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!
Temporary Reimbursement Policies
The College recognizes that some employees may incur costs associated with using their own equipment and resources to work on a remote basis, meaning not on CCA premises. We are working on interim work policies on reimbursement for temporary extra costs. In the meantime, kindly use good judgment to keep your effectiveness high, and consult with your manager or the Business Office before incurring any additional costs associated with work. More soon!
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 firstname.lastname@example.org 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.
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.
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.
Be on the Lookout for Increase in Cyber Crime
Cyber security experts are warning of a significant increase in cyber crime threats as the coronavirus (and related panic/confusion) continues to spread. This may include targeted phishing scams, disinformation campaigns and disruptive cyberattacks that can steal information, create panic, and worsen the economic and social impact of the virus.
Please be extremely (extra) cautious and alert about any suspicious emails or other electronic activity that may come across your screens, phones and emails. Do not click on or provide any information with suspicious links or which include requests for sensitive/private information unless you are 100% sure you can trust the source.
Please refer to our Portal guide on CyberSecurity for tips to protect yourself from cyber crime.
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.