Safer Return at Cal Poly Pomona

Returning to In-Person Work, Safely and Gradually

Date: 5/21/2021
From: CPP Employee and Org Devel & Advancement
Subject: Returning to In-Person Work, Safely and Gradually

Dear Faculty and Staff,

The past year has been a tremendous time of adjustment for all of us, with the quick and sustained transition to a virtual work environment affecting us both personally and professionally. We are so thankful to all of you for your efforts to make the change as seamless as possible for your colleagues and our students. It would not have been possible without your commitment and dedication.

Now, with COVID-19 cases on the decline and the number of those vaccinated on the rise, it’s time for us to begin safely and gradually returning to in-person work on campus. To achieve this goal, we are developing Cal Poly Pomona’s Employee Repopulation Plan, in collaboration with each Division. The plan will involve a prioritized, staged approach for individual units and divisions based on the operational and functional needs of our university. 

Stages of Employee Repopulation

As part of this plan, employees will be expected to return to on-campus work in the following three stages: 

  • Stage I on May 24: Pilot of existing on-campus workers and 120 self-designated employee participants across Divisions.
  • Stage II on June 21: Return of Tier 1 Services as defined by each Division based on operational and functional need and in compliance with current Los Angeles County Department of Public Health requirements. Employees will be notified no later than May 28 if they are required for Tier 1 Services during Stage II.
  • Stage III on Aug. 2: Full repopulation of staff employees for a minimum of 50 percent work time on campus, with the return of faculty on time base at a similar proportion by Aug. 17.
  • It is recognized that some lecturers may only have fully online teaching assignments in the fall.
  • The amount of time employees spend in on-campus work will range from 50 to 100 percent of work time based on operational and functional needs and Los Angeles County Department of Public Health density restrictions. As those restrictions are loosened, employees at less than 100 percent on-campus work time may be expected to increase their on-campus work time.
  • Short-term alternative work schedules may be considered under special circumstances when the job functions allow for those arrangements and will require vice presidential approval.  

As we repopulate the campus, we will continue to follow the latest public health and safety guidelines and restrictions as outlined on the Safer Return website. Regarding vaccinations, we will follow the CSU’s system-wide vaccination policy, which is in development and will be shared once it is finalized. In the next one to two weeks, staff employees can expect to be engaged in conversations with their manager and unit leadership to develop the repopulation plan.  

Employee and Manager Resources and Options

We view Summer 2021 and Fall 2021 as a transitional time, and we understand that employees may have extenuating circumstances related to health, family needs and childcare, as K-12 school schedules have not yet returned to normal.

  • Employees should consider, and HEERA managers should encourage, alternative work schedules to address family needs, childcare and modified school schedules.
  • Employees may explore a full or partial personal leave of absence in consultation with their HEERA manager and based on operational needs.
  • Employees who cannot report to work on campus for a medically-related reason should contact Manuel Montilla, ADA coordinator, at adacoordinator@cpp.edu or 909-869-4095.
  • Those unable to work or telework for qualifying COVID-19-related reasons may be eligible for CSU Expanded COVID Related Leave or 2021 COVID-19 Supplemental Paid Sick Leave. Employees should contact the Benefits Office at https://www.cpp.edu/benefits/ or benefits@cpp.edu.    
  • Employee wellbeing resources offered through the employee assistance program may be accessed via CPP Empathia Life Matters at www.cpp.edu/benefits/wellness1/index.shtml.
  • We are developing a formal campus telework policy. Once we complete it, we will meet and confer with the bargaining units. Until that policy is established, employee schedules for expected on- and off-campus work will fall under the temporary remote work agreements presently in effect, subject to your HEERA manager’s approval.                            

HEERA Manager Guidelines

As HEERA managers develop their unit’s employee repopulation plan, in consultation with their divisional vice president, we ask that they keep the resources and options above in mind, and adopt the following guidelines and principles:

  • The CSU has committed to in-person activities across the 23 campuses to the greatest extent possible for Fall 2021.
  • As a polytechnic university, our focus on experiential learning requires a significant level of in-person engagement that can be augmented—but not replaced—by remote tools and technology.
  • We expect all employees (faculty and staff) to maintain an active connection to and integration with the life of a vibrant campus community, and physical presence on campus will help bolster that engagement.
  • Every office that serves the campus community should be open with in-person staffing from 8 a.m. to 5 p.m. as of Aug. 2, even if services continue to be offered remotely.
  • Offices providing expanded access to services through appointments beyond the hours of 8 a.m. to 5 p.m. remotely should continue that practice through alternative work schedules, as long as the core business hours are covered.

Thank you for your patience and input as we work out the details of the Employee Repopulation Plan. If you have questions as we proceed, please email elr@cpp.edu for staff and associateprovost@cpp.edu for faculty.

As we prepare for this transition back to on-campus work, the safety of you and our students is our highest priority as we continue to achieve our shared goal of student success. We look forward to seeing you all in person soon!

Best Regards,

Kimberly G. Allain
AVP, Employee & Organizational Development & Advancement
Division of Administrative Affairs

 Sep Eskandari, Ph.D.
Associate Provost
Academic Planning and Faculty Excellence