FAQ For Human Resources Background Image

FAQ For Human Resources

Employee Safety

What steps is the district taking to prevent the spread of COVID-19?

The district is following all of the recommendations from the CDC and San Diego County Public Health Services. Employees are directed to work remotely to the greatest extent possible and are asked not to come to MiraCosta College campus sites unless it is essential to do so. This modality of work will continue through the fall 2020 semester (December 19, 2020).

  • The following campus operations are closed for the fall semester:
    • Library
    • Cafeteria
    • Bookstore (available online only)
    • All campus locations are closed to the public until further notice
  • Large events on campus are cancelled or postponed.
  • All hiring committees will be conducted via Zoom through the fall semester.

Will custodial staff disinfect tables and chairs, and other common surfaces in their nightly routine?

The district has reprioritized custodial work to emphasize disinfecting high touch areas such as student desks, tables, door handles, service counters, as well as all restrooms. The districtwill follow all cleaning practices recommended by the Center for Disease Control (CDC) and California Department of Public Health.

What should I do if I think I’ve been exposed to COVID-19?

Seek medical attention and notify your supervisor immediately.

Supervisors must report information from employees to Human Resources regarding any suspected or confirmed COVID-19 exposure. To ensure the safety of all employees, the district may need to take additional precautionary measures depending on whether the impacted employee has been on campus or not. In addition, additional leave eligibility may be available for impacted employees.

What do I do if a student notifies me that they tested positive for COVID-19?

If a student discloses that they tested positive for COVID-19, please thank the student for sharing and let them know that as part of MiraCosta’s Culture of Care, you want to connect them to available resources and support. Let the student know that they will be contacted by student support services. Then, please submit a CARE Referral Form as soon as possible. Student Affairs, Health Services, and/or the CARE Team will reach out to the student to provide support and assess for next steps. If you have additional questions or concerns, please reach out to the Dean of Student Affairs, Nick Mortaloni, at nmortaloni@miracosta.edu.

I have an essential employee who is ill. What questions are appropriate for me to ask to determine whether to send the employee home?

Supervisors of essential employees should send the employee home immediately if they show any symptoms of a communicable illness, such as fever, coughing, and shortness of breath, travel to or through areas with known community transmission, and known or suspected contact with affected individuals. You may ask questions related to, and consider, the severity of their symptoms, where they have traveled, and if they have knowledge of suspected contact with affected individuals.

Supervisors must report information from employees to Human Resources regarding any suspected or confirmed COVID-19 exposure. To ensure the safety of all employees, the district may need to take additional precautionary measures depending on whether the impacted employee has been on campus or not. In addition, additional leave eligibility may be available for impacted employees.

I read that persons age 65 or older, who have a chronic underlying condition, or a compromised immune system should self-isolate. May I continue to perform essential work on campus if I am 65 years old or older, have a chronic underlying condition, or have a compromised immune system?

It is strongly recommended that you self-quarantine yourself at home and work remotely. However, if you are an essential employee in one of these categories, and you want to work and you pose no health threat, the district will not require you to self-quarantine at home. What do I do if I am diagnosed with COVID-19?

Sick employees should follow CDC-recommended steps. Employees should not return to work until the criteria to discontinue home isolation are met, in consultation with healthcare providers and state and local health departments.

What do I do if an employee informs me they have been diagnosed with COVID-19?

In the event the employee is not at work when they receive the news:

In the unlikely event the employee is at work when the employee receives the news:

What if I am well, but I have been in close contact, or living in the same household, with a person that has been diagnosed with COVID-19?

  • Notify your supervisor
  • Follow the CDC recommendations for assessing your risk, and management of exposure including symptomatic and asymptomatic conditions.

What do I do if an employee informs me they have been in close contact, or living in the same household, with a person that has been diagnosed with COVID-19?

  • Recommend to the employee to follow the CDC recommendations for assessing their risk, and management of exposure including symptomatic and asymptomatic conditions.
  • Notify Human Resources, Carolyn Sneary at (760) 795-6855 or csneary@miracosta.edu.

Pay and Leaves

What is the absence reporting procedure while I am working remotely?

All district employees are expected to follow the regular absence reporting protocols while working remotely. This includes sick leave, vacation leave, or any other leaves of absence.

May I request vacation time while teleworking?

Yes, all vacation leave requests are subject to supervisor approval. If you are near your accrual maximum, work with your supervisor to schedule an approved vacation to avoid losing vacation accruals. Taking vacation, even if not traveling, has proven to be beneficial including rejuvenating and refreshing one’s health.

What is the Families First Coronavirus Leave Act (FFCRA) and am I eligible to use it?

More information on FFCRA can be found U.S. Department of Labor website.

What if I am unsure about my leave accruals or eligibility?

Please contact payroll@miracosta.edu if you have questions about your leave accruals. Please contact the Benefits Coordinator, Carolyn Sneary, at csneary@miracosta.edu if you have questions about leave eligibility.

If I am applying for a loan or refinancing and my lender wants to do a verification of employment what should I tell them?

Please have your lender send an email request to payroll@miracosta.edu and the payroll department will process the verification of employment. Please do not have them call Payroll. Email is the most expedient way to get your lender the information.

Teleworking

I have never worked from home before. Do you have any advice or strategies to help me be successful?

Here is an article that has some good tips for employees working remotely for the first time.

Communication is key. It will be especially important to communicate more than ever before with your supervisors and colleagues. Make sure that you keep everyone updated on the status of projects, when you need help, if you experience any difficulties with technology, if you’ll be away during your working hours for any period of time, etc. While communication is key, please keep in mind that sometimes a video or phone call is more productive than an extensive email string.

Please be aware of using the “reply all” feature unnecessarily, as email trails with extensive "reply all" can be stifling productivity for other team members.

Professional expectations. Please keep in mind that working remotely will be new for many of our staff. Conduct yourself in the same manner as you do when you are on campus. Please make sure that you are dressed appropriately if you are video conference into any meetings during the workday. Keep in mind that these meetings may occur at the last minute. Be professional in your work communications and minimize distractions in your work area as much as possible (i.e. small children and family pets barking or walking around in thebackground). If videoconferencing is unavailable, you may need to introduce yourself on the phone before speaking or recap questions to make sure everyone is included in the conversation.

Don’t forget FERPA. We all work with sensitive and confidential information on a regular basis. Although we are working remotely, please keep in mind our confidentiality expectations and requirements of FERPA.

What provisions will be provided to work remotely? What about employees who don't have remote access?

The district will provide technical support or equipment to facilitate working remotely. Please communicate with your supervisor about equipment needs. Supervisors will coordinate with AIS for assistance. Please submit a help desk ticket with the name of your supervisor and the model and asset numbers of the equipment you might want to take home so we can make sureit is up to date. If you are using a non-District computer we need to set you up on VMWare Horizon (a virtual PC you access with a browser, with access to the District systems you need todo your job). For Horizon, we need to know what software you access to do your job. If you don’t know, please work with the help desk and they will assist you.

Am I authorized to bring equipment home that I may need to do my job?

Employees may bring district equipment home to help facilitate working remotely with approval from their supervisor. This may include laptops, iPads, desktop computers, and related computer equipment. The district is required to keep an inventory of all equipment. Before removing any district equipment from campus, please coordinate the removal with your supervisor so that the district can keep an appropriate inventory.

Supervisors, please make sure to keep an equipment log for any district equipment that is physically removed from the campus. All equipment inventory lists should be sent to the help desk.

Will the district be offering any training on how to use Zoom or other technological resources?

The district is working on some training on how to use Zoom and features that may be helpful. More information will be forthcoming in the next week.

How can I create rules to direct different emails to different folders so my in tray is not so cluttered?

Many of us are receiving a lot more email than usual. Here is a link to instructions on how you can create rules in Outlook to direct email to folders so you can manage email more efficiently.

https://www.windowscentral.com/how-manage-rules-outlook-and-take-back-your-inbox

Is there anything else I should keep in mind?

We are all in this situation together. Our expectations may need to change and evolve as this situation evolves. How we normally conduct business may also need to shift and change. Be flexible to adapt to a new way of working and problem solving to keep our operations moving forward.

Self-Care

How do I cope with this uncertainty?

Fear and anxiety can be overwhelming and people respond differently to stressors. According to the Centers for Disease Control, stress can include fear and worry, changes in sleep or eatingpatterns, difficulty concentrating, worsening of chronic health problems, or increased use of tobacco, alcohol, or other drugs.

Things you can do to take care of yourself:

  • Take breaks. Take breaks from watching, reading, or listening to news stories, including social media. Hearing about the pandemic repeatedly can be upsetting.
  • Take care of your body. Take deep breaths, stretch, or meditate. Try to eat healthy, well-balanced meals, exercise regularly, get plenty of sleep, and avoid alcohol and drugs.
  • Make time to unwind. Try to do some activities you enjoy every day.
  • Connect with others. Talk with people you trust about your concerns and how you are feeling. Connect by FaceTime, Skype, or other video means.
  • Monitor your mental health. Call your healthcare provider if stress gets in the way of your daily activities for several days in a row.
  • Access free services through the Employee Assistance Program. Call (800) 722-EASE to get connected with a provider.

If you, or someone you care about, are feeling overwhelmed with emotions like sadness, depression, or anxiety, or feel like you want to harm yourself or others call 911 or Substance Abuse and Mental Health Services Administration’s (SAMHSA’s) Disaster Distress Helpline (800) 985-5990 or text TalkWithUs to 66746. (TTY (800) 846-8517).

Campus Operations and Services

What operational services will continue on campus?

The district will need to continue essential operations (i.e. invoices need to be processed, employees need to be paid, mail needs to be opened, etc.). This means that some employees will be on campus to ensure the efficient and essential business operations are able to continue.

Essential operations include the Academic Information Services, warehouse, mail operations, campus police, critical facilities staff, fiscal services, and payroll. Some of these employees will only be on campus to perform essential operations during specific times, and will work remotely the remainder of the time.

At this time, while the college is not on lock down, we are making all efforts to minimize person-to-person contact to prevent the spread of COVID-19. Employees may occasionally access their office to obtain needed items or perform crucial duties that cannot be performed remotely. Labs may also be accessed on a limited basis to conduct video sessions. Individual departments may also need to set up a rotating schedule for essential work that cannot be completed at home, such as the processing of certain paperwork, checking of mail, or other critical business operations. However, we strongly encourage people to minimize their presence on campus.

At all times, social distancing recommendations must be enforced with a very limited number of people within six feet of each other.