Human Resources

March 20, 2020
HR Update - COVID-19 Response through April 7, 2020
 

Dear Employees,

The purpose of this communication is to provide additional information related to the College's COVID-19 response and specific impact on the employees' work practices and pay through April 7, 2020.  I will provide another update by April 1 as it relates to guidance for the next period of time beginning on April 8, 2020. Please be patient as guidance from state and local authorities is constantly evolving, and we are responding accordingly.  

I hope that this communication will provide additional clarity and fills in some blanks.  That said, I fully acknowledge that it may raise additional questions. While our multi-disciplinary team has been working diligently on the College's response to these unprecedented circumstances, we simply may not have all the answers during these rapidly changing times.  Feel free to let me know if you have specific questions which I, or our team, can address. 

In addition to the Contra Costa County’s shelter-in-place order through April 7th, Governor Gavin Newsom has issued an Executive Order for the entire state of California to shelter-in-place until further notice.  In accordance with the guidance from the CDC, as well as State and local government officials, we are continuing to review our list of essential critical workers for purposes of supporting distance learning and other essential work that must be conducted on campus.  Please note, for those that are coming to campus for essential functions, it is not appropriate to bring your children to work with you for their own safety and wellbeing.

All other work should be conducted remotely where operationally feasible. We do realize that not everyone has a position conducive to remote work, or some may not have enough work to fill their full schedule remotely given the nature of their position. This is an ‘all hands-on deck’ moment for the College.  To keep essential activities going and provide the highest quality virtual education and support for our students, we may need extra personnel resources in certain departments.  To that end, we have asked all department leaders to identify projects/areas that need assistance; and list employees that have capacity in their schedule to provide assistance. Beginning next week, and continuing as needed, we will be redeploying available staff to assist with projects in other areas as needed. This will allow the College’s critical needs to be met, and allow employees to remain scheduled to the fullest extent possible.  

In the event that a staff member is unable to perform their full schedule of work responsibilities under the current conditions, the College will ensure that they are paid in full (according to their normal schedule) using a combination of available vacation and sick time, and supplemental pay (for those that do not have available leave balances) through the period of time of the initial shelter-in-place order, March 17 -  April 7, 2020.  

Time-reporting guidelines through April 7, 2020

Report all hours worked

  • Check your leave balances  (vacation/annual leave and sick) at the top of your webtime entry timesheet.  For the hours that you were unable to work your full schedule, you may report vacation/annual leave and/or sick hours (do not report hours beyond the amount in your current leave balances)
  • If you do not have enough vacation/annual leave or sick hours to fulfill your normally scheduled hours, you should use the Emergency Closure code to report the number of hours necessary to fulfill your normal hours (for most employees that is either 40 or 37.5 hours per week; part-time employees should report hours equivalent to their regular normal hours).  Report these hours in the ‘Other Time Hours’ column, and use the drop-down arrow in the ‘Other Time Types’ column to select Emergency Closure.
  •  Staff and Supervisors/Managers should communicate clearly with each other to ensure there is a shared understanding of time to be reported in the various categories.

Please note, per California law, it is up to the employee if they want to use their accrued sick leave.  However, the College will only supplement pay for any hours that the employee does not have time available in their leave balances.  

Human Resources will be conducting information sessions for all supervisors/managers next week to ensure they understand current guidelines.  Please look for an invitation to these sessions soon.

I will be sending out a separate communication to those that supervise student workers with specific information and guidance that pertains to student workers, including those that are on Federal Work-Study.

Again, thank you for all that you are doing during this time to ensure a safe, effective, flexible work environment for all. It is greatly appreciated.

Do not hesitate to contact our team in Human Resources at hr@stmarys-ca.edu with any questions you may have.

Please take care,

 

Laurie Panian
Associate Vice President & Chief Human Resources Officer
Title IX Coordinator
Saint Mary's College of California