Cuyahoga Community CollegeFrequently Asked Questions - Staff
Buildings & Access
Q&A related to buildings, facilities and access to them.
Can I still work on campus/in my office if I prefer to do so?
What arrangements are being made for employees who are retiring and need to empty out their offices?
Am I able to access my office computer? There are documents there that I need.
Is anyone working in the mailroom during this time? How and when we will be able to get our mail?
Will any of the College campuses be used as overflow to help hospitals?
Will the College consider closing?
Can I still work on campus/in my office if I prefer to do so?
No. Access to Tri-C buildings is limited to staff involved in critical areas of operation (Public Safety, Plant Operations and key administrative functions) until further notice. Support service department links are posted on the College’s coronavirus webpage.
If you absolutely must retrieve something from your office, contact Campus Police at 216-987-4325 to coordinate. Please remember that one of the most important ways to mitigate the spread of the coronavirus is to stay at home. Think very carefully about how necessary it might be to come to the College.
What arrangements are being made for employees who are retiring and need to empty out their offices?
We’d prefer you wait until campus buildings reopens. But if you must come earlier, you can contact Campus Police at 216-987-4325 to make arrangements to retrieve your belongings.
While I understand that most employees may continue to work remotely, can faculty return to campus to work in their office?
Faculty can arrange to retrieve items from their office during Phase I; however, they will not be permitted to work from their offices for some time. We are intentionally limiting campus accessibility to comply with safe distancing guidelines.
Am I able to access my office computer? There are documents there that I need.
If you absolutely must retrieve something from your office, contact Campus Police at 216-987-4325 to coordinate. Please remember that one of the most important ways to mitigate the spread of the coronavirus is to stay at home. Think very carefully about how necessary it might be to come to the College.
Do not use a jump drive to save these files. Instead, use the opportunity to move files from your office computer to your H:\ drive or a departmental drive so that they are secured, backed up and remotely accessible. It is always recommended that you store files on your H:\ drive or departmental drives (not on your desktop or in the "Documents" folder on your office computer). Saving files on a College drive ensures they are backed up in the event of computer hardware failure.
Is anyone working in the mailroom during this time? How and when we will be able to get our mail?
Yes, we have had limited mailroom service with limited distribution of mail to specific sites. The mailroom has made contact with student service areas and has delivered mail to those sites. We hope to return to full mailroom operations when we resume on-site operations. Employees will have access to mail when the College resumes on-site operations.
Will any of the College campuses be used as overflow to help hospitals?
While we have been in communication with the state, as we’ve been asked to report on ventilators and excess inventory and medical supplies, we haven’t received a request to provide overflow facilities.
Is the College closing?
No — The College remains open and all on-site College operations, including classes and services, will be performed remotely. Support service department links will be posted on the College’s coronavirus webpage. Beginning Tuesday, March 24 until June 2, access to Tri-C buildings is limited to staff involved in critical areas of operation (Public Safety, Plant Operations and key administrative functions). Beginning Tuesday, June 2, a limited number of buildings at each Tri-C campus will be open to provide essential student services. Some on-ground skills labs will begin on June 1. We are eager to see everyone and happy to provide in-person services to those who need them, but for your safety and that of others, please continue to use online student services whenever possible.
Will the College consider closing?
Only if directed to do so by federal or state executive officers, or federal, state and/or local health departments. Until then, the College will remain open and take precautions to safeguard the health and well-being of students, faculty and staff.
Financial Questions
Q&A related to financial items.
Do we still have to pay a parking fee if we are working remotely?
How can I donate to the Student Emergency Fund?
Will the Pass/Fail option affect tuition reimbursement when submitting grades for spring or summer session?
We will review our policy and provide a response at a later date.
Do we still have to pay a parking fee if we are working remotely?
Yes. Similar to the institutional fee that students are assessed as part of their tuition, the deduction for parking is not for a specific parking space at our College campuses. It is, however, used to ensure the maintenance, security, seasonal upkeep and lighting for all College parking lots and garages. Though the parking lots are mostly empty right now, there is still a need to maintain them.
Many schools provide laptops, tablets or other technology to students automatically upon enrollment. Is this something we can do in the future?
In an effort to keep our tuition and fees as affordable as possible, we have chosen to address student technology needs through Foundation support versus an increase in fees for all students. We will continue to monitor student technology needs and adjust as required.
How can I donate to the Student Emergency Fund?
Visit tri-c.edu/give to pay by credit card, or sign up for payroll deduction (you will need to enter your S-Number and password.) Our students need us now more than ever. Together, we are making a difference for them. Thank you for donating!
HR Questions
Q&A related to Human Resources, including telework, vacation/sick/personal time, and more.
Is going part-time an option for those working with children at home?
Can I change my work hours if I telecommute?
Can vacation time over the maximum amount be extended past the July 1 deadline?
Given the current situation, will personal time be allowed to roll over into the next fiscal year?
Are COVID-19 tests covered by insurance?
How will I keep my staff accountable?
If the pandemic continues to linger, will the option of continuing to work from home be available to parents with young children who are homeschooled, staff with compromised immune systems, staff aged 65+, and pregnant staff?
We continue to approach decisions on a day-to-day basis based on guidance from the governor and the CDC. As the situation evolves, we will take necessary steps to resume operations while complying with all guidelines. Phase 1 (limited on-site staff) will extend through the summer, leaving the majority of employees working remotely. On-site shifts in essential areas will rotate, so each employee may only need to cover one shift every so often. Among those areas deemed essential, we will first ask for volunteers to work on-site hours. If no one volunteers, supervisors will work on a rotational schedule for employees.
Parents with children at home should consider the Family First Coronavirus Response Act, which was detailed in an email sent by Human Resources on April 1.
High-risk employees may still work remotely. Those with underlying medical conditions should contact a doctor for medical guidance. You may be eligible for a leave of absence or FMLA.
Is going part-time an option for those working with children at home?
Full-time employees must work full-time hours. If you’re having child care issues, speak with your supervisor and discuss flexing your hours. You may also request vacation if you need to adjust your hours.
Can we use personal time to take time off due to lack of child care? Will you consider amending the definition of personal time?
We consider that a personal emergency, so there is no need to adjust the policy.
Since Summer 2020 classes will be delivered online, will any staff members be permitted to continue working from home? (For example an employee working for a program serving K-12 students who are taking virtual camps or classes?)
The current Stay Safe Ohio order expires May 29. We are drafting procedures for what that will look like at the College. More information will be shared soon.
My supervisor said my job is essential to campus operations. I would prefer to telework. What should I do?
At this time the option to telework is not available to employees in job roles deemed essential. However, the hours of the on-site shifts will be limited, based on operational needs and determined by the department supervisor in order to maintain critical campus operations. Whenever possible, supervisors will schedule on-site coverage on a rotational basis.
Can I change my work hours if I telecommute?
Work hours (including breaks and lunches) are defined by your direct supervisor. If you wish to temporarily alter the established hours, you must obtain supervisory approval in advance; otherwise, your hours will remain the same as before the teleworking arrangement commenced.
If I’m feeling sick, should I still telework? If I need to stay home to care for myself or a family member, can I also do work and not use my sick time?
The priority in any situation requiring sick time is to attend to your own or a family member’s needs. This time should be accounted for through the utilization of sick time or possibly vacation or personal leave. In most cases, this means that working from home would not be feasible.
Can vacation time over the maximum amount be extended past the July 1 deadline?
We recognize that not everyone was, or will be, able to take vacation leave during the last four months of the fiscal year. Therefore, the Tri-C procedure on vacation leave is amended to increase the maximum FY20 vacation carryover limit for eligible full-time employees. For those employees above the maximum carryover, up to 10 additional vacation days will carry over from June 30 to the fiscal year beginning July 1, 2020. The change will automatically go into effect and does not require any action from you.
How should vacation time be documented and calculated while everyone is working remotely and, in some cases, canceling vacations?
Vacation should be documented and calculated per normal procedures. You’re expected to work your normal schedule and hours per week. Submit vacation requests to your supervisor through the normal process. Approved vacation will be recorded on timesheets like normal. If your vacation plans have changed, notify your supervisor that you’ll be working instead.
Do you anticipate modifications to the sick time policy, such as an option for telework if healthy enough to work but not well enough to be on-site?
We do not anticipate amending the policy at this time.
Given the current situation, will personal time be allowed to roll over into the next fiscal year?
Because personal days are meant for personal emergencies or bereavement, it is not expected that an employee will use all of their personal days each year. There is normally no carryover from one fiscal year to another for unused personal leave, and we do not anticipate amending that practice.
If an employee has an outstanding balance on their Dependent Care FSA that they’ve been saving for summer care, and that summer care program is canceled or does not reopen, will these funds be lost?
A canceled summer care program would be considered a “qualifying event” that would allow you to adjust your FSA. You would need to provide a copy of the cancellation notice to Total Rewards. Even if you’ve already reduced your dependent care deduction, a different qualifying event does justify further changes. You will need to adjust your deduction period during this time for IRS reasons. Contact the Total Rewards team if you have further questions.
Are COVID-19 tests covered by insurance?
The test is 100% covered under the Medical Mutual Healthy Saver and Preferred plans.
Since medical providers are limiting patient care/contact, how will this affect those who are paying for dental, flex spending and medical benefits?
There is no impact on premiums for medical or dental. They are established and do not vary throughout the year. Once offices reopen, we do expect claims to resume. IRS guidelines prohibit changes through the year for FSAs. Should you have funds remaining at the end of the calendar year, up to $500 can roll over to 2021.
How will I keep my staff accountable?
These are factors that must be decided between the supervisor and staff member. Working from home means that communication must be more formal and intentional. Consider set times each day/week for calls to discuss progress, check in or get updates. Explore the use of technology to provide face-to-face interactions so that all the nuances of communication can occur. Refer to the IT resources available to you in the ITS Service Catalog.
Return to Work Questions
Q&A related to the College's Return-to-Work Guidance.
Will face coverings be mandatory when we return to campus?
Is the College providing masks/face coverings and gloves for all employees?
Will the dress code be relaxed when we return?
Is Counseling included in the June return-to-work timeline?
What will hours look like in Phase II? Will we be working every day?
What is the timeline and procedures for staff to return to campus? Will employees have to use protective gear and safe distancing rules? What will be the protocol for monitoring and responding to the potential recurrence of COVID-19?
The transition back to the physical space at the College will be a gradual one. It will require us to operate on a skeletal basis with individuals using PPE to carry on student transactions. Part of our effort is to ensure a limited number of people on-site at any given time. Schedules are staggered among essential personnel to prevent them from staying on-site for long periods. We’re dedicated to protecting your well-being and that of your families. Our choice to institute a two day per week schedule, with deep cleaning in between, will help protect those who must be on-site. Gloves and face coverings will be available. Plexiglass shields will be installed between staff and students wherever possible. Safe distancing measures will be enforced, and staff will be required to take their temperature every day. Staff must also certify that they have not traveled. We feel strongly about the personal health and well-being of students as well as staff.
We will be expanding access to the institution on a very limited basis for enrollment and technology access (TLCs). The vast majority of employees will continue to work remotely at least through at least the summer. Talk to your supervisor for details regarding your role.
Return-to-work guidance, which will follow CDC guidelines will be shared soon. Its purpose will be to reduce transmission of the virus among employees, with the goal of maintaining a healthy work environment and operations. Return-to-work guidance will only address illness related to COVID-19; it will not address other potentially contagious diseases.
Will face coverings be mandatory when we return to campus?
Yes. Employees will be required to wear face coverings (e.g., cloth mask, bandanna, face shield, scarf).
Is the College providing masks/face coverings and gloves for all employees?
Yes.
Will the dress code be relaxed when we return?
Returning essential workers may wear Tri-C shirts and apparel. However, please continue to maintain a professional appearance.
I understand that we’ll have to check our temperatures. Will student temperatures be checked as well?
We don’t anticipate taking student temperatures ― we’d like them to take their own, but will have no-touch temperature scanners available if needd. There will be a “return-to-campus” certification where students will need to confirm that their temperature is below 100.4 degrees before entering campus buildings.
Since extra cleaning and disinfecting measures will be taken starting June 2, will computers and shared equipment such as printers and scanners in the TLCs be cleaned and disinfected as well?
Yes, shared equipment will be cleaned between uses in the TLCs.
Is there a plan for preventing gatherings of more than 10 people (per governor’s orders)? How will student appointments accommodate that requirement? Will barriers be installed?
The College is preparing detailed return to work guidance that will be shared soon. We will phase everything in slowly, including meetings. When we return, all meetings will be virtual. We don’t anticipate any in-person meetings occurring prior to fall semester, and even then, in-person attendance will be limited to 10.
Plexiglass barriers have been installed in student-facing areas, and we’ve created appropriate space between cubicles, work areas and gathering spots. We’ve done a lot of planning and preparation for these employees, which will continue throughout the summer. Additional measures will be instituted as needed.
Since the governor has mandated only 10 people per gathering, how will the number of students/employees be monitored on campus and in any other part of the College?
In accordance with Gov. DeWine’s orders, there can be more than 10 persons on campus at a time, as long as there are no more than 10 per gathering. Phase I will see a limited number of people on campus. Meetings will remain virtual, and most services will be delivered remotely through July 31. Classes will meet in groups of 10 or fewer in our largest classrooms to accommodate social distancing, and instructors will be required to complete an attendance tracker.
If the pandemic continues to linger, will the option of continuing to work from home be available to parents with young children who are homeschooled, staff with compromised immune systems, staff aged 65+, and pregnant staff?
We continue to approach decisions on a day-to-day basis based on guidance from the governor and the CDC. As the situation evolves, we will take necessary steps to resume operations while complying with all guidelines. Phase 1 (limited on-site staff) will extend through the summer, leaving the majority of employees working remotely. On-site shifts in essential areas will rotate, so each employee may only need to cover one shift every so often. Among those areas deemed essential, we will first ask for volunteers to work on-site hours. If no one volunteers, supervisors will work on a rotational schedule for employees.
Parents with children at home should consider the Family First Coronavirus Response Act, which was detailed in an email sent by Human Resources on April 1.
High-risk employees may still work remotely. Those with underlying medical conditions should contact a doctor for medical guidance. You may be eligible for a leave of absence or FMLA.
Since Summer 2020 classes will be delivered online, will any staff members be permitted to continue working from home? (For example an employee working for a program serving K-12 students who are taking virtual camps or classes?)
The current Stay Safe Ohio order expires May 29. We are drafting procedures for what that will look like at the College. More information will be shared soon.
Is Counseling included in the June return-to-work timeline?
No. Phase I operations include enrollment centers, financial aid offices, registrar’s office and TLCs only.
What will hours look like in Phase II? Will we be working every day?
We don’t currently know. A lot will depend on CDC guidelines and our ability to bring people onto campuses safely. As we go through the summer, timelines for extending access to campuses and buildings will become clearer.
Dr. Johnson mentioned four phases, and he described the first one in great detail. What are the other phases? Why are there so many? What is the estimated completion date of the last phase?
Phase I includes remote summer instruction and some face-to-face programs for technology and certain health careers. Phase II may see an increase in that type of configuration, as well as more individuals returning to campuses. During Phase II (Fall 2020), your supervisor will notify you two weeks in advance if you are required to come back to campus. We’re trying to get things accomplished while taking certain factors into consideration, such as number of COVID-19 cases, testing availability, and the development and availability of a vaccine. We expect to operate in this environment for the next 12-18 months, so we ask for caution during that period. The Return to Work Guidance can be found on KWeb.
Technology Questions
Are there computers available for faculty/staff to use while working from home?
I don’t have access to a reliable internet connection for teleworking. What should I do?
I have never accessed the VDI/VPN or the campus network remotely. What do I need to know?
Where can I find information on Webex and Webex Teams?
Does Tri-C have a pro account with Zoom?
Am I able to access my office computer? There are documents there that I need.
Are there any computers available to use while working from home?
Faculty can use professional development funds up to $800 to purchase equipment. Adjunct and non-faculty staff should work with their campus president or College VP to identify available resources.
I don’t have access to a reliable internet connection for teleworking. What should I do?
The teleworking employee is asked to use their best efforts to establish and maintain appropriate telephone communications and internet connectivity. Several companies are providing free or discounted internet services. The College has compiled a list of many commonly used residential and wireless internet providers in Cleveland. Please review the list to find what each provider is doing to help their customers, self-service and tele-troubleshooting options, and free WiFi hotspot information. Innovate Ohio has compiled a list of public hotspot locations as well.
If an employee is unable to access these options please contact your supervisor if use of Wifi is essential for job performance.
I have never accessed the VDI/VPN or the campus network remotely. What do I need to know?
Certain online Tri-C services do need to be accessed using VDI/VPN – these can be reviewed on the When to Use VDI for Telework located in the ITS Service Catalog. Anyone with specific technical questions should contact the ITS Customer Care Tech Support via helpdesk@tri-c.edu.
Where can I find information on Webex and Webex Teams?
Webex information can be found in the ITS Service Catalog. Anyone with specific technical questions should contact the ITS Customer Care Tech Support at helpdesk@tri-c.edu. Webex Teams is available to all faculty, staff and students and can be installed through Cisco’s website.
Does Webex have captioning?
No, Webex does not have a closed captioning feature. ITS is researching other available options, such as third-party providers. We recommend that students and faculty contact Student Accessibility Services for assistance.
Does Tri-C have a pro account with Zoom?
We don’t have a pro Zoom license ― Webex is the preferred option for College use. It offers many of the same tools as Zoom. Webex training is available to help you locate and use the features you need.
Am I able to access my office computer? There are documents there that I need.
If you absolutely must retrieve something from your office, contact Campus Police at 216-987-4325 to coordinate. Please remember that one of the most important ways to mitigate the spread of the coronavirus is to stay at home. Think very carefully about how necessary it might be to come to the College.
Do not use a jump drive to save these files. Instead, use the opportunity to move files from your office computer to your H:\ drive or a departmental drive so that they are secured, backed up and remotely accessible. It is always recommended that you store files on your H:\ drive or departmental drives (not on your desktop or in the "Documents" folder on your office computer). Saving files on a College drive ensures they are backed up in the event of computer hardware failure.
Other Questions
Q&A that does not fit in any above category.
Will Spring Commencement take place as scheduled, or are there alternative plans in place?
I traveled internationally. Can I come back to campus?
I tested positive for COVID-19. Do I need to notify the College?
I’m feeling anxious. Who can I talk to?
Will summer camps be canceled, or will there be virtual options?
What is the likelihood that fall classes will be held on campus?
How is the College involved in helping add to the talent pool for health care workers?
How many students and/or staff have tested positive for COVID-19? What steps has the College taken?
Will Spring Commencement take place as scheduled, or are there alternative plans in place?
To protect everyone’s health and well-being, the College decided to postpone its in-person commencement ceremony until Wednesday, Dec. 16, at the CSU Wolstein Center. Separate from the Fall Commencement ceremony, this program will celebrate the achievements of our Spring and Summer 2020 graduates.
A Virtual Celebration for Our Graduates occurred on Thursday, May 14, at 6 p.m. for graduates and their families to watch via livestream on their TV or computer.
My position at the College requires me to travel frequently throughout the state. Is my ability to travel to partner locations restricted at this time?
Yes. All travel to client/partner locations is suspended until further notice. Please reach out to those with whom you have meetings scheduled to advise them that you are unable to meet in person and will reschedule when able. Consider a conference call or Webex meeting instead.
I traveled internationally. Can I come back to campus?
If you traveled to or through any Level 2 or Level 3 country, you must self-isolate for 14 days from the time you left the area of risk.
The College’s Office of Compliance and Risk Management asks that you also complete a travel disclosure form.
Visit cdc.gov/coronavirus/2019-ncov and odh.ohio.gov/wps/portal/gov/odh/home for the latest travel warnings and information.
I have an upcoming trip planned. Do I need to do anything before I leave? Will I be required to self-quarantine upon return?
The College recommends avoiding personal travel to or through any country with a Level 2 or Level 3 designation from the CDC. Currently, the CDC has designated a Level 3 Travel Health Notice for China, South Korea, Iran and Italy.
The College’s Office of Compliance and Risk Management asks that you complete a travel disclosure form prior to any travel during this time.
Currently, quarantines are limited to international travel to or through any Level 2 or Level 3 country. Should this change, the College will communicate updates to its travel guidelines via Tri-C email and at tri-c.edu/coronavirus.
I’m registered to present at a conference this fall; however, I’m guessing that unnecessary travel will likely not be permitted. Can you give us your best guess as to whether travel will be permitted at that time? I’d like to withdraw my proposal with as much advance notice as possible.
At this point, we’re not allowing travel. I would hold off on withdrawing a proposal in case the conference goes virtual. I imagine that we’ll still be in the midst of this situation in the fall, with travel remaining restricted.
I tested positive for COVID-19. Do I need to notify the College?
Employees should notify their supervisor, who will notify the applicable vice president and risk manager. Risk Management will notify Plant Ops of any areas visited by the employee for special sanitization.
The employee should describe, in detail, any members of the College community with whom they have come in contact during the two-week incubation period (i.e., from the date they began exhibiting symptoms). These details should include date, time, exact location (campus, building and room number) and duration of contact. The employee should also disclose the date they first began to exhibit symptoms. Notice will be given to those exposed individuals to self-isolate for 14 days. Efforts to protect the privacy of the employee will be taken.
I’m feeling anxious. Who can I talk to?
The College recognizes the anxiety and emotional strain that you may feel during this time. Remember that Tri-C’s employee health plans offer comprehensive coverage for both physical and mental health care. To speak with a counselor or a mental health professional at any time, contact the College’s employee assistance program, IMPACT Solutions, at 800-227-6007; visit myimpactsolution.com (login: ccc); or refer to the College’s Help Is Here webpage and/or app.
Tri-C also supports and encourages self-care during these stressful times. Remember that sleep and exercise work together to promote a healthy immune system.
Will summer camps be canceled, or will there be virtual options?
We are delivering multiple camps in a virtual format. Refer to the summer camp website for information.
What is the likelihood that fall classes will be held on campus?
We don’t know at this point if there will be any in-person classes this fall. That is yet to be determined. We have to be cautious about how things progress through the next few months. We must determine the benefits as well as the risks of each option. Our phased approach does allow for flexibility; however, COVID-19 is serious and we need to continue to take it seriously as we move forward. We must ensure we have necessary precautions in place to protect you and your family. We can’t discuss specifics about the fall semester until we determine how well things worked in summer, what the science looks like, and what COVID-19 data shows. Phase I is long, in part, to give us the opportunity to develop plans for Phases II, III and IV.
How is the College involved in helping add to the talent pool for health care workers?
Many programs have been creative in getting students to complete so they can get out and work. For example, the Tri-C Police Academy is the first in Ohio to be approved for remote instruction. Many program managers are working to find alternative ways to help students complete hours and labs to avoid graduation delays.
Is Tri-C using its 3D printers to create face shields, ventilator components or other supplies to help protect people from COVID-19?
As an institution, we continue to support the needs of our health care community during the pandemic. Our Additive Manufacturing team is working with essential personnel and local manufacturing companies to make face shields. They have also developed two prototypes for doctors, as well as an intubation box to support patients and keep doctors safe. In addition, the College has donated ventilators to area hospitals and distributed excess supplies to support first responders.
How many students and/or staff have tested positive for COVID-19? What steps has the College taken?
As of April 8, six students and/or staff have reported testing positive for the coronavirus. Details are as follows:
- One student was at the Eastern Campus on March 1. They visited the Mandel Humanities Center. Based on the 14-day incubation period for the virus and when the student first experienced symptoms, CDC guidelines indicate that they would not have had the virus when they were on campus.
- One student was at the Western Campus on March 5. Based on the 14-day incubation period for the virus and when the student first experienced symptoms, CDC guidelines indicate that they would not have had the virus when they were on campus.
- One student was at the Eastern Campus on March 10 during spring break week, when no classes were scheduled. They visited the front desk of the Business, Math and Applied Technology faculty suite in the second-floor lobby area of the Mandel Humanities Center; the area outside the Eastern Campus library, which was closed; and the front entryway of the Student Services building. Students, faculty and staff who were or may have been in contact with this student during that time have been notified of their exposure.
- A security officer was at the Western Campus on March 10 during spring break week, when no classes were scheduled. Because the officer was not exposed to the coronavirus until March 23, there was no possibility of campus exposure. The officer is quarantined and will not return to duty until screened and cleared by medical professionals.
- One student was at the Eastern Campus on March 16. They visited the Health Careers and Sciences building for a two-hour period. Students, faculty and staff who were or may have been in contact with this student during that time have been notified of their exposure.
- One student was at the Brunswick University Center on March 17. They visited BUC for a four-hour period. Students, faculty and staff who were or may have been in contact with this student during that time have been notified of their exposure.
Out of an abundance of caution, the College has sanitized and disinfected the campus areas visited by all individuals.