncov/about/steps-when-sick.html).
  • Communicate with your supervisor. If you have been advised by your health care provider or if you meet CDC criteria for quarantine or “stay at home” with self-monitoring, please inform your supervisor so we can ensure you are carried in the appropriate leave status.
  • Update your contact information. Do your part to ensure your supervisor can reach you with important updates. Review team rosters and ensure your contact information is current and accurate in Deltek Self Service. If you need to update, send revised information to your supervisor and Aetos HR.
  • For current teleworkers, ensure you are “telework-ready,” have a current telework agreement; have technology that allows you to telework, such as a Aetos or customer provided laptop or personal computer, an internet connection, VPN tokens as needed, and sufficient productive work available in consultation with your supervisor.

Please contact the Aetos HR with any questions or concerns.

Contact Information:HR@aetossystems.com



3/13/2020 Teleworking Checklist

Here is a checklist of things to do before leaving your office to telework.

  • Forward your office phone to your cell phone and/or record an out of office message on office phone with alternate phone number.
  • Convert near-term in-person meetings/interviews to telecoms; include Teams number in Outlook notice.
  • Update your email signature block with your contact information. If you will not be checking your email, create an informative out-of-office notification.
  • Know the method for checking voice mail remotely.
  • Assemble and pack up necessary paper files and references. (Make a list now so you don’t forget in the excitement of the moment.)
  • Make sure your supervisor has your contact information: personal cell phone number and personal email.
  • Clear food from your desk and community refrigerators
  • Clear your desktop of papers and work products.
  • Pack your laptop and other necessary equipment
    • KNOW YOUR PASSWORDS! (This includes for phones, too!)
    • Power cord(s) and adapters
    • CAC reader
    • USB port extender
    • Monitor
    • Mouse
    • VPN tokens
    • Printer/Scanner if needed
    • Other peripherals (put them on a list so you don’t forget)
  • Turn off and UNPLUG personal appliances (Heaters, coffee makers, etc…).
  • Take home any personal items of value
  • Lock desk and file cabinets, if appropriate. Give extra keys to your supervisor or clearly mark them and store them in the organization’s keybox.
  • Empty trash in office
  • Double check that your CAC cards, ID cards, and office keys are in your possession
  • Check: Lights off, window blinds closed, and door locked as you leave

Working at Home/Remote Location

  • Know what is expected of you to perform your job. You will be self-managing your time, to-do list, and activities. Know the schedule of deliverables and the urgency and priority of tasks. Ask if you need help or run out of things to do!
  • Laptop on and Teams app up during core business hours. (Those are the hours when you are normally in you office.)
  • Consider putting Teams on your phone (This only works with managed phones)
  • Check in/ make contact with your supervisor by email or through online chat at least daily.



3/16/2020 COVID-19 Compared to other common conditions



3/16/2020 Beware of COVID-19 Cyber Scams

Courtesy US Army Criminal Investigation Command (Read the full article at: https://www.dvidshub.net/news/365192/cid-encourages-vigilance-prevent-covid-19-cyber-scams) During this time of heightened awareness and protection against potential health risks associated with COVID-19, there is also an increased risk in scam methods used by cybercriminals.

The U.S. Army Criminal Investigation Command warns the Army community that some phishing campaigns prey on would-be victims’ fear, while others capitalize on the opportunity created by hot topics in the news cycle. The COVID-19 Pandemic presents cybercriminals with a way to combine both into a dangerous one-two punch.

Most recently, the Johns Hopkins University COVID-19 interactive map has been hacked by cybercriminals. The hackers are selling copies of the interactive map as a malware tool used to steal passwords and user data.

A significant number of additional coronavirus-related domains have been registered. CID officials warn users to not open attachments or links in emails coming from such domains.

Below is a list of websites that have recently shown signs of malicious behavior detected by anti-virus software:
coronavirusstatus.space
coronavirus-map.com
blogcoronacl.canalcero.digital
coronavirus.zone
coronavirus-realtime.com
coronavirus.app
bgvfr.coronavirusaware.xyz
coronavirusaware.xyz



3/16/2020 Aetos Corporate Telework Day

Aetos Systems corporate staff will work remotely on Tuesday, March 17, 2020 to exercise our continuity of operations plans. All staff will be available as usual and all business operations will continue without interruption.

Please test our processes with any usual or out of the ordinary requests! If you experience any difficulty in contacting us or getting the information you need, please send that to HR@aetossystems.com. Any interruptions or difficulties are opportunities for us to improve our ability to operate without interruption, regardless of physical, environmental, heath, or other challenges.

Emergency Notification and Accountability

JD Mauldin, President

256.585.0251



3/17/20 Aetos Employee Travel Restrictions

Based on recommendations by the CDC and guidance from Aetos senior leadership, Aetos System is adopting the following guidelines for business and personal travel by employees during the COVID-19 emergency. This policy is effective immediately and will be in effect until revoked. All of the following travel may result in required self-quarantine prior to returning to work. Failure to follow these restrictions or report travel of any nature described in this policy may be cause for employment termination.

  • All corporate travel is suspended without signature approval by the President or CEO of Aetos. This includes contractual travel for all Aetos customers.
  • Employees who travel to a state or community with confirmed COVID-19-reported cases must report that travel to Aetos HR.
  • Employees must report any travel on commercial air, train, or motor/bus carriers.
  • Employees are required to report contact with possibly infected persons while on personal or business travel.
  • Employees or immediate family members who travel to or from a country identified as being under a Level 2 or 3 Travel Health Notice, will be required to self-quarantine for 14 days from their return day home before returning to work.
  • Employees who have traveled from a country, a cruise, or place with a known community outbreak, even if they are not identified as being under a Level 2 or 3 Travel Health Notice, must call Aetos HR at 256-970-2807 for clearance prior to returning to work.
  • Employees will be required to use their Personal Time Off (PTO) or Leave Without Pay (LWOP) while quarantined if they are unable to effectively telework during quarantine. Notify your manager before you travel so that appropriate staffing strategies can be developed.
  • Contact your manager upon your return and prior to returning to work.
  • Contact HR upon your return and prior to returning to work from a high-risk country for self-monitoring instructions.

As the situation is evolving rapidly, we encourage you to take proactive measures as they are important to protect your health and the health of your families and coworkers.

As of March 15, the Department of State has issued a Global Level 3 Health Advisory, advising U.S. citizens to reconsider ALL travel abroad due to the global impact of COVID-19.



3/18/2020 Corporate Telework Notification

Aetos Systems corporate staff will work remotely beginning Thursday, March 18, 2020. All staff will be available as usual and all business operations will continue without interruption. We have the infrastructure, processes, and procedures in place to operate and communicate without interruption and we have tested and proven our ability to maintain operations in or out of the physical offices at 1525 Perimeter Parkway.

Why are we doing this now?

We believe there’s a strong chance we will get to the point of sending everyone home because of government mandate or an active COVID-19 diagnosis. In either case, we’d be in a mad rush to respond. Our perspective, and I take responsibility for advocating this viewpoint, is that we must put our employees’ safety and welfare first and proactively perform an orderly transition to ensure we don’t overlook something in a hurried reaction. We think this course of action is the best option for us to ensure continuity of corporate operations to continue paying you, paying our vendors, handling benefits, and giving you the support you need to weather this situation and assist your families and our customers.

What you can expect from us

  • We will continue to respond to your questions and needs as we did while physically in the corporate office space. If you are on-site with our customers, you should see no difference in our responsiveness.
  • There will be no interruptions to payroll and benefits processing or other routine corporate functions.
  • We are working hard to stay abreast of conditions at each of your work locations. We will do our best to keep you informed about how we are responding to important developments.
  • The Aetos executive team are in constant communication via email and chat and we do structured teleconferences at least once a day during the week to stay abreast of the evolving news and situations.

Our request of you

  • Continue to follow CDC guidance and their recommended practices for good hand hygiene and social distancing.
  • Self-quarantine if you are ill or not feeling well.
  • Telework if you are permitted.
  • Ask your supervisor for guidance on teleworking or what to do if you are unable to telework.
  • Communicate news that you have that you think we might need from your customers - assume we don't have the information.
  • Ask for help if you need it.
  • If you lose access to your government email, let your supervisor know so that we can find alternate ways to communicate with you.
  • Contact us using our usual emails or phone numbers or send an email to info@aetossystems.com.

Emergency Notification and Accountability

JD Mauldin, President

256.585.0251



3/19/2020 BCBS Expands Telehealth Coverage

Birmingham, AL –Blue Cross and Blue Shield of Alabama wants our customers to have peace of mind knowing we are here for them, and their health and well-being is our top priority. We continue to monitor the outbreak of the new coronavirus (COVID-19) in Alabama. In response, Blue Cross will expand telehealth to ease access to appropriate medical services for our customers.

Effective March 16, 2020, Blue Cross and Blue Shield of Alabama is expanding telehealth coverage. This expansion allows physicians, physician assistants, nurse practitioners and behavioral health practitioners to provide medically necessary services via telephone consultation.

Telehealth gives our customers the option to receive their care remotely to limit their exposure to COVID-19 and other illnesses. It can also serve as an initial screening for patients who may need testing for the coronavirus. For guidance on coronavirus testing, please refer to the Centers for Disease Control & Prevention and the Alabama Department of Public Health websites.

Telehealth is appropriate for consultations and visits for low complexity or routine health conditions. It is also used for ongoing health evaluations and care management. This includes acute illnesses or chronic disease management that, based on the provider’s medical judgment, can be managed over the phone.

Customers can check with their physicians to see if they participate in Telehealth. This service is available when an in-network provider is used.

If members have questions, they can call the customer service number located on the back of their ID card. For the latest on COVID-19 developments, please visit the CDC’s website.



3/19/2020 BCBS COVID-19 Coverage and Benefits

Blue Cross and Blue Shield of Alabama is closely monitoring the situation and has prepared contingency plans to ensure business operations continue to run smoothly in the event of a widespread outbreak. While these steps may not be necessary, these plans include:

  • Continuing to process claims electronically. (Please note that 99% of claims are processed electronically, so we do not anticipate any disruption to claims processing.)
  • Heavily utilizing telework to maintain staffing of critical business areas. We expanded our telework capabilities, and currently have almost 100% of the workforce working from home.

In addition, Blue Cross has taken the following steps for benefits related to COVID-19:

  • Telehealth services are available to all members beginning March 16, 2020. Telehealth allows in-network PPO providers to provide medically necessary services to members that can be appropriately delivered via telephone consultation. This is applicable for members who wish to receive their care remotely and wish to limit their exposure. It can also serve as an initial screening for members who need to be tested for COVID-19.
  • In-network diagnostic tests for COVID-19 will be covered at 100% with no member cost sharing. Out-of-network diagnostic tests for COVID-19 will be covered at the out-of-network benefit level.
  • If an in-network office visit, urgent care visit, emergency room visit, behavioral health visit, or telehealth service results in a claim being filed by the in-network PPO provider with a COVID-19 related diagnosis as outlined by the CDC and American Medical Association, that office visit, urgent care visit, emergency room visit, behavioral health visit, or telehealth service will be covered at 100% with no member cost sharing. Out-of-network services will be covered at the out-of-network benefit level.
  • More than one in-network office visit, urgent care visit, emergency room visit, behavioral health visit, or telehealth service for the same member incurred on the same day will be covered if the urgent care visit, emergency room visit, behavioral health visit, or telehealth service is rendered by different in-network PPO providers and the claims are filed with a COVID-19 related diagnosis as outlined by the CDC and American Medical Association.
  • Inpatient deductibles and copays will be waived if a member is admitted to an in-network hospital with a COVID-19 related diagnosis as outlined by the CDC and American Medical Association.



3/24/2020 Revised Travel Policy

Effective Date: 7 March 2020

Revised 24 March 2020

Authority: JD Mauldin, President

This policy is effective immediately and will be in effect until revoked. All of the following travel may result in required self-quarantine prior to returning to work. The need and duration for self-quarantine will be determined by your manager in consultation with Aetos HR. Failure to follow these restrictions or report travel of any nature described in this policy may be cause for employment termination.

  • All corporate travel is suspended without signature approval by the President or CEO of Aetos. This includes contractual travel for all Aetos customers.
  • Employees who travel to a state or community with confirmed COVID-19-reported cases must report that travel to Aetos HR. Log all stops between destinations with the name of the nearest city or town and present to your manager or HR upon your return. Stops within high outbreak localities and destinations with high outbreaks increase the need for self-quarantine before returning to work.
  • Employees must report any travel on commercial air, train, or motor/bus carriers.
  • Employees are required to report contact with possibly infected persons while on personal or business travel.
  • Employees or immediate family members who travel to or from a country identified as being under a Level 2 or 3 Travel Health Notice, will be required to self-quarantine for 14 days from their return day home before returning to work.
  • Employees who have traveled from a country, a cruise, or place with a known community outbreak, even if they are not identified as being under a Level 2 or 3 Travel Health Notice, must call Aetos HR at 256-970-2807 for clearance prior to returning to work.
  • Employees will be required to use their Personal Time Off (PTO) or Leave Without Pay (LWOP) while quarantined if they are unable to effectively telework during quarantine. Notify your manager before you travel so that appropriate staffing strategies can be developed.
  • Contact your manager upon your return and prior to returning to work.
  • Contact HR upon your return and prior to returning to work from a high-risk country for self-monitoring instructions.

As the situation is evolving rapidly, we encourage you to take proactive measures as they are important to protect your health and the health of your families and coworkers. We discourage travel among affected regions of the country to help prevent the spread of the virus.

As of March 15, the Department of State has issued a Global Level 3 Health Advisory, advising U.S. citizens to reconsider ALL travel abroad due to the global impact of COVID-19.



3/30/2020 FFCRA Employee Leave Information



3/31/2020 Be Aware of Scams and Phishing Emails

Be aware of specific, coronavirus-targeted fraudulent hacks

New scams specific to the coronavirus pandemic are being introduced and attempted daily. App scams have shown up in both iOS and Android stores, promising accurate tracking of new cases of COVID-19. Once downloaded, however, the apps insert malware that infects users’ devices and tracks their personal information.

In another scam, hackers pose as political, government or international health organizations and send phishing emails to users offering helpful tips through a link or download. It should be known, though, that authorities like the World Health Organization do not email people, especially at work.

The case below was shared by one of Huntsville’s business leaders:

The newest Coronavirus-themed phishing attack may be the most ruthless yet. The cybercriminals are sending emails that appear to be from a hospital and warn that you have been exposed to the virus through contact with a colleague, friend, or family member. Attached to the email is a “pre-filled” form to download and take with you to the hospital. Don’t be fooled. The attachment is actually a sophisticated piece of malware. This threat relies on panic and fear to bypass rational thinking. Don’t give in!

Remember to stay vigilant:

• Think before you click. The bad guys rely on impulsive clicking.

• Never download an attachment from an email you weren’t expecting.

• Even if the sender appears to be from a familiar organization, the email address could be spoofed.



4/30/2020 State-by-State Stay-at-Home and Shelter-in-Place Guidelines

This page from FINRA has good information about COVID-19 as well as a chart with links to stay-at-home and shelter-in-place guidelines listed by state. A good place for the latest information about your state, a family member's state, or a destination if you must travel. https://www.finra.org/rules-guidance/key-topics/covid-19/shelter-in-place



4/30/2020 Aetos Corporate Headquarters Building Guidelines

At present, Aetos Corporate staff continue to work remotely. However, if you must visit the corporate office property, these are the rules currently in place for the building:

As you are aware, Governor Kay Ivey has revised the recent “stay-at-home” order in response to the Coronavirus Phase 1 – Return to Work Plan. In connection with that, Colliers International is implementing the following combination of actions, instructions, and recommendations:

Actions

  • Colliers will continue to sanitize the “high touch areas”. From the onset of this situation, we have implemented an aggressive approach to increase sanitation of areas such as the front entrance door handles, suite entrance door handles, restroom door handles, handrails, faucets and elevator push buttons. These areas are wiped down multiple times throughout the day with an EPA approved cleaning product. We are asking tenants to be responsible for wiping down their own workstations including keyboards, phones, personal items, etc.
  • When addressing a work order, our engineers are advised to wear the appropriate personal protective equipment when entering a suite.
  • If there are areas you do not want employees of Colliers or janitorial staff to access, please let us know.

As employees begin returning to work, we ask that you please follow the safe practices below:

  • No more than 2 people per elevator ride. If more than 2 people are in the cab, please wait until another cab arrives.
  • When using the stairs follow the one up, one down rule.
  • Hand sanitizer stands are located in the lobby. You are encouraged to make frequent use of them.

Recommendations

  • Common sense precautions should be followed.
    • Wash your hands with warm soapy water often
    • Disinfect surfaces during the day and sanitize your hands often
    • Cover your mouth when coughing or sneezing
    • Avoid unnecessary contact with others who are sick or have been exposed to the virus
    • Avoid travel to areas where outbreaks have occurred or are suspected
  • Only one person per office – Do not enter someone else’s office or cubicle space. Office doors should be closed when occupied.
  • Limit gatherings in breakrooms; limit the number of employees in conference areas such that minimum distancing can be accomplished.
  • Limit or eliminate outside visitors/guests. Continue to utilize technology for meetings.
  • Stay informed. Utilize reputable sources of information and don’t rely on word of mouth or social media. Here is a link to a wealth of good information from the Centers for Disease Control: https://www.cdc.gov/coronavirus/2019-ncov/index.html

Reminder

  • If you are sick with an upper respiratory infection, have an enhanced temperature or flu-like symptoms, PLEASE CONTACT your manager or your HR department immediately. We ask that you DO NOT come to the building if you exhibit any symptoms.
  • For removal of doubt, here is the specific recommendation from the CDC: “Employees who have symptoms of acute respiratory illness are recommended to stay home and not come to work until they are free of fever (100.4° F [37.8° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants).”
  • If you have, or are in the near future, traveling internationally or to an area of the U.S. where there are confirmed cases of the virus, PLEASE consult with your supervisor before returning to work in the building.

Of course, as we have learned, the environment can change and most likely will. We will continue to monitor the situation. The success of mitigating the virus is incumbent upon our collective actions. Although we want to provide a productive workplace, we also want to do our part to resolve this problem, for everyone. We would ask each tenant to do its part to take the necessary steps, in and out of your individual suite, to assist in getting our lives back to a sense of normalcy.



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