Info for Staff

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  • Questions about Remote Work

  • Telecommuting

    The university has shifted operations to a more remote work environment to reduce the number of people on campus.

    • Until further notice, employees will work remotely, unless their position requires them to be on campus.
    • After consultations with their supervisor and vice president, employees who cannot perform their work remotely will be placed on administrative leave with pay.
    • Employees 65 years old or older, and/or with underlying conditions that put them at greater risk for COVID-19, are to stay away from campus.

     

    Guidelines for Emergency Telecommuting

    Human Resources has provided guidelines for emergency telecommuting [PDF]. These are a framework in the short-term to assist each department and division in determining what telecommuting looks like for their area. These guidelines are not set rules or regulations and may be amended as needed by the campus to address changes due to federal, state, and/or local mandates.

    Instructions for how to sign the revised telecommuting guidelines were sent via email on April 10, 2020 to all CSUDH employees. If you have submitted a signed acknowledgment page via email or hard copy, you will not need to resign the revised version.

    For those who made their request via email without a signed acknowledgment form and for those who have not submitted anything yet, follow the steps included in the April 10, 2020 HR email and complete the signed acknowledgement when prompted. The entire process takes a few minutes and it is done electronically and virtually.

  • Do I have to submit a signed hard copy to acknowledge the guidelines for emergency telecommuting?

    If you have submitted a signed acknowledgment via email or hard copy, you will not need to re-sign the revised version sent to employees on April 10, 2020. For those who made their request via email without a signed acknowledgment form, and for those who have not submitted anything yet, follow the steps included in the April 10, 2020 email from Human Resources.

  • Can I telecommute if I don't have the proper equipment at home?

    Employees should work with supervisors to arrange for the necessary equipment or work out alternative solutions to be able to perform their work remotely.

  • Taking Home CSUDH Office Equipment for Remote Work

    Employees may borrow certain items from their office to help perform their job from home.

    To do this, employees should complete the Campus Return Authorization Form [PDF] and forward it to their supervisor, who will approve and submit it on their behalf. The employee's email submission to the supervisor will serve as signature of the form. 

    Instructions for Campus Return form: To fill out, please download the form and open with Adobe Acrobat Reader. Once filled out, rename and save the form, adding your last name before submitting.

    After the form is processed, the employee will receive an email with a date for when they can return to campus to collect their items. An employee may not return to campus until they are provided with this return date via email.

    Equipment approved for borrowing includes:
    • Webcam
    • General office supplies
    • Mouse
    • Anti-slip mat
    • Keyboard
    • Footrest
    • Keyboard wrist pad
    • Chair
    • Monitor(s)

    The following items may not be removed from campus: Desks, filing cabinets, printers, desktop computers, furniture of any kind other than chairs.

    Requests for exceptions must be submitted to your supervisor and receive VP sign off.

    Further questions should be directed to supervisors.

    Any purchases of additional office equipment to perform work remotely must follow Procurement procedures for home deliveries

  • Can I Return to Campus?

    The university is limiting the number of people on campus. Any return to campus must be approved in advance to ensure that appropriate procedures are in place upon arrival and that individuals who are on campus understand and comply with the governmental public health and campus mandatory safety protocols for COVID-19, including wearing face coverings, while visiting.

    Employees that need to return to campus for a temporary activity, i.e., single-day return only or to pick up telecommuting equipment; no scheduled workdays or permanent return to work of any type, must complete and submit the Campus Return Authorization form to be sent to the employee's supervisor email.

    Instructions for Campus Return form: To fill out, please download the form and open with Adobe Acrobat Reader. Once filled out, rename and save the form, adding your last name before submitting.

    The supervisor will then submit the form to the following email: covid19proploan@csudh.edu. The employee will receive an e-mail from that account scheduling them for a date and time to return to campus, if approved, or requesting additional information. This form should not be used for Fall 2020 face-to-face instruction or permanent return to work requests. A process for permanent returns is being developed and will be announced at a later time. Permanent return approvals will be on a very limited basis.

  • Will I have to complete COVID-19 training?

    All employees must complete COVID-19 safety awareness training prior to any return to campus. This COVID-19 training was created in collaboration with other CSU campuses and the Chancellor's Office and covers general awareness of the virus, how it is spread, symptoms, prevention practices, exposure assessment, and what to do if you are sick or are infected.

    Employees will receive an email from the CSULearn training application, with a link to the training and must complete this 20-minute training no later than 2 weeks after receiving the email. If you do not have access to a computer, please contact your supervisor for assistance.

  • Setting up a Home Work Station/Ergonomics

    Ergonomics is as important in a home work station as it is in the office. Consider how your computer/laptop, chair, and workspace are set up to keep you in neutral postures.

    Refer to the CSUDH Environmental Health and Safety Ergonomics Program page for tips and resources to improve your work station.

    CSU Learn also offers a computer ergonomics course. To access, log into my.csudh.edu, and click the CSU Learn icon. Then, search for "Computer Ergonomics" on CSU Learn and take the 19-minute course. The workstation checklist at the end of the training will help you evaluate your workstation.

    LifeMatters has created a video resource about transitioning to remote work.

  • Technology Resources for Remote Work

  • What campus resources are available to support staff working remotely?

    Hundreds of laptops have been made available for check-out by students, faculty, and staff through the Technology Loaner Program. Additional equipment will continue to be added over the coming weeks to address critical university instructional and operational needs.

    A designated drive-up collection has been created for technology distribution to maintain social distancing. Instructions for collection will be emailed to those who who made a tech loan reservation.

  • Be Secure While Working Remotely

    To secure personal and university equipment, visit: www.csudh.edu/it/security/be-secure.

    To set up various secure connectivity and access, as well as find links for software application access, visit: www.csudh.edu/alert/technology-resources.

    Securing Zoom Meetings

    It is important to consider the security implications of the Zoom meetings that you set up. Participants may share sensitive data and if you are recording the meetings, the data will be stored. Preventing uninvited guests from joining and sharing the recording via Dropbox will help keep your meeting secure.

    Based on feedback from the Education community, Zoom has changed its screen sharing setting to default to Only Host automatically. Learn how to turn on participant sharing, if needed.

  • Using Your Office Phone from a Remote Device

    Clearspan Communicator is a softphone/software app that allows CSUDH employees to use their office phone on a remote device. Now you can send and receive office calls on a device of your choice (mobile phone, desktop, laptop, or tablet) using the Communicator. The number displayed to recipients will be your office number, and you will no longer need to forward campus calls.

    Learn how to set up Clearspan on IT's Service Now website

  • More Information on Remote Work/Telecommuting

  • Why are some employees still working on campus?

    Some positions are deemed essential for the continued operation of on-campus functions. Supervisors and division vice president will determine which jobs fit this need. Those employees in these positions will be asked to continue working on campus, as long as they are not among the high-risk group for COVID-19 (over 65 years old or underlying health condition) or have childcare issues resulting from school closures. Supervisors must ensure staff follow COVID-19 social distancing practices and the work environment is set up to support those practices.

  • Who will be placed on administrative leave?

    Employees whose position cannot be performed remotely (telecommute) and are not deemed essential for on-campus work will be placed on administrative leave. In addition, employees with COVID-19-related issues who cannot telecommute due to these issues will be placed on administrative leave.

  • Who can take paid administrative leave?

    Effective March 23, the CSU Chancellor's Office approved to grant 256 hours of administrative leave with pay to employees unable to work because of the following COVID-19-reated reasons:

    • Illness due to COVID-19 or caring for a family member who has COVID-19
    • Instructed by a supervisor or healthcare provider to not come to work for COVID-19-related reasons and/or is unable to work remotely
    • Childcare issues resulting from school closures

    Please read the memo for more details [PDF].

    More documents and forms:

    Families First Coronavirus Response Act (FFCRA) Request for Emergency Paid Sick Leave/Emergency FML Expansion: Request for FFCRA form [PDF]

    Request for Coronavirus Temporary Paid Administrative Leave: Request for CPAL form [PDF]

    Temporary Paid Leave form for those 65 or older/with a chronic condition [PDF]

  • Income Protection for Non-Telecommuting Workers

    Effective May 1, 2020 CSU will provide additional paid leave through the Income Protection for Non-Telecommuting Workers (NTWL) of up to 304 hours for employees who are not assigned to work on site and cannot work remotely based on their duties and/or unavailability of pertinent equipment or connectivity.

    In order to be eligible for NTWL, employees must meet the following criteria:

    • Employee must have an appointment with a benefits eligible time base (exempt or non-exempt) and the duration of the appointment qualifies for standard benefits in the CSU Benefits Eligibility Administrative Guide, even if the employee currently has elected not to enroll in benefits through the CSU; and
    • Employee must be unable to work remotely (either full-time, part-time, or intermittently) and on-site work is unavailable due to altered campus business operations; and
    • Employee must have exhausted all 256 hours of leave available under CPAL

    This leave does not pertain to those employees who have underlying chronic medical conditions and/or who are 65 years or older and who are unable to work remotely. Additionally, it does not supersede the COVID-19 emergency pay provisions.

    You and your supervisor must track the use of these hours. These hours can be used as early as May 1, 2020, and will expire on June 30, 2020, or until such time the employee is required to return to work on a regular basis, whichever occurs first.

    *Note, once the stay-at-home directives are lifted by the Governor and/or local government officials and employees are permitted to return to work on site, these hours will expire and will no longer be available.

    For questions and/or further clarification, email Karine Shirinian.

  • How can I input paid administrative leave into the timekeeping system?

    PeopleSoft is currently trying to add in a code that will allow staff to input paid administrative leave (PAL). For now, employees on PAL must indicate their time as if they are working normally. Each supervisor is responsible for keeping track of the PAL of their staff. It is up to the supervisor to monitor time, as supervisors are aware of who is telecommuting and who is not. Employees must request PAL from their supervisor.

    Exempt employees must take PAL time in full-day increments. Non-exempt employees may take time in hourly increments.

  • Questions about Student Workers

  • Can student workers continue working?

    Student workers are considered employees. If their job can be done remotely and work exists for them to do, they can continue in their position.

  • Are student workers eligible for paid administrative leave?

    Student workers who cannot work remotely, and who are not on-campus essential staff, will continue to get paid for the number of hours they were previously scheduled to work through April 5, 2020. These student workers should enter the same amount of hours on the timekeeping system that they were approved to work for prior to the leave. Supervisors must keep track of those hours on a spreadsheet. The hours will not be charged against the allotted 256 hours of paid administrative leave.

    As of April 6 student workers can use their 256 hours of paid administrative leave until the end of the Spring 2020 semester. Then, they will be able to use the Families First Coronavirus Response Act (FCRA) allotted hours. More information on this will be available soon.

  • Are student workers eligible for unemployment?

    Unemployment Insurance (UI) is an employer-paid program that provides partial income replacement when you become unemployed or have your hours reduced and meet all eligibility requirements. You may be eligible for unemployment. Please visit the EDD website and apply.

    You will be asked to create an online account with a login ID and password. You will need to provide your personal information and your:

    • Last employer information including company name, supervisor's name, address (mailing and physical location) and phone number.
    • Last date worked and the reason you are no longer working.
    • Gross earnings in the last week you worked, beginning with Sunday and ending with your last day of work.
    • Information on all employers you worked for during the past 18 months, including name, address (mailing and physical location), the dates of employment, gross wages earned, hours worked per week, hourly rate of pay, and the reason you are no longer working.
    • Notice to Federal Employees About Unemployment Insurance, Standard Form 8 (former federal employees only).
    • DD 214 Member 4 copy (ex-military only).
    • Citizenship status, and, if you are not a US citizen, information from your employment authorization document.

    The decision of your eligibility and the amount you may be awarded is made by EDD from the information you provide them.

    Due to the impact of COVID-19, EDD made the following temporary exceptions for all Unemployment Insurance claims until further notice:

    Waiting Period - The 7-day waiting period is waived for claims beginning on or after January 19, 2020. After you submit your first two-week continued certification, you will be paid for the first week of your claim.

    Work Search - You are not required to look for work each week to be eligible for benefits.

  • What if I am struggling and need help?

    If you feel like you cannot stop worrying, the Employee Assistance Program (EAP) can help you. Go to mylifematters.com and enter employee code DHToros for more resources and information.  For immediate, in-person access to LifeMatters services, call 1-800-367-7474. Expert assistance is available 24/7/365.

    The CSU is also offering employees additional resources during the COVID-19 crisis. View the full list of benefits [PDF].

  • I.T. Training for Faculty and Staff

  • Independent/Remote Learning

    I.T. has also curated a collection of self-paced resources for those who prefer independent learning. These include quick guides from our Service Portal to full-length videos and collections from LinkedIn Learning (requires CSUDH username/password and activation).

  • Updating Department Websites

    Every university department should be updating all relevant websites with contact information for remote staff, new operating hours, etc. Please use this boilerplate message at the top of your website. You may also add additional information as appropriate:

    To protect the health and safety of everyone in our community, our office staff is working remotely. To access our services or get advice, please contact us at [CONTACT INFO]. You may also contact a staff member directly via email.

    Thank you for your understanding. For the latest CSUDH updates regarding COVID-19, please visit csudh.edu/alert.

  • Paychecks and California Employee Connect

    In an effort to further maximize social distancing and reduce large gatherings on campus, CSUDH will be mailing all live paychecks to CSUDH employees and student assistants effective April 1, 2020 to the mailing address we have on file. This applies to live paychecks that were not collected on or before March 30, 2020.

    If the mailing address is not available, it will be mailed to the employee's home address on file. CSUDH will continue to mail live paychecks until normal campus operations resume when paychecks and direct deposit stubs will be distributed through departments. Please be sure your mailing address is updated in the MyCSUDH portal.

    Employees are also encouraged to sign up for direct deposit by submitting the completed Direct Deposit Form [PDF] to Payroll Services via mail or in-person. Payroll Services will be open with limited hours, and those who prefer to drop off forms in-person should contact Payroll Services at payrollservices@csudh.edu to make arrangements. Please do not email this form as it contains confidential information that should not be sent via email for security purposes.

    Questions regarding paycheck distribution may be addressed to sfs@csudh.edu or by calling 310-243-3780.

    Cal Employee Connect

    In response to COVID-19, starting May 20, 2020, the State Controller's Office (SCO) will suspend the printing of direct deposit advices for agencies that have electronic access to earnings and deduction information through Cal Employee Connect (CEC), a secure self-service portal.

    Cal Employee Connect allows state employees to view, print, and electronically save their own W2, direct-deposit earnings statements, and more.

    As a California State University (CSU) employee, your pay check/direct deposit advice and annual W-2 are issued (hard copy) by the State Controller's Office (SCO). These hard copy documents have been the only means made available to you by the SCO as a record of your earnings, until now.

    The State Controller's office has produced a tool that will allow employees to view their earnings statements and W-2's, along with personal information.

    To register for the secure portal, just have one of your recent paystubs (issued within the last six months) and complete the simple online processwithin a few minutes.

    Read registration instructions and details about the most common features of Cal Employee Connect [PDF]. You also can find answers to frequently asked questions at Connect CEC FAQs.

    If you have questions or need assistance, email connecthelp@sco.ca.gov.

    As SCO continues to make improvements and add features to Cal Employee Connect, please send your feedback to connectfeedback@sco.ca.gov.

  • Campus Services and Facilities Updates

  • Should I wear a mask on campus?

    Yes. All California residents are required to wear a mask in public and maintain social distancing. This is also advised by the Centers for Disease Control and Prevention (CDC). For more information, visit the CDC website and watch a video explaining how to make a homemade mask.

    CSUDH is providing all essential employees with masks. View the mask distribution map [PDF].

  • University Library

    The library building will be closed for reasons of health and safety and the university's ability to maintain continued sanitation measures.

    More updates will be posted on the Library website.

    Librarians and library staff are available via chat, email, and text to support and assist students with their resource needs. Assistance and resources available online.

    California State University Libraries Response to COVID-19

    The 23 California State University (CSU) Libraries are providing expanded support for our students and faculty as we move to a virtual instruction environment. While some steps are purely local, two critical measures result from a system-wide collaboration:

    • provision of a rich array of expanded, full-text databases and
    • an extension of library circulation due dates for library materials (books, media, hardware, and more) and dismissal of library fines for continuing students, faculty, staff, and community users.

    Your local CSU Library is engaged in expanded virtual teaching and research support (digitizing collections, equipment lending, online instruction or research help, and more). See the links above for more information from your specific campus library regarding services or how to safely access or return materials.

    View the full CSU Libraries statement.

  • Toro Computer Lab

    The computer lab on the first floor of the Library (LIBG-149) is currently closed. Laptop check-out is available to students at https://techloaner.csudh.edu/. Alternative ways to support students' technological needs are under consideration and announcements will be made soon.

  • What is "Essential Research" at CSUDH?

    In the March 17 memorandum from President Parham, the following statement is made: The campus is not closed, although some services may not be available. As we assess our capacity to render services, the university will sustain essential facility, security, information technology, vivaria, farm, greenhouse, and research operations, and the like, as well as financial and business operations.

    As a reminder, personal health and safety is the most important consideration; there is no research work that takes place at CSUDH more important than the health of the community. Beyond that, CSUDH defines "essential research" as research that:

    1. Directly benefits students working toward their degrees (such as thesis work);
    2. The interruption of which will cause immediate or long-term, foreseeable harm to research subjects (human or animal) if not allowed to continue;
    3. The interruption of which will cause immediate or long-term, foreseeable damage to equipment in the custodial care of CSUDH if not allowed to continue; or
    4. The interruption of which will cause immediate or long-term, foreseeable damage to the reputation of CSUDH if not allowed to continue.

    The University will make every reasonable attempt to ensure that research falling into one of the above categories is maintained at least at the minimum level needed to prevent harm or damage. There is a great deal of research, scholarship, and creative activity (RSCA) taking place on our campus that does not fit into one of these four categories.

    Among the factors that will determine the ability of CSUDH to continue to support such work are:

    1. Compatibility with social distancing
    2. Resource requirements: Physical (lab/studio space), IT, financial, etc.
    3. Travel requirements
    4. Personnel requirements

    Inquiries about specific projects will be handled on a case-by-case basis. Projects that cannot continue which are externally-supported will have the support of the Office of Sponsored Research and Programs when communicating with funding agencies; several of these have already issued statements regarding the present situation, and are aware of the difficulties faced by us and others. Internally-funded RSCA projects will receive reasonable consideration for delays incurred due to the current situation.

    During this time, the Office of Sponsored Research and Programs remains open. Like many other members of the CSUDH Community, our staff are available to assist you remotely via email or zoom. For faculty members needing proposal development assistance, video conferencing via zoom is available upon request. Please continue to work with your assigned research administrator as you normally would.

    Questions may be referred to Gillian Fischer, Director of Sponsored Research and Programs, or John Price, Interim Dean of Graduate Studies and Research.

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