Reframe / Working
Staff Work Modes and a Phased Return to Campus
Regular part and full-time employees should be working according to the remote work arrangements they’ve established with their supervisors during this time. Currently, employees who are Campus Based and Campus Hybrid (Phase I) are expected to be regularly on campus.
- Staff employees have been informed of the assigned staff work mode for their position for the fall 2021 semester. Staff should be working according to their work mode, with Campus Based and Campus Hybrid (Phase I) being the only positions required to be regularly on campus right now. For more information about work modes, click here.
- Faculty are assigned to work a hybrid or remote schedule. For details on how this policy impacts faculty positions, please contact Associate Provost Julianne Kirgis.
Our work modes initiative is a pilot program—as we all test these preliminary new modes of working, we will constantly reassess our approach, solicit and review feedback, and make adjustments when necessary. If you would like to provide feedback, please email email@example.com or use Human Resource's anonymous feedback form.
For staff in the SEIU Local 1021 bargaining unit: we have provided information about the survey concerning flexibility in the workplace, our Service Redesign initiative, and our work mode pilot program to the union. The college and the union are likely to have further discussions on this topic. As our conversations and negotiations for our first staff collective bargaining agreement continue, preliminary work modes for staff in that bargaining unit may change and may ultimately be subject to the terms of the agreement between the union and the college.
On-Campus Workspaces Reservable via Scoop and Google Calendar
Several staff workspaces on campus are now designated as staff neighborhoods, with reservable hot desks and collaboration spaces. Our new On-Campus Workspaces Portal page provides details about the designated neighborhoods and guidelines for use. We have designated neighborhoods in 80 Carolina, Irwin Student Center, and Macky. Additional neighborhoods in 1111 Eighth St, 184 Hooper, 195 DeHaro, and 455 Irwin may be added in the future.
Each neighborhood has allocated hot desks, which can be reserved using Scoop, and collaboration spaces, which can be reserved using Google Calendar. Starting Monday, Oct 18, using any of the neighborhoods listed on the On-Campus Workspaces Portal page will require reservations using Scoop (for hot desks) or Google Calendar (for collaboration spaces).
If You Have a Positive Test, Symptoms, or Are Exposed to COVID-19
If you are sick, stay home! If you have a positive test, are showing symptoms, or have had close contact with someone who is positive for COVID-19 (defined as being within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period), you should follow the steps outlined here.
- Faculty and staff who have tested positive, show symptoms, or who have been exposed to COVID-19 and who have been on campus in the 48 hours previous to these should notify firstname.lastname@example.org immediately.
- Faculty and staff who have not been on campus in the last 48 hours prior to their positive test, symptoms, or close contact do not need to notify CCA, but you should take appropriate precautions.
CCA is responsible for initiating the contact tracing process and will work with any sick students, faculty, or staff, along with public health officials, to identify and contact individuals who may have been exposed. Please reach out to your healthcare provider directly if you have any concerns about your health or your symptoms worsen.
The California Governor signed the COVID-19 Supplemental Sick Time bill into law, which applies retroactively to January 1, 2021. This bill is similar to the local SF and Oakland Public Health Emergency Leaves (PHEL) but also provides additional qualifying reasons to use supplemental sick time. The new legislation entitles employees to 80 hours for any of a number of qualifying reasons. This supplemental sick time balance will be applied to all employees, regardless of any time that was used under the PHEL. Learn more here.
The Help Desk and Staff Support are operating business as usual, albeit remotely. All help requests must go through Help Desk. This allows us to more efficiently and effectively route your request to the right resource.
During normal operations, CCA does not allow the use of personal computers for work to ensure the protection and preservation of CCA-managed files and data. During this period of remote work, however, the demand for laptops has exceeded our ability to ensure that every staff member has a laptop to use at home. We appreciate the flexibility of our staff, many of whom were willing to use their personal computers for work during this time. To support this, and to continue to protect the CCA community, we ask that all staff using their personal computers for work purposes carefully review and follow these guidelines: Staff Use of Personal Computers During Campus Closure. As a reminder, please follow the Guidelines for Data Sharing and Storing on any device you are using.
Events That Invite Members of the Public or Guests to Campus
Some events that invite members of the public or guests to campus will be allowed, with limitations, after October 15 and individual outside guests can attend classes.
Events that include members of the public or visits from guests require advance approval. The campus has not fully reopened to the public, and any individuals who are not members of the campus community must be invited, and must be fully vaccinated. Members of the public or guests who visit CCA’s campus are required to follow the same protocols as members of the CCA community.
To request approval for an event that invites members of the public or guests to campus, please complete this form.
For more information about inviting members of the public to campus, please visit this page.
Enhanced Cleaning Procedures
The Facilities Operations team is implementing new procedures for thoroughly cleaning and disinfecting all occupied facilities each evening. High-touch areas will be wiped down with disinfectant throughout the day, and spray cleaning supplies will be provided for people to use before and after each use. All ducts in buildings will be cleaned and maintained. Air filters will be upgraded to MERV-13 for enhanced filtration. Indoor air flow/circulation will be increased where possible.
Vaccination Requirement for Faculty and Staff
If you will be new to campus this spring, the deadline to be fully vaccinated is January 10, 2022, and you must attest (tell us) that you are fully vaccinated on or before this date. Update your vaccination status in Workday as soon as possible by following these instructions. If you need to request a temporary extension, or would like more information about applying for a permanent exemption due to a disability, medical, or religious reason, please contact email@example.com.
Faculty and staff (in the campus based, campus hybrid, or remote first work modes) who are eligible are required to receive a booster shot by January 31, 2022.
For more information, visit this page.
Vaccination Requirement for Campus Contractors and Vendors
CCA requires all contractors and vendors who are on campus daily or weekly, to submit (through their respective CCA contact) a plan that includes confirmation that employees are fully vaccinated (or have been granted an approved exemption) and are in alignment with CCA’s vaccination requirement program. This documentation must be submitted no later than 5 PM on August 18, 2021.
If any contract employees test positive for COVID-19, and they were present on CCA’s campus within 48 hours of developing symptoms or testing positive, please notify your CCA point of contact as well as the CCA Staff COVID Liaison, Maira Lazdins, AVP of Human Resources (firstname.lastname@example.org) immediately.
For a letter template that CCA staff may send to contractors and vendors, please click here.
Workplace Guidelines & Wellness Resources
Please visit the Workplace Guidelines During COVID–19 Closure Portal page for information on key policies for our remote work environment, updated paid leave policies, and tips and resources for staying connected while working apart.
- To report a concern regarding a CCA student, please submit a CCA Cares form.
- To report other concerns or questions, contact Human Resources at email@example.com.
Update your personal and emergency information in Workday, and be sure you are signed up to receive emergency alerts through our Rave system. All students, faculty, and staff who will be on campus in fall 2021 are required to be vaccinated by September 1. To update your vaccination status, please log into Workday and follow these instructions.
CCA’s Employee Assistance Program is available to eligible employees at 800-834-3773 or www.claremonteap.com for help with feelings of stress or anxiety.
Post-Pandemic Service Redesign Initiative
The CCA COVID-19 Planning Group, a leadership group that has been overseeing CCA’s response to the pandemic, launched a new initiative in February 2021: CCA Post-Pandemic Service Redesign. This initiative focused on this key question:
When it is possible for administrative services to go back to being in-person/on-campus, what do we want it to look like and why? How will our decisions impact our services, our people, and our community?
These questions were considered from a service design perspective, focusing on opportunities to improve the experiences of both the communities being served, as well as the staff who deliver these services. We believed that through the adaptation of services in response to the pandemic over the past year, several opportunities have emerged that could make for a more satisfied workforce and effective CCA.
The task force conducted its investigative work through a series of engagements with the campus community. In all, we received 132 staff surveys, representing 51% of all staff across all departments. We received 58 team surveys, including 281 team members across most departments (some staff participated in more than one team survey, and program chairs also participated). Sixty-four staff members participated in our six 90-minute brainstorming sessions representing 71% of all departments. We also received 44 student surveys, 21 faculty surveys, and 14 staff members completed the community survey.
And more than 1600 individual comments. We want you to know that we read every comment!
The task force engaged in a process to analyze all the information we received, including reviewing some external resources as a perspective check and literature review. We developed a final report, including a set of recommendations for the senior leadership team to consider. We feel proud of our work, and thanks to the broad input from all of you we believe we have been able to accurately represent the hopes and concerns, nuances, complexities and opportunities of our community.
- Michelle Ziegmann (Facilitator), Educational Technology Services
- Julie Kirgis, Academic Affairs
- Ayana Richardson, Academic Affairs
- Fatima Padojino, Enrollment Management
- Vanessa Gorman, Student Affairs & Staff Advisory Committee (SAC) Rep
- Suzanne Greva, Financial Services
- Amanda Al-Shamari, Human Resources
- Lisa Jonas, Advancement