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:
- 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
- Nausea or vomiting
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.
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
- 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.