Dear Colleagues,

This email communication is the fourth of a series of monthly communications from the Department of Human Resources intended to provide updates and relevant information as we continue the gradual return to work on campus. Previous announcements can be found here. 

Return to Work on Campus

The gradual return to work on campus has begun for some units across campus as we prepare for the full return by the new academic year. The university continues to evaluate potential flexible work options and is carefully considering the valuable input from the campus community and shared governance. Guidance and details will be shared as it becomes available to HR. Leaders and supervisors should anticipate the steps needed to return to campus based on business needs and communicate the associated timelines to employees while providing as much notice as possible. 

While evaluating business needs during this transition back to work on campus, leaders, and supervisors should continue to be flexible to the extent possible.

• Please carefully review the EHS update below for planning purposes. 
• Business needs are the drivers for the gradual return and may look different for each unit. There is not a one-size-fits all approach.
• Please continue to leverage remote work or hybrid work models, if possible, over the summer to assist with ongoing health and safety efforts and to address employees' unique circumstances, such as child care responsibilities and other personal needs.
• Employees and managers may reach out to their HR Partner for support and consultation as they think through the return to work on campus for their units. 
• The Employee Assistance Program and other resources are also available.

Webinar: Welcome Back - Return to Campus, presented by CONCERN EAP (2 dates)

Returning to the workplace, after many months of working remotely, can be an exciting transition, and it will include both benefits and challenges. In this seminar, we will explore ways in which we can achieve a successful re-entry. We will discuss the associated losses, uncertainties, and ultimately, the new beginnings that re-engagement will offer. There will be opportunities to address individual needs and concerns, and the focus on maintaining work/life balance, as we move into the post-COVID era. This webinar will be offered two times on the following days. You may register for either one by clicking on the date you wish to attend:

Monday, July 19, 2021, 12:00 pm - 1:00 pm, 

Wednesday, August 18, 2021, 12:00 pm - 1:00 pm

Reviewing and Updating Student Employee Records - Action Required

As we start the new fiscal year and prepare for the new academic year, we ask student employee managers and department heads to review their list of active student employees in Workday and update the student employees' status as needed. Please refer to the Student Job Change - Termination user guide for instructions on how to review student employee status and update their records (terminate) in Workday.

Hiring guidelines

The current guidelines and limitations for hiring student employees will continue through the end of the summer. Departments wishing to hire student employees must obtain prior approval. Starting with fall quarter departments will be allowed to recruit and hire student employees based on business needs and subject to the department's student wage budget.

Federal Work Study Split Change

Effective with the new fiscal year, July 1, 2021, and in accordance with the federal rules governing the federal work study program, the split funding for regular federal work study students will resume the 75/25 % split. This means that department budgets will be charged 25% for eligible student employee wages. This change does not affect non-federal work study student positions.

Additionally, nonfederal work-study student workers may be eligible for a work-study award.  For any inquiries related to eligibility and federal work-study, please email Financial Aid at Onestop@scu.edu or visit Financial Aid's website.

Based on the June 21, 20221 Order from the Health Officer of Santa Clara County, we will not be sending out any additional follow up emails requesting employees to complete the self-certification form.

Under the new order, May 18, 2021, the Local Health Order is rescinded.  Businesses and employers who have completed two surveys of the vaccination status of their personnel no longer have to request that employees complete the Ascertainment of Vaccination status. SCU has completed and reported the data for two rounds of ascertainment - a first-round for all personnel and a second round for those who did not indicate they were fully vaccinated .. We thank you for your cooperation and assistance with meeting this requirement.

Below you will find the summer COVID-19 Return to Campus Protocols and an update to the previous interim guidance that we published, which remained in effect through June 30, 2021.  California regulations have now been finalized, which allow us to implement the following, effective July 1.

• Masks are optional when indoors for fully vaccinated individuals (faculty, staff, students, contractors, visitors, guests). 
• All unvaccinated individuals are required to wear masks indoors per CA regulation.
• Hosts of visitors, guests and contractors should make them aware of this requirement.
• Unvaccinated faculty, staff and students are required to be tested on a weekly basis at our campus testing clinic once they return to campus.
• If you have registered your vaccination record on-site at one of the campus testing clinics, you are exempt from testing requirements
• You may continue to register your vaccination record at the campus testing clinic.
• Social distancing requirements and room density limitations are eliminated throughout campus.
• SCU events and meetings may resume without restrictions on gathering size limits.  Unvaccinated individuals will be required to wear masks for indoor events. Additional communication has been sent to building and event managers.  
• KOC continues to follow public health guidelines and requires the use of face coverings indoors. As of June 15, 2021, the use of mask/face coverings is required by the California Department of Public Health (CDPH) and the Division of Occupational Safety and Health (Cal/OSHA) in child care indoor settings regardless of vaccination status, except for those under 2 years of age and when children are sleeping.
• If you intend to work on campus this summer, please register your presence when you start using this link.  This information is required for contact tracing, exposure notification and testing compliance verification purposes.  
• The daily symptom check is not required to be submitted to supervisors each time you come to campus; however, all employees should self-screen for symptoms each day and not come to campus if they are experiencing any COVID-19 related symptoms. 

By not wearing a mask indoors, you are attesting that you are fully vaccinated. Supervisors may inquire about vaccination status to assist with compliance and will be discrete and maintain confidentiality with this information. Misrepresenting one's vaccination status will be treated as a performance issue. You may register your vaccination status once you return to campus by bringing your vaccination card to the campus testing clinic.  Anyone who does not register their vaccination status will be assumed to be unvaccinated and be required to wear masks indoors and test weekly. 

As we continue down the path back to normalcy, please keep in mind that some vaccinated people may choose to continue wearing masks indoors and some individuals may choose to social distance as an extra precaution. Vaccinated individuals may choose to engage in these extra precautions as they care for or interact with vulnerable/high-risk populations or individuals that are unable to be vaccinated. It is important to respect these personal decisions and to demonstrate sensitivity as everyone gets reacclimated to campus. All community members are expected to contribute to and maintain an inclusive and welcoming environment for all, regardless of vaccination status or personal health precautions.

The university continues to explore and collect feedback from stakeholders and shared governance groups on a vaccination requirement for employees.- It is very likely vaccination will be a requirement for employees. The beginning of the fall would be the target for the implementation of this requirement. More information will be shared as it becomes available. At this time, community members are strongly encouraged to get vaccinated. 

In compliance with the new California regulations, SCU will provide facecoverings upon request to unvaccinated individuals.  Requests for face coverings can be made by contacting the EHS Department.    

University Operations has prepared buildings for the gradual return of personnel over the summer with an emphasis on COVID-19 safety.  A summary of its preparation procedures is found here. 

SCU will continue to actively monitor the status of the pandemic, including case rates and variants of concern, and will update its safety protocols as necessary to ensure alignment with public health guidance and regulations. 

The Parking and Transportation Services has shared detailed guidance on the purchase of parking passes and other transportation options.