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Employee Resources During COVID-19

Ramapo Arch

Dear RCNJ Employees,

We have provided resources below to assist you while working remotely.  These categories will be updated periodically.

We are grateful to each of you for your support during this time and ask that you take care of yourself and your families.

Please continue to watch for additional communications regarding COVID-19 via email and at ramapo.edu/health.

Sincerely,

Human Resources

Ramapo

Daily Symptom Self-Assessment Health Check

Ramapo College Visitor Registration Form

In order for the College to effectively conduct contact tracing and to assist the Bergen County Department of Health, we are requiring outside visitors to campus to register and complete a daily self health screening for COVID-19.  When you are planning or expecting a visitor(s)(other than a food drop off or similar drop off delivery) they are required to complete this registration and self health check form found below.

Visitor Registration Form

Social Distancing & Face Covering Policy
Code for Safe Work Environment
COVID-19 Employee Training
Contact Tracing Information
Reporting COVID-19 Concerns

For general requests for refills of supplies such as wipes, refills to hand sanitizer dispensers and signage – please email:  repairs@ramapo.edu;

For general questions regarding employee health and safety matters – please email: ehs@ramapo.edu;

For anonymous confidential concerns – click here:  https://web.ramapo.edu/ehs/report-a-concern/

For other COVID related issues – please email HR2020@ramapo.edu

Additional Employee Support

What should I do if I am feeling anxious about the COVID-19 virus? Ramapo College Human Resources offers counseling, referrals and other resources. These services are completely confidential and can be easily accessed by reaching out to:

Dr. Kahn

Telephone: 888-291-1524 or 973-761-5303

Email: drmjkahn1@gmail.com

 

Click below for some more resources on stress and coping skills:

Managing Stress

Coping Skills

Information is also available from your healthcare provider at the following link: https://www.horizonblue.com/shbp/health-programs/horizon-behavioral-health

For Horizon Care Online (Telemedicine) click here:  link

Some tips for working remotely are available at the following link: https://www.ramapo.edu/hr/covid-19-working-remotely-preparedness/

Temporary Request for Accommodation

Please click on link to fill out form: link

FFCRA (Families First Coronavirus Response Act) Employee Paid Leave Rights

US Department of Labor

Families First Coronavirus Response Act

The Families First Coronavirus Response Act (FFCRA) requires certain public employers and private employers with fewer than 500 employees to provide their employees with paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. Each covered employer must post in a conspicuous place on its premises a notice of FFCRA requirements. These provisions will apply from April 1, 2020, through December 31, 2020.

Questions and Answers

Posters – COVID-19 Related

Paid leave and job protections for employees

NJ Family Leave Act Fact Sheet https://www.nj.gov/oag/dcr/downloads/fact-FLA.pdf

Please click on link for more informationlink

Please click on link to fill out the form to request this leaveLINK

Resources for Teams Working Remotely

Transitioning to remote work may be challenging but these resources are here to help.

Key Guidelines for Employees and Managers

 As we continue to plan our business operations remotely, we want to continue to provide resources and guidelines to fine tune your work delivery. These guidelines provide some key considerations relative to a remote work arrangement during the current COVID-19 pandemic.  These guidelines are subject to update and revision.

Employee Consideration Checklist

  • Evaluate the core responsibilities and priorities of your position.
  • What are the feasible timelines for completing some or all of your work remotely.
  • At a minimum, employees need a computer, internet and phone access (as determined by the position responsibilities). You may use a personally owned computer/laptop/iPad, however, you are responsible for following all College policies. and practices to maintain security on your device.
  • Set expectations with others in your home regarding interactions and availability.
  • Identify what areas of your home environment is conducive to remote work.
  • Provide multiple forms of contact information to your supervisor.
  • Participate in all meetings as scheduled by your supervisor utilizing the tools identified for such virtual meetings.  You are expected to be available for all communications as if you were working on-site.
  • Discuss with your supervisor how your time and performance will be documented and tracked. Communicate regularly with your supervisor regarding your priorities, deliverables, timelines, etc.

 

Manager Considerations Checklist

  • Evaluate departmental priorities and feasibility of completing some of it remotely.
  • Managers, in partnership with divisional leadership are responsible for the remote work plan for each department. Human Resources is available to provide assistance in working through your plans.
  • Determine if some position’s core responsibilities and the particular employee’s performance can be modified on a short-term basis to ensure efficiency.
  • Ensure there is an assessment of necessary level of remote access and associated technology needs.
  • Compile cell phone and home numbers for all employees you supervise.
  • Determine how schedules and availability will be known and communicated.
  • Determine what tools you will use when you hold meetings virtually.
  • Discuss how time and performance will be managed.       In general, focus on the output and the completion of deliverables when evaluating performance.

 

Instructional Resources

The mission of the Instructional Design Center is to guide and support faculty and staff to integrate relevant technology directed toward improving teaching and learning, or enhancing professional development. The IDC has been incredibly busy in promoting its resources and fostering a sharing of expertise during this time. Visit their website to learn more!

Call Forwarding

Call forwarding is primarily performed at the user’s workstation.  However, if you have an urgent need to have your calls forwarded while you are working off campus, please open a ticket at http://helpdesk.ramapo.edu, assigning ‘request type’ to telecomm and provide your extension and the number you want it forwarded to.  If you can’t access the site to enter a ticket, you may send a request to BOTH crickley@ramapo.edu and tbiagi@ramapo.edu with the required information.

Voicemail

For Cisco users:  If you haven’t set up your mailboxes yet, feel free to do so.  You can do this remotely by dialing 201-684-7500, press * when the greeting starts, enter your extension as the ID followed by # and then 0000 as the pin followed by #.  The system will prompt you through the set up process.  Please take your time and follow the prompts carefully.

For Avaya users:  Remote voicemail access is now a little different.  To access your messages from off-campus, you MUST dial your extension (201-684-xxxx) instead of 201-684-7500.  Once you begin to hear your personal greeting, press * #.  When prompted, enter your extension as the mailbox number and then your security code.  When on campus, you will access your messages as you did before; that process hasn’t changed.

Jabber (Cisco users only)

Jabber is a downloadable program that we can now use to make and receive calls from our primary extensions without the need for desk phones.  You can install this on your PC, laptop, smartphone or tablet.  If you want to install it on your smartphone or tablet, simply go to your app store, locate Cisco Jabber and install it.  Once it opens, you will need to login using your Ramapo email address and password.  Once you’ve successfully logged in, you will see a few options on the bottom of the screen; Contacts, Chats, Calls, Meetings, Voicemail.

Contacts is where you can find and add people, Chats is a messaging app, Calls is where you can make outbound calls, Meetings will show whatever meetings you are involved with and Voicemail allows you to receive new voicemail messages as well as view any saved messages.  It’s a very handy program especially when you are working remotely (it is also a good way to receive calls without using call forwarding).

In order to receive calls, the app MUST be open.  This program is connected to your extension and NOT your cellphone number.  Please note that Jabber only works with your primary extension.  If you have other lines that appear on your work phone, they will not appear in the app.  Also note that when making an outbound call, you must dial 9-1 and the full number or it won’t go through.  It works the same as if you were making the call from your desk phone.  If you want Jabber on your PC or laptop, it will have to wait until we resume substantive activity on campus.

If you have any questions or concerns, feel free to reach out to crickley@ramapo.edu or tbiagi@ramapo.edu and we will help you the best way we can.

How to Effectively Work Remotely by the NJ Tech Council

A helpful 40 minute video developed by the NJ Tech Council is available at

https://youtu.be/8YM9Bza9Pq4. The physicality of remote work, the prep and management of meetings, and tips on how to engage remotely are provided. Pace, pitch, power, pause, and placement–do you know what these terms mean with respect to working remotely? Watch the video.

WebEx/Teleconferencing

https://www.conferencecallbingo.net/

Source: www.conferencecallbingo.net/

As you may already know, we have recently starting using Webex as our official teleconferencing solution here at Ramapo. IT is still working on single sign on, but until then  they will need to manually add users to our account. IT will create an account for those requesting one.  Soon after, you will receive an email from Webex indicating the account has been created, with a link to verify.

IT has created online instructions and training materials located at https://www.ramapo.edu/idc/instructional-technologies/#webex, and of course you can always reach out to me if you have any questions.

VPN

Also consider if VPN is available using the P drives to share information, or if employees are not able to access our network to please use Google Drives to share information during this time.

State Health Department COVID-19 Information (NJ, NY, PA)
New Jersey Division of Pensions & Benefits

Suspension of Loan Payment Under the Cares Act

Suspension of Loan Repayment Under Cares Act Letter

Suspension of Loan Repayment FORM

Suspension of Loan Repayment Q&A

COVID-19 Resource Page for SHBP Members

The New Jersey Division of Pensions & Benefits (NJDPB) has created a COVID-specific resources page that compiles all of the various resources available to our members during this time.  Not only is there coverage information for SHBP/SEHBP, but additional behavioral health resources (e.g., Joyable –digital mental health solution available to members at no cost with one-on-one coaching and a personalized eight week BH program), wellness resources (e.g., Wellbeats – complimentary membership to at-home fitness video and content), and other important information from our carriers (Horizon and Aetna) and Pharmacy Benefit Manager (Optum).  We are onboarding additional behavioral health, wellness, and telemedicine capabilities for our members and will be updating the website on a daily basis.  Please share with your constituency and use these resources!

https://www.state.nj.us/treasury/pensions/hb-covid-resources.shtml

 

If you have any feedback or would like for us to explore additional ways in which we can serve our members in the SHBP/SEHBP, please reach out to Meaghan Dunfee (Meaghan.Dunfee@treas.nj.gov) with subject line “SHBP/SEHBP COVID Resource Request.”

Finally, please make sure to follow us on Facebook at https://www.facebook.com/njhealthbenefitprograms/  Here you can find more valuable resources for our members, stay up to date on new wellness programming and other pertinent information as we weather this crisis together.   Thank you in advance and I hope you are all staying safe and well.

Civil Service Commission Guidelines & FAQs

Update to Leave Entitlements for Covid Related Leave – please click:  LINK

Click link for more information.

Furlough

Furlough Information

CWA/ Confidential employees  –  The Human Resources Department would like to remind employees that  President’s day, February 15, 2021 will be a furlough day for all CWA employees with exception of those already notified that they were exempt from the furlough day.  When entering time on web time sheets, please enter the code LCF.

The Human Resources Department would like to remind employees of the Thanksgiving holiday schedule.  Thursday November 26 is a holiday.  Friday, November 27 is a furlough day for CWA employees.  CWA employees who are exempt from the furlough day on November 27 have already been notified by email by Jill Brown. The earning code Furlough COVID( LCF )should be recorded for November 27 on web time sheets. Those CWA employees exempt from the furlough day are to charge accrued time for November 27. Enjoy the holiday and stay safe.

Managers – The Human Resources Department would like to remind employees of the Thanksgiving holiday schedule.  Thursday November 26 is a holiday.  Friday, November 27 is to be charged to accrued leave time, or managers who wish to charge this as a furlough day to be applied to their 12-day furlough requirement may do so.  Please use earning code Furlough COVID( LCF ) for November 27 on web time sheets if you are charging a furlough day. Enjoy the holiday and stay safe.

AFT faculty and staff – The Human Resources Department would like to remind employees of the Thanksgiving holiday schedule.  Thursday November 26 is a holiday for AFT Professional Staff.  Friday, November 27 is a furlough day for AFT employees.   The earning code Furlough COVID( LCF ) should be recorded for November 27 on web time sheets. Enjoy the holiday and stay safe.

IFPTE – The Human Resources Department would like to remind employees of the Thanksgiving holiday schedule.  Thursday November 26 is a holiday for IFPTE.  If you are not scheduled to work on Friday, November 27, you must charge accrued time for the day on web time sheets. Enjoy the holiday and stay safe.

Guidance for Furlough weeks and days that need to be scheduled and served for faculty who:  

Only teach in fall & spring (i.e., don’t teach winter or summer I):  the week of Jan 4th (5 days) & the week of June 7th (5 days); also Nov. 27th (1 day) & 1 Day TBD by employee on an unscheduled teaching day

Teach fall, winter & spring (i.e., don’t teach summer I): the week of Jan 18th – Jan 22nd (5 days) & the week of June 7th (5 days); also Nov. 27 (1 day) & 1 day TBD by employee on an unscheduled teaching day

Teach fall, spring & summer I (i.e., don’t teach winter):  the week of Jan 4th (5 days) & the week of January 18-January 22 (5 days); also Nov. 27th (1 day) & 1 day TBD by employee on an unscheduled teaching day

Teach fall, winter, spring & summer I:  the week of Jan 18th – Jan 22nd (5 days) & the days June 22nd – June 25th (4 days) + June 28th (1 day); also Nov. 27th (1 day) & 1 day TBD by employee on an unscheduled teaching day

 —-Please note that should you decide that you would prefer to take your 12 days in individual day(s) increments, you may do so with the approval from your supervisor. Taking your furlough in individual day increments  could impact your eligibility to collect unemployment benefits. In addition,  as a reminder you cannot take a furlough day on a day you are scheduled to teach.—-

Summary of Furlough Information

Academic Calendar 2020-2021 Furlough

How to View Furlough Hours Taken in Web Self-Service

FAQs for Managers

BC-10 Form – CWA Furlough

FAQs for CWA Employees

BC-10 Form – AFT Furlough

FAQs for AFT Employees