Work Guidelines

When can employees who have been working remotely return to campus to work?

Given the continuation of the public health emergency all staff who can work remotely should continue to do so until further notice.

Can I come to campus if I have work to do?

While the campus will be closed for the semester, we understand that faculty and staff may, from time to time, need to be on campus for specific reasons. We urge you to limit these visits for only essential tasks. If faculty and staff need to come to campus,  you must let your supervisor or department chair know, and be sure to follow public health protocols (wearing a mask or face covering, frequent handwashing, maintaining a minimum of six feet physical distancing and staying home from work if you have any symptoms).

The College is in the process of developing more specific protocols for coming to campus and we will provide more information in the coming weeks.

How does the College plan to help faculty and staff manage childcare issues?

We understand that most K-12 school districts have announced that they will at least start the academic year with online instruction. We are asking supervisors to be flexible with staff regarding the time of day that work is performed so that parents have flexibility to assist children with remote schooling and other matters. 

What should hourly employees who need to work on campus do as the closure continues? Will they continue to be paid?

Some hourly employees do work that is currently being done from home; others are in roles that require the job to be done on campus.

If you are an hourly employee and your supervisor schedules you to come onto campus to work, you will be expected to work on campus for that schedule. 

Hourly staff who typically have work that must be done on campus but do not have work to do under the current closure may continue to use the Excused Time Paid Kronos code until Aug. 31. However, if your supervisor schedules you to work, whether on campus or remotely, you are expected to report to work and you should not to use this code. If you do not want to, or can’t, work your scheduled hours, you may request vacation from your supervisor and/or an unpaid personal leave, or take sick leave if you are ill. 

What should I do if I am exposed to someone with COVID-19?

If you have been exposed to someone with COVID-19, please self-isolate, monitor your symptoms and contact your physician or a medical professional immediately for further advice. We are also asking you to immediately contact Brenda Rushforth in HR to initiate the appropriate contact tracing protocols to determine if there are any other contacts within the Pomona College community who need to be notified.

If you have an on-campus job, have been exposed to someone with COVID-19 and must self-isolate, please use your available sick time. If you exhaust your sick time, contact your HR business partner for possible leave of absence or other arrangements. Please note that If you are sick more than three days in a row, you may be eligible for disability benefits. Please contact your HR Business Partner for more information about eligibility.

Can my office hire temporary staff?

In most cases, in light of the current crisis and campus closure, the College is no longer employing/hiring temporary workers. However, supervisors of temporary workers who are still employed by the College, should contact their HR business partner for guidance on the continuation of that work.

Campus Operations

What are we doing to ensure the safety and health of our service workers, particularly housekeeping, grounds and maintenance employees?

All members of the Facilities and Campus Services staff are screened on a daily basis and provided all required personal protective equipment (PPE) and supplies necessary for the performance of their duties in a safe and responsible manner

How can employees access campus and what measures are in place to secure campus buildings?

Building access is limited, 24 hours a day, to those with card or key access. Many interior spaces, such as classrooms, will remain locked.

Does mail services still do mail pickups and deliveries?

The College’s Campus Mail Services will continue to operate Monday through Friday 8 a.m. through noon. Departments are currently required to pick up and drop off all mail at the mail services office in the lower level of Sumner Hall. The campus mail delivery schedule will be reviewed weekly and adjusted as required.

Information Technology Services Support

ITS has developed a number of Instructional and operational continuity resources to help support online teaching and learning as well as remote work. An overview of these resources can be found below. For more information on instructional continuity, please visit the Instructional Continuity site, our Instructional Continuity Sakai page or the Instructional Continuity FAQ page.

As faculty or staff, how do I access applications and my local files while working remotely?

ITS has built a terminal server to offer faculty and staff remote access to work resources from anywhere, using any device. Through the terminal server, faculty and staff will be able to connect remotely to commonly used software and their local files from almost any device. This service does not require a VPN connection. To access the service, simply follow these easy steps or see the job aid for more details.

Open a Web Browser

Open https://pomonacollege.cloud.com in your browser and sign in using your Pomona College email account and password (user@pomona.edu) and password. In the “permissions requested” window, select “accept.” If you are currently enrolled in DUO, you may be asked to authenticate your login.

Download Citrix Workspace

After logging in, you will be taken to a “Welcome Citrix Workspace” window. Select “detect workspace.” Next, check the box to indicate that you agree with the Citrix license agreement and select “download.” If prompted, open the file to begin the download.

Install Citrix Workspace

Open the downloaded file and install Citrix Workspace. At the “Add Account” installation step, select the checkbox “add account” and select “continue” to complete installation.

Add Account

To add your account, enter “pomonacollege.cloud.com” to Citrix Workspace and select the “add” button. Enter your Pomona College email account and password (user@pomona.edu). If you are currently enrolled in DUO, you may be prompted to authenticate your login. Please note: if you receive a message that you were unable to login, reenter your username and password to proceed.

Select Desktop

Select “Desktops” on the left to expand the menu. Select “all desktops” which will display the environments you can access. Select your preferred desktop and login with your Pomona College email account and password (user@pomona.edu). Please note: You may see a grey colored blank screen. This is a known bug – click anywhere within that space to display the login prompt.

Start Working

Once you’ve logged in, you will see what appears to be a Windows computer. From this screen you can access basic software such as Microsoft Outlook, Office, Excel, and PowerPoint.

For support, the ITS Help Desk may be reached at (909) 621-8061 or servicedesk@pomona.edu.

How do I access telecommuting or network services from home?

ITS offers a broad range of technologies, resources and services to help staff successfully work remotely in the event of an emergency:

Software

All Pomona College staff have access to Microsoft 365, which means that your email, documents, and the entire Microsoft Suite, including Microsoft Office, are accessible from virtually anywhere. To download the application, log in to office.com with your Pomona College email account select the application you’d like to download.

Collaboration

To help employees stay in touch with one another, ITS has implemented Slack and instituted Slack workplaces. Slack is an all-purpose collaboration app that allows staff to continue collaborating when they aren’t together through private, encrypted and secure conversations. To use Slack, please refer to the Slack installation and Job Aid.

Video Conferencing

To facilitate meetings remotely, ITS has implemented Zoom. Zoom offers users video meetings, chat and screen-sharing features. It also has the added bonus of split-screen video conferencing so you can see everyone at once, much like an in-person meeting. Learn how to setup and use Zoom at Pomona College

Cloud Storage

If you currently use Box, all of your files are already in the cloud and will be accessible from home. If you have not started using Box and store your files locally, now is the time to move your files so they are accessible via the cloud. Learn how to setup and use Box at Pomona College.

Support

When in doubt, contact the ITS Service Desk, Servicesdesk@pomona.edu or 909-621-8061. ITS has invested in making our remote support tools more robust and will be available remotely.

Remote Work Setup

What if I use my personal phone for work calls?

During the temporary period when employees will be permitted to work remotely, employees should use their personal phones, laptops and other devices.

What if I don’t have a reliable internet connection at home?

Employees should, where possible, use available municipal WiFi, such as in public libraries. To the extent that this is not available, the College is still open, and employees should come to campus to work and use the internet to perform their work when possible. We recommend not using internet cafes or coffee shops.

Will I be compensated for my home internet plan?

Employees who are designated for telework are responsible for their own home internet service and plans. The College can consider assisting staff with internet capacity on a case-by-case basis.

Am I able to telework from locations other than home?

Employees may be able to telework from other locations – please discuss the details with your supervisor.

Do I still need to use Kronos?

Hourly employees are still expected to keep track of their time in Kronos. Employees and their supervisors are still expected to sign off on their timecards regularly.

Will overtime be offered?

In accordance with College policy, overtime must be approved in advance by the supervisor before it is worked. Employees should not be working overtime without express approval from their supervisor, and this includes any increments over eight regular hours per day.

What if there is a meeting on campus and I am unable to attend in person?

An employee should be in regular contact with their direct supervisor and should immediately inform the supervisor regarding attendance at meetings.

College Finances

How does the decision to be fully online impact the College’s finances?

Moving to a fully online semester does present financial challenges. The College will lose room and board revenue and potentially tuition revenue if students choose not to return. At the same time, the College will continue to incur costs to make the campus ready to receive students, faculty and staff at some point in the future. 

The College could see an annual budget shortfall ranging from $21 million to $35 million depending on final enrollment. The College is working on financial plans to make up this shortfall that will include deep reductions to the budgets of departments and offices, deferral of maintenance and renovation of our facilities and use of reserves, among other means

Will the College need to furlough staff?

We are trying our hardest to avoid furloughing staff. We are not currently anticipating furloughs, but this could change after our financial situation becomes clearer over the summer.  Issues that could compel us to furlough some staff would be a sharp decline in enrollment and needing to incur unanticipated expenses associated with preparing the campus to implement public health protocols.

If the College furloughs staff, who will be impacted?

We are not now anticipating furloughs, and will do everything we can to avoid them, but they are a possibility. If we need to furlough staff, those jobs that can no longer be performed or have been significantly curtailed will likely be impacted.

Health Concerns

What if I get hurt while working at home?

Employees are responsible for the safety of their home work environment. Employees are covered by workers compensation while performing telework. All injuries or illnesses associated with work must be reported to HR immediately, and employees must be cooperative with the workers compensation insurance carrier if an investigation must be conducted regarding the injury or illness.

What if someone in my office is sick and I’m concerned?

Please speak to your direct supervisor about your concerns. If the supervisor is unavailable, please contact your HR Business Partner.

What if I need to work from campus, and I’m nervous about coming in contact with someone who may have been exposed to coronavirus (COVID-19)?

You should discuss your concerns directly with their supervisor. Every effort will be made to accommodate you. If you wish to discuss their individual circumstance, you may contact their divisional vice president or HR Business Partner for more assistance.

What precautions should I take if I’m coming to work?

Any member of our community who returns to the workplace must, on their own, conduct symptom monitoring every day before returning to campus and be free of ALL symptoms. Symptoms may include one or more of the following: 

  • Cough 
  • Shortness of breath or difficulty breathing 
  • Fever 
  • Chills 
  • Repeated shaking with chills 
  • Runny nose or new sinus congestion 
  • Muscle pain 
  • Headache 
  • Sore throat 
  • Fatigue 
  • New GI symptoms 
  • New loss of taste or smell 

If you have any of these symptoms, you must notify Pomona College Human Resources at (909) 621-8175, between the hours of 8 a.m. and 4:30 p.m., as well as your supervisor or department chair, and then contact your healthcare professional for assessment of symptoms and self-isolate at home until you are free of all symptoms and cleared by your personal physician to return to work and have notified HR for clearance to return. 

According to the CDC, individuals with certain conditions may have a higher risk for COVID-19 infection. Those conditions may include:

  • Older adults (aged 65 years and older) 
  • People with HIV 
  • Asthma (moderate-to-severe) 
  • Chronic lung disease 
  • Diabetes 
  • Serious heart conditions 
  • Chronic kidney disease being treated with dialysis 
  • Severe obesity 
  • Being immunocompromised 

When on campus, employees need to follow the following protocols:

  • Maintain proper distancing of six feet from others; 
  • Wash hands frequently with soap and water or alcohol-based hand sanitizer when soap/water are not available. The College will place hand sanitizing stations throughout campus, and members of our community are advised to make regular use of hand sanitizers throughout their time on campus; 
  • Avoid in person meetings; conduct all meetings via Zoom when possible;
  • Wear face masks in public areas and when in proximity to other people. This may include wearing face coverings when in the office for those working in spaces with open office plans, cubicles, etc. The College will provide face masks to any member of our community who does not have one;
  • Avoid using common kitchens and other common areas; and
  • To the extent possible, avoid sharing materials or objects such as office supplies.

What should I do if I am in a high-risk group?

If you are in a high-risk group, please stay home. California Gov. Gavin Newsom has directed that those 65 years old or older and those with chronic health conditions isolate themselves at home.

Other Resources

What Other Resources Are Available?

The Employee Assistance Program is available to all faculty and staff 24 hours a day/7 days per week. Please call (800) 234-5465 or log onto www.liveandworkwell.com. The access code is claremontcolleges

If I’m getting a physical paycheck, how do I enroll in direct deposit?

Please contact the Payroll Office. The College encourages all faculty, staff and students to have direct deposit whenever possible in order to avoid delays in the receipt of earnings. (If you have questions regarding your paycheck, please call Lawrence Youhanna at 909-607-3408 or Karen Lamb at ext. 909-607-3974.)

Can I pick up my physical paycheck?

Paychecks on payday will be held in the Payroll Office at 150 E. 8th Street, and any paycheck not picked up by 3 p.m. on payday will be mailed to the address on the check. Employees who receive physical paychecks are encouraged to come to the Payroll Office on payday to receive their paychecks.

If I’m required to come to campus for a meeting, will I be reimbursed for travel pay?

Employees will not be reimbursed for travel pay to and from campus as their normal commute.

What if I had a pre-planned, pre-approved vacation?

An employee would be allowed to go on their pre-approved vacation, understanding that these are unique circumstances and supervisors may have to be in contact regarding emergency questions or needs of the College.