The college is creating a staggered return to face-to-face work and classes to limit the on-campus population and reduce the risk of transmission. Academic programs and non-academic areas are required to complete a safety plan before resuming face-to-face operations. In general, safety plans outline:
- The number of employees or students needed in the space
- The type of location needed (classroom, computer lab, clinical, office, etc.)
- An Access Control Plan to manage who is in the physical space at any given time
- A Sanitation Protocol
- A Physical Distancing Plan
- What kind of Personal Protective Equipment (PPE) is usually required and what will be additionally required due to COVID-19
Once a safety plan is written, it must be reviewed and approved by the direct supervisor, the Executive Leadership Team member, the Business Resumption Review Committee and the college president. The Board of Trustees will also review these plans as needed.
The college has developed guidelines to help managers create their area's safety plan. The guidelines recommend that the only employees who come to campus are those who are mandatory to provide hands-on instruction and support, as well as those necessary to support campus safety and facility function. All others will need to be approved to come to campus by their ELT member. Remote work is encouraged until the virus dies out, community spread becomes negligible or a vaccine is widely distributed.
All safety plans must include daily health screenings, face coverings or masks, six feet of physical distancing and/or additional PPE, and training for students and employees.
Responsibilities of All Employees
Everyone has a personal responsibility to help keep the LCC community healthy.
- Students and employees as well as visitors must complete a health self-screening every day to check for symptoms of COVID-19 or other illness. The college does not maintain any personal health information from these screenings, but does regularly check to ensure they have been completed and passed by those on campus.
- Face coverings are required for all while on campus, with the exception of those who are unable to medically tolerate one. Your division or department will be distributing reusable face coverings to those who will be working on campus. Your program or administrative office or Public Safety will have extra, disposable face coverings if you forget yours.
- Everyone on campus is expected to maintain six feet of physical distancing in classes, meetings and otherwise, whenever possible.
- Those who cannot maintain six feet of physical distancing due to the demands of their work will be required to use additional personal protective equipment. This PPE - which might include gloves, goggles, face masks or other materials - must be worn and used as directed.
- Stay home when you are sick and notify your supervisor.
- Wash or sanitize your hands regularly.
- Do not share equipment or supplies.
- As required by a Governor's Executive Order, use provided disinfecting wipes to clean your personal work space at the beginning and end of each work day.
- If you develop COVID-19 symptoms while at work, please notify your supervisor and go home immediately. If you need assistance, contact Public Safety at 517-483-1800. If your symptoms resemble COVID-19 symptoms, please contact a medical professional as soon as possible.
Exceptions and Accommodations
Employees who have pre-existing medical conditions that may result in inaccurate conclusions on daily health screenings or prevent the wearing of a face covering, as well as those who are considered by the CDC to be part of a "vulnerable population," can request an accommodation.
To request an exemption, please follow LCC's Request for Accommodation Procedure under the Americans with Disabilities Act (ADA).
- ADA Accommodation Procedure
- ADA Accommodation Request
- ADA Reasonable Accommodation Request Medical Certification
If you are considered to be at high risk for severe illness caused by COVID-19, the college encourages you to work remotely as much as possible.
Your Emotional Well-Being
All employees are eligible to use LCC's free, confidential employee assistance program. This is a challenging time for everyone, and the employee assistance program offers you access to professional counselors who can help you manage stress, grief and loss, relationships, substance abuse, family matters and other anxieties.
The EAP also offers legal and financial consultations.
Frequently Asked Questions
Do I have to apply for FMLA if I am using my EPSL hours to care for my child?
Yes, you have to apply for the new, Expanded FMLA if you are absent from work to care for a child whose school or childcare is closed due to COVID-19. The FMLA provides protection for your job and benefits while you are absent. The EFMLA broadens the eligibility for FMLA to almost all employees and broadens the applicability to this childcare responsibility.
If I have exhausted my available leave time, can I use the Emergency Operations Pay (EOP) to continue my pay status while I continue to be off work?
No. As of July 1, 2020, Emergency Operations Pay is no longer available to be used.
Can I use EOP if my job requires me to work on campus but I am not able due to my underlying health condition?
No. See answer to the last question.
Are student employees eligible to use EOP after the end of spring semester?
No. See answer to the last question.
Can I use EPSL for time needed to care for my parent who is staying with me?
No, unless your parent is quarantined or isolating due to COVID-19.
Are student employees eligible for EPSL and EFMLA?
Yes. Any employee who has been employed for at least 30 days is eligible for these new leave types. Student employees who are in jobs which are able to work in our remote/virtual work environment are eligible to apply for these leaves as indicated above.
Do I have to apply for FMLA for leaves other than for childcare-related absences?
Employees who are absent for three or more days or will be absent on an intermittent basis are encouraged to submit documentation for FMLA.
What is the significance of the statement, "All LCC locations and buildings are closed"?
LCC is not closed. Our buildings are closed to the public; however, all college operations, except those related to face-to-face instruction, continue virtually, with the vast majority of college employees working remotely.
Do I have to continue working even though physical campuses are closed?
Yes. Since LCC is not closed, our operations continue. LCC will be flexible and accommodating during this situation as we maintain operations and, specifically, continue to support students in completing their academic coursework. With the transition to remote working, we urge all LCC departments and units to take every measure possible to encourage any employee who is able to work from home to do so, according to their regular work schedule. Departments should consider what functions are essential, who is needed to complete these functions in person, and what specific work can be conducted remotely. Only employees designated as essential should come to campus, as directed by their supervisor. No one should come to work who is ill.
What if I don’t have the tools to work remotely?
Please work with your direct administrative supervisor to identify how they would like you to operate while you are not physically on campus. If you do not have the technology you need, please report it to your supervisor, who can compile a list of needs for review, approval and acquisition, if warranted.
When working from home, how should I record my work hours?
Work hours should be recorded as regular work hours. Hours that you are not able to work due to illness, doctor appointments, caregiving, vacation, etc. should be reported under the appropriate leave category on your timecard.
I am home ill with a non-COVID-19 illness. Do I report this time as regular sick leave?
Yes, if you are in a job which is able to be performed in our remote working environment, you should record your absence under the appropriate leave category.
Who should I report a sickness-related absence to?
All absences should be reported according to your normal department or divisional reporting process. Employees should identify the reason for the absence (personal sickness, doctor appointment, caregiving for a family member, etc.), but should not disclose personal health information.
What if I or a family member are identified as positive for COVID-19?
We ask that you report these results as soon as possible to the Employee.Concerns@star.lcc.edu email box. HR will be receiving these emails and will follow up quickly to make any notifications to other LCC employees or students who may be at risk for the illness based on your diagnosis. HR will handle all health information in a confidential manner and will disclose information only to the extent necessary to identify and notify any other at-risk individuals.
I am a student employee. Do I need to report to work remotely?
Student employees (as well as other employees who cannot complete their regular job functions remotely) should contact your supervisor to determine if you will be assigned to work remotely.
Should I continue with my search committee working towards hiring new LCC employees?
At this time, we are encouraging supervisors to continue moving forward with the hiring process for any positions that are necessary either immediately or in the foreseeable future. LCC is not closed and we are continuing operations in a different mode for many areas. Employees are still needed and will be needed when operations revert to normal. Once a final candidate is identified, supervisors should work with HR (as is usual procedure) to identify what would be the best start date for the newly selected employee. Some employees may be needed to start immediately, while others may be delayed until normal operations resume.
What resources does LCC have available for employees who work remotely?
Many resources are available through the 5Star Service Center and were communicated via the announcement of the move to remote work.
- Install and know how to use a VPN: To be able to access network drives (H:, N:, and others), office printers, or on-campus applications while working off campus, please install a virtual private network. To use a VPN connection, you must download and install the VPN software onto your LCC-provided or personal computer. Instructions are available in a 5Star Service Center Knowledge Base article. Once connected through a VPN, especially on a home computer, you might need to map your network drives to ensure everything operates correctly. Before you connect using your personal computer, make sure it’s malware-free by using an antivirus scan. This could impact our network because an infected computer’s malware can spread onto the LCC network through the VPN connection. Along with an updated antivirus program, your computer should have updated applications, including its operating system and personal firewall. Finally, always maintain physical control of your connected computer to prevent inadvertent access. We recommend disconnecting from the VPN when not performing college-related work.
- Install and know how to use WebEx: If you have any meetings scheduled, consider conducting
them via WebEx. WebEx is video conferencing software that allows you to meet,
and communicate with your team virtually. WebEx meetings allow attendees to
files, applications, browsers and the screen. LCC has a license to use this
video conferencing software. You can start by taking the LCC Talent Management
(TMS) training in the my.lcc.edu portal titled ‘Introduction to WebEx.’ The
is installed on most LCC computers or you can install it following the Windows installation instructions or the Mac installation instructions. Finally, meetings can be hosted in one of three ways:
- Within Outlook, select “Schedule a Meeting” in the Webex Quick Access Toolbar.
- Within Microsoft Windows 10, select Programs, WebEx Productivity Tools. Follow the prompts (including entering your email address in the format: firstname.lastname@example.org) to schedule a meeting.
- Within a browser, go to https://lccedu.webex.com/, and select ‘Host A Meeting’. Sign in with your email address in the format email@example.com.
- Know how to forward your office phone, if you have one: You can forward your office
phone to your home or cell phone by following these instructions from your office
- Select a line and press Forward all.
- Dial the number that you want to forward to, or press Voicemail.
- To receive calls in your work location again, press Forward off.
- Call forwarding can also be adjusted by accessing the Cisco Unified Communications Self Care Portal from on campus (or off-campus after establishing a VPN connection). Log in using your username, and the default password of 12345 or your current voice mail PIN. Instructions can be found in 5Star.
- Work with your team to get phone rosters: If you’re intending to communicate beyond email and instant messenger, you may need a phone roster to contact coworkers off-campus. A simple Excel spreadsheet listing employee’s names, office phone numbers, and home/cell phone numbers works well.
- Find a space and technology that works for you: We know not everyone has an LCC-issued laptop, and not everyone has a home internet connection. In the long term, we are looking at options to address this challenge. For now, please report any complications to your supervisor, who can compile a list of needs and report them to ITS.
- If you have technical issues, please contact the LCC Help Desk at 517-483-5221 or firstname.lastname@example.org for resolution.
What will happen to faculty who cannot continue teaching in the remote environment (lab classes or hands-on teaching)?
Faculty should continue to work with their administrative supervisors to determine updates on resumption of any courses which were paused during the remote working environment.
What are the essential services that will keep working on our physical campus even when all services are shifted to remote or online work?
Police and Public Safety, Facility Services, Payroll Services, and other administrative staff will still be required to be on-campus, as appropriate, even though other on-campus services may be shut down. Employees in these areas are what we mean when we talk about "essential employees."
What if I'm injured while I am working remotely?
All employee policies continue to apply even within remote work environments. This includes standards of practices and coverage for worker injuries. Injuries must still be reported through the Police and Public Safety Office using the current reporting process.
How do part-time employees fill out timesheets for remote work?
Part-time employees (including student employees) are to report hours worked, if they are able to work remotely. If they cannot work remotely, they are able to use any available leave time. Once leave banks are exhausted, employees will be unpaid. Earn codes should be used as previously instructed.
It is the immediate supervisor's responsibility to ensure employee hours are properly reported. Both employee and supervisor are attesting that the hours reported comply with instructions.
I have, or my employee has, been assigned a performance review. Will I still need to complete it?
Yes. In general, performance reviews will move forward as scheduled. All required information is available in our Training Management System and required meetings can be held via WebEx.
Faculty teaching online may proceed through the Faculty Performance Review process without interruption. Faculty whose spring semester instructional assignments have been cancelled or suspended should work with their departments/divisional office to determine if the review may require a deadline extension or if it should be scheduled for a future year.
Anyone who believes they require a deadline extension for illness or any other reason should work with their department/divisional office to communicate the request and reason. With supervisor approval, Human Resources can make adjustments to the schedule.
I had to take a half-day off work to take my dad to a medical appointment. The appointment had nothing to do with COVID-19. How should I report my time?
All leave time for health-related or family health-related reasons should be reported using the sick or other available leave codes. This includes absences for COVID and non-COVID reasons. Instructions for reporting time may be updated as necessary by the Payroll Department.
I left something in my office at LCC that I need in order to complete my work assignment. Can I come to campus to retrieve it?
While our campus buildings are closed, all employees must obtain supervisor permission to come to campus physically. Employees should contact their supervisor, who will work with Administrative Services and Emergency Operations to obtain the approval and identify any issues related to on-campus presence.
Should I continue with my search committee working toward hiring new LCC student employees?
At this time, because many of our student employees work in positions not able to function well in a remote work environment, we have asked supervisors to hold off on hiring new student employees. Our priority is to maintain employment and hours for as many of our currently employed student employees as we can. If there are needs for student employees to operate remotely, please convey these needs through your Executive Leadership Team representative, who can work with senior leadership to determine the best actions to ensure staffing needs are met.
What if I (or my employee) are needed to work overtime?
All non-exempt (hourly) employees must be compensated for all hours worked. While working remotely, it is easier to get caught up in work activities and exceed normal hours of work. It is important staff obtain supervisor approval before working hours beyond their normal weekly hours of work.
Will newly hired employees be able to start work while we are still in our remote operations environment?
Yes. If a supervisor/department is able to work with the newly hired employee in a remote manner to get them oriented and on-boarded to their new position, employees can begin working while we are remote. Human Resources has arranged for all new-hire paperwork to be completed and submitted remotely and has put together an orientation program which can be completed online. Newly hired employees will be instructed to work with Human Resources or Payroll staff remotely to handle any questions or issues prior to their release to begin working in their department. Supervisors should have the on-boarding plan developed for the new employee prior to their starting in the position.
Will LCC be offering the new Emergency Paid Sick Leave (EPSL) or Expanded Family Medical Leave (EFML) that the federal government has issued?
All employees were provided a new leave bank of Emergency Paid Sick Leave (EPSL) hours. The number of hours were based on the average number of hours worked in a two-week period. Employees will be paid their full, usual pay for these hours. EPSL hours should be reported on timecards for time not worked because:
- You are subject to a government quarantine or isolation due to COVID-19;
- You have been advised by a healthcare provider to self-quarantine due to COVID-19;
- You are experiencing the symptoms of COVID-19 and are seeking a diagnosis;
- You are caring for an individual subject to or advised to quarantine or isolate;
- You are caring for a child whose school or childcare is closed or unavailable due to COVID-19; or
- You are experiencing substantially similar conditions as those specified by the Secretary of Health and Human Services in consultation with the Secretaries of Labor and Treasury.
All current time reporting and recording practices remain in place when using EPSL hours.
Employees are also eligible to apply for leave for childcare purposes under the Expanded Family Medical Leave Act (EFMLA). The application for EFMLA can be found online.
In addition to these two new leave options, the following time reporting practices remain in place:
- Sick, vacation, personal and PTO leave banks: Employees who are working remotely who need to be absent from work for a reason unrelated to COVID-19 will use their current leave time that is available such as sick, vacation, personal, PTO, etc. Unrelated reasons may include absences related to health, family or child care responsibilities not covered under the Expanded FMLA.
Supervisors are required to add a comment to all timecards where employees are using Emergency Paid Sick Leave, confirming the time is being used appropriately.
Detailed timecard reporting instructions are available online.
Questions or concerns about any of these leave options can be directed to the email@example.com email box. Thank you!
What if I am sick while we are in our remote working arrangement?
Employees who are sick and unable to work must report to their supervisor in the same manner as prior to our remote working arrangement. Employees should not work if they are not physically able to and should contact their supervisor with updates as appropriate. Any time not worked because of illness must be reported on the timecard using the appropriate leave time code.
Where can I learn more?