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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

Vaccination Policy/Vaccination Information

COVID-19 VACCINATION POLICY

Sick Leave for Booster:

Covid Sick Leave for Booster:  The Governor’s Office has directed that employees be allowed to use an additional 7 hours of COVID Sick Leave for booster shots or their side effects separate and apart from the 7 hours afforded to employees to receive a primary series COVID-19 vaccination or its side effects.  It has also directed that any employees who did not utilize COVID Sick Leave for their booster shot or its side effects may submit proof to their HR personnel that they utilized accrued leave time on the same day they received the booster, or for the day immediately after. If the employee demonstrates this, the appointing authorities should change up to 7 hours of that time from accrued leave to COVID Sick Leave.

Please use the code SCE when indicating on time sheet  once your vaccination card was submitted to rcnjcovidvax@ramapo.edu.

Vaccination/Booster Clinic

June 28, 2022 – 3:00 – 5:00 pm at the Trustees Pavillion

Reporting and Guidelines for Positive COVID Cases & Close Contacts

Effective February 2, 2022, the College will implement an automated process to report COVID-19 positive cases and COVID-19 exposures, which will supplement and streamline the outreach efforts of the College’s contact tracers.

Students or employees who test positive for COVID-19 or who are identified as a close contact (defined below) of someone who tested positive for COVID-19 must complete the COVID-19 Reporting Form (https://webapps.ramapo.edu/).

A close contact is defined as someone who was within 6 feet of an infected person for a cumulative total of 15 minutes or more over a 24-hour period starting from 2 days before illness onset (or, for asymptomatic patients, 2 days prior to test specimen collection) until the time the patient is isolated. As per the local health department, the correct and consistent use of a proper face covering indoors may mean that a person is not considered a close contact to a case (Sources: CDC & Northwest Bergen Regional Health Commission).

Upon completion of the COVID-19 Reporting Form, you will receive an email from mailadmin@ramapo.edu with further instructions. In addition, a member from Health Services (for students) or Human Resources (for employees) will contact you to review and clarify, as needed, the information you reported.

As a reminder, you should not report to campus (residential students should stay in their room) if you have tested positive, have symptoms consistent with COVID-19, or have had an exposure.

Thank you for your efforts to maintain a safe campus.

Please click here for Covid -19 Protocols and GuidelinesLINK

COVID Testing

Please note that effective Monday, May 23, 2022 – Visit Healthcare will be doing testing at a new location:

“The Green House Classroom”

Summer Hours starting May 23, 2022:

Mondays – 2:30 pm – 5:30 pm

Tuesdays – 1:00 pm – 4:30 pm

Thursdays – 6:45 am – 11:00 am

Link to register for testing

https://www.visit.covidsecureapp.com/ramapo.html#main-visit-healthcare-patient-dashboard3/knack-register/profile_6

You do not need an appointment – just go in at the above times.

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/

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

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.