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 situation evolves. 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.
- CCA has announced a COVID-19 vaccine requirement for all students, faculty, and staff who will be on campus for fall 2021. A vaccination or approved exemption is required by September 1. To update your vaccination status, please log into Workday and follow these instructions.
- Staff employees are permitted to work in different geographical locations in the United States during the COVID pandemic, in most instances. Staff employees who are currently working remotely will not be expected to return to campus during the summer 2021 semester. The college will communicate information over the summer regarding expectations and final decisions for the fall 2021 semester. Please review this document for more information. For details on how this policy impacts faculty positions, please contact Associate Provost Julianne Kirgis.
- 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 most employees are currently working remotely, if you need to be physically on campus at any time, 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. Although we recognize that many of us are becoming vaccinated, our entire campus is not yet fully vaccinated. 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 announced a COVID-19 vaccine requirement for all students, faculty, and staff who will be on campus for fall 2021. A vaccination or approved exemption is required by September 1. To update your vaccination status, please log into Workday and follow these instructions. Entering your vaccination status as soon as possible will help inform updates to existing on-campus policies and protocols, while continuing to ensure that we keep our community safe and healthy.
As is our current process, if you are experiencing symptoms of COVID-19, have been exposed to COVID-19 or tested positive for COVID-19, you must notify HR immediately. You will be advised to immediately quarantine for a minimum of 10 days since the onset of symptoms and to seek testing or medical care. At this time, testing under these circumstances is still required per CDC guidelines, even if you have received the COVID-19 vaccine.
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. Face coverings may be removed outdoors for vaccinated individuals. Unvaccinated individuals are required to wear masks at all times.
- 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.
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.