Fall and Winter Break Office Hours, University Operations, and Travel Reminders

With the academic fall and winter breaks fast approaching, members of the campus community must remain diligent about protecting themselves from COVID-19 infection while away from campus. Large gatherings and travel are customs of the season for many individuals and families. For the protection of both yourself and others, please remember to follow COVID-19 Safety Practices while engaging in these activities.

The following information is provided to assist employees with their planning for the upcoming months.

Office Hours and University Operations:

Winter Break

Chancellor Alexander has determined that commencing Monday, December 28, 2020, all offices which are able may move to fully remote operations through January 25, 2020. This adjustment should allow for Facilities to implement cleaning and sanitation of all campus buildings and de-densify campus buildings for increased safety. Employees should consult with their supervisors regarding the staffing plan for this period. Campus buildings will still be generally accessible during this time to faculty and staff, and specific information about accessing individual campus buildings will be determined and posted prior to December 24, 2020.

All employees have had to adjust to exceptional times and as our University statistics show, we have exceeded all expectations in maintaining a safe environment for students, faculty and staff. The University continues to receive praise directly from students, parents, and UW System for how well we have done in managing the COVID-19 Crisis. This success has not come without the extraordinary efforts of every employee of UW-Green Bay. It is understood that many employees have been under incredible stress and have had to forgo vacation or other time off to facilitate the operational plan.

With this understanding, the Chancellor has determined that for the dates of December 28, 29 and 30th, all offices may choose to close upon approval from their Area Leader consistent with the UW Green Bay Office Hours and Institutional Closing Policy. Individual employees may elect to work on a day in which their office has been closed under this policy. Employees who elect not to work on the date of an office closure under this policy will be required to take paid leave time if their employment classification provides leave. Employees of essential operational areas should work with their supervisors regarding the scheduling of these areas.

It is hoped that this small respite will allow employees to recharge for entry into 2021.

All-Campus Furlough Day: Friday, November 27, 2020

The University has issued an Institution-Wide Furlough for Friday, November 27, 2020.  All ongoing employees not explicitly exempted from workforce-wide furloughs will be assigned to furlough on that day. In consultation with their supervisor, employees with an exemption from this furlough date may either work remotely (if possible based upon their job responsibilities) or use leave time for that date. Employees in essential operational areas should consult with their supervisors on the scheduling for these areas.

A reminder that all faculty and staff returning to work at the Green Bay Campus are welcomed and encouraged to use the Prevea App to schedule an antigen test on Monday, Nov. 30. Faculty and staff who work on the Marinette, Manitowoc and Sheboygan Campuses should use extreme caution in returning and test with their healthcare provider if they deem necessary to protect their own campus communities. Students returning to the Green Bay Campus will be asked to stop at the Kress Center for testing upon their return from break on Sunday, Nov. 29 and Monday, Nov. 30.

Reminders – Large Gatherings and Events:

Even when gathering with family members, if you are unaware of their COVID-19 exposure, it is critically important that you follow the 3 W’s; Wear your mask / Wash your hands / Watch your distance. If you are attending any group event with individuals from outside your home, you should use face coverings and practice social distancing. Ask yourself whether the activity would place yourself, and subsequently your colleagues and students, at risk of infection. If you are at a large-group activity or event where social distancing is not possible, you do not use face coverings, or are unable to confirm that others in that activity are not infected, you must remain away from University buildings for 14 days from the date of that event.  Please review the CDC Event Planning Guidelines to review whether the you should quarantine from campus. You are encouraged to be conservative in regards to applying this practice, and should work with your supervisor to discuss workplace expectations and the potential for flexible work options. If you have further questions about attending events, please contact Human Resources at hr@uwgb.edu.

Reminders – Personal Travel:

Prior to any personal travel, you should first review the CDC Travel Guidelines to ensure that the method of travel appropriately protects you from COVID-19 infection. Air travel and other mass transportation continues to dramatically increase your risk of exposure and infection. If you decide to travel, you should make sure that you follow all CDC Travel GuidelinesIn the event that during the trip you were required to remain in close contact (less than six feet) with unknown individuals for periods of time beyond 15 minutes (i.e. airline or other mass transit; lodging in hotels or residence, etc.) in which these guidelines were not required or followed, you will need to remain away from the University for a period of 14 days

Intrastate and interstate travel to private points specific (e.g. to see family members) which is done using private transportation and where lodging occurs at a private residence shall not restrict presence on campus, subject to confirmation that the individual did not have contact with any individual who they know to be COVID-19 infected. Please exercise caution when reviewing your travel plans, and if you have any reason to believe that you may have a risk of exposure or infection to COVID-19, quarantine from the University for 14 days. If possible, work with your supervisor prior to the trip to discuss whether proactive quarantine from campus upon your return is possible. If you have further questions related to travel, please contact Human Resources at hr@uwgb.edu .

As a reminder, the University requests that all faculty and staff who become infected, suspected, or exposed-close contact self-report utilizing the COVID-19 Case Report to the Office of COVID-19 Response. In addition, if any employee of the University receives a first-hand report of someone who is infected, suspected or exposed-close contact, they should be referred immediately to the Office of COVID-19 Response and the recipient of the report should complete the COVID-19 Case Report.

The sincere hope is that everyone is able to have a safe and restful season. By following the above safety measures, you can be reassured that you have done everything you can to be able to return to the University safely.

Phoenix Forward – Reminder of Workplace Expectations and Flexible Staffing Options

Workplace Expectations:

While our University is doing exceptionally well in maintaining a safe environment for students and staff, it is important that we not become complacent with our adherence to the COVID 19 Workplace Expectations. It is critically important that all faculty and staff continue to strictly follow the 3 W’s; Wear your mask / Wash your hands / Watch your distance. In addition to following the safety guidelines, it is also necessary that all faculty and staff follow public health principles when not on a campus. If you are attending any group event, you should still use face coverings and practice social distancing; you should continue to consider whether the activity you are participating in would place you, and subsequently your colleagues at risk of infection; and if you engage in an activity where social distancing is not possible or do not use face coverings, you should isolate from campus for 14 days from the date of that event.

Our University has successfully avoided outbreaks and dramatic increases in active COVID-19 Cases because of the dedication and willingness of our faculty and staff in complying with these safety standards, and we will remain able to operate with that continued commitment.

K-12 adjustments, eFMLA and Flexibility:

The University of Wisconsin – Green Bay and the Office of Human Resources and Workforce Diversity are committed to providing a flexible working environment to facilitate employee work/life balance while still meeting operational needs. The policies and processes referenced on the Phoenix Forward Leave Resources page provide resources for employees to facilitate the exceptional needs they may have if they become infected, suspected, or exposed-close contact to COVID-19. These policies and processes also provide flexibilities given modifications in K12 school delivery, closures and reductions or capacity of day cares, and limits to other day services provided to assist care takers during the COVID-19 event.

Outside of these formal leave policies (COVID-19 leave and eFMLA), if possible based upon departmental operations, supervisors are expected to allow employees options for remote work and/or flexible work schedules in order to accommodate childcare or caregiver responsibilities.

Office Staffing:

With the sudden move of many local K-12s to a virtual setting as well as the community spread of COVID-19 in Brown and surrounding counties, planned staffing for many offices have been disrupted.  While there is a desire to continue to provide as much direct service to the University Community as possible, it is understood that the need for employees to isolate due to infection or exposure to COVID-19 as well as needs of employees to assist with virtual learning may cause staffing issues that were not part of an operational area’s original planning. The priority of any operational area should be the safety of the University Community.

Employees should be reminded to complete the Reporting Form and of the isolation requirements if they become infected, suspected or exposed-close contact. Employees should be supported in their decision to isolate if they believe that they may place others at risk of exposure. The University continues to strongly encourage flexibility with employees who need to provide assistance with virtual learning.  Based on these priorities, office may need to amend their planned hours of on-campus operation. In the event that operational areas need to modify on-campus office hours, the area leader should be noticed of the need for modification. It is requested that any changes are clearly posted at the entrance so that members of the public are aware of these changes. If there are long-term changes to standard office hours, please communicate that change with Marketing & University Communication so that the campus snapshot can be updated as needed.

Antigen Tests Available for Front Line Employees

The University has been able to secure the ability to provide COVID-19 antigen tests to employees who are at risk of exposure based on their job duties.  At-risk employees are those who perform on campus work and engage in frequent face-to-face contact with members of the campus community; have direct and ongoing student contact; or provide essential services on a campus location, and/or are assigned to perform COVID-19 testing for members of the campus community.  Examples of at risk positions include custodians, GBOSS employees, instructors providing face-to-face teaching, and University Police.  Employees who are deemed “at risk of exposure” and desire to have a COVID-19 test can schedule bi-weekly antigen test through the MyPrevea App and have the testing conducted in the turf gym of the Kress Event Center.  There is no requirement that you participate in testing.  Results will be provided to the employee.  Notification of positive antigen tests will be provided to Human Resources who will provide assistance in managing modifications in performance of duties. In the event of a positive antigen test, the employee should immediately contact their medical service provider for follow-up.

At this time testing is only available at the Testing Center located at the Kress Event Center on the Green Bay Campus. The University continues to work with Prevea Health to make antigen tests available at clinics located in Sheboygan, Marinette and Manitowoc,

Because of the limitations of available tests, it is asked that employees limit their testing to once every two weeks.  In the event that additional tests become available more frequent testing and expansion of employees eligible for testing may be implemented.

Electronic Health Assessment Requirement – Supervisor Information

Beginning Monday, July 20th, all employees (including student employees) who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details for supervisors related to this requirement:

    • This assessment may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • Should the employee not have access to technology needed to complete the assessment, supervisors may allow reporting via telephone.
      • Supervisors should provide to these employees a printed version of the Employee Screening Questionnaire – Telephone Reporting.
      • Supervisors will communicate to the employee an acceptable way to contact the supervisor via phone prior to the start of their scheduled workday.
      • Supervisors should keep a record of which employees have called in to acknowledge the assessment each day. This record can be maintained within the department and does not need to be shared unless requested.
    • If an employee answered “yes” to any of the assessment questions, they should mark the checkbox, submit the form, and communicate with their supervisor via email or phone.
      • If you hear from an employee that they would respond “yes” to any of the questions, please instruct the employee to remain at home.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • The supervisor is not required to report any “yes” answers further, as there is not a suspected case at this point. We only know that the employee could not answer “no” to all the questions.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus. The ability to work remotely is at the discretion of the supervisor.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or if available COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment as well as viewing names of those employees you supervise who have completed their assessments each day.
    • HR will not be providing a list of employees completing assessments to supervisors, as supervisors will have access to that information through BP Logix.

For more supervisor information, please see the supplementary Assessment Tool – Supervisor Guidance Document.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

 

Electronic Health Assessment Requirement

Beginning Monday, July 20th, all employees who are scheduled to be working on campus are required to complete an online health assessment prior to arriving to campus each day. This electronic health assessment will replace any similar processes currently being performed within individual departments.

Please see below for additional details related to this requirement:

    • This form may be completed on a desktop or mobile device. For best user experience, please use Chrome, IE, Edge, or Safari. Firefox is not recommended. Remember also to turn off pop-up blockers on your browsers.
    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Should the employee not have access to technology in order to access the assessment, supervisors may allow reporting via telephone. If an employee will need to utilize a telephone reporting process, they should communicate with their supervisor for details on that process.
    • Employees must complete this assessment each day that they are scheduled to be on campus.
      • For example: If a department is rotating staff on campus and an employee is scheduled to be on campus on Mondays and Thursdays (and working remotely the other three days), they must complete the assessment each Monday and Thursday prior to arriving on campus. They are not required to complete the assessment the other three days of the workweek because they are not scheduled to work on campus.
    • If an employee answers “no” to all the questions, they should mark the checkbox, click “submit”, and they are done.
    • If an employee answered “yes” to any of the questions, they should mark the checkbox, submit the form, and communicate with their supervisor in a fashion consistent with their office policy for absence notification.
      • Employees are not required to disclose to their supervisor the reason that they are unable to be present on campus.
      • If their assigned duties permit it, employees may discuss with their supervisor the ability to work remotely during the time they are unable to work on campus.
      • If sufficient work is unavailable, employees will need to account for any time off through sick, vacation/ personal holiday or, if available, COVID-19 leave.
      • The self-assessment will need to be completed for each day of scheduled work, even if notice has been given that the condition which prevents presence on campus is on-going.
    • Please see the How To: Employee Screening Questionnaire document for instructions on completing the online health assessment.

If you have technical questions, problems logging in or getting access to the form, please contact help desk at (920) 465-2309 or helpdesk@uwgb.edu.

Questions or concerns regarding the form content or process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu.

More information on UW-Green Bay’s efforts to ensure a responsible opening of campus can be found in the Phoenix Forward: Return to Workplace Plan and Employee Workplace Expectations for July 1, 2020 – August 31, 2020.

Workplace Expectations Update Regarding Meetings and Events

As you are returning to your on-campus workplace, please ensure that you have reviewed the Employee Workplace Expectations for July 1, 2020 – August 31, 2020 and completed the electronic acknowledgment form.  At this time, there are a few updates to the Phoenix Forward: Return to Workplace Plan regarding meetings and events on campus.

Meetings Update
Convening in groups increases the risk of viral transmission. It is recommended that no more than three (3) individuals engage in any face-to-face communication if it is expected to exceed 30 minutes. Whenever possible, meetings should be held virtually in whole or in part by using available technology. While on campus, consider communicating with your colleagues and supervisors as needed by email, instant message, telephone, or other available technology rather than face-to-face.

In-person meetings should only occur when no other options are available. During any face-to-face communications, personnel must adhere to not less than six feet of separation between participants. Under no circumstance should any room exceed 50% of its total capacity. Common Conference Rooms are not available for reservations at this time. If one of these rooms must be used to facilitate required physical distancing for a face-to-face meeting, the request should be made to Facilities Planning & Management:

Phone: 920-465-2394
Email: facilities@uwgb.edu

Departments requesting use of these areas will be responsible for physical distancing practices among attendees. The Department will be responsible for all preparations, including disinfection using materials provided as well as disinfection at the end of use.

Office Events/Common Dining
Office events which include participants from outside the University and involve more than ten (10) people or encourage the gathering of individuals for more than 30 minutes, will not be permitted until further notice. Events involving common food or beverage service should not be held and employees should avoid participating in common dining.

For more information about UW-Green Bay’s return to campus operations, please see the Phoenix Forward: Return to Workplace Plan.

2020-2021 Academic Staff Contract Letters

Per Wis. Stat. Chapter UWS 10, Academic Staff appointments are fixed-term, probationary, or indefinite.  The University of Wisconsin-Green Bay has a contract scheme, according to the Employee Handbook, that allows for various length appointments based upon years in position.

Contract letters were sent today (June 25th) to Academic Staff employees with contracts expiring this year. Employees currently on rolling horizon contracts  receive a letter each year, as the contract dates are extended yearly. Employees in a multi-year fixed-term appointment whose contracts are not expiring this year will not receive an appointment renewal letter until the end of their current contract period.

Appointment changes (i.e. Title, FTE, or Salary Change, etc.) that occur within a given contract term will be communicated separately by HR upon implementation.

As a reminder, no additional rolling horizon contracts will be issued. Therefore, employees moving from a three-year rolling horizon to a five-year term in the 15th year of service will move to a five-year fixed-term contract.

Should you have any questions about details contained within the letter or about the contract process, please contact Human Resources.

Workforce Wide Furlough Plan for July 1, 2020 – December 31, 2020

Commencing July 1, 2020 and continuing through December 31, 2020, the University of Wisconsin-Green Bay will implement workforce-wide furloughs for ongoing employees (not otherwise exempt) for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding.

Eligible employees will be furloughed November 27, 2020 (Day after Thanksgiving) and all campus locations will be closed for business on that date. In addition to that day, eligible employees will be required to take additional days of intermittent furlough between July 1, 2020 and December 30, 2020, with the number of furlough days based upon base annual salary as outlined within the Workforce-Wide Furlough Plan.

Individual notices outlining furlough allocations will be delivered to employees via email tomorrow, June 19, 2020. Employees currently on consecutive furlough will also receive that notice via postal mail.

For more information about the FY21 Workforce-Wide Furlough Program including process, timeline, and exemptions, please see the Workforce-Wide Furlough Plan.

UW-Green Bay Employee Workplace Expectations for July 1, 2020 – August 31, 2020

Due to the COVID-19 Event, UW-Green Bay has restricted access to campuses for the public, staff, faculty, and students.  Consistent with Chancellor Alexander’s communication on June 15, 2020, the University will allow access to campus buildings from 7:00 a.m. to 6:00 p.m., Monday through Friday starting July 1, 2020.  Access will be permitted for employees, students, and members of the public transacting University business.

All employees will be allowed to return to their work areas during the above listed times, but will be required to adhere to the established Employee Workplace Expectations which are set forth in the linked document.  These expectations have been established to protect both employees and members of the public who access University facilities.  Please carefully review the attached, and confirm your receipt and understanding by completing this electronic acknowledgment form.  Employees will not be permitted to return to campus on or after July 1, 2020 until the acknowledgment is completed.

The University continues to encourage all employees to work remotely so long as they wish to do so and are able to perform their assigned work in a remote environment.  Prior to returning to your work area, please advise your supervisor of your desire to return so they can appropriately establish staffing as well as secure the necessary safety materials for your office space.  If you have been requested to return to work and do not feel comfortable doing so, please advise your supervisor who can work with Human Resources to resolve the issue.

If you have any questions about the attached documents, provisions of safety materials, or other concerns, please contact Human Resources at hr@uwgb.edu for assistance.

Impact Leadership Program – Seeking Applications

 

The Impact Leadership Program recognizes the critical role of UW-Green Bay employees in preparing the institution to serve as a model for the University of the Future. As an institution of higher learning, we recognize that great leaders are the result of great talent, great educations, and great organizational culture. In the spirit of this vision, the Office of Human Resources and Workforce Diversity and the Austin E. Cofrin School of Business are collaborating to offer the Impact Leadership Program to support one university employee interested in completing the Cofrin School of Business’ executive Impact MBA program.

Employees are encouraged to review the Impact Leadership Program Guidelines for more information about eligibility and process for application. Interested employees must return the Impact Leadership Program Interest Form to their Area Leader no later than Friday, July 3, 2020. For questions about the Impact Leadership Program interest form submission process, please contact hr@uwgb.edu.