Staffing Options

It is anticipated that the need to reduce the number of people on campus (density) to meet social distancing requirements will continue for some time. At this time, occupancy of office building space is limited. All or portions of support units that can continue to effectively work remotely are encouraged to do so. Supervisors will determine who must report to campus to perform job assignments.

Employees who cannot work remotely:

SUNY Poly will initially assess on-campus staffing based on mission-critical operations, the ability to control and manage specific work environments, and the necessity to access on-campus resources. We will then phase in a physical return of staff over time in a coordinated process consistent with New York state guidance to ensure appropriate social distancing and availability of personal protective equipment (PPE). Employees will be given a week’s notice prior to being asked to physically return to work on campus.

Alternating Days: In order to limit the number of individuals and interactions among those who must perform a portion of their work on campus, departments should consider scheduling partial staffing on alternating days or mornings/afternoons. Such schedules will help enable social distancing, especially in areas with large common workspaces. This does not change the number of hours or the professional obligation that each employee is obligated to meet.

Staggered Reporting/Departing: The beginning and end of the workday typically bring many people together at common entry/exit points of buildings, time clocks, breakrooms, etc… Staggering arrival and departure times by at least 15-30 minutes will reduce traffic in common areas to meet social distancing requirements. Supervisors should contact Human Resources to review options and work with employees regarding any changes in reporting/departure times.

Working Part-time: Employees who wish to reduce their work percentage should speak to their supervisor. Human Resources can provide information regarding options, impact, and procedures.

When directed to return to campus by their supervisor, employees are expected to be available and report to the workplace. Employees who are not available, or not willing, to work as required, may use their leave accrual balances with supervisory approval.

Faculty and staff who are asked to return to work on campus who fall into a high-risk category (see below) for COVID-19 complications should contact Human Resources at 315-792-7191. Research Foundation employees should contact Molly Yezzi at 518-956-7445 to discuss options.

Employees who can work remotely:

The need to reduce the density of people on campus in order to meet social distancing requirements will continue for a period of time. Administrative units that can continue to effectively work remotely will likely continue to do so until restrictions are eased for larger gatherings of people.

Remote Work: Those who can effectively work remotely to fulfill their work responsibilities may continue to do so to reduce the number of individuals on campus and the potential spread of the COVID-19 virus. These arrangements, which must be approved by the immediate supervisor, can be done on a full or partial day/week schedule as appropriate given the employee’s ability to complete their work from home. A Telecommuting Program form must be completed and on file with Human Resources. A new form is not needed if already on file.

Workplace Expectations & Guidelines

All employees shall comply with the policies, protocols, and guidelines outlined in this document as part of SUNY Poly’s workplace expectations and guidelines. Ensuring safety is a responsibility shared by the University as an employer and with the SUNY Poly community, through its actions and attentiveness for proper public health practices. Union employees should refer to their respective collective bargaining agreement (“CBA”). Where this document conflicts with or is silent on a topic that is covered by a relevant CBA, the CBA governs; nothing in this document shall supersede any provision of a CBA. Employees working at off site and leased locations must follow these protocols in addition to those established at these locations.

Return to Campus Training Requirement

All employees must complete return to work on campus training prior to returning to the workplace at:

• Albany: https://sunypoly.edu/covid19/training-albany-campus.html
• Utica: https://forms.gle/swP8G4bcrhkYVE1z8

As a new requirement, this training also applies to employees who may have already returned to the worksite or have been working on-site throughout as essential staff. This training is a short on-line, on-demand video session that describes COVID-19, required provisions for on-site work during COVID-19 restrictions, and common safety protocols.

Symptom Monitoring Requirement

Employees who have been instructed to return to the workplace must conduct symptom monitoring and reporting daily.

Employees who will be on campus must complete a health screening assessment (https://sunypoly.edu/covid19/screening.html) each day they are on campus preferably before arrival, or, if remote reporting is not possible, within one hour of reporting to campus.

Employees must be free of ANY symptoms potentially related to COVID-19 or have had evaluation and clearance by their health care provider and Human Resources to be eligible to report to work on campus. At this time, these symptoms include one or more of the following:

• Cough
• Shortness of breath or difficulty breathing
• Fever or chills
• Congestion or runny nose
• Muscle or body aches
• New loss of taste or smell
• Sore throat
• Fatigue
• Headache
• Nausea or vomiting
• Diarrhea

Check the CDC website regularly for a list of updated symptoms, at https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/symptoms.html.

If symptomatic, employees must not report to work on campus, or if already there, the employee should leave work and immediately notify their supervisor (as they would for any illness) and contact the Human Resources Office (315) 792-7191. Employees with COVID symptoms should not report to campus until cleared by their primary healthcare provider. Individuals should notify their supervisor of the situation, as well as Human Resources at 315-792-7191. RF employees can call Molly Yezzi at (518) 956-7445. Other employees should contact their HR Department for guidance.

Please note, supervisors or other employees are expected to keep confidential any disclosed health related information and only discuss with Human Resources or Environmental Health & Safety staff as part of the illness investigation and contact tracing activities.

Individuals reporting symptoms should wear a face covering to avoid possible virus transmission to others and should self-isolate until told this is not necessary by their healthcare provider. In Oneida County, additional information and resources can be found at https://ocgov.net/health/coronavirus. In Albany county, additional information/resources are available at: https://www.albanycounty.com/departments/health/coronavirus-covid-19.

At-Risk Employees

According to the CDC, certain individuals may have a higher risk for severe illness resulting from COVID-19. Those individuals may include:

• People aged 65 years or older
• People who are immunocompromised – many conditions can cause a person to be immunocompromised, including cancer treatment, bone marrow or organ transplantation, immune deficiencies, HIV or AIDS
• Asthma (moderate-to-severe)
• Chronic lung disease
• Diabetes
• Serious heart conditions
• Chronic kidney disease being treated with dialysis
• Severe obesity
• Liver disease

Faculty and staff who are asked to return to work on campus who fall into a high-risk category for COVID-19 complications can contact Human Resources Office at 315-792-7191. Research Foundation employees can contact Molly Yezzi at 518-956-7445 to discuss options. Other employees should contact their HR Office.

Complications for Return to Campus

Employees who have been instructed to return to work on-site and have concerns about doing so should review the existing Policy and Procedure to Request a Reasonable Accommodation. Links to the documents can be found here:

• Procedures for Implementing Reasonable Accommodation for Applicants and Employees with Disabilities and Pregnancy-related Conditions in New York State Agencies (pdf)
• Application to Request Reasonable Accommodation of a Disability (pdf)

State employees can contact the HR Office at 315-792-7191. Non-state employees should contact their HR office.

Employees who cannot telecommute and cannot secure daycare due to COVID-19 closures should contact the Human Resources Office to discuss options.

Guideline for Returning to the Workplace (pdf)

FACE COVERINGS

Wear face coverings when required, according to the mask policy.

SOCIAL (PHYSICAL) DISTANCING

Keeping space between you and others is one of the best means of avoiding exposure to the COVID-19 virus and slowing its spread. Since people can spread the virus before they know they are sick, it is important to stay away from others when possible, even if you (or they) appear to have no symptoms. Social distancing is important for everyone, especially to help protect people who are at higher risk of getting very sick. Employees at work on-site should follow these social distancing practices:

• Stay at least six feet (about two arm lengths) from other people whenever possible.
• Do not gather in groups.
• Stay out of crowded places and avoid mass gatherings.

HANDWASHING

Wash your hands often with soap and water for at least 20 seconds especially after you have been in a public place, or after blowing your nose, coughing, sneezing, or touching your face. If soap and water are not readily available, use a hand sanitizer that contains at least 60% alcohol. Cover all surfaces of your hands and rub them together until they feel dry. Avoid touching your eyes, nose, and mouth, and wash your hands after touching your face.

COUGHING/SNEEZING HYGIENE

If you are in a private setting and do not have on your cloth face covering, remember to always cover your mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow. Then throw used tissues in the trash. Immediately wash your hands with soap and water for at least 20 seconds. If soap and water are not readily available, clean your hands with a hand sanitizer that contains at least 60% alcohol.

GLOVES

Healthcare workers and a limited number of others in high-risk areas should use gloves as part of Personal Protective Equipment (PPE). But according to the CDC, gloves are not necessary for general use and do not replace good hand hygiene. Washing your hands often is considered the best practice for common, everyday tasks.

GOGGLES/FACE SHIELDS

Employees do not need to wear goggles or face shields as part of their general activity on campus. Good hand hygiene and avoiding touching your face are generally sufficient for non-healthcare environments.

DISINFECTION / CLEANING PROCEDURES

Custodial crews will continue to clean and disinfect high use common public areas and certain work spaces based on CDC guidelines for disinfection. Classroom spaces will also receive regular cleaning and disinfection of high touch surfaces (e.g. desks, table tops, chair arm rests).

The Facilities Department will maintain public hand sanitizer stations at primary building entrances and high-traffic areas. Additional hand sanitizer liquid is available in major office locations and in personal sized containers. These are available from the EHS office upon request.

Prior to reopening of buildings mechanical, electrical, plumbing, and monitoring systems will be assessed and readied by the Facilities Department staff.

Room occupants should wipe down commonly used surfaces before and after use with products that meet the EPA’s criteria for use against COVID-19 and are appropriate for the surface. This includes any shared-space location or equipment (e.g. copiers, printers, computers, A/V and other electrical equipment, coffee makers, desks and tables, light switches, doorknobs, etc.).

At periodic times, additional care should be taken by room occupants to wipe down and disinfect commonly used, public-facing surfaces used by multiple people (e.g. computer labs). Accordingly, those offices or functions with high traffic service counter areas will be provided with cleaning products for wiping down surfaces throughout the day by employees.
Common use equipment or locations (e.g. break rooms, time and activity entry work stations) must be cleaned and disinfected prior to and after each use. Users should always wash hands or use hand sanitizer with at least 60% alcohol after using community equipment.

ARRIVAL / DEPARTURE CONTROL

Most buildings on campus will be open during normal business hours. At this time, entry to buildings will continue to be regulated. Your SUNY Poly ID Card is required for entry to all buildings, and you may not hold or prop open exterior doors for any other person.

Departments could stagger arrival, departure, and lunch times, which will reduce personal interactions at locations such as hallways, stairs, elevators, time clocks, etc. Employees are also encouraged to use alternate doorways to enter or exit buildings to reduce interactions.

In general, visitors and guests are not allowed on campus during this time. Any visitors, vendors, contractors, consultants, or others who are not part of the SUNY Poly campus community will be required to make appointments with the appropriate department contact, complete a COVID-19 related health screening and attest that they do not meet the criteria for restriction from campus. They are also required to sign in and out using the:

“Coronavirus (COVID-19) questionnaire and attestation
(SUNY Poly – Utica)” form: https://drive.google.com/file/d/1jlz_G_yV67pAZA3gYAJz3361xpzQkyxx/view?usp=sharing
The online form: https://forms.gle/eEz4P1Rdf2oAvsem9 or by using an appropriate other department/office specific form.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

Employee Assistance Program: (EAP) is available to all employees with the goal of offering support and promoting a healthy state of mind and wellbeing, both in and out of the workplace, with the goal of offering emotional support during this stressful time. Telephonic or video consultation via Zoom is available, and employees can access this service using most smartphones, tablets, and computers with a camera. Employees may contact EAP and other resources as follows:

New York State Employee Assistance Program Office
1-800-822-0244
https://goer.ny.gov/employee-assistance-program

NYS Office of Mental Health COVID-19
Emotional Support Line
1-844-863-9314
https://omh.ny.gov/omhweb/covid-19-resources.html

NYSHIP (NEW YORK STATE HEALTH INSURANCE PROGRAM)

Should an employee or a family member need access to health insurance benefits related to COVID-19, here are the quick links that outline the coverage and assistance State employees can receive. Non-State employees should contact their HR Office.

Empire Plan - www.empireblue.com/nys
CDPHP - www.cdphp.com/members/wellness/common-health-topics/cold-and-flu/corona-virus
MVP - www.mvphealthcare.com/covid19
Empire Blue Cross HMO - www.empireblue.com/coronavirus/individual-and-family
 

• Glass partitions separating the kitchen area from the customers have been installed, including the register area.
• There are markers on the floor 6 feet apart to encourage social distancing.
• Signage has been added to change the flow to one way.
• Food orders are accepted via GrubHub.

SUNY Poly discourages non-essential visitors from accessing campus to enter buildings and meet with or interact with students, faculty, and staff. Virtual visits and appointments should be used to transact business whenever possible. Visitors will not be allowed in the residence halls. Those who must make in-person visits (deliveries, inspections, contractors, etc.) will be required to be pre-screened, wear masks, and practice social distancing.

• Students and employees returning to campus must complete an electronic screening form on a daily basis (sunypoly.edu/covid-screener). The screening includes questions about whether a person:
  • has come into close contact with anyone who, in the past 14 days, may have COVID-19 or been exposed to COVID-19;
  • has been tested or is awaiting testing results within the past 14 days;
  • is currently experiencing or has within the past 14 days exhibited COVID-19 symptoms.
• Students who are not approved through the screening process will be notified to remain in their residence hall room and/or not come to campus until contacted by the Wellness Center for follow-up.
• At the Albany campus, temperature checks are conducted for everyone onsite by NY CREATES. At the Utica location, the campus does not anticipate performing temperature checks of employees arriving on campus, but self- temperature monitoring may be requested of employees.
• On-going health promotion, such as social media campaigns, text messages, etc., will be utilized to prompt students and staff to self-assess for COVID-19.

• To help avoid symptomatic confusion between flu and COVID-19, all students and employees will be strongly encouraged to have flu vaccines.  
• All residential and non-residential students as well as SUNY Poly employees may be asked to conduct a 5-7 days precautionary quarantine at home prior to returning to campus. If COVID-19 symptoms develop, refer to below procedures for testing, contact tracing and quarantine. If asymptomatic, the individuals can return to campus following the guidance below.
• If resources permit, pooled testing will be provided to students and employees as groups, with about 25 people in each group (the group size may vary based on local infection rate at the time of campus re-opening).
• Residential students can be grouped based on living arrangements such as living in the same suite or on the same floor. Non-residential students can be grouped based on both living arrangements and class arrangements such as living in the same apartment or being in the same study groups. Employees can be grouped based on office locations, work duties, and schedules.
• If a group has tested negative, the entire group can return to campus. If a group tests positive, each member in the group should be tested individually.

• Essential employees (and all employees when applicable) will be encouraged to participate in the NYS COVID-19 testing program.  
• Following current NYS guidance and requirements regarding COVID+ and suspect COVID+ symptomatic employees, employees will be expected to stay home if they do not meet daily self-monitoring requirements and must report to the Human Resources Office.  
• If symptomatic, employees will be encouraged to be tested, start precautionary quarantine, and see their healthcare providers.  
• If tested positive, employees must follow guidelines and quarantine for at least 14 days.
• The LCHD will conduct contact tracing to ensure close contacts are sent home for precautionary quarantine and to be tested if needed. SUNY Poly will coordinate with the LCHD when appropriate.
• Employees may return to campus when released from isolation/quarantine by the local health department or as indicated in the SUNY Poly Return to Campus Work Policy (pdf).

Operational Activity

• Academic operations will be moved to a remote (online) environment.
• All personnel will be moved to work from home (WFH) model with the exception of:
  • Essential personnel (Facilities, University Police, Information Technology Services, etc.).
  • Non-Essential Personnel needing to access campus sporadically to fulfill an essential function (Payroll, EHS, etc.).
  • Where possible, essential personnel will be divided into cohorts to reduce on-campus density and limit human interaction.
  • Any personnel on campus will be required to follow all NYS DOH and CDC essential personnel guidelines including PPE, social distancing, and access to testing as available.
• Facilities will be closed wherever possible, maintained at base operational levels, and only accessible to essential personnel.

Shutdown of Residential Life Operation
Students will be notified prior to their arrival to campus that an emergency shutdown of Residential Life Operations may require them to make a complete residential move out, and that they should pack for the fall semester by taking that into consideration.

Move-Out Process

• The campus will consult and follow the guidance of local health departments in order to stop the spread
• Students will be notified of the necessity to check out via SUNY Poly email and “call them all” text/phone notification.
• Checkout will be handled using a socially distanced structure, appropriate distancing and masks will be required.
• All students must vacate the residential complex within 48 hours of notification that there is an emergency shutdown of Residential Life Operations.
• Students will utilize a form to confirm their knowledge of the shutdown and to indicate their departure time. The same form will be used for students who are unable to depart to request an extended stay.
• Students requiring move out assistance will be limited to two assistants; assistants will complete the SUNY Poly screening prior to being allowed to participate in move-out.  
• Students are expected to depart campus immediately upon completion of the move-out process.
• Accommodations will be made for international students or those with special needs to remain on-campus.
• Within 48 hours of move-out process completion, Residence Life staff will conduct a visual inspection for confirmation.
• After 72 hours, facilities staff can begin the full disinfection process.

Medically Isolated or Quarantined Students

• Students isolated or quarantined at the time of shutdown will remain in their assigned quarantine or isolation location until the Wellness Center and/or Oneida County DOH determine it to be safe for them to move out.
• All services will remain in place for isolated or quarantined students during shut down.