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St. John Fisher College Employee Handbook Addendum

(01/21/2021)

Introduction

In response to the COVID-19 pandemic, the College has implemented many new policies and procedures impacting employees. These policies are intended to supplement, and not replace, the policies maintained in the College’s Employee Handbook, and shall remain in place for the duration of the pandemic or until further notice. To the extent any of the policies in this Addendum are inconsistent with the Employee Handbook, this Addendum shall control. Notwithstanding anything in this Addendum or the Employee Handbook, the College shall comply with all applicable federal, state, or local laws.

The existing Employee Handbook remains in place and applicable to all College employees. This Employee Handbook Addendum is produced and managed by the Human Resources Department. These policies are subject to modification and development in the light of experience both within and outside of the College; the evolving mission, goals, and objectives of the College; and changes in regulations and laws, particularly as they relate to COVID-19.

As such, these policies and procedures may be reviewed periodically by the Board of Trustees or its delegates, and management of the various departments. Their reviews may result in the revision, supplementation, or elimination of the policies and procedures outlined in this Handbook. The College reserves the right to modify, revoke, suspend, terminate or change its personnel policies and procedures and this Handbook at any time without notice, except as required by law.

All employees have access to this Handbook. These written policies and procedures should increase understanding, eliminate the need for ad hoc decisions on matters of College-wide policy, and help to assure uniformity throughout the College. If there are any questions relating to the content of the Handbook, an employee should contact their immediate Supervisor/Manager or the Human Resources Department at humanresources@sjfc.edu.

Cardinal Health and Safety Pledge


Payroll Procedures

Pay During Quarantine

In March 2020, Governor Cuomo established COVID-19 Paid Sick Leave which provides employees in the state with guaranteed job protection and at least 14 days of paid sick leave for the duration of mandatory or precautionary quarantine.

Please note:

  • You are expected to work from home, if able. Please talk with your supervisor for a determination regarding whether or not your work can be performed from home. If you are able to work from home, you are not eligible for COVID-19 Paid Sick Leave.
  • If your need to quarantine is based on voluntary travel to a location on the NYS restricted travel list and you did not secure prior supervisor approval, you are not eligible for COVID-19 Paid Sick Leave and the quarantine period will be unpaid (assuming you cannot work from home).

Timekeeping/Payroll

If you are able to work from home, you should record time worked as follows, based on your employee classification:

  • If you are a salaried/exempt employee, use “Regular Salary (10)”
  • If you are an hourly/non-exempt employee, use “Regular Hours
    (020)”

If you are not able to work from home, you should contact HR at humanresources@sjfc.edu to communicate hours that will need to be recorded as COVID Sick Time.

Based on your employee classification, other leave options (such as Family Medical Leave (FMLA), NYS Paid Family Leave (PFL), or short-term disability), may be available upon the provision of appropriate additional
supporting documentation.

Faculty Quarantine Reporting

Faculty who do not normally need to report sick time will need to report any time spent in quarantine (regardless of whether it qualifies for paid leave under this policy) in order to meet the College’s tracking requirements. For information on faculty medical leave and reporting, please contact Human Resources at humanresources@sjfc.edu.


Performance Review Process

The College postponed its customary employee review process and will revisit it in the fall. Supervisors will provide comprehensive guidance and performance feedback over the course of the year.


Policies and Procedures

Mandatory Employee COVID-19 Vaccination Policy

St. John Fisher College is implementing a mandatory employee COVID-19 vaccination policy for the 2021-2022 academic year. Religious and medical exemptions will be considered, and additional accommodations will be reviewed on a case-by-case basis.

New York State Travel Advisory

Effective immediately and for as long as the New York state travel advisory is in place, any students or employees traveling to/from any restricted states as determined by New York state with a significant current community spread of COVID-19 - are required to self-quarantine in New York state for 10 days before returning to St. John Fisher College.

CDC Travel Guidance

Additionally, per the most recent CDC Travel Guidance, any students or employees traveling internationally are required to self-quarantine in New York state for 10 days before returning to St. John Fisher College. 

In the interest of the health and safety of the Fisher community as well as the greater Rochester community and the communities in which we all live, and in cooperation with the Governor’s mandate, employees are strongly advised to avoid unnecessary international travel and out of state travel. If an employee decides to pursue unnecessary travel to a restricted state or internationally without prior supervisor approval, the quarantine period will be unpaid.

Employees considering travel to a restricted state or internationally due to extraordinary circumstances should have a discussion with their supervisor or department chair prior to departure to determine if they would be able to use paid absence, vacation time, or work remotely for their quarantine period.

COVID-19 Accommodation Requests

Employees should contact the Human Resources Department regarding any requests for accommodation of medical conditions necessitated by COVID-19.

College ID

All employees are required to wear their College ID on campus.

College Business Meetings

All College business meetings should be conducted virtually via Zoom.

College Sponsored and Supported Travel

College-sponsored or supported international travel remains suspended. This includes international club or class trips and professional conferences. 

College-sponsored or supported travel to any “restricted state” identified by New York state is prohibited.

Faculty and Staff

Travel for Conferences and Professional Development Faculty and staff who believe they have an essential need for domestic travel for College-sponsored or supported business should notify their supervisor or department chair/dean who will work with the divisional vice president or provost to determine if travel should
proceed as planned.

Travel for Classes and Coursework

Faculty and staff who wish to request for students to travel off-campus as part of an academic or scholarship experience should notify their dean, chair, or program director who will review the request with the provost for approval.

Process for Approved Travel

If travel is approved and transportation and/or lodging is required, arrangements must be made through one of the College's travel partners to ensure flexibility for payments, cancellations, refunds, and credits during this uncertain time.

For all travel including air, rail, car rental, and hotel accommodations:

  •  Van Zile Travel agency will arrange all travel including air, rail, car
    rental, and hotel accommodations. 
    • Van Zile Travel Contact Information for Employees
  • Vehicle rentals can also be booked directly through Enterprise Rent-A-Car and National Car Rental.
    • Enterprise Rent-A-Car Information for Employees

Flu Vaccinations

All employees are strongly encouraged to receive the flu vaccine. As we always do, the College will provide flu clinics on campus throughout the early fall semester after the vaccine is available.

Campus Policy on Communal Food

The College is adopting the following precautions when food is provided at any events, meetings, and in offices. The goal is to minimize contact and cross-contamination on food and food-serving surfaces. This policy applies to all foods and beverages regardless of vendor.

  • All catering must consist of individually packaged/portioned items or include a catering attendant for serving. 
  • Buffet style service (anything you serve yourself) is prohibited, including common practices of providing doughnuts, pizza, cookies, etc. 
  • “Bulk” food items may not be served at any campus event (i.e. bowls of chips, scoop your own ice cream). 
  • Any food brought in from off-campus must be individually wrapped. 
  • All “make your own” food events are prohibited (i.e. stuff your own taco, decorate a cupcake).
  • Communal snacks in bowls in public spaces, including candy, mints, etc., are prohibited. 
  • Beverages should be in single-serve containers.

We also expect good health and safety practices such as providing hand sanitizer at events, as well as cleaning tables before and after with disinfecting cleaners.

As a reminder, food is not allowed in any classroom. If you have questions about food for your event, please contact Fisher Dining Catering at (585) 385-8285.

Quarantine

“Self-quarantine” means that the quarantined individual must not be in public or otherwise leave their home, hotel room, or other suitable quarters for at least 10 days.  For further guidance on quarantine, refer to the CDC recommendations.


Employee Benefits

Vacation Carryover, Floating Holiday, and College Holidays

Employees may carry over up to one year of accrued vacation time plus an additional five days of accrued vacation through December 31, 2021. 

The deadline to use the floating holidays provided on June 1, 2019, and June 1, 2020, is extended to May 31, 2021. The deadline to use any banked college holidays is extended to May 31, 2021.

Employee Assistance Program

As a reminder, the College offers an Employee Assistance Program to all its employees. 

The program provides free, confidential, and professional assistance to help employees and their families resolve problems that affect their personal lives or job performance. These problems may include alcohol or drug abuse, marital difficulties, financial or legal problems, emotional difficulties, or parent/child issues. Given the difficulties and uncertainty during the COVID-19 pandemic, the College encourages you to reach out to the EAP for support and assistance. 

The request for help may be initiated by you or your family. The College retains the services of the Strong Employee Assistance Program of Rochester (EAP). The offices are located in Rochester, Henrietta, Webster, Gates, and Newark. Day and evening hours are available. To contact EAP for more information or to make an appointment, please call (585) 475-0432. All emergency or crisis calls will be handled immediately. For non-emergency calls, an appointment will be arranged. 

Confidentiality is assured. The discussion of the problems is strictly between you and/or your family and the counselor. The College will never have any knowledge of your contact without your permission and a signed release.


College Facilities

Dining Services

The College’s main dining hall (Ward/Haffey) will be limited to use by students only until further notice.

For more information about dining locations and hours, please visit the Dining Services website

Cash will not be accepted at food service locations. Credit/debit cards and Cardinal Cash will be accepted. Employees can purchase Cardinal Cash, which is a prepaid declining balance spending account tied to your Fisher ID.

Cardinal Cash purchases can be facilitated through the Cardinal Cash website or by using the iPhone app or Android app. For help with the website or app, contact the OIT Service Desk at (585) 385-8016.

Classroom Protocols

As leaders in the classroom, it is imperative that all instructors support compliance with these expectations clearly and unambiguously. 

To ensure proper social distancing and minimize other risks of virus transmission during face-to-face classroom sessions, the protocols below will be observed by everyone using a classroom until further notice.

Reminder - Before coming on campus:

  • Complete the Daily Pass.
  • Make sure you have your face mask at all times.
  • Use proper handwashing and hygiene.

While in the classroom:

  • Each individual should clean their desk/workspace touchpoints
    before use. Cleaning supplies are provided in each classroom and
    used supplies should be disposed of in the marked container. If
    more supplies are needed, contact Facilities Services at (585) 385-
    8256.
  • Everyone in the classroom is required to wear a face mask
    covering their nose and mouth while in the classroom.
  • Social distance (6 feet apart) must be maintained; occupants must
    remain spaced apart.
  • If the furniture is moved it must remain 6 feet apart and be returned
    to its original position before leaving the room.
  • Do not bring extra furniture into the room. If you have a question
    about room occupancy, please contact the Registrar’s Office at
    (585) 385-8015.
  • Any equipment or materials that are shared during class must be
    cleaned before each individual uses them.
  • Eating food in classrooms is prohibited.
  • Beverages may be consumed if they are covered.
  • All occupants must practice respiratory etiquette (cover cough,
    cough or sneeze into elbow).

When leaving the classroom:

  • Individual work stations and any equipment used should be cleaned before exiting. 
  • All items brought into the room must be taken out of the room, including any trash generated during the class period.

Break Room and Break Area Guidelines

Recognizing several areas around campus have communal break rooms, in light of COVID-19, the College has established the following guidelines for campus break rooms/areas:

  • Offices/Departments will manage their own break rooms/areas, including monitoring them for cleanliness and approved occupancy. 
  • Cleaning
    • Each employee is responsible for cleaning up their area after eating, including food eaten in communal break rooms/areas or at individual workstations.
    • Employees are to clean anything they touch in the break room/area
      before and after each use (tables, seats, surfaces, appliances).
    • All dishware and utensils should be brought by the employee and
      taken home each day for cleaning.
    • Sinks should always remain empty after use.
  • Occupancy 
    • All social distancing guidelines (6 feet apart) apply to break rooms/areas.  
    • Remove chairs to accommodate social distancing. 
    • Offices/Departments are encouraged to schedule specific dining periods for employee use to avoid overcrowding.
  • Appliances 
    • In break rooms/areas the following appliances are allowed: refrigerator, coffee/tea maker, and/or microwave. Any other appliances should be removed from the area. 
    • No appliance may be used by more than one employee at a time and the employee using the appliance shall clean it, paying attention to touchpoints, after its use.
  • Communal Food 
    • Employees may not bring any communal meals or food to share with other employees unless items are individually wrapped.

Departments maintaining a break room/area should continually monitor its use for compliance and implement stricter protocols where necessary or appropriate. All employees also are reminded of their obligation to
work together for the safety of all.


College Security

Campus Access and Visitors Policy

Until further notice, in order to protect our community, while on campus, currently employed faculty and staff must:

  • successfully complete The Daily Pass prior to coming to campus 
  • wear their Fisher ID card at all times while on campus 
  • wear a face covering at all times while on campus when social distance of six (6) feet or more cannot be maintained.

Restrictions to Access to Campus

Visitors are restricted from campus for the spring semester. For the purpose of this policy, the term “visitor” refers to anyone who is not currently enrolled at or employed by St. John Fisher College. This includes family members or personal associates of students, faculty, and staff. 

Understanding that campus business is often conducted with off-campus partners, if virtual meetings are not possible, the following groups are considered to be Essential Guests and are allowed on campus under the following circumstances:

Essential Guests permitted to access buildings:

  • Academic guests and presenters
  • Designated vendors, contractors, and service operators with essential campus business 

Process: 

  • The host must alert the Office of Safety and Security of the date and time that the guest is
    coming. 
  • Essential guests who are invited to campus must first check-in at the Office of Safety and Security. The host is responsible for the guest’s compliance with this requirement. 
  • Essential guests will be screened for COVID-19 symptoms. 
  • Essential guests who pass the screening will be allowed to be on campus and required to wear a visitor sticker and a face covering at all times while on campus. 
  • Essential guests who do not pass the screening will be required to exit campus.

Pick-up and drop-off (no building access)

  • Ride-hailing and food delivery drivers
  • Pick-ups or drop-offs for students, faculty, and staff

Exception Requests

Requests for access to campus by any other population will be considered on a case-by-case basis and must be approved by divisional VPs and Deans. Information related to approved essential guests should be sent to the Office of Safety and Security at least 24 hours prior to the desired visit. Urgent requests may be communicated by phone to the director of safety and security.

Employee Safety and Wellness

Daily Pass Compliance

The Daily Pass is a web-based form and works on computers, tablets, and mobile devices. You will use your Fisher network credentials to log in to the screening. 

All College employees are required to complete the Daily Pass.

Full-time employees

  • Complete the Daily Pass every day (including weekends) whether or not you are coming to campus unless you are working remotely for the semester or are on vacation. 
  • The Daily Pass must be completed as soon as possible each day, but in no event later than 2 hours prior to your arrival on campus. 
  • If you are not coming to campus, the Daily Pass must be completed by noon. 

Part-time employees (including adjunct faculty)

Completion of the Daily Pass should be discussed with your supervisor. 

Contact Tracing

The College may be required to notify the NYS Department of Health about any positive COVID-19 results to assist, if asked, in contact tracing efforts. 

On-campus contact tracing for employees is being coordinated through The Office of Safety & Security.

While the Daily Pass completion status will be provided to an employee’s supervisor, no health-related information will be shared.

Directional Signage

There will be significant directional signage on campus (hallway directions, queuing marker, in/out door markers). All employees are expected to follow the directional signage.

Face Covering Policy

For the purpose of this policy, a face-covering means a fabric covering/mask or disposable mask that covers the wearer’s mouth and nose.

Everyone on campus will be required to wear a face-covering at all times, with the following exceptions:

  • When a person is outside and 6 feet of social distance can be maintained between individuals. 
  • When a person is alone in an office or breakroom with the door closed. 
  • When a student is alone or with their assigned roommate in their residence hall room. 
  • When eating and drinking in designated areas, social distancing must be observed and face coverings may be removed while seated for eating and drinking. Face coverings must be
    immediately put back on after eating/drinking. 

Face masks with valves are prohibited. (While masks with valves are effective at protecting the wearer from pathogens, they do not protect others as large respiratory droplets can be released through the valve and potentially spread viral particles to others.)

Each student, faculty, and staff member will be provided with 2 fabric face masks and can choose to wear other face coverings and masks that comply with this policy.

Disposable masks will be provided by the Office of Safety and Security when a fabric mask is forgotten. Alternative face coverings may be provided or required in specific classes (i.e. labs, ASL classes) based on their requirements. 

Using a face-covering properly:

  • Your face covering must cover your nose and mouth.
  • Remove your mask by the elastic or tie bands and do not touch the front of the mask. 
  • After removing your face covering, be careful not to touch your eyes, nose, and mouth. Immediately wash your hands with soap and water or use a sanitizing liquid to clean your hands. 
  • Once removed, put your fabric face-covering into a plastic bag until it can be washed. Paper masks should be disposed of immediately after use. 
  • Carry a backup mask in case your mask gets wet or soiled.
  • For more information, visit the CDC website.

Cleaning a fabric face covering:

  • Masks should be washed daily if worn. 
  • Hand-wash your mask in a sink, blot with a towel, and allow to air dry. 
  • Use hot water and soap. Bleach is not recommended.