Staffing During Modified Operation Schedule

I’m confused about this statement from the email on March 16, 2020: All full-time and part-time employees (who are scheduled to work and not already planning to be on leave) will receive their regular pay through March 31 and will not be required to take paid leave during this time.

If leave (not related to school closure and COVID-19) had been scheduled and approved, employee leave balances will be reduced accordingly.

Sick leave balances will not be reduced for those employees who were unable to work Monday (3/16) due to childcare issues or COVID-19 concerns, even if they notified the college prior to the campus announcement.

Between now and March 31, staff who are not scheduled to work do not need to call in each day.

Part-time employees will be paid based on the average hours worked this semester prior to spring break.

Hours compensated during this time for nonexempt employees who are not currently working on campus or working remotely are not considered as hours worked for the purposes of calculating overtime.

How do I know if I am approved to work remotely?

Employees who are able to work remotely should be in contact with their supervisors to discuss specific job responsibilities. Supervisors will be in touch with their senior officers to request approval for employees to begin working remotely as soon as feasible.

What if I am a full-time employee not able to work remotely because of child care?

Please talk to your supervisor to determine whether some remote work might be possible. We encourage creativity and flexibility as we work together through this unprecedented time.

If you are not able to work full time, you will need to use your available paid leave in the following order unless you are actually ill: vacation, floating holiday, sick. Once your available paid leave has been exhausted, the college will continue to pay your regular earnings through June 30 or until we resume normal operations.

What if I am a full- or part-time employee whose job responsibilities cannot be done remotely?

If you are not able to work remotely, and you are not required to work on campus, you will need to use your available paid leave in the following order unless you are actually ill: vacation, floating holiday, sick. Once your available paid leave has been exhausted, the college will continue to pay your regular earnings until we resume normal operations.

What if I am required to work on campus for only part of my regular schedule and my job responsibilities cannot be done remotely?

You will receive premium pay for the hours you are required to work on campus and you will need to use your available paid leave in the following order unless you are actually ill: vacation, floating holiday, sick. Once your available paid leave has been exhausted, the college will continue to pay your regular earnings for hours you do not work plus premium pay for hours worked on campus, until we resume normal operations.

Details on how to report these hours are included in the payroll guidelines.

What if I am required to work on campus and I work more than 40 hours in one workweek?

The Department of Labor permits hours worked and paid at a premium rate to be credited toward overtime compensation due (i.e., hours to be compensated at time and one-half). The college will compensate employees in accordance with this standard.

Nonexempt employees required to work on campus will receive premium pay for all hours worked on campus. The premium pay rate is one and one-half times the regular hourly rate, therefore hours over 40 in one workweek would already be compensated as overtime.

Can I still use my scheduled vacation?

Yes. As always, please coordinate with your supervisor according to departmental procedure.

I had sick leave scheduled to take my child (parent, self, spouse) for a non-urgent appointment or procedure and I want to cancel. Will I still be charged for that sick leave?

No. Please work with your supervisor according to established departmental procedure to cancel the scheduled leave.

Why do some people get to work on campus? Can I do that too?

Some staff will be required to work on campus to support core services for our students who have been approved to remain in residence. These departments include facilities, dining, DPS, the Wellness Center and Residence Life.

Some departments with larger staff groups asked for volunteers and selected staff to work based on seniority within the department. Since we are not sure how long the college will remain in a modified staffing arrangement, there may be potential for others to work on campus at a later date.

Only those employees identified by their senior officer should report to work on campus on a regular basis.

I came to campus for a short-term need. Will I get premium pay?

No. We understand that staff may need to ask their supervisors for permission to come to campus for short-term needs like picking up or dropping off the mail. Only nonexempt staff who are required to work on campus to support core services for our students who have been approved to remain in residence will receive premium pay.

Why doesn’t call-in pay apply?

The modified staffing arrangement provides for premium pay in certain circumstances, all of which would have been covered by the call-in policy. In other words, employees are getting paid in the same way, but only have to use one code to record their hours worked.

How do I report my time to make sure I get paid correctly?

Details for nonexempt staff are included in the payroll guidelines.

I’m a coach, but not full time. Can I work? How do I get paid?

Coaches will continue to receive their regular pay, at the previously arranged intervals, for working remotely with our student-athletes.

I am considered a casual employee, but I worked pretty regularly before this happened. Will I still be paid?

Casual staff will be paid for hours worked, if available and approved by their supervisor. We regret that there are not as many opportunities for casual staff at this time.

Unemployment benefits are determined at the state level and may be available. To begin the process of filing, please click here.

Will any of my benefits change if I’m not working my regular job?

No.

Is campus closed?

No. The campus is operating in a modified staffing arrangement. This is not considered an emergency shutdown.

How will I know when to come back to work?

You will be notified via campus email and Red Alert. You can check for updates and keep up with the information we provide on the COVID-19 Dashboard.

I don’t have direct deposit. How will I get paid?

The process of preparing and mailing checks during this modified staffing arrangement will cause delay. Employees not enrolled in direct deposit are encouraged to reconsider and enroll using this form.

Do I still have to complete my performance appraisal (or those of my staff) before the end of the month?

No. Performance appraisal deadlines have been extended until June 1. Of course, we encourage you to continue to work on them in Totara during this time.

I was thinking about retiring soon. Do I need to wait?

We encourage you to talk to your supervisor about your plans. The regular employment life cycle will proceed during this time and resignations and retirements can be processed remotely. We even have a new online exit interview option. If you have specific questions, please contact Human Resource Services at hrservices@dickinson.edu.

I have a vacancy in the department and planned to hire someone on April 1. How should I proceed?

During this modified staffing arrangement, new hires will be paused. If you would like to discuss a specific request, please contact your senior officer who will reach out to Human Resource Services.

Staff Questions

If I am approved to work remotely, can I have a laptop? Can I forward my office phone? Can I get a stipend to cover my expenses?

Office phones can be forwarded. Remote work will need to be performed with resources currently available.

Can I use sick leave beginning April 1?

Yes. If you are following medical advice to isolate at home, you may use available leave. Please contact Human Resource Services for additional information.

I have heard that there will be mass layoffs. Is this true?

Our employees make Dickinson the exceptional college that it is. This is an extremely challenging time and we are committed to maintaining our current workforce.

How do I know it’s safe to come to work if the campus is reopened in a few weeks?

The college is taking all appropriate steps to clean our buildings. We all share in the personal responsibility of following the CDC guidelines of social distancing and handwashing.

I have a vacation planned for May/June. Am I going to be able to take it?

None of us know what this situation might look like when summer comes. The college will make every effort to accommodate plans which were already made. If you have not already planned and paid for travel, you might want to consider waiting and/or purchasing trip insurance.

We understand this is a stressful time. Employees are reminded of the Employee Assistance resources. As this situation unfolds, we will continue to update these Q&As. If you have a concern that has not been addressed, please email employeequestions@dickinson.edu.

What technology resources are available to me during this time?

LIS has set up an Emergency Technology Resources page with various guidance on working remotely. Also, Faculty are also encourage to review the resources found in the AD - Teaching Continuity Moodle course.