Sycamores Back on Track: Information for Campus Employees

Updated May 14, 2020, 9:48 a.m.

Sycamores Back on Track

ISU plans to phase in summer 2020 on-campus operations consistent with Governor Holcomb’s Back on Track Indiana Roadmap. Phase One ended on May 3, 2020. The phased-in plan may be modified based on guidance from the Center for Disease Control, the Indiana State Department of Health, or local health officials.

All employees are expected to follow the ISU General Safeguards for Campus Employees (see below). Supplemental safeguards will be developed for areas of campus or campus operations that interact with the public or do not allow for social distancing. Through Phase Three, ISU recommends that all employees wear a protective face covering while on campus, especially when social distancing is difficult.

Phase One - Complete as of May 3

Phase Two – May 4 to May 23

  • Employees, including faculty, are expected to work remotely as much as possible, assuming they have the necessary technology and tools to do so. Exceptions will be approved by the appropriate Cabinet member. Supervisors are responsible for monitoring remote work by employees to ensure that work is performed.
  • Consistent with Executive Order 20-26 issued May 1, 2020, exempt and non-exempt staff providing essential services who are required to be physically on campus will be notified about expected return to work expectations by the supervisor. Employees in facilities management and other areas will return to campus to begin preparation of campus facilities to meet state and federal requirements on social distancing and cleaning.
  • Cabinet Members will develop plans for waves of employees to return to campus each Monday through July 6 based on function, campus work location, and ability to work remotely. Plans will be finalized over the next few weeks and supervisors will notify employees of a return date beginning the week of May 18.
  • Employees in facilities management and other areas will return to campus to begin preparation of campus facilities to meet state and federal requirements on social distancing and cleaning.
  • All ISU campus buildings will remain closed other than by appointment only, except when approved by the appropriate Cabinet Member. Mail and packages will continue to be picked up at the mail room located in Federal Hall.
  • No domestic or international university travel will be approved during this time.
  • Employees who travel internationally or domestically to areas with an outbreak of COVID-19 will be expected to remain home for a period of fourteen (14) days. Employees should be prepared to take vacation or sick leave for this period if the person is not approved to work remotely.

Phase Three – May 24 to June 13

  • Remote Employees will be scheduled to return to work on campus in small waves through each Monday in Phase 3 and Phase 4. Employees will be notified by the supervisor. Remote work should continue until the date an employee returns to on-campus operations. Faculty are requested to continue to work remotely and visit campus on a limited basis for the safety of those working on campus. Exceptions to this request will be approved by the Provost.
  • Those employees who have an underlying health concern that makes the employee more susceptible to COVID-19 or are considered at-risk are invited to contact the Office of Human Resources to discuss any concerns.
  • ISU campus buildings will remain closed except in approved circumstances or with an appointment. Mail and packages will continue to be picked up at the mail room located in Federal Hall.
  • Limited domestic travel may be approved by the appropriate Vice President. No international travel will be approved. Employees who travel domestically to areas with an outbreak of COVID-19 or internationally will be expected to remain home for a period of fourteen (14) days. Employees should be prepared to take vacation or sick leave for this period if the person is not approved to work remotely.

Phase Four – June 14 – July 3

  • Employees will continue to return to campus in waves each Monday during Phase 4. Faculty are requested to continue to work remotely and visit campus on a limited basis for the safety of others. Requests for exceptions may be made by contacting the Office of the Provost.
  • Selected university buildings will begin to open after appropriate safety measures have been adopted.
  • Limited domestic travel may be approved by the appropriate Vice President. No international travel will be approved. Employees who travel domestically to areas with an outbreak of COVID-19 or internationally will be expected to remain home for a period of fourteen (14) days. Employees should be prepared to take vacation or sick leave for this period if the person is not approved to work remotely.

Phase Five – July 4 – August 1

By July 6, most employees will return to on-campus work. Faculty may return to campus on an as-needed basis. Most campus buildings will be open. Updated Campus Safeguards will be issued to comply with CDC and Indiana State Department of Health guidance on social distancing and other protective measures.

Phase Six – August 1 and beyond

Subject to guidance from governmental and health authorities, faculty, student staff, and students may begin to return to campus. All campus constituencies will be expected to follow Campus Safeguards for increased personal interactions. Plans for fall instruction and activities will be developed with the engagement of shared governance units and campus leaders.

The information contained on this webpage is subject to change as more guidance becomes available from public health and government officials.

Employee Expectations for On-Campus Work

Updated May 14, 2020, 9:48 a.m.
  • Stay home if you are sick.
  • Do not return to campus until you are free of fever (without the use of medication) for at least 72 hours (three full days) and symptoms have improved.
  • If you have exhibited symptoms of COVID-19, contact your health care provider and request to be tested for COVID-19 or visit a COVID-19 testing center.
  • Take your temperature before coming to work. If you have a temperature over 100.4, do not come to work. Report to your supervisor that you are sick.
  • Complete daily health screening.
  • Stay six feet away from your co-workers and others.
  • Wear a face covering (recommended).
  • Wash your hands frequently and avoid high-touch surfaces.
  • Cough or sneeze into your elbow.
  • Use sanitizing products to clean high-touch areas in your work area throughout the day. This includes your phone, computer equipment, desk, chair arms, door handles.
  • Do not congregate in common areas and spaces.
  • Bring your own utensils and avoid use of kitchen areas wherever possible.
  • Frequently use sanitizing products available in common areas.
  • Use ISU remote meeting options, such as Skype for Business, Zoom, or Collaborate. Limit the number of in-person meeting participants. ISU conference rooms should generally remain closed.
  • Reduce sharing of work materials to the extent possible.
  • Respect your co-workers and help keep them safe by exhibiting personal responsibility.

As part of its general safeguards for Campus Employees and Departments, ISU will take the following steps

Updated May 14, 2020, 9:48 a.m.
  • Require employees who exhibit symptoms of COVID-19 to return home. Supervisors should contact HR for assistance.
  • Schedule office areas for deep cleaning. All employees should work remotely when the employee’s office area is scheduled to be cleaned.
  • Increase cleaning of high-contact surfaces and items in common areas, bathrooms, elevators. Employees should clean their own workstations.
  • Install barriers in areas where social distancing of 6 feet between employee work stations is impossible.
  • Keep most campus buildings closed until July 6.
  • No public or large events until July 6. Additional guidance will be provided about public or large events after July 6.
  • Post signage on COVID-19 safety guidelines and best practices in common areas.
  • Implement a staggered work plan by department and area to allow for less congestion at work arrival, lunch, and departure times.
  • Develop additional safeguards for employees with frequent public interaction, such as those in the Early Childhood Education Center, the Community School of the Arts, the Cunningham Memorial Library, the Office of Admissions, ISU Clinics, and other areas.
  • Temporarily limit access to areas where employees may have been exposed to allow for deep cleaning.
  • Limit elevator occupancy to no more than two persons at a time. 

Frequently Asked Questions

Updated May 28 2020, 9:00 a.m.

Sycamores Back on Track

Frequently Asked Questions about Summer 2020 Phased-In Plan

The Sycamores Back on Track plan calls for a phased-in plan for summer 2020 on-campus operations. Returning to campus operations requires thoughtful analysis of campus functions, coordination among units, and most importantly a commitment to the safety of our Sycamore community. It’s been a concerning time for everyone in our community and our state, and your cooperation and assistance in implementing the phased-in plan are key to a successful returning to on-campus operations. Please know how much we appreciate your understanding and patience.

These FAQs may be updated as more information becomes available.

1. How were the phases for employee return to on-campus work determined? (5/19/2020)

The timing of the phases follow the State of Indiana’s Back on Track plan. Cabinet members developed plans for waves of employees to return to campus each Monday through July 6. Determinations were based on function, campus work location, and ability to work remotely.

2. How will I know when I need to return to on-campus work? (5/19/2020)

Your supervisor will notify you of your expected date of return to on-campus work during the week of May 18 and of any schedule modifications to assist with social distancing. For the safety of all employees and to help ISU follow social distancing requirements, individual employee return dates will differ, even within a department. You should wait to hear from your supervisor about a date to return and then plan to return on the date that your supervisor indicates.

If you have been approved for remote work during Indiana’s stay-at-home order, you should continue to work remotely until your designated return date.

3. What if I want to return to campus earlier than my designated return date? (5/19/2020)

Because of the need to maintain social distancing, especially in early phases of the phased-in plan, you should not return earlier than your designated return day. If you need to visit campus before your designated return date for short periods, you should complete the Daily Health Assessment and comply with the General Safeguards for Campus Employees and Departments. For additional information please go the COVID-19 Sycamores Back on Track webpage and scroll down to the section discussing Safeguards near bottom of the page.

4.  If I am a faculty member, when am I expected to return to campus? (5/19/2020)

If you are a faculty member, you are asked to continue to work remotely and visit campus on a limited basis until July 6, 2020. Your cooperation with this request is to allow the slow waves of employee returns and for the continued safety of those staff who work on campus. Requests for exceptions for consistent faculty work on campus should be made to the Office of the Provost.

5. When will student workers to return to on-campus work? (5/19/2020)

Please see the Student Worker Return Guidelines.

6. What preparations has ISU made to address employee safety during summer 2020? (5/19/2020)

ISU has developed General Safeguards for Campus Employees and Departments, which follow State of Indiana and Centers for Disease Control guidance on issues such as social distancing, increased cleaning of both personal spaces and common areas, and Daily Health Assessments. Following these safeguards will contribute to the safety of all ISU employees, so you are asked to comply with them even when visiting campus for short periods of time.

ISU asks all employees to complete a Daily Health Assessment before reporting to work each day. Employees have two options to complete the Daily Health Assessment;

Some ISU functions require extensive interaction with the public or don’t allow for adequate social distancing. Supplemental safeguards and policies have been developed for these areas.

7. Why is ISU recommending that employees wear a face covering? (5/19/2020)

The Back on Track Indiana plan and the Centers for Disease Control recommend cloth face coverings in public settings where other social distancing measures are difficult to maintain.  Face coverings are not required for general office work and will not be provided to employees.

Cloth face coverings are not surgical masks or N-95 respirators, which have been designated for healthcare workers and other first responders. Even with a face covering, you should continue to engage in social distancing. CDC recommendations on how to wear and remove a face covering can be found here. CDC guidelines on use and cleaning of cloth face coverings can be found here.

Some ISU functions require extensive interaction with the public or don’t allow for adequate social distancing. You may be required to wear a face covering if you work in a designated area.  If a face covering is required because of the nature and function of your job, ISU will provide you with a face covering and training on its use.

8. If I am a supervisor, can I require employees to wear a face covering? (5/19/2020)

Supervisors should not require face coverings, except in designated areas and only after consultation with the Office of Environmental Safety and the approval of the appropriate Cabinet member. ISU recommends the use of face coverings, especially when social distancing is more difficult, but face coverings are not required.

9. Does ISU recommend that I wear gloves? (5/19/2020)

ISU does not recommend that employees working in a general office setting wear gloves. This is consistent with CDC recommendations.

10. Will campus buildings be open during the summer of 2020? (5/19/2020)

ISU campus buildings will remain closed and locked except in approved circumstances until June 14. You should expect to use your building key to enter your building. As more employees return and as appropriate safety measures are adopted, additional buildings will re-open. Restaurants in the HMSU Commons and other areas will remain closed, and a decision to re-open will be made at a later date.

11. Will employees be allowed to travel on university business during summer 2020? (5/19/2020)  

University-sponsored domestic travel will not be approved through May 23, 2020. Beginning May 24, 2020, domestic travel will only be allowed in limited circumstances and with approval from the appropriate Cabinet member. University-sponsored international travel will not be approved through July 31, 2020.

12. If I travel for personal reasons either within the United States or internationally, are there restrictions on my return to on-campus work? (5/19/2020)

If you travel internationally for personal reasons through July 31, 2020, you will be expected to remain home for a period of fourteen (14) days. You should be prepared to take vacation or sick leave for this period if you are not approved to work remotely.

If you travel domestically to an area with an outbreak of COVID-19, you will also be expected to remain home for a period of fourteen (14) days. Employees are encouraged to review State and Local guidance of their destination, and areas they will be traveling through, to determine if any of these locations have been identified as an outbreak area. Please review CDC guidance for traveling in the US. You should be prepared to take vacation or sick leave for this period if you are not approved to work remotely.

13. If I am diagnosed with COVID-19 or experiencing symptoms, what should I do? (5/19/2020)

If you are experiencing symptoms of COVID-19 or have been diagnosed with COVID-19, please stay home and do not report to work or otherwise come to campus. Follow your normal departmental procedures and report your absence to your supervisor.

You should also contact the Office of Human Resources to request information about possible leave options, including additional options for paid leave under the Families First Coronavirus Response Act. Contact 812-237-4150 for more information.

If you are caring for an individual who has been diagnosed with COVID-19 or who has been asked by a healthcare provider to quarantine because of COVID-19, please contact the Office of Human Resources to request information about possible leave options, including additional options for paid leave under the Families First Coronavirus Response Act. Contact 812-237-4150 for more information.  

14. If I have recovered from COVID-19, do I need to provide a note from a medical provider? (5/19/2020)

ISU asks that you provide a letter or note from your medical provider (doctor or nurse practitioner) that says you have recovered from COVID-19. You may submit your provider’s letter to the Office of Human Resources. Until you are fully recovered, you should stay home and contact the Office of Human Resources at 812-237-4150 to assist you with emergency paid sick leave or other leave options. 

15. If I am at higher risk for severe illness from COVID-19 or care for a household family member who is at higher risk for severe illness from COVID-19, do I have to return to work? (5/19/2020)

If you are at higher risk to develop serious illness from COVID-19 as defined by the CDC and you have concerns about returning to on-campus work, please contact the Office of Human Resources about possible workplace accommodations. 

Human Resources will work with you and your supervisor to engage in an interactive process to determine options that support a healthy and safe work environment while determining ways to complete position responsibilities. You may be requested to provide information from your healthcare provider certifying that you or your household family member have an underlying health condition that puts you at higher risk for severe illness from COVID-19.

16. What if an ISU employee, student, or visitor is diagnosed with COVID-19? (5/19/2020)

If ISU becomes aware of an employee, student or visitor who has been diagnosed with COVID-19, ISU will work to isolate the area(s) of exposure and follow state and CDC guidelines to clean and disinfect as needed. The Indiana State Department of Health has taken over responsibility for contact tracing across the state, and ISU will cooperate with the Indiana State Department of Health as needed. ISU respects the privacy of all of our employees, students, and visitors and will not release personal health information publicly.

17. Will I be required to self-quarantine if I have been in close contact with a person diagnosed with COVID-19?  (5/19/2020)

Yes. The Indiana State Department of Health is conducting all contact tracing across the State of Indiana and will notify individuals who have been in close contact with a person diagnosed with COVID-19. If you are notified or know you have been in close contact with someone who has tested positive for COVID-19, you should stay home and contact the Office of Human Resources for additional guidance. Human Resources will also provide you with information on possible leave or remote work options, including additional options for paid leave under the Families First Coronavirus Response Act. Contact the Office of Human Resources at 812-237-4150 for more information.

18. I am fearful of exposure and I don’t want to come to work on campus. Can I continue to work remotely or be on a paid leave?

ISU has developed General Safeguards for Campus Employees and Departments, which follow State of Indiana and Centers for Disease Control guidance on issues such as social distancing, increased cleaning of both personal spaces and common areas, and Daily Health Assessments. If you still feel uncomfortable returning to work please contact the Office of Human Resources at 812-237-4150 or 812-237-4115.

19. My children’s childcare provider or school has closed because of COVID-19, and I can’t report to work. What options to I have?

Employees should discuss with their supervisor and the Office of Human Resources when no childcare options are available, due to COVID-19. Supervisors are encouraged to provide continued telework when work is available, create opportunities or flex hours of work where possible. Employees may also contact the Office of Human Resources at 812-237-4150 to see if they qualify for the CARES ACT Expanded FMLA.

For the safety of all of our employees, please do not bring your child or other family members to the work with you.

20. What should I do if a co-worker appears to be sick with COVID-19 symptoms but is still working on campus?

Any concerns should be reported directly to your supervisor even if the employee is not in your department. Employees should social distance and encourage the employee to go home as soon as possible and notify their supervisor. Employees should not assume a diagnosis of any sort but merely inform one another of safe practices in "staying home" when not feeling well.

21. What if I am sick, but feel good enough to come to work?

You should stay home and use your sick leave benefits. If you feel you may have symptoms of COVID-19 please use the CDC Self Checker to evaluate your symptoms.

22. How will I be paid for completing the Daily Health Assessment, as a Non-Exempt Employee? (5/26/2020)

Non-exempt employees completing this assessment prior to coming into work should expect supervisors to work with them to adjust their schedule to work 30 minutes fewer in a week. In most cases, department heads are expected to shorten the workday by 6 minutes each day (for employees working a traditional 5 day work week) by allowing employees to leave early, start later or take a longer lunch break. In order to account for this time, employees entering time in Kronos, should report the full shift and the use the comment code “COVID-19 – Health Assessment Time Included”. If a department is unable to be flexible, employees will be compensated an additional 30 minutes of pay each week.

Contact

For parent and family inquiries, please call:
812-237-3829

For employee inquiries, please call:
812-237-4114

Hours: Mon-Fri 8am-4:30pm