Workplace Guidelines during COVID–19 Closure
The following guidelines are being provided to help inform CCA faculty and staff of relevant workplace policies as the college navigates the local, national, and global incidence of the coronavirus and the illness it causes, COVID-19. We will update this information as the situation evolves and more becomes known. Please direct all questions to Human Resources.
General Info about Remote Work
- Regular part and full-time employees should be working according to the remote work arrangements they’ve established with their supervisors during this time.
- Regular employees who are unable to work due to illness and are caring for themselves or others must enter the sick time hours in Workday or other time-tracking procedure in line with standard sick time policy. Please refer here for more information on sick time.
- Regular hourly employees who are unable to work due to not having access to campus will still be paid, and therefore must be available to work as requested. These track their time in online timesheets in Workday as “Available to Work”. Please find the guide here for time entry.
- Employees may access their offices on select days 11am to 1pm, on both campuses. Click here for more information on taking home company equipment.
- All employees should sign up for direct deposit and update emergency contacts in Workday.
- Click here for tips and best practices on remote work!
Interim Reimbursement Policy for Remote Worker Expenses: Expenses for Incremental Costs of Work-Use of Personal Equipment and Resources
The current public health emergency has created the need to move towards a more remote work environment. It has also created the realization that the College needs to improve access by its faculty and staff to reasonable expense reimbursement for incremental (or additional) costs to them by use of their personally-owned equipment for remotely performing their assigned College work duties, such as laptop, home internet, cell phone, etc.
Initially, the College believed that the pandemic and the effect of the future working environment of the College would soon stabilize and thus a final policy on expenses could be issued by June 1, 2020. June 1 has come and it is clear that the effect of the future working environment of the College has not yet stabilized.
Thus, the interim expense policy will be extended, subject to revision when the effects on the pandemic are more clear. As was previously outlined, if you think you have or will be incurring incremental costs, you must email the Provost's office (faculty) or your department head (staff) as soon as the need arises, and identify the equipment and resources and what you think is adding incremental costs to you, and ask them if this work use is approved. HR will be checking in with CCA leadership on these requests weekly.
As we continue to manage and support the needs of the CCA community during this pandemic, opportunities may arise that allow furloughed staff to take on temporary assignments in other areas. These opportunities will be posted on the internal staff jobs site in Workday. Find this site by searching "Find Staff Jobs" in the search bar to view these opportunities as they are posted.
Managers: If you have an opportunity that you would like to post, please speak with your department VP and then reach out to your HR Lead for a job description template and an overview of the process.
Social distancing is a public health safety intervention used to reduce the likelihood of transmitting communicable disease. Social distancing involves minimizing exposure to infected individuals by avoiding large public gathering venues, adhering to spacing requirements when around others, avoiding physical contact such as shaking hands, and following proper personal hygiene practices such as washing hands frequently and covering your cough or sneeze.
CCA has put social-distancing practices into place aligned with recommendations from public health officials. These include suspending public gatherings of 50 people or more and conducting large meetings via Zoom when possible.
Essential Personnel are defined as employees who are required to report to their designated work location on CCA premises, in order to ensure the operation of essential functions or departments during an emergency or when the College has suspended operations.
Essential employees who are considered more vulnerable to illness should contact email@example.com for work accommodations. An HR representative will confidentially evaluate the request, explore alternatives, and attempt to appropriately address the employee’s health concerns while maintaining CCA’s operations. A formal request is required to approve workplace accommodations, and a doctor’s note may be required.
Temporary Work Assignments
The following information is to help clarify questions that have come up about temporary workers. CCA hires temporary workers to take on various assignments, which begin and end at various times throughout the year based on the college’s needs. These workers, while valued and important members of the CCA community are not classified as regular employees. The college will continue to base assignments for temporary workers on necessary and available work.
Register for Direct Deposit
Direct deposit will be the most reliable way for the college to distribute payments. If you have not already done so, please login to Workday to select direct deposit for wages and reimbursements. Instructions can be found here.
Update Your Contacts
Updated contact information is imperative to CCA’s ability to communicate with employees, especially during emergencies. Please log into Workday to make sure that your personal and emergency contact information is up-to-date.
Health & Safety Guidelines for Essential Workers
- If you are sick, stay home! Essential workers are to be instructed to not come to campus if they are ill, have symptoms including cough for fever, or are tested positive or suspected to test positive by a healthcare provider.
- Help reduce the spread of germs. Sneeze and cough into a cloth or tissue or, if not available, into one’s elbow. Do not shake hands or engage in any unnecessary physical contact.
- Face coverings (masks) must be worn at all times on CCA's campuses.
- Remain at least 6 feet away from others and to not come in physical contact with others; if handling material with which others are in contact, to wear gloves and or wipe down with cleaners before and after; and thoroughly wash and dry hands at nearby sink facilities.
- Hand sanitizer with 60% to 90% alcohol is provided to essential workers.
- Custodial workers, facility techs, and any employees or contractors who may be entering students’ personal living quarters (rooms, suites, apartments), need access to PPE (personal and protective equipment):
- Gloves, masks (not specialized N95 masks used for infection control, only masks used for barrier protection from cleaning chemicals).
- Disinfectant products such as ready to use a.k.a. “RTU” in labeled spray bottles and/or wipes.
Please contact Human Resources at firstname.lastname@example.org with any questions for comments about this protocol.
Oakland & SF Ordinance Update: Public Health Emergency Leave (PHEL)
The Emergency Paid Sick Leave Ordinance for San Francisco went into effect on April 17, 2020. This requires business with more than 500 employees to provide up to 80 hours of paid Public Health Emergency Leave (PHEL) to each employee who performs work in San Francisco (regardless of how long employed) for use when they are unable work or telework due to specific COVID-19 related reasons specified in the PHEL. Employers that already provide additional paid leave in response to the COVID-19 outbreak are permitted to offset that leave from the PHEL requirement. Please see the PHEL poster here for full details. A similar ordinance for Oakland went into effect on May 12, 2020. Please see the City of Oakland Emergency Paid Sick Leave (EPSL) poster here for full details.
Information for Sick Employees
Employees who are ill and unable to work should use their sick time in accordance with the college’s sick time policies. Staff must notify their manager, and faculty must notify their program chair if they are unable to work due to illness. Please refer to Paid Sick Time policies below.
Paid Sick Time
CCA allows for paid sick time so that individuals can care for themselves and their families. You may review the college’s sick time policy here. Faculty may also consult the faculty handbook, adjunct faculty should refer to their union contract, the Office of Academic Affairs or academic leadership should be consulted for further guidance.
If you are ill or have received direction to self-quarantine from a healthcare professional, but do not have sufficient sick-time balance, please contact HR for further assistance.
Reporting Sick Time
Staff members who are out sick must enter absences online in Workday (or via paper timesheets for public safety officers), or consult with their managers so that it may be done for them.
Return to Work
At this time, written medical clearance will not be required for return to work for most illnesses, unless the individual has a serious health condition, as is standard procedure. This is being done to avoid overtaxing healthcare resources.
Employees who require extended leaves due to personal illness or to the care of others, those who are advised by their healthcare provider to self-quarantine, and those who must stay home to care for their family members may be eligible for a protected leave of absence. Contact HR if you are in any of these situations.
Help Desk and Staff Support Available
The Help Desk and Staff Support are operating business as usual, albeit remotely. We have lined up some additional staff available to pitch in as needed to make sure you receive support and answers to your questions in a timely manner. We appreciate your patience while we adjust to a modified process for staff support, and will respond to your tickets as soon as possible.
A friendly reminder that all help requests MUST go through Help Desk. This allows us to more efficiently and effectively route your request to the right resource. Please refrain from contacting any of the support teams directly through email, chat or phone.
Using Your Personal Computer for Work
During normal operations, CCA requires that staff use CCA-managed computers for work purposes, and does not allow the use of personal computers. This is primarily intended to ensure the protection and preservation of CCA-managed files and data that may be stored on a computer, in the event of theft, damage or loss, as well as when staff separates from the college.
But given the campus closure and remote work situation, the demand for laptops exceeded our ability to ensure that every staff member had 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.
Please note that if you are using your personal computer, you will receive a task in Workday to acknowledge our personal computer policy.
As a reminder, please follow the Guidelines for Data Sharing and Storing on any device you are using.
Potential Additional Policy Changes
If public health conditions worsen, CCA’s workplace policies may be further amended. An example might be to address the effects of more widespread illness or absences, the closure of campus offices, or revised recommendations from public health officials. Employees will be notified as quickly as possible of such changes and should also monitor their CCA email, HR newsletter, and this page for updates.