Dear Colleagues,

As the Coronavirus pandemic continues to impact many of our lives, Adelphi Executive Leadership has been working around the clock to determine the best ways to keep our community operational, safe, and informed of the decisions affecting all of us. Each day has presented new challenges and questions surrounding the adjustments we’ve all had to make in our lives and at the workplace.

Human Resources has compiled information that we feel can help all of us cope with unknowns, “firsts” and difficult situations, from working remotely, to defining “essential” employees and to questions surrounding pay, absence, and other policies. We recognize that things feel uncertain and stressful at this time, and it is our hope that this information will help alleviate some of the concerns we are all feeling.

First, please understand we are all “essential” at Adelphi. When we say “essential personnel” we mean employees that need to physically be on Adelphi campuses due to the nature of their jobs. When we say “non-essential” we are talking about the bulk of employees – those who can successfully complete their responsibilities remotely, at home, all or most of the time or whose on-campus work schedule has been reduced during this time.

To help you navigate this new, temporary work world, we have developed the following guidance:

  1. A guide to policy based upon actual work scenarios, including remaining operational with reduced on-campus workforce, partial closing, having to care for children or elders at home with reduced productivity, virtual workplace, etc. Each scenario is outlined with corresponding policies.
  2. Frequently Asked Questions (FAQs) for managers to guide decision-making around these scenarios.
  3. An FAQ for non-managerial employees to help them understand how they will be managed and treated with respect to pay and absence/time off.
  4. A guide for managers to establish effective/ best practices in managing a remote team or individual.
  5. A guide for non-managers to help them adjust to working remotely.
  6. A Remote Working Agreement: All employees, except faculty, whether working remotely or on a reduced on-campus schedule, must complete the online form, even if you have recently provided a Remote Working Agreement form to HR. This form can be completed in one minute— and is for all remote work arrangements.
  7. Resources available to you, including HR Partner support and CIGNA’s Employee Assistance Program, (EAP), available to all employees.

This guidance also applies to full and part time faculty, including adjuncts, who may be working remotely or continuing to teach online.

All managers and non-managers should use this guidance to help them navigate the current unprecedented landscape as we work through our hybrid remote structure. This guidance remains in effect until further notice and is subject to change as Adelphi leadership deems necessary.

Finally, IT has created a thorough webpage that informs all members of the community on technology usage, helpful remote work applications, needed equipment, network support and other concerns. View the Guide to Working Remotely.

Do not hesitate to reach out for support as we navigate this new reality together.

Scenarios for Managers

Scenario:

  1. The unvaccinated employee has traveled either internationally or domestically, or The unvaccinated employee had contact with a person who tested positive for the virus.
  2. Employee contacts Health Services
  3. Adelphi instructs employee to self-quarantine for up to 10 days and test accordingly or follow the latest NY state guidance and CDC Guidance for quarantine and testing

Policy:

  1. If work can be done from home, send Emergency Temporary Remote Work Agreement to employees to allow them to work from home full time during the quarantine period.
  2. If essential on-campus employee work cannot be done from home, employee should not return to campus until the quarantine period  is completed.
  3. Employee will receive full pay.
  4. Employee will have full job protection.
  5. A doctor’s note will be required in order to return to work.
  6. No PTO will be used/charged.

Scenario:

  1. Employee has tested positive for the Coronavirus; may be symptomatic or asymptomatic.

Policy:

  1. Employee must communicate with the Office of Health Services, and if applying for disability, with the Office of Human Resources.
  2. Employee required to complete up to a 10-day isolation from the date of the last symptom or positive test.
  3. Employees who are too sick to work from home or their job does not allow them to work form home will use the 14-day New York State mandated sick time until depleted; after that, apply for disability if applicable with the Office of Human Resources.
  4. Employees who are well enough to work will work remotely .
  5. Employee will receive full pay.
  6. Employee will have full job protection during this period.
  7. No PTO will be used/charged.
  8. A doctor’s note or isolation release notice from the local health department will be required in order to return to work.

Scenario:

  1. All non-essential Adelphi employees work from home.

Policy:

  1. All non-essential Adelphi employees work from home.
  2. All employees will receive full pay.
  3. No sick, vacation, or personal time will be used/charged.
  4. If  an employee cannot work remotely due to illness or scheduled vacation, Paid Time Off (PTO) will be charged.
  5. All essential personnel will report to work.

Scenario:

  1. Employee requests to work remotely.
  2. Employee’s position does not support remote work (e.g. Custodians, bus driver, etc.)

Policy:

  1. Manager assesses position’s ability to work remotely.
  2. If approved to work remotely, no PTO will be utilized.
  3. If position cannot be done remotely, employee must utilize PTO.
  4. If employee exhausts all PTO, contact HR and your supervisor.

Scenario:

  1. Students and hourly employees are not able to report for work.

Policy:

  1. Students and hourlies will only be paid for hours worked.
  2. Students and hourly employees can only work remotely with approval from their supervisors and Human Resources. Hourly workers and students can apply for unemployment when their pay ends.

FAQs for Managers

If an employee assigned to work on campus does not come into work due to fear or concerns regarding the coronavirus, vacation and personal days will be used until depleted; further days out of work become unpaid. If the employee’s absence persists, then the possible termination of employment due to abandonment of position may result. Call your HR Partner for additional information.

Exception: A doctor’s note indicating a serious medical condition or event (e.g. employee is immune-suppressed, or undergoing chemotherapy or radiation treatments). In this circumstance, employees will be permitted to use their sick time to remain at home or request a reasonable accommodation, for approval to work from home. After five (5) continuous sick days the employee would apply for disability leave if not able to telecommute.

The employee must communicate with the Office of Health Services, and if applying for disability, with the Office of Human Resources immediately upon notification of positive coronavirus test results. The employee will be required to complete a 10-day self-isolation from the date of your positive test results or symptom onset. Employees who are too sick to work from home will use the 14-day New York State mandated sick time until depleted, then apply for disability if applicable with the Office of Human Resources. The employee will be paid in full and will receive full job protection. A doctor’s note will be required in order to return to work on campus.

All essential personnel will report to work on campus as assigned. All non-essential Adelphi employees will be instructed to work from home. All full-time and part-time employees receive full pay. No sick, vacation, or personal time will be used/charged.

If the employee cannot work remotely due to illness, sick time will be used, then apply for disability if applicable. If the employee cannot work remotely due to a scheduled vacation, Paid Time Off (PTO) will be charged.

University approval will not be granted for telecommuting 5 days per week based upon coronavirus concerns for essential employees and may not be granted for non-essential employees.

If an employee does not come to work, vacation and personal days will be used until depleted; further days out of work become unpaid. If employee absence persists, then possible termination of employment/abandonment of position may result.

Exception: A doctor’s note indicating serious medical condition or event (e.g. employee is immune-suppressed, or undergoing chemotherapy or radiation treatments). In this circumstance, employees will be permitted to use their sick time to remain at home or request a reasonable accommodation, for approval to work from home. After five (5) continuous sick days the employee would apply for disability leave if not able to telecommute.

The manager should assess the ability for the employee’s position to be performed remotely. It should be noted that Adelphi is not responsible or liable for the health and safety of employees’ dependents while they are working remotely, nor for their health and safety while they are delivering care to their dependents or elder adults. It is up to the supervisor and employee to determine whether work can be conducted from home.

If an employee’s dependent is ill and requires ongoing attention, and they are unable to effectively work remotely, the employee will need to use sick time. Employees may also be covered for NY Paid Family Leave, which provides paid leave to care for a covered family member’s illness. View more information on the Family and Medical Leave Act.

Managers – along with their employees – are expected to determine what can reasonably be accomplished while dependents are under their employee’s care (whether healthy or ill), and the amount of time they expect to be able to work. If approved to work remotely, the employee receives full pay, and no PTO is utilized. If the employee is an essential employee, they will use PTO until it is exhausted. If the employee exhausts all time, contact HR and supervisor.

Each supervisor should assess the need for student and hourly employees and the ability for them to perform work remotely. Student and hourly employees will only be paid for hours worked. Students and hourly employees can only work remotely with approval from their supervisors and Human Resources. Hourly workers and students can apply for New York State Unemployment benefits when/if their pay ends.

You should contact Health Services and follow their instructions. The employee will likely be asked to self-quarantine which may extend beyond 10 days because of the familial contact with positive patients. Students and hourly employees will only be paid for hours worked. All others will work remotely and receive full pay and benefits. The employee must submit a doctor’s note and negative test to Health Services before returning to work on campus.

FAQs for Employees

If you are deemed to be “essential personnel” and do not come into work, vacation and personal days will be used until depleted; further days out of work become unpaid. If absence persists, then you may face possible termination of employment/abandonment of position.

Exception: A doctor’s note indicating a serious medical condition or event (e.g. immune-suppressed, chemotherapy or radiation treatments). In this circumstance, you will be permitted to use your sick time to remain at home or request a reasonable accommodation, such as approval to work from home. After five (5) continuous sick days you would apply for disability leave if not able to telecommute.

You must contact the Office of Health Services prior to returning to work on-campus. You will be instructed to self-quarantine for 10 days or follow the latest NY state guidance for quarantine and testing for travel. (Updated December 26, 2020 – New York State Department of Health). If work at home is applicable, you must fill out the Remote Working Agreement and submit for supervisor approval, to allow you to work from home full time during the quarantine period. You will receive full pay and will have full job protection. A doctor’s note will be required in order to return to work on-campus. Student and hourly employees will only be paid for hours worked.

If you are an essential on-campus employee and work cannot be done from home, you should not return to campus until the quarantine is completed. You will receive full pay, benefits and have job protection.

You must communicate with the Office of Health Services, and if applying for disability, with the Office of Human Resources immediately upon notification of positive coronavirus test results. You will be required to complete a 10-day self-isolation from the date of your positive results or symptom onset. If you are too sick to work from home, you will use the 14-day New York State mandated sick time until depleted; after that, apply for disability if applicable with the Office of Human Resources.  Employees will be paid in full and have job protection. A doctor’s note or isolation release letter from the local health department is required in order to return to work on campus.

All non-essential Adelphi employees will be instructed to work from home. All full and part time employees receive full pay. No sick, vacation, or personal time will be used/charged. If you cannot work remotely due to illness or scheduled vacation, Paid Time Off (PTO) will be charged. All essential personnel as defined by their supervisors will report to work as assigned. Students and hourly employees will only be paid for hours worked.

Your supervisor should assess your position’s ability to work remotely. If you are approved to work remotely, you will receive full pay, and no PTO will be utilized. If your position cannot be done remotely but you are not an essential employee, you will be paid fully and no PTO will be used. If you have been identified as an essential employee, you will use PTO. If you exhaust all time, contact HR and supervisor.

Your supervisor should assess the need for students and hourly employees and their ability to work remotely. Student and hourly employees will only be paid for hours worked. Student and hourly employees can only work remotely with approval from their supervisors and Human Resources. Student and hourly employees can apply for New York State Unemployment benefits during this time.

If work is not available, hourly workers and students can apply for New York State Unemployment benefits when their pay ends.

You should contact Health Services and follow their instructions until the situation resolves. The self-quarantine might extend beyond 10 days because of the familial contact with positive patients. Students and hourlies will only be paid for hours worked. All others will work remotely and receive full pay and benefits. You must receive approval from Health Services before returning to work on campus.

Working Remotely

We've put together a resource guide to help support you while working remotely.

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