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Tuesday, July 28, 2020

Important Return to Campus Management and Travel Guidance

On August 3, 2020, all offices on campus will officially reopen. Doors will be open to our students as they prepare for the beginning of fall semester on the 24th.

We are excited to start another academic year, but we recognize that fall 2020 is unlike any other semester in the history of our university. The pandemic creates the need for new rules for travel and new guidelines for employees and leadership. In this email, please review the documents, expectations, and assistance available to you.

Our primary goal is to ensure employee safety and well-being while continuing to offer a high-quality educational experience that promotes student success and transforms lives. 

The transition from remote to in-office work will depend on the activities and functions occurring on campus, the duties and tasks performed by each employee, and the need to have a staff presence for student, faculty, staff, and visitor support. As our students return to campus this fall, it is critical that the college and departmental offices that engage with students and visitors are staffed during regular business office hours. The best way to do that is at the respective area’s discretion, following the guidelines below. 

As employees continue returning to campus, we expect supervisors to complete the Pre-Return Checklist below for employees that do not already have a Temporary Remote Work Agreement that extends past August 3. We have also enclosed a checklist to complete as employees return to campus and a checklist to complete after employees return. For convenience, we make reference to a Staff Planning Tool, which links to an Excel document that corresponds with the checklists. 

Pre-Return Checklist

  • Using the Staffing Planning Tool, determine the required work responsibilities and tasks in your department, division, college, or area to ensure employee and student success. Determine the number of employees required to be on campus to perform this work. Identify individual employees whose job responsibilities require them to be primarily on campus. Limiting the number of people on campus reduces potential exposure. 

  • To help ensure flexibility and social distancing, adjust work schedules — including how and when employees report to work. (For example, implement staggered arrival and departure times, create A and B teams so the entire workforce is not in the office on the same days, etc.). 

  • Continue to encourage and allow remote work as much as possible. Supervisors have the authority to approve remote work or alternative work schedules throughout the end of the calendar year when an employee has completed a Temporary Remote Work Agreement that extends past August 3

  • Make adjustments as appropriate for employees who are members of a high-risk population or live with a high-risk individual. Temporary Remote Work Agreements and Americans with Disabilities Act (ADA) accommodations are available. Do not attempt to identify and target high-risk category employees but communicate adjustment and accommodation options to all employees. Work duties and tasks may be temporarily adjusted if a Temporary Remote Work Agreement and/or ADA accommodations are approved. 

  • Consider your area’s workspace, workflow, and work priorities. Determine whether you have adequate spacing to maintain social distancing or if adjustments can be made to allow for social distancing. 

  • Order appropriate PPE and sanitation supplies (hand sanitizer, disinfectant, face coverings, etc.) through the UVU Warehouse using Wolverine Marketplace

  • Review return-to-campus guidelines on the Return to Campus website

  • After completing the Staffing Planning Tool for each job position in your department, review your department’s return-to-campus plans with the appropriate dean or AVP. 
Checklist as Employees Return to Campus 

Note: Custodial resources will be allocated to prioritize cleaning classroom environments. Departments should not contact Facilities to request additional services. Cleaning schedules for non-classroom environments have already been increased and can be viewed on the Custodial Services webpage

  • Ensure that you have sufficient signage to direct traffic flow and to communicate that face coverings and social distancing are required. Signage is available on the Return to Campus website

  • Communicate the return-to-campus plan to your department and employees, giving as much advance notice as possible.
     
  • Remind employees to return all university technology equipment and materials they need to resume work on campus. 

Post-Return Checklist 

  • Emphasize the requirement of face coverings, physical distancing, handwashing, staying home when ill, and other safety considerations

  • Encourage employees to practice hand hygiene, cough etiquette, cleanliness, and rigorous sanitation. 

  • Minimize in-person meetings; utilizing Microsoft Teams for meetings even when employees are working on campus. When needed, keep in-person meetings to no more than 10 people maintaining social distancing. 

  • Discourage employees from sharing other employees’ desks or equipment. When sharing is unavoidable, encourage employees to wipe down desks and equipment between uses. Sanitize shared equipment before and after each use.

  • Remind employees to self-screen daily, including taking their temperature before leaving home and staying home if they exhibit any symptoms. 

  • If an employee shows COVID-19 symptoms, they must leave work immediately and contact their healthcare provider for further guidance. They may need to complete the COVID-19 Self-Reporting Form for Illness or Exposure

  • Refer to the Employee and Supervisor Guidance documents if an employee shows symptoms or has a confirmed case of COVID-19. 

  • Refer employees to the Employee Assistance Program if needed. Please see the Employee Assistance Program (EAP) webpage for additional resources available related to COVID-19. 

  • Be compassionate and flexible. Check in with employees often to discuss their challenges, concerns, and questions. Contact Human Resources at (801) 863-8207 for additional assistance. 

Travel Update 

Travel increases the risks of coronavirus exposure for your family, friends, community, and you. The U.S. Centers for Disease Control and Prevention (CDC) issued a global level-3 warning to avoid nonessential travel and continues to discourage domestic travel. The state has also issued travel precautionary guidelines

Acknowledging the risks and recommendations and to preserve the health of our UVU community, the following travel restrictions are extended through the end of the calendar year, effective immediately. 

All nonessential university-related travel, whether in state, out of state, or international, through December 31, 2020, must be cancelled. All UVU-sponsored Study Abroad programs (credit or non-credit bearing) and any other UVU-sponsored international student travel must also be cancelled through December 31, 2020. 

As an exception to the above travel restriction, travel considered business essential for the university must be approved by the divisional vice president prior to making travel arrangements. Additionally, until further notice, all future airfare must be purchased through Concur or the State Travel Office. 

We continue to encourage you, when considering your personal travel choices, to follow travel advisories issued by the CDC and local and state authorities. If you plan to travel for personal reasons or recently traveled out of the state (domestic or international), you MUST fill out UVU's Self-Reporting Travel Questionnaire.

Please follow these guidelines: 

  • Travel within the state is discouraged. Use internet video conferencing (Microsoft Teams is preferred) as much as possible to facilitate these meetings.

  • Deans and vice presidents will review plans for bringing visiting scholars, speakers, and consultants to campus, and postpone anything not essential to the core mission of teaching and learning. 

  • All employees and students must complete the Self-Reporting Travel Questionnaire before returning to campus to document planned and recent out-of-state travel, whether it is personal or university-related. Travelers may be asked to self-isolate for 14 days. 

  • For job interviews, supervisors should discuss options for avoiding travel for the benefit of all parties. 

  • The International Travel Oversight Committee and Global Engagement will continue to stay in contact with any students who may be studying abroad and will continue to review these situations on a case-by-case basis. 

Recent travelers to CDC level-3 countries: If you are returning from a country for which the CDC has issued a level-3 travel warning, you MUST self-isolate for 14 days upon returning home. Students, please contact the Dean of Students. Faculty and staff, please contact Human Resources

Recent travelers to CDC level-2 countries: Those returning from a country with a CDC level-2 travel warning, watch for symptoms and practice social distancing for 14 days. If symptoms arise, please contact your medical provider. 

Domestic travelers who have had close contact with anyone on the trip who has tested positive for COVID-19 should disclose the exposure, practice social distancing, and contact your medical provider if you become symptomatic. 

Additional travel guidelines 

Following December 31, 2020, all travel is still required to be mission-critical AND approved by an executive. Please read the Temporary Travel Request Guidelines for additional details and answers to your questions regarding these new guidelines. Please contact the UVU Travel Office at travel@uvu.edu or ext. 8965 with any questions. 

Thank you for your dedication to Utah Valley University. Your flexibility, patience, and care for our Wolverine community are appreciated. If you have questions or concerns, please communicate with your supervisor or Human Resources. 

With sincere thanks, 

Wayne Vaught
Provost
Vice President of Academic Affairs

 

Val Peterson
Vice President of Finance and Administration 

Marilyn Meyer
Associate Vice President of Human Resources
Chief Human Resource Officer

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