What You Need to Know for a Safe Return to Onsite Work
In anticipation of sufficient levels of COVID-19 immunity, reduced infection rates, and appropriate and sufficient data and safety protocols, SUNY Empire will resume safe onsite operations and work practices in preparation for the 2021 Fall Semester.
As we prepare to return to teaching and learning at our locations, SUNY Empire has begun to reimagine a new normal after more than a year of instructing and working remotely. Knowing that we need to be flexible and adapt if circumstances change, the college will continue to closely monitor and evaluate the situation as we move forward with our planning.
SUNY Empire is fortunate to have built an extensive and robust online delivery model that encompasses academic programs and student services. Compared to most institutions, the shift to fully remote learning was seamless. We had the resources to convert face-to-face courses rapidly, to train faculty in using new technologies, along with student services that allowed remote access. We also developed virtual study groups, SUNY Empire Connects, and a new online orientation. We should be proud that through the contributions of each and every member of our community, we were able to innovate and sustain the college through these unprecedented times.
Now, it is time to turn our attention to welcoming our community back to our campus locations safely and with the resourcefulness and flexibility we exhibited as we progressed through the pandemic, and to resuming our work practices that may involve activities beyond our locations. In this transition back to on-site delivery of academic instruction, resources, and services, we remain committed to providing excellence in academic programming, and vibrancy in the student experience.
We know that we are still in uncertain times and COVID-19 is still a novel virus. While we are developing a comprehensive plan for the future, we cannot be certain what August 2021 will bring. However, with widely expanded vaccine eligibility, and subsequent anticipation of widespread immunity, the distinct possibility exists to safely return to serving our students in-person at each of our locations, and we are planning accordingly with both equal parts optimism and caution.
We have developed a phased return to serving students at our locations. In the event we are not able to return at ~100% capacity, we have also provided contingencies for ~40% capacity and ~25% capacity where applicable. Given the fluidity of the situation, we will carefully monitor our reopening and will move to contingency plans should we face unacceptable risks to the college community, whether generally or at particular locations. As members of the SUNY Empire community, we all share a responsibility to pitch-in and help keep our workplace and fellow colleagues safe by using the provided materials and subsequent training. We are committed to:
- The health and safety of all members of our SUNY Empire and neighboring communities
- Preventing the spread of the virus
- Maintaining excellence in teaching, learning, scholarship, and the student experience
- Sustaining the college
Employee Return
On April 2nd, 2021, the Statewide Pilot Telecommuting Program was extended through July 2nd, 2021. Given the progress being made in vaccinations, SUNY has indicated it is highly unlikely this program will be extended.
Once the telecommuting agreement expires, all faculty and staff should expect to return to work locations. A “phased-in” approach will be communicated to faculty and staff in order to re-orient all employees to the work environment, which will include some additional staff phasing into on-site work prior to the July 2nd expiration of the Statewide Pilot Telecommuting Program.
Work location capacity and a phase-in schedule will be determined using recommendations from the CDC, and in compliance with state, local government, and health department recommendations. At this point we are planning a full return of our staff back to the office by August. There may be specific instances where locations will phase-in at later dates and times due to circumstances such as construction, new partnerships, or office moves. There may also be specific instances where locations will be returning earlier due to individual site and partnership requests and requirements.
| Alternate Considerations | |
|---|---|
| 40% | Alternating work schedules, and potential telecommuting for certain non-essential positions if bargaining agreements allow. |
| 25% | Telecommuting agreement must be extended. Only essential employees allowed in locations. |
Be Prepared
We encourage individuals to make any personal arrangements they need to make to return to onsite work at the beginning of July.
Individual employee circumstances regarding requests for accommodation, leaves or personal situations will follow current guidelines of working with your supervisor and through the Office of Human Resources.
Student Return:
For the 2021 fall semester, beginning August 23, 2021, students will be allowed back into our locations and classrooms based on the recommended capacity. Please keep room capacities in mind as you schedule meetings, classes, and events. Students entering our work locations will be subject to the same protocols as our staff.
| Alternate Considerations | |
|---|---|
| 40% | Class schedules and capacities will be adjusted. Face-to-face instruction, study groups, and meetings will be scheduled based on room capacities. Instructors shall offer face-to-face meetings and instructions based on room capacity and scheduling. Online instruction will be supported. |
| 25% | Telecommuting agreement must be extended. Only essential employees only allowed in locations. Student instruction will maintain remote-only model currently in place for spring 2021. |
Group Meetings or Gatherings
SUNY Empire will continue to follow the CDC guidance and recommendations on group gatherings. Due to infection rates, this can be a moving target. Classes should be kept to the recommended capacity of each space as indicated in the room scheduler or information provided. For purposes of space planning, we will be following the recommended distance of six (6) feet. If you need further guidance, please email COVID RESPONSE covid@esc.edu
SUNY Empire recommends that team meetings or other gatherings continue in a safe manner, socially distanced. Virtual meetings will still be supported.
These guidelines also apply to returning to work in our non-SUNY Empire location-based work as well (e.g., meeting with donors, alumni, partners).
| Alternate Considerations | |
|---|---|
| 40% | Small group meetings only, properly distanced, virtual supported. |
| 25% | Virtual meetings only. |
High Touch Areas
Areas including but not limited to faucets, equipment, doors, counters, desks, and railings should be cleaned and disinfected using the provided materials and methods. We will supply “cleaning/disinfectant” kits which should be kept in an accessible area for common use. All products used must be on the EPA and CDC lists for approved item. Scheduling of cleaning and disinfecting will be based on CDC, local government and SUNY recommendations. Not including vaccinations, the best way to reduce chances of infection are:
- Proper and frequent hand washing.
- Following distance protocols.
- Using hand sanitizers.
- Mask wearing and face coverings.
Currently the cleaning standard is set at a minimum of once per day. This will be the scope of our cleaning team (Saratoga), or contracted services at our leased and shared locations. The cleaning/disinfectant supplies will be provided for additional disinfecting as may be needed based on your comfort or for more frequent disinfection of your personal space. On April 5th, 2021, the CDC updated their information to state:
“When no people with confirmed or suspected COVID-19 are known to have been in a space, cleaning once a day is usually enough to sufficiently remove virus that may be on surfaces and help maintain a healthy facility."
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Cleaners and Sanitizers
Disinfectant products and hand sanitizer will be provided by SUNY Empire at each location. We recommend cleaning kits for each classroom, area, and front desk to be used as needed, and described below, for your comfort and safety between scheduled cleanings. Disinfectant kits will include disinfectant wipes, disinfectant spray, hand sanitizer, gloves, masks, and disposable towels. Additional hand sanitizer will be distributed to locations and should be made available throughout your location. We understand that locations vary in size and scope.
Prior to returning to work, the facilities and operations team will provide a walk-though consultation for each location.
If additional supplies are needed, please submit a resupply request through the facilities department as needed.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Electronic Device Disinfecting
Electronic devices - including shared computers, printers/copiers, and touchscreen displays, should be disinfected before and after each use by the user. Direct spraying and misting of electronic equipment and devices are discouraged. The disinfecting procedure is to use a disinfectant wipe, or to spray a small amount of disinfectant onto a cloth before wiping the device.
Shared Equipment/Services/Work areas including office space
In most locations, services and equipment such as printers, mailroom, office tools, files, refrigerators, microwaves, and beverage brewers (i.e., Keurig machines) are shared among co-workers. In some cases, offices and workspace is shared. Always be sure to disinfect the high touch areas before and after each use. Be sure to use the disinfection kits and methods provided by the college. As a SUNY Empire community member, we all have a shared responsibility that all individuals shall and must take to ensure a safe work environment.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Vaccinations
Effective April 6, 2021, all New York state residents 16 and older are eligible to receive a COVID-19 vaccination. We are hoping for a highly vaccinated college community by fall 2021. However, unless otherwise indicated by the state’s Department of Health or SUNY System Administration, obtaining a full vaccine administration of either a one-dose or two-dose vaccination will not be mandatory at SUNY Empire and will remain optional.Regardless of your vaccination status, you will still be required to abide by all procedures and protocols set forth.
Since we are following a distance-learning model and vaccine eligibility has been greatly expanded at state-run and private sites, SUNY Empire will not conduct on-campus vaccinations at this time. As such, students, faculty, and staff must schedule their own vaccine appointments. If you plan on being vaccinated, please note the expected phase-in return to work date of July 2. You should make your
arrangements in advance of returning to work. Not being vaccinated will not be acceptable excuse to not return to onsite work unless there is valid and acceptable medical reason confirmed by your physician.
The administration may consider onsite vaccination administration in the event it will facilitate a safe return to work for all faculty, staff, and students.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Mask Wearing and Face Covering
Staff who provide proof of vaccination status will not be required to wear masks in public spaces at our SUNY Empire campuses. However, anyone who wishes to wear a mask may continue to do so. Students who are vaccinated may also choose not to wear a mask. However, all individuals will be required to wear masks in classrooms. Only faculty who have been vaccinated and can maintain a social distance of six feet may remove their mask in a classroom setting.
Masks should be worn so that they cover the mouth and the nose. If you are working alone, in a closed space such as an office, you may remove your face mask.
All staff should be comfortable educating and informing visitors (including students) of our protocols. Anyone refusing to wear a mask based on the above guidelines would be in violation of our protocols. Confrontational situations are rare and unexpected, however, if you encounter any situations that arise to the level of confrontation, you should immediately remove yourself from the situation and notify your supervisor. Employee violators will be referred to the Office of Human Resources. Student violators should be referred to the student conduct officer for further actions. Concerns may be emailed to COVID RESPONSE at covid@esc.edu.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Food-Sharing
Locations will need to follow local government regulations pertaining to public dining. Until further notice, shared food and community food items (such as catering, baked goods, candy dishes) will be prohibited in the workplace. Lunches and breaks should be taken in small groups, following proper social distancing protocols.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Empire Entry, Powered by Envoy
SUNY Empire State College is transitioning to a new Empire Entry procedure powered by the Envoy Protect app. The app is a quick and convenient way to sign in and out of our campus locations, ensure faculty and staff are healthy and symptom-free, and monitor capacity and visitor activity, all while eliminating the use of shared pens, notepads, and other items. Empire Entry is part of our ongoing effort to keep employees healthy and safe during the COVID-19 pandemic.
Each time you work onsite at a SUNY Empire location, you’ll be required to complete the Empire Entry process. Simply access the Envoy app on your smart device and register at that particular location at least one hour before arriving by completing the health assessment. You must attest that you are free of COVID-19 symptoms to register and enter.
The Envoy app can be downloaded to either your Apple or Android device. If you don’t have a smart device, or are unable to register before your arrival, you will have the option to register by accessing the app via an iPad kiosk at the main entrance of each location.
You may also schedule the day you will be entering a site up to 24 hours in advance on the app. Employees who need to enter multiple locations on a given day will have to submit a new registration for each location and must sign out upon leaving. For further instructions on how to use the app, please review this guide.
To be eligible to report to work on campus, employees must be free of ANY symptoms potentially related to COVID-19, or have had an evaluation and been cleared by their primary care provider. The CDC has provided the following list of potential symptoms:
- Have you test postive for COVID-19 through a diagnostic test in the past 14 days?
- Is your temperature greater than or equal to 100°F?
- Have you had any known close contact with a person confirmed to have COVID-19 in the past 14 days?
- Are you currently experiencing any of the following symptoms?
- Cough
- Shortness of Breath
- Trouble Breathing
- Fever
- Chills
- Muscle pain
- Headache
- Sore Throat
- New Loss of Taste
- New Loss of Smell
If you answer “Yes” to any of these questions on a day you are scheduled to report to onsite work, you will not be able to report to on-site work and your supervisor will be notified. If you are unable to report to work, proper leave time will have to be charged.
If the answer is “No” to all of the screening questions, you will receive the “Green Check” to enter work. Detecting these symptoms or potential exposures early, before the employee/student even arrives onsite, will help reduce potential exposure to, and spread of, the virus.
The Daily Health Report is electronic and easily found by using the Envoy App. You can download this app to your smart phone or tablet. This app will also be very helpful to receive updates and any announcement notifications.
Social Distancing
SUNY Empire employees, students, and visitors must maintain a safe physical distance (at least six feet) from others at all times possible. Best practice includes:
- In hallways and stairwells, walk to the far right in a single file.
- Follow elevator occupancy restrictions, generally one to two passengers at a time.
All members of the college community are expected to keep six feet of physical distance between themselves and others in all areas of campus whether visual guidance is provided or not.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
COVID Testing
Fully vaccinated employees will be exempt from mandatory weekly testing, once they provide documentation showing they’ve completed a full vaccination series. Employees can provide proof of vaccination by scanning and submitting a COVID-19 Vaccination Record Card or proof of vaccination from the NYS Excelsior Pass to Kyle Parker (kyle.parker@esc.edu) in the Office of Human Resources.
All others will need to submit to weekly testing of onsite faculty, staff, and students to the degree and frequency established by SUNY System Administration. Currently, SUNY protocols require testing for staff and students on campus. During the Fall 2021 semester, staff, and students must comply with weekly testing requirements even if only appearing onsite once during that particular week. Testing will be mandatory and all inclusive. There are currently no testing exemptions granted for a vaccinated person.
Pooled Testing
We will continue with the SUNY Empire weekly COVID-19 pooled testing during the fall 2021 semester in conjunction with SUNY Upstate Medical University. Once the pooled samples have been collected, they are shipped overnight to Upstate Medical’s laboratory for processing. The pooled testing uses a saliva-based sample test, is non-invasive, and quick and convenient to complete. This population will be tested once per week. A more detailed plan will be communicated in the forthcoming weeks.
Individual Testing
If pooled testing is not available to you or your location, SUNY Empire will provide individual test kits to students and employees. The employees working at our locations that are not of sufficient size to accommodate pooled testing will also participate in weekly testing using a kit provided by the EverlyWell Corporation. The individual test kits will include a UPS shipping label; however, employees will need to arrange for pickup or drop off their test kits at a local UPS shipping facility for overnight shipment. EverlyWell will also conduct lab analysis on the samples. This service helps ensure the safety and health of the small staff we have working at these locations. The individual testing uses a lower nasal swab-based sample test, is non-invasive, and quick and convenient to complete. This population will be tested once per week based on current guidance.
Testing Employees and Students with Signs or Symptoms of COVID-19
In the event SUNY Empire students or employees experience or display any signs or symptoms of COVID-19, they will not be permitted to enter a campus location. Students will be directed to their healthcare provider for further evaluation. If they do not have a primary care provider, their local health department or urgent care center can evaluate and provide further directions for testing. In the event there is a positive test result, employees are required to report their results to our Office of Human Resources. The result will then be entered in the SUNY portal. We also request all students to report if they have a positive test result. This will assist us in providing proper support to our students, as well as undertake necessary contract tracing in concert with local health departments. Students should be directed to email a positive test notification to hrdepartment@esc.edu. Plan Oversight SUNY Empire’s testing plan will be overseen by Lindsay Holcomb, interim director of human resources.
Isolation and Quarantine Protocol
We do not have a campus location that provides residential housing for our students. In the event a student tests positive for COVID-19, they are required to isolate and quarantine at home per CDC and New York State Department of Health (DOH) guidelines. The student will need to contact the school for reporting purposes. This will be reported to the office of Human Resources hrdepartment@esc.edu.
If a student comes into contact with an individual who tests positive, we will ask them to follow the direction of DOH guidelines which may include isolation and quarantine. Our student services staff is available to walk through individual scenarios to determine when students can safely return to campus if direct faculty interaction is required.
Employees at SUNY Empire follow the guidelines set forth by the Governor’s Office of Employee Relations and SUNY System Administration. If an employee tests positive for COVID-19, the data will be entered into the portal, and the employee will work remotely and/or take a medical leave, as applicable.
Test Data Management
The points of contact for testing-related data management and campus safety at SUNY Empire are Lindsay Holcomb, interim director of human resources and director of safety and security. Lindsay Holcomb will enter testing data daily. All changes to the plan for testing will be based on SUNY Administration guidance and will be communicated before the fall term.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Travel
Travel for business should remain at current restriction of essential travel only. Please check with your department head or supervisor if you have a question about what is essential. When traveling, be sure to understand all protocols for the destination location, as well as protocols for returning to New York state from your destination location.
All visitors that will be checking in to a SUNY Empire location, should be made aware of our protocols, including any travel into New York state before their arrival.
*Please be advised that asymptomatic travelers entering New York from another country, U.S. state, or territory are no longer required to test or quarantine as of April 10, 2021.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Air Circulation
We are working with our landlords and facilities teams to ensure safe air flow. All air handlers will ensure proper air exchange rates. All filters and handlers are required to be at or exceed recommended capacity. The air filters are required to be at or exceed the recommended Minimum Efficiency Reporting Value (MERV) ratings. With these factors in place, we are at or exceeding CDC guidelines and recommendations for our workplaces. All air circulation has been continuous throughout the pandemic.
Any concerns or issues with air handling at a specific location should be reported to the facilities department.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Physical Barriers and PPE
Because the safety and well-being of our staff and students is the ultimate priority for SUNY Empire, the college will provide all necessary PPE for faculty and staff while at work, including gloves and masks. For Fall 2021 we will provide necessary PPE and barriers deemed necessary for public-facing employees. Additional barriers such as plexiglass or dividers will need to be within CDC guidelines and approved by your department head. This will be ordered through the facilities department. PPE such as masks, and gloves may be ordered by contacting the facilities department. Face shields and eye covering are optional. Please use the COVID response email for questions and concerns. COVID@esc.edu.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Training
The Office of Communications, Marketing, and Government Relations will assist in providing video recordings of necessary trainings. As we receive requests, more trainings will be made available. Training will be provided around the following topics:
- Proper PPE application, and distribution.
- Sanitizer use and handwashing.
- Chemical use and proper sanitation.
- Classroom and workspace disinfection.
- Policy enforcement.
- De-escalation tactics.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Furniture and Seating
Furniture and seating should be arranged to maximize comfort and vibrancy while still adhering to state government, local government and CDC recommendations and guidelines. Once arranged, furniture should remain in place. If you are working in a location that requires special accommodations, please contact your supervisor with questions.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Building Access
Access to SUNY Empire State College locations should be limited to current SUNY Empire students, staff and faculty along with those who have appointments. Prior to entry to the location, everyone must complete and submit the daily health monitor as explained above. If this is not possible, the person should sign the health monitor form on-site.
In order to control the amount of people in each location, we ask that employees and students do not bring guests and children into the workplace. Employees who have an issue with daycare, should work with their supervisor and/or Human Resources. Students who have an issue with daycare, should work with their instructor or mentor for an alternative meeting arrangement.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Managing and Reporting Incidents
All SUNY Empire staff will be required to educate and inform students and guests regarding the college’s COVID policies and procedures. All Student behavioral issues, referrals and incidents involving students should be reported to the student conduct officer. For reference, the SUNY Uniform Sanctions are here:
UniformSanctions-Response-COVID-19-Student-Violations.pdf (suny.edu)
Employee concerns can be reported to your supervisor and Human Resources.
Health and safety concerns as well as access requests should be reported through the COVID RESPONSE email at covid@esc.edu.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Computer Labs
Recommended capacities for rooms should be followed. Equipment and chairs should be spaced six (6) feet apart. Equipment is subject to sanitation protocols. Signs will indicate that users should sanitize before and after each use. Signage will be provided and should be placed in computer labs.
| Alternate Considerations | |
|---|---|
| 40% | Equipment should be placed six (6) ft apart. Room capacity should be monitored. |
| 25% | Computer labs will be closed. |
Signage
In addition to local code and legal requirements, all entry ways should post the provided signage to include:
- Mask policy
- Visitor regulations
- Check-in/sign-in procedures
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Appointments and Scheduled visits
Appointments and scheduled sessions should be made based on the capacity of the area being scheduled. This includes mentor appointments, visits with faculty, as well as appointments with contractors, donors, or partners. Everyone entering the building should adhere to the applicable policies and protocols.
| Alternate Considerations | |
|---|---|
| 40% | None. |
| 25% | None. |
Shutdown Contingency Plan
In the event the State of New York determines there is a significant risk of a second phase of COVID-19 to students and staff at higher educational institutions, SUNY Empire has prepared a Shutdown Contingency Plan that is activated under the direction of the college president.
The scope of the plan includes the administrative operations of the college as well as academic activities, including those performed online or from a distance. An essential component of the plan is mission critical activities (MCAs). These are activities that cannot be stopped for the given time period and examples include the disbursement of financial aid, student academic services or the disbursement of employee paychecks.
The plan is based on a process that can be followed to activate continuity measures within 12 hours of notification.
Consultations
As we continue to move through these unprecedented times, we encourage you to note all challenges, successes and best practices. As we move forward, we plan to host open discussions to help us evaluate our plans, implementation, and the return-to-work procedures. Your input is important to us. We look forward to hearing from you, and we look forward to a bright, vibrant, and engaged community of learning.
As members of the SUNY Empire community, we will share the responsibility to pitch-in and help keep our workplace safe by using the provided materials and training. Please keep yourself and others safe and remain committed to:
- Health and safety for all members of the community.
- Preventing the spread of the virus.
- Maintaining excellence in teaching and learning, scholarship, and the student experience.
- Sustaining the college.