On July 1, 2021, the Cal Poly Corporation will begin 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 the work situation of their choosing, whether that be in-person or continued telework. The Corporation will follow vaccination deployment, continued safety protocols and approval to return to a majority of in-person activities on campus while continuing to prioritize student success and the health and safety of the Cal Poly community.
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.
Vaccination Requirements for Faculty and Staff
On April 22, 2021, Chancellor Castro announced that the CSU intends to require faculty and staff at all university locations to be immunized against SARS-CoV-2, effective upon the first day of classes or full Food and Drug Administration (FDA) approval of one or more vaccines, whichever occurs later. Prior to the implementation of any changes to the CSU’s existing immunization requirements, the CSU will engage the California State Student Association, the CSU Academic Senate and labor unions. The COVID-19 vaccination requirement would allow for employees to seek an exemption based on medical or religious grounds. The policy and related implementation details are under development and will be made available once the consultations have concluded. Vaccinations are currently available to faculty and staff at public vaccination sites and pharmacies throughout the County.
At this time, all Cal Poly Corporation employees should continue to wear masks indoors and when they are outside in large group gatherings or in situations in which they cannot maintain physical distance.
Cal/OSHA (which provides guidance for employers) voted June 17 to revise its COVID-19 workplace regulations to align with the state’s updated public health guidance. However, these changes will not take effect immediately for California State University employees (including at Cal Poly).
Cal/OSHA’s decision requires that, prior to employees being permitted to go without masks, employers must have a mechanism in place to obtain documentation from employees about their vaccination status. The CSU is currently working with the individual campuses to determine how that documentation process will be implemented.
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.
As of July 1, 2021, the Cal Poly Corporation will begin working with departments and employees on a teleworking pilot for all areas in which this may be an option. The 12-month pilot will allow further information gathering, and feedback to create a formalized plan for 2022-23. Some business units may be 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. The appropriate director or manager will assess which services and activities will transition to an on-campus work assignment to fulfill the needed operations and will work with Human Resources (HR) to develop a timeline for the return to on-campus work. Employees will receive direction from their appropriate director or manager at least 30 days prior to being required to return to a full or partial on-campus work assignment.
Employees may be able to continue to perform the teleworking arrangement if they can successfully perform those 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].
Healthy and Safe Workplace
Expanded on-campus staffing will be coordinated through the appropriate director or manager and Human Resources to mitigate potential risks and ensure the safety of employees, as well as the community. Departments will assess and adjust staffing levels to support necessary onsite operations. Once decisions to expand onsite staffing in certain areas have been made and approved, employees should follow the safety protocols detailed in this guide for returning to work on campus.
As of June 15, 2021 there are no longer any restrictions in regards to physical distancing. In the event that state, county or campus guidelines change the following will apply:
- Maintain a minimum distance of six feet from others (including vendors, students and co-workers) whenever reasonably possible. Note: The CDC guidance was changed to a three-foot minimum distance spacing and it is anticipated that County Public Health will adopt this reduced spacing requirement in the future if needed.
- Offices, workspaces, breakrooms and work schedules shall be configured in a manner consistent with minimum physical distancing requirements.
- Face coverings are required when a distance of six feet from others cannot be maintained for more than a few minutes.
- Continue to adhere to, and in some cases exceed, state and local guidelines regarding the recommended maximum group gathering size for indoor and outdoor spaces and the recommended PPE for such situations.
Cal Poly Corporation employees should continue to wear masks indoors and when they are outside in large group gatherings or in situations in which they cannot maintain physical distance.
In the event that guidance changes and Californians are required to once again wear masks the following will apply:
Face coverings must be worn by all employees working on campus when in the presence of others and in public settings where other physical distancing measures are difficult to maintain (e.g., common workspaces, meeting rooms, etc.) Appropriate use of face coverings is critical in minimizing risks to others near you. Individuals may spread COVID-19 to others even if they are asymptomatic, and it is unknown at this time whether vaccinated persons can transmit the virus. Currently, the face covering is not a substitute for physical distancing.
Acceptable face coverings must:
- Cover the nose and mouth openings
- Fit snuggly against the face with secured ties/ear loops
- Allow breathing without restriction
- Be clean and undamaged
For a list of Cal/OSHA, exceptions to the face coverings requirement visit coronavirus.calpoly.edu/stay-healthy
- Wash hands frequently with soap and water for at least 20 seconds
- Use hand sanitizer when hand washing is not possible
- Avoid touching eyes, nose or face at all times
- Cover coughs/sneezes with disposable tissues or other means of covering the mouth/nose such as your inner elbow
- Stay at home when sick except to seek medical care after first contacting your physician
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 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.
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.
- 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.
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).
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.
- Safety in The Workplace During COVID-19 (employee focused) – Available on the Cal Poly Learning Hub
- Safety on Campus During COVID-19 (student focused) – Available on the Cal Poly Learning Hub
- CSU Employees: Transitioning to Remote Work During COVID-19 – Available on the Cal Poly Learning Hub
- Ergonomic Tips for Work at Home
- Healthy Workstation Guidelines Infographic
- Ergonomic Work Spaces Video
- Contributing as a Virtual Team Member – Available on the Cal Poly Learning Hub
- Taking Stock of Your Work/Life Balance – Available on the Cal Poly Learning Hub
- Return to Campus Toolkits for Employees
- Return to Campus Toolkits for Managers
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.