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Returning Employees to Campus Guidelines for a Safe (State University of New York at Farmingdale)

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Last rev. 06-23-20
Returning Employees to Campus
Guidelines for a Safe Work and Instruction Environment Amid the COVID-19 Pandemic
June 2020
Safely Returning Employees Back to Campus - A Tiered Approach
As we prepare for those working remotely to return to the campus, we will be implementing a
gradual or ‘tiered’ return based upon operational need and employee safety. To that end, an
incremental approach will allow us to monitor operational issues and workplace safeguards,
particularly in the early stages of this effort, and adjust as needed prior to returning additional
employees to the campus.
These guidelines were developed based on current conditions. The timing of our eventual
return may require us to modify existing plans. Changes that could affect the plan include, but
are not limited to:
• How many other people are on campus
• Students returning to campus
• The number of people visiting offices and service centers
• Time of year (e.g. as Fall semester approaches, more office staff would be needed in
Human Resources).
The 3 Tiers:
It is important to note that while many worked remotely during the last few months, some
employees continued to work on campus in some capacity. As part of this process, these
employees will be:
● Advised of the new health screening requirement, which will begin at the onset of returning
our Tier 1 employees to campus.
● Reminded about the continued importance of social distancing and face covering as their
colleagues return.
● Advised of the required 12-minute video New York State COVID- 19 Response: Return to
Work
Last rev. 06-23-20
Each tier will also have subgroups of employees designated as A, B or C. This will allow us the
ability to better control the flow of employees returning to campus and to more effectively
manage our space, resources and the safeguards we’re putting in place.
Tier 1 – this phase will include employees who have one or more core duties which cannot be
performed remotely
The employees in Tier 1, Group A will be among our first to return and as such, it is expected
that this group will be kept small and hence more manageable to allow for these and other
safety and logistical measures to be evaluated.
● For these employees, a ‘COVID-19 Return-to-Work Plan’ (included as Attachment 1) must
be completed and approved while we wait for final guidance and approvals from SUNY, the
CDC, the NYSDOH and the College’s leadership.
Tier 2 – employees for whom one or more core duties are most effectively performed onsite
Tier 3 – employees for whom effectiveness of duties is least impacted by working remotely
Progression through all phases will be dictated by NYS, SUNY and Farmingdale State College
(FSC) policies and by the effected department’s readiness and ability to operate safely in
accordance with the guidelines and protocols established.
Special Considerations
• Any requests to continue full-time remote work for non-medical reasons should be referred
to Human Resources, and Human Resources will work collaboratively with the supervisor
and employee to explore what options might be available. Requests for remote work
related to medical reasons or high-risk factors on the part of the employee or a member of
the employee’s family should be referred to Human Resources.
Safeguarding the Campus Workforce
Guidance from the CDC states that the virus is thought to spread mainly:
● Between people who are in close contact with one another (within about 6 feet)
● Through respiratory droplets produced when an infected person coughs, sneezes or talks.
These droplets can land in the mouths or noses of people who are nearby and possibly be
inhaled into the lungs.
Studies have shown that COVID-19 may be spread by people up to three (3) days prior to ever
showing symptoms and by people who may not even know that they are infected
(asymptomatic spread).
Last rev. 06-23-20
This plan therefore requires safe work practices to be introduced and followed by everybody to
minimize the risk of transmission of the coronavirus on Campus in accordance with guidance
from the CDC, State health authorities, and Farmingdale State College leadership.
In an effort to ensure the safety of everyone on Campus and to minimize the threat of COVID-
19 spread, the following critical policies must be adhered to at all times and to all extents
practicable:
1. Face Coverings / Masks
Farmingdale State College is requiring that all students, faculty and staff wear face coverings
which cover their nose and mouth at all times when on campus, except when alone in a room
or alone in a vehicle.
Wearing a face covering does not replace the need for social distancing or other measures to
prevent the spread of the virus that causes COVID-19. Reusable and disposable face coverings
are intended to decrease the potential for the wearer to spread the virus that causes COVID-19.
Face coverings may not be used in place of face shields or other face protection (e.g. safety
glasses or goggles) needed for protection from chemical or physical hazards.
Particular care must be taken to wear face coverings when transiting public spaces (e.g.,
hallways, elevators, bathrooms) in case of unexpected infringement on social distancing.
Many employees who will be returning to campus already have a face covering that they've
become accustomed to wearing. Therefore, employees may bring and wear their own
appropriate face covering. Alternatively, face coverings and other necessary and appropriate
personal protective equipment (PPE) will be provided to employees who need them at no cost.
2. Physical Separation / Social Distancing
Separation of personal workspaces to achieve a minimum of a 6’ distance, or other barriers
between personnel when otherwise needed. Examples include:
● Staggered use of space/split work shifts
● Use of tape on benchtops and/or floors to delineate space and maintain separation of
personnel
● Installation of “sneeze barriers” (e.g. plexiglass) where warranted
● Separation of or limited access to commonly used equipment to avoid close contact and
cross-contamination
● Separate storage of individuals’ PPE
Last rev. 06-23-20
FSC will also post appropriate signage at entrances and at essential locations on campus and
within buildings to remind personnel of safeguard procedures.
3. Health Screening
In accordance with current CDC guidance, the following health screening measures have been
adopted:
● In order to help protect our campus colleagues from exposure to the coronavirus while at
work, all employees will be required to conduct a brief health care self-screening before
coming to campus. This daily self-screening will involve a review for COVID-19 related
symptoms. These currently include fever, shortness of breath, cough, body aches/muscle
pain, sore throat, new loss of taste and/or sense of smell, fatigue, and headache. For an
employee who returns or remains on campus after 12 hours, this screening must be
repeated.
● The health screening will be done online by all employees via an easy to navigate and
readily accessible portal. Employees must complete the screening within 1 hour of the start
of their shift. Confirmation that the screening was completed will be e-mailed to the
supervisor. Supervisors will check that all employees have completed their screenings daily
and follow up with any employee who has not. If the online portal becomes unavailable or
in instances where an employee cannot access it, alternative modes of self-screening will be
made available on a case by case basis with supervisory approval.
● An employee who screens positive for one or more symptoms without any underlying
conditions (e.g. seasonal allergies, etc.) and/or no other contributing factors, must notify
their supervisor and must not come to campus. If during the day an employee begins to feel
unwell, they should notify their supervisor and leave the campus immediately with
instructions to follow. Supervisors must remind employees that their daily health screening
must be completed in order to support the health and safety of our campus community.
● Employees who are symptomatic will also be advised to seek guidance from their health
care provider, if appropriate. The employee may not return to campus without meeting the
return to work criteria as defined by the CDC/DOH or a clearance from their healthcare
provider.
● If an employee reports that they are symptomatic, or has tested positive within the past 14
days, or has knowingly been in close contact with anyone who has tested positive or who
has had symptoms of COVID-19, the employee should be directed to contact Human
Resources and their supervisor for instructions, including possible quarantine.
● Symptomatic or exposed employees must also self-report online. SUNY System
Administration is responsible for tracking the number of exposed and infected staff and
faculty members across the University system. As part of this process, Farmingdale State
College has created a secure form to self-report potential and confirmed cases of COVID-19.
Last rev. 06-23-20
4. Cleaning Protocols for Regular Cleaning and/or Disinfecting of Buildings
Cleaning definitions in accordance with CDC guidelines:
• Disinfection (or Deep Cleaning) - a process that eliminates pathogenic microorganisms,
except bacterial spores, on inanimate objects. Objects are usually disinfected by liquid
chemicals or wet pasteurization. Custodial staff use an EPA approved disinfectant to coat
and wipe down all accessible/visible surfaces. The disinfectant used is known to kill COVID-
19 on hard non-porous surfaces.
● Regular cleaning - the removal of visible soil (e.g., organic and inorganic material) from
objects and surfaces and normally is accomplished manually or mechanically using water
with detergents or enzymatic products.
Cleaning protocol for areas where someone suspected of having (or confirmed to have)
COVID-19 has been:
In areas where someone suspected of having (or confirmed to have) COVID-19 has been,
Farmingdale State College follows prescribed guidelines from the NYSDOH and CDC for cleaning
and disinfecting areas. Disinfecting these areas (i.e. deep cleaning) includes safely providing a
full saturation of an EPA approved disinfectant to all surfaces including walls, ceilings, fixtures,
floors, under cabinets, behind machines, tops of cabinets, etc. In many larger areas,
electrostatic sprayers/foggers with disinfecting agents are also used.
Regular cleaning protocol:
Regular cleaning, as prescribed by building occupancies, will continue. Priorities have been
adjusted to provide cleaning and disinfecting for high-touch surfaces.
Examples of high-touch surfaces include:
● Stair railings
● Exterior and interior door hardware and surfaces
● Light switches
● Restroom fixtures, partitions, faucets, toilet paper/paper towel dispensers
● Elevator control panels and call buttons
● Common area kitchen countertops and appliances
● ADA handicap door push plates
● Water fountains and bottle filling stations
Last rev. 06-23-20
Examples of high-traffic areas include:
● Restrooms
● Building entrances
● Classrooms, lounges, and meeting spaces
● Hallways
● Dining areas
Additional cleaning protocols include, but are not limited to:
● Disinfecting high-touch surfaces in high-traffic areas is performed at least daily (and more
frequently as schedules allow).
● Regular cleaning will follow check-outs from all residential rooms, with additional focus to
disinfect surfaces which are not normally accessible under occupancy.
● Hand-sanitizing stations are installed throughout the campus at main entry/exit points of
buildings. Additional hand-sanitizing stations will be provided in high-traffic areas as
supplies become available.
● The Campus Community is encouraged to practice preventative cleaning in their personal
offices and/or residential spaces which are not normally accessible to the cleaning staff.
Supplemental cleaning of teaching spaces and office spaces not regularly accessible to the
custodial staff should be performed as needed by room occupants / faculty with supplies
provided by their department.
5. Expanded Business Hours and Flexible Schedules*
Current administrative business hours typically span from 8:00 a.m. to 5:00 p.m. To facilitate a
safe restart to the workplace, an expansion of business hours may be implemented by special
request and approval. Primarily though, in order to accommodate social distancing and other
safeguarding protocols, Supervisors are encouraged to return their staff on-campus as part of a
modified work week that extends from Monday through Thursday such that there is a three-
day period every week to allow for sufficient cleaning and disinfection. This is due in part that,
according to the Centers for Disease Control and Prevention (CDC), Coronaviruses on surfaces
and objects naturally die within hours to days.
If social distancing protocols cannot be achieved operating on a four-day on-campus work
schedule, considerations should be made for staggering the days employees are on campus,
allowing for a set number of days an employee can be present on campus and establishing days
where employees may also work remotely. The expansion of business hours and/or the
adjustments to employee schedules provides management and staff greater flexibility in
meeting work obligations and personal obligations while supporting social distancing
requirements. This flexibility in no way serves to require employees to work extended/longer
Last rev. 06-23-20
hours. Employees will continue to perform their normal professional obligation. Employees
should be encouraged to report to their worksites within the above-noted window with
requested schedules subject to supervisor’s approval.
Supervisors are encouraged to work collaboratively with employees in determining flexible
scheduling arrangements which meet the operational needs of the College, optimize social
distancing, and consider the needs of the employee. Supervisors must follow applicable
provisions where required under collective bargaining agreements. All approved work
schedules must be maintained by the supervisor. Employees requesting a change from the
approved schedule require approval from their supervisor. Questions concerning work
schedules should be directed to Human Resources.
Flexible schedule options include:
• Staggered workweeks/workdays
• Rotating schedules (e.g. staff teams working alternating weekly/ bi-weekly schedules)
• Full-time or intermittent remote work assignments (telecommuting)
*Alternative work schedules are expected to be temporary during the COVID-19 event and shall
have no impact on the employee’s overall professional obligation.
COVID-19 Return to Work Plan
The Department Return to Work Plan
The ‘COVID-19 Return to Work Plan’ (included as Attachment 1) provides guidance that will
allow for a safe return to the workplace. Please evaluate all items set forth in the template and
check off the boxes that are applicable, adding notes where necessary to outline any
additional/alternate measures in the notes section. Once completed, this plan must be signed
by all designated parties and submitted to the Environmental Health and Safety (EH&S) Officer
for review and approval. The EH&S Officer will then submit to the Vice President for final
approval.
For further information, contact:
Jeff Carter, CHMM, CHO, MPS
Environmental Health and Safety Officer
Administration and Finance
ph. (934) 420-2105
fax (934) 420-9173
carterj@farmingdale.edu
ATTACHMENT 1
COVID-19 Return-to-Work Plan Template
RTW Dept. Plan Template last rev. 07.06.20 Page 1 of 6
COVID-19 Return-to-Work Plan
Departments seeking approval to bring staff back to the worksite must document the measures that will be taken to help
create a safe workplace for their staff and others in this Return to Work Plan. Guidelines and safeguards have been
established to help facilitate a safe return and are provided in this template. These measures must include, but are not
limited to, basic infection prevention measures, social distancing, and the wearing of face coverings within the areas
where employees are assigned. This plan must be signed by the Department Head and submitted to Jeffrey Carter,
Environmental Health and Safety Officer, for review and approval.
Tier and Group Designation
Tier Number (1, 2 or 3):
Group Designation (A, B or C)
Department Information
Department
Head’s Name:
Department Name
Job Title:
Program/Session Name
Location(s) of Use
List building/location (e.g. Hale Hall) and the room number(s) that will be occupied. If the return to work location
consists of a suite of offices or lab space, identify the suite name or work unit. List the number of employees who
previously occupied the space and how many (maximum) will occupy the space in this tiered return.
Building/Location
Room
Number(s)
Suite Name/Work
Unit Name
# Employees
Pre-COVID
Proposed #
Employees Returning
(max. of 50%*)
*It is important that no more than 50% of pre-COVID employees are on campus at any one time on any given day. This
will help facilitate contact tracing should it be warranted, as well as reduce risk (fewer people = less risk of exposure).
Special considerations will be made for bringing back >50% pre-COVID employees in instances where social distancing
guidelines can be met, the details of which can be described on page 4 of this document.
Employee List
List the employees included in this phased return. Identify whether each employee is expected/anticipated to return to
work in a full time (i.e. pre-COVID-19) capacity or with a modified (i.e. half in-person/on campus and half remote work)
work schedule. More details regarding where and when these employees will be present on campus to be addressed
on page 4 (‘Social Distancing’ section), and/or may be detailed in a separate page(s) to be included in this submission.
First Name
Last Name
Job Title
RAM ID#
Full Capacity (F
or Full) or
Modified Work
Shift (M or Mod)
RTW Dept. Plan Template last rev. 07.06.20 Page 2 of 6
Continue list on next page. If more space is needed, please replicate page 2 and attach to this submission.
Employee List (cont.)
List the employees included in this phased return. Identify whether each employee is expected/anticipated to return to
work in a full time (i.e. pre-COVID-19) capacity or with a modified (i.e. half in-person/on campus and half remote work)
work schedule. More details regarding where and when these employees will be present on campus to be addressed
on page 4 (‘Social Distancing’ section), and/or may be detailed in a separate page(s) to be included in this submission.
First Name
Last Name
Job Title
RAM ID#
Full Capacity (F
or Full) or
Modified Work
Shift (M or Mod)
RTW Dept. Plan Template last rev. 07.06.20 Page 3 of 6
Basic Infection Prevention Measures
Preventing the spread of the Coronavirus Disease 2019 (COVID-19) is everyone’s responsibility.
Check the items below to confirm that your department and the employees listed herein will implement and comply with
each of the following measures to help prevent the spread of the virus. List any additional measures or comments in
the Notes section.
Core Preparedness Responsibilities
Notes
Share information and post notices to promote and encourage
students, faculty, staff and visitors to follow measures to prevent
the spread of coronavirus disease (COVID-19).
• Wash hands often with soap and water for at least 20 seconds,
especially after you have been in a public place, or after
blowing your nose, coughing, or sneezing.
• Use a hand sanitizer that contains at least 60% alcohol if soap
and water are not available.
• Cover coughs and sneezes.
• Avoid touching your eyes, nose and mouth.
Require employees to monitor their health each day before coming
to work using Farmingdale State College’s COVID-19 Employee
Self-Evaluation Tool.
Require employees to stay home/leave work if they are
symptomatic, and to always inform their supervisor.
Encourage employees to clean and disinfect frequently touched
surfaces in their own workspaces daily. This includes tables, desks,
phones, keyboards, etc.
Support the bringing in of supplies (e.g., hand sanitizer, Lysol) to
aid healthy hygiene practices.
Discourage workers from using other workers’ phones, desks,
offices, or other work tools and equipment, when possible.
Other ________________________________________________
Note: Custodial will perform routine housekeeping practices of public use spaces, such as lobbies, hallways,
bathrooms, offices and classrooms, etc., including disinfecting of high-touch surfaces (e.g. door handles, elevator
buttons, water fountains, etc.), and will follow established cleaning protocols for areas when someone has either tested
positive for COVID-19, is presumptive positive or is symptomatic for the virus without testing.
RTW Dept. Plan Template last rev. 07.06.20 Page 4 of 6
Social Distancing
Social distancing is the practice of keeping space between people to avoid spreading the COVID-19 virus.
Check items below to identify the administrative and engineering controls that your department will implement to
maintain social distancing. Social distancing requires that employees remain at least 6 feet apart (about 2 arms’
length) from one another. List any additional measures or comments in the Notes section.
Core Preparedness Responsibilities
Notes
Determine job functions that can be performed remotely from
alternate work locations or at home.
Adjust work schedules for all or part of the workweek (e.g.
telecommuting, staggered days/hours, compressed workweeks,
reduced/flexible work schedules).
Workstations are separated by at least 6' from each other and
includes space for movement between workstations.
Establish virtual “front desk” operations to eliminate face-to-face
interactions.
Do not hold or attend in-person meetings or gatherings unless
absolutely necessary and where virtual meetings are not feasible.
Prohibit shared use of small rooms by groups and convert to single
occupant use where feasible and when warranted.
Consider re-purpose large gathering spaces (e.g. meeting room) for
additional office space.
Remove chairs/stools from rooms or mark them for non-use to limit
seating and create more space.
Control how deliveries are made to the office.
Temporarily close or restrict access to communal rooms (e.g.
kitchens, lounges).
Reduce capacity in reception lobby spaces (e.g. remove some
chairs /benches).
Where multiple doors serve the same space, consider establishing
entry/exit routes. This should ONLY be done in consultation with
and approval of the Fire Marshal (X2603).
Use signs and floor markings to demarcate social distancing space,
or to establish one-way direction of foot-traffic patterns, in locations
where people may congregate (e.g. lobbies, outside classrooms or
offices, elevators, food service areas, staircases, etc.).
Consider engineering controls in situations where face-to-face or
close interactions must take place between people, and they cannot
be eliminated through administrative controls.
Place stanchions or use other barriers to keep people six feet
away from others.
Add panels between desks where desks cannot be separated in
consultation with and approval of the Physical Plant.
Install plexiglass shields in locations where transactions must
take place between individuals separated in consultation with
and approval of the Physical Plant.
Other
_____________________________________________________
RTW Dept. Plan Template last rev. 07.06.20 Page 5 of 6
Face Coverings and Masks
Wearing cloth face coverings in public settings is recommended by the CDC and required by a NYS Executive
Order where other social distancing measures are difficult to maintain.
Check items below to confirm that your department will comply with each of the following safety measures. List any
additional measures or comments in the Notes section.
Core Preparedness Responsibilities
Notes
Students, faculty and staff must wear face coverings when they are
in a public area used by others, and are:
● within six feet of distance from other individuals; or
● in a situation or setting where they are unable to maintain six
feet of distance from other individuals; or
● in an area (e.g. a restroom or breakroom) we’re proper social
distancing has the potential to be broken without notice; or
● in a public or private transportation carrier (e.g. bus) or in a ‘for-
hire’ vehicle.
Promote the use of face coverings in buildings and spaces used by
the public where social distancing is not practical:
• Hallways, elevators and bathrooms
• Office spaces used by more than one person
• Laboratories and support areas used by others
Note: Where existing medical issues preclude an employee from
wearing a face covering, they should be referred to Human Resources
to request a reasonable accommodation under the Americans with
Disability Act (ADA). Student concerns should be referred to Student
Affairs.
Health & Safety
The health and safety of everyone on campus is paramount throughout this ‘Phase-In’ process and should be
regarded by all as the highest priority.
Check items below to confirm that you have assessed the need for specific safety protocols, training and personal
protective equipment for your operations. List any additional measures or comments in the Notes section.
Core Preparedness Responsibilities
Notes
Establish safety protocols specific to your department in
consideration of these guidelines.
Provide employees with training and information so that all job
tasks can be safely performed as required by the procedures and
protocols identified herein.
Assess the need for personal protective equipment for faculty, staff
and, in the case of laboratories working with hazardous materials,
students (who may be required to wear a disposable face covering
or face shield over their cloth/reusable face covering while working
with hazardous materials). Make every effort to procure it well in
advance of returning to campus.
Note: Contact Environmental Health & Safety at (934) 420-2105 or email at carterj@farmingdale.edu if assistance is
needed in the completion of this form.
RTW Dept. Plan Template last rev. 07.06.20 Page 6 of 6
Approvals
I
affirm that, to the best of my knowledge, the measures and practices outlined in this Return to Work Plan are consistent
with the requirements and guidance established by the College. I understand that resumption of activities is contingent on
maintaining practices consistent with public health protocols on which I and my department are advised, including any
revisions necessitated by changes in public health conditions. I further acknowledge that it is my responsibility to oversee
compliance, to the best of my ability, with these plans by personnel under my supervision.
The above attestation is applicable to all those who sign in the ‘Departmental Approvals’ section below.
D
epartmental Approvals (Please complete in the order listed; once signed, forward to the next person):
Title
First Name
Last Name
Signature
Date
1. Preparer (of this form)
Title: ____________________
2. Supervisor/Manager
3. Department Chair
4. Dean
Administrative Approvals:
Title
First Name
Last Name
Signature
Date
5. Environmental Health
& Safety Officer
Jeffrey
Carter
6. Vice President
If any party(ies) disapprove of this submission, or require additional information before signing, please explain, and date,
in the space provided below (add additional pages as necessary):
The final approved and fully executed COVID-19 Return-to-Work Plan shall be provided to and maintained by the
Environmental Health & Safety (EH&S) Officer. Submit/send final plans to carterj@farmingdale.edu
. Plans are not
considered approved until the EH&S Officer confirms receipt and emails or otherwise sends all signatories of this
submission a fully executed document.
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