Workplace Guidelines during COVID–19
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 regularly as as the pandemic evolves. Please direct all questions to Human Resources.
General Info about Work - On Campus, Hybrid and Remote
- 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.
- CCA has a COVID-19 vaccine requirement for all students, faculty, and staff who are on campus for fall 2021. A vaccination or approved exemption is required for any new hires. To update your vaccination status, please log into Workday and follow these instructions.
- CCA has a vaccination verification process. Next time you are on campus, please show your proof of vaccination documentation and CCA ID to Public Safety. You will receive a verification sticker. Please have your CCA ID visible at all times 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.
- Here is key information on Isolation and Quarantine for Positive Cases, Symptoms, or Close Contact.
- 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.
- All employees should sign up for direct deposit and update emergency contacts in Workday.
On Campus Safety Protocols for All Employees
Although many employees are currently working remotely, if you need to be physically on campus at any time or are in a Campus Based or Campus Hybrid position, you must follow the below health and safety protocols. These are processes that CCA is following to ensure a safe community on campus. Please note, that at this time, all guidelines continue to apply to all vaccinated and unvaccinated community members. We have updated the protocols appropriately to reflect changes in guidance from the CDC and Cal/OSHA.
As a reminder, our protocols are subject to change as we receive more information from the SF Department of Public Health, CDC and other resources.
Health & Safety Guidelines
Please continue to follow and comply with these guidelines when you are physically on campus. See these guidelines below as well.
COVID-19 Vaccination Requirement
CCA has a COVID-19 vaccine requirement for all students, faculty, and staff who are on campus for fall 2021. A vaccination or approved exemption was required by September 1. To update your vaccination status, please log into Workday and follow these instructions.
COVID-19 Vaccination Verification
In part to comply with changes in the San Francisco Public Health Orders, CCA requires proof of vaccination—even if you have previously attested that you are fully vaccinated—or verification of an approved exemption. If you are a non-residential student, faculty, or staff member, you must visit the public safety desk at 1111 8th Street or at 184 Hooper Street in San Francisco or at Oliver Art Center in Oakland when you next come to campus and present one of the following accepted forms of vaccination documentation:
- A CDC vaccination card, including your name, vaccine type, and date of your last dose;
- A foreign equivalent of a CDC vaccination card;
- A physical or electronic photo or copy of a vaccination card;
- Documentation of vaccination from a healthcare provider; or
- A personal digital COVID-19 vaccine record issued by the State of California through the myvaccinerecord.cdph.ca.gov website, or similar documentation issued by another state, local, or foreign government, or approved private company.
Once your vaccination or exemption status is verified, you will receive a sticker on your CCA ID. It is important to visibly wear your CCA ID, and to have it with you at all times when on campus.
If you are experiencing symptoms of COVID-19 or have been exposed to COVID-19, you must immediately quarantine. If you are vaccinated, you should get tested 3-5 days following the known exposure and you may return to campus after receiving a negative test result, assuming you continue to be symptom-free. If you are unvaccinated or not fully vaccinated, you should be tested immediately after being identified, and, if negative, tested again in 5–7 days after the last exposure or immediately if symptoms develop during quarantine. You should be in quarantine for 10 days before returning to campus, assuming you are symptom-free at that time.
If you have tested positive for COVID-19, you must immediately quarantine and isolate from others for at least 10 days. If you do not have any symptoms, you should still isolate at home for 10 days and then you may return to campus. If you develop symptoms, continue to isolate for at least 10 days after symptoms began as long as symptoms have improved, and no fever is present for at least 24 hours without use of fever-reducing medications. You may then return to campus. This protocol applies to both vaccinated and unvaccinated individuals.
In all of the above instances, you must notify HR immediately. CCA will cooperate with public health officials to facilitate contact tracing to help identify and contact individuals who may have been exposed. These protocols reflect the guidelines shared by OSHA and the CDC. Please reach out to your healthcare provider directly if you have any concerns about your health or your symptoms worsen.
COVID-19 Surveillance Testing for Unvaccinated Staff/Students/Faculty
Effective September 1, 2021, CCA requires surveillance testing for faculty, students and staff who are regularly on campus (at least once per week, consistently or living in a CCA residence hall) and have received an exemption from the on campus vaccination requirement. This program is intended to supplement current health and safety protocols. Any unvaccinated faculty, students or staff who will be on campus regularly during the Fall 2021 semester will be required to participate.
For ongoing surveillance testing, all unvaccinated on campus members will be required to be tested (PCR COVID-19 test) once per week. Testing notifications and results will be stored in Workday, and employees and students should log their test results within 1 hour of receiving a positive result and 24 hours of receiving a negative result. CCA will not be routinely collecting lab test result documentation for faculty and staff, but there may be special circumstances where a faculty or a staff member may be required to disclose their lab result to Human Resources. Students will be required to upload test results to Workday following the steps found here.
Testing compliance is an important part of maintaining the health and safety of the CCA community. Human Resources will oversee and address non-compliance concerns with employees. The Dean of Students Office will oversee and address non-compliance concerns with students. Residential students who decline to participate in testing will be required to quarantine for 10 days or until they complete a PCR COVID-19 test. Off-campus students approved to use campus facilities will be asked to leave campus immediately and will not be eligible to return until providing a negative test result.
Anyone requiring an accommodation due to a health need should email firstname.lastname@example.org.
For testing resources, please see the COVID-19 Testing Requirements and Resources Portal page.
Health & Safety Guidelines for All On Campus Employees
- If you are sick, stay home! Individuals are to be instructed to not come to campus if they are ill, have symptoms of COVID-19 including cough or fever, or have tested positive for COVID-19 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 indoors on CCA's campuses for both vaccinated and unvaccinated individuals, except for the instances outlined below. Face coverings may be removed outdoors for vaccinated individuals. Unvaccinated individuals are required to wear masks at all times.
- Face coverings (masks) can be removed while eating and drinking. Per the CDC, currently, there is no evidence to suggest that COVID-19 is spread by handling or eating food. However, consuming refreshments, snacks, and meals with persons not from the same household may increase the risk of getting and spreading COVID-19 among people who are not fully vaccinated because masks are removed when eating or drinking. Therefore, it is recommended that you maintain social distancing while eating indoors or consider finding space to eat outdoors when space and weather allow. Be sure to wash your hands frequently. For more information from the CDC on higher education and dining practices, click here.
- Face coverings (masks) can be removed if you are vaccinated and alone in an administrative space with a closed door. Unvaccinated individuals should not remove their mask except when eating.
- 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 email@example.com with any questions for comments about this protocol.
2021 COVID-19 Supplemental Paid Sick Leave
The California Governor signed a new bill, "COVID-19 Supplemental Sick Time" which applies retroactively back to January 1, 2021. This bill is similar to the local SF and Oakland Public Health Emergency Leaves (PHEL) - see below - however the new bill provides additional qualifying reasons to use supplemental sick time.
The new legislation entitles employees to 80 hours for any of the below qualifying reasons. This supplemental sick time balance will be applied to all employees, regardless of any time that was used under the PHEL.
- The employee is subject to a quarantine or isolation period related to COVID-19;
- The employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19;
- The employee is attending an appointment to receive a vaccine for protection against COVID-19;
- The employee is experiencing symptoms related to a COVID-19 vaccine that prevents the employee from being able to work or telework;
- The employee is experiencing symptoms related to COVID-19 and seeking medical diagnosis;
- The employee is caring for a family member who is subject to a quarantine or isolation order or has been advised to self-quarantine;
- The employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.
If you have recently used sick time for any of the above reasons or have any questions, please reach out to firstname.lastname@example.org and we can adjust your sick time use to fall under this new bill. Please note that you will also see your "COVID-19 Supplemental Sick Time" balance on your next paystubs moving forward, starting with mid April.
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 these costs are approved by CCA for you to incur. If the costs are approved for you to incur, you will receive an email with that confirmation. You may then incur the costs and you will be reimbursed within the next calendar month.
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.
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.
Technology Services Reminders
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 change, CCA’s workplace policies may be further amended. 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.