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. An Emergency Temporary Remote Work Agreement: Due to New York State mandated on-campus workplace staffing levels, all employees, except faculty, whether working remotely or on a reduced on-campus schedule, must complete the form, even if you have recently provided the long Telecommuting form to HR. This form can be completed in one minute— and is for all temporary remote work arrangements.
  7. Resources available to you, including HR Partner support and CIGNA’s Employee Assistance Program, (EAP), available to all full-time 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. Employee has traveled to Level 3 country or hotspot, or has had contact with a person(s) who has tested positive for the virus
  2. Employee contacts Health Services
  3. Adelphi instructs employee to self-quarantine for 14 days

Policy:

  1. If work can be done from home, send Emergency Temporary Remote Work Agreement to employee 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 quarantine 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. Required to complete a 14-day self-quarantine from the date of the last symptom.
  3. Employees who are too sick to work from home will use 14-day New York State mandated sick time until depleted; after that, apply for disability if applicable with the Office of Human Resources. Employees who are well enough to work, will work remotely.
  4. Employee will be paid in full.
  5. Full job protection.
  6. No PTO will be used/charged.
  7. A doctor’s note 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 receive full pay.
  3. No sick, vacation, or personal time will be used/charged.
  4. If you 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 utilized.
  3. If position cannot be done remotely, employee must utilize PTO.
  4. If employee exhausts all time, 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 hourlies can only work remotely with approval from their supervisors and Human Resources; it is anticipated that student and hourly work will be greatly reduced at this time.
  3. Hourly workers will receive two additional weeks of pay if unable to work to provide some financial relief.
  4. Hourly workers and students can apply for unemployment when their pay ends.

FAQs for Managers

If an essential employee does not come into work due to fear/concerns, vacation and personal days will be used until depleted; further days out of work become unpaid. If absence persists, then possible termination of employment/abandonment of position. Call your HR Partner for additional information.

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

The employee must contact the Office of Health Services for instructions and next steps. The employee will likely be instructed to self-quarantine for 14 days. If work at home is approved, the employee’s supervisor should send the Emergency Temporary Remote Work Agreement to the employee to allow them to work from home full-time during the quarantine period. They 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 workers will only be paid for hours worked in this scenario.

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

Updated July 15, 2020:
Pursuant to the Governor’s recent travel advisories, employees who travel to any of the identified “hot spot” states who are therefore required to self-quarantine are NOT entitled to paid sick leave under NYS law.

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 14-day self-quarantine from the date of the last symptom. Employees who are too sick to work from home will use 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.

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

Exception: A doctor’s note indicating serious medical condition or event (e.g. immune-suppressed, chemotherapy or radiation treatments). In this circumstance, employees will be permitted to use their sick time to remain at home or request approval to work from home. After five (5) continuous days 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 safely.

If an employee’s dependent is ill and requires ongoing attention, and they are unable to telecommute effectively, they 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, employee receives full pay, no PTO is utilized. If the position cannot be done remotely, but employee is not an essential employee, employee will be paid fully, and no PTO is used. 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 students and hourly workers and the ability for them to perform work remotely. Students and hourlies will only be paid for hours worked. Students and hourlies can only work remotely with approval from their supervisors and Human Resources; it is anticipated that student and hourly work will be greatly reduced at this time.

However, the University will be providing hourly workers with two additional weeks of pay if it is deemed that they are unable to work virtually in order to provide some financial relief. 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 14 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. The employee must receive approval from 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 Office of Health Services prior to returning to work on-campus. You will be instructed to self-quarantine for 14 days. If work at home is applicable, your supervisor should send the Emergency Temporary Remote Work Agreement to you 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 workers 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.

Updated July 15, 2020:
Pursuant to the Governor’s recent travel advisories, employees who travel to any of the identified “hot spot” states who are therefore required to self-quarantine are NOT entitled to paid sick leave under NYS law.

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 14-day self-quarantine from the date of the last symptom. If you are too sick to work from home, you will use 14-day New York State mandated sick time until depleted, after that, apply for disability if applicable with the Office of Human Resources.  Employee will be paid in full and have job protection. A doctor’s note 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 hourlies 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 workers and their ability to work remotely. Students and hourlies will only be paid for hours worked. Students and hourlies can only work remotely with approval from their supervisors and Human Resources; it is anticipated that student and hourly work will be greatly reduced at this time. Students and hourlies can apply for New York State Unemployment benefits during this time.

However, the University will be providing hourly workers with two additional weeks of pay if it is deemed that they are unable to work virtually in order to provide some financial relief.  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 14 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.

Contact
Phone Number
Location
Levermore Hall, 203
Location
Waldo Hall, 1 FL

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