Return-to-Campus Roadmap

UPDATED FEB. 10
On July 1, 2021, the Cal Poly Corporation began working with departments and employees to create a model of in-person work and teleworking for all areas in which this may be an option. The Return-to-Campus Roadmap is rooted in California’s Roadmap to Resilience and Blueprint for a Safer Economy and in maintaining the safety of our students, employees, and community. Corporation leadership will work with all employees to ensure they are fully supported in their work situation. The Corporation will follow vaccination deployment and continued safety protocols while continuing to prioritize student success and the health and safety of the Cal Poly community.

DISCLAIMER

The Cal Poly Corporation oversees many business entities across the Cal Poly campus. The following Return-to-Campus Roadmap plan primarily covers core operations of the Corporation. Areas in agriculture, food production, research and others may have industry-specific guidelines that must be followed. Please refer to state and local guidelines for your specific areas. Additionally, Campus Dining has a separate return-to-work plan documenting physical distancing (if applicable) and enhanced sanitation protocols by venue.

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Vaccination Requirements for Faculty and Staff

The CSU requires that students, faculty, and staff who access campus, or any CSU facilities, to be either fully vaccinated, including a booster, or qualify for a medical or religious exemption. Employees are asked to enter their current vaccination/booster status on their Cal Poly Portal. If you are not yet vaccinated, visit the Coronavirus Vaccine Information webpage for more information on vaccination opportunities in San Luis Obispo County.

HR will work with managers as needed to assure that all employees are in compliance with these requirements. Managers are expected to continue to be flexible with employees’ work schedules so unvaccinated employees will have the opportunity to schedule vaccination appointment in order to be fully vaccinated.

Employees who apply for an exemption are required to test once per week. Once an exemption request is submitted and approved employees will be contact by Human Resources in regard to weekly testing protocols.

Face Coverings

Face coverings are required for all individuals in all indoor public settings, regardless of vaccine.

On Feb. 9, San Luis Obispo county announced that the local health officer order requiring masks in all indoor public places will be lifted starting Feb. 16 in alignment with the state masking policy. The state order continues to require masking in indoor public places for those who are not vaccinated and for everyone, regardless of vaccination status, in healthcare facilities, schools, child care, homeless shelters, emergency shelters, corrections, long-term care facilities, and public transit. 

At this time, Cal Poly’s indoor mask mandate on campus remains in effect. This policy will be updated as guidance changes.

All students, employees and visitors accessing any indoor facility on campus are required to wear a face covering, regardless of their vaccination status. (Students, employees and visitors may be outside without a face covering, regardless of their vaccination status.)

Visit the Face Coverings webpage for requirements, exemptions, proper use.

For a list of Cal/OSHA, exceptions to the face coverings requirement visit coronavirus.calpoly.edu/stay-healthy

Teleworking Guidelines and Agreements

The Cal Poly Corporation supports the use of a teleworking option in positions where appropriate and beneficial to the Corporation and the employee. The Corporation recognizes the benefits available through a planned and managed telework program. This option can save commute time and expense for employees, relieve congestion on campus, and offer uninterrupted time for concentrated work. 

The opportunity to participate in a teleworking program is offered only with the understanding that it is the responsibility of the employee to ensure that a safe and proper work environment is maintained (e.g., an ergonomically appropriate and safe workspace is required; dependent care arrangements do not place dependents at risk of a lack of appropriate care or interfere with the employee’s ability to perform work; personal disruptions such as non-business telephone calls and visitors are kept to a minimum). Failure to maintain a safe and proper work environment provides cause for an employee’s immediate termination from this program. Teleworking opportunities are based upon the duties of the employee’s position and program requirements as determined by the appropriate director or manager. All employees participating in the teleworking program must review the CPC Teleworking Guidelines and sign the CPC Teleworking Agreement.

teleWorking

As of July 1, 2021, the Cal Poly Corporation began working with departments and employees on a teleworking pilot for all areas in which this is an option. The 12-month pilot will allow further information gathering, and feedback to create a formalized plan for 2022-23. Some business units are unable to offer teleworking based on their business models. In the areas that teleworking is an option, employees may continue to do so depending on the needs of their work assignments with the approval of their appropriate director or manager.

Employees who telework must successfully perform their duties and have the approval of their appropriate director or manager. In order to continue teleworking, the appropriate director or manager will complete the Teleworker Agreement – Director/Manager Checklist and work with employees to file a new CPC Teleworker Agreement which includes the terms of their arrangement. Depending on the ongoing needs of the campus or an employee’s inability to successfully perform the duties of the position while teleworking, the appropriate director or manager may review and possibly discontinue arrangements in effect. Additional information regarding teleworking is provided in the CPC Teleworking Guidelines.

Employees who are asked to return to work on campus but cannot do so due to health, personal, or other reasons should contact Human Resources to be advised of available options at: [email protected].

Employee Support and Selfcare

Ongoing adherence to public health practices is extremely important for successful campus repopulation including hand hygiene, physical distancing, proper cough/sneeze etiquette, regular disinfection of common and high traffic areas, symptom assessment, and adhering to any facial covering or other personal protective equipment (PPE) requirements. State and county guidance in this is expected to change and appropriate updates will be made to this policy as needed.

Corporation leadership will work with all employees to ensure they are fully supported in the work situation of their choosing, whether that be in-person or continued telework.

Faculty and staff with medical restrictions or limitations related to working on campus should consider consulting a medical doctor and if appropriate contact Human Resources to discuss reasonable accommodations and available leave programs.

Employee Support

Employee safety and support is paramount. To that end, if you are in need of emotional, legal or financial support the Corporation has a resource advisor available to benefited employees at no extra cost. Employees and their dependent family members can talk to a resource advisor counselor by phone 24 hours a day, seven days a week at (888) 209-7840.

Technical Support

Employees may need technical support as they return computers to their work locations or continue to telework and should contact the appropriate IT staff for assistance. Similarly, employees should work with their directors or managers on the process and timeline for returning other equipment and materials to the workplace, if applicable. If employees will continue teleworking on a permanent basis, they should work with their directors or managers on a process in regards to tools needed to continue working from home.

On Campus Shift Scheduling Considerations

Directors and managers may consider flexible shift scheduling options while transitioning back to on-campus operations or continuing telework agreements.

Scheduling Options:

  • Alternating Days: Departments may decide to schedule partial staffing on alternating days to limit the number of individuals and interactions among those on campus. Staffing levels must be maintained to meet the services and operational needs of the units. As departments move to decreasing office space on campus they may decide to utilize office-sharing techniques such as allowing employees to use a scheduling system to reserve time in the office (hoteling).
  • Staggered Reporting/Departing Times: Directors or managers may approve varying workday times necessary to meet the services and operational needs of the units. Staggering reporting and departure times may allow more flexible teleworking arrangements for employees.
  • Office/Building Hours: Business offices may look at only having customer facing areas open certain days and hours of the week, requiring appointments only options or walk-in hour options.

Cleaning and Sanitation

Offices, restrooms, and other workspaces will be cleaned regularly based on planned and approved occupancy following CDC guidelines. High traffic areas including entrances, hallways, elevators and lobbies, will be cleaned and disinfected following an ongoing schedule.

Air Quality

Facilities Operations will continue to take a multi-pronged approach based on guidance from ASHRAE, CSU Mechanical Review Board and CA Higher Education COVID-19 safety guidance regarding actions for ventilation of campus buildings as they apply to COVID-19 Safety. Facilities has increased outside air percentages for building HVAC systems according to equipment capability and inhabitant comfort guidelines. Facilities has reviewed all campus building HVAC system equipment and Engineering Services continues to make repairs/replacements as well as routine preventative maintenance to keep HVAC systems at the best operational condition. Based on equipment capability, availability and financial consideration, Facilities installed replacement MERV 13 filters (some buildings are not currently planned for filter upgrades due to equipment limitations).

Workers' Compensation

Employees may file a workers’ compensation claim if they feel they have contracted COVID-19 through the course of their job duties. Human Resources will manage all workers’ compensation claims and will complete the following:

  • Supervisor training on any revised workers’ compensation reporting procedures
  • Preparations for remote claims management
  • DWC-1 claim form (any employee who is confirmed to have tested positive for COVID-19 must be provided this form whether they may or may have not contracted the illness at work)

Employee and manager tools

Corporation employees will be assigned and required to complete the following training through the Learning Hub. Campus Dining will provide specific training in regards to food handling; and Sponsored Programs, Research and CAFES will provide area-specific training.

Prior to employees returning to campus or continuing teleworking, directors or managers must review the complete Return-to-Campus Roadmap and complete the Director/Manager Workplace Evaluation and Checklist to acknowledge compliance with the guidance provided in the plan. Directors and Managers will be required to regularly review subsequent campus guidance and applicable local and state guidance documents to ensure their department remains in alignment with current safety standards.