Campus Policies, Practices, and How they will be Enforced

A number of policies and practices have been developed to ensure the safety of Columbia.

In this section:

Temporary Work From Home Policy  

To maintain continuity of operations when some or all College employees are unable to report to work on campus due to an emergency, College employees may be permitted or required to work remotely on a temporary basis as determined by the College and/or local, state, or federal authorities.

Emergency Remote Work Arrangements will stay in effect in up to 30-day increments and extended on an ongoing basis as determined by the College. The College will provide employees with advance notice of the date they will be expected to return to work on campus.

Employees designated to work on campus will be required to perform some or all job duties while on campus, unless approved for an accommodation to work remotely.

Employees permitted to work remotely will do so for a period defined by the College. Employees working remote are expected to be available for meetings and telephone calls during their regular scheduled work hours. While working remotely, employees are expected to maintain productivity, performance, communication, and responsiveness as would normally be required while working on campus.

Flexible Schedule
An employee may request permission from his or her supervisor to work a Flexible Schedule to accommodate personal responsibilities, such as childcare, during the work day. All flextime arrangements must meet the operational needs of the department and College and must conform to the overtime, record keeping, and meal break provisions of the Fair Labor Standards Act (FLSA) and established CBAs.

Reporting Hours Worked and Time Off
Employees must continue to report hours worked in MyC Self-Service. In compliance with FLSA, non-exempt employees must take a lunch break and request permission prior to working any overtime. Employees are expected to utilize paid time off benefits as appropriate if they are unable to work and obtain advanced supervisor approval in accordance with established department procedures. Paid time must be submitted based on the hours that the employee is scheduled to work.

College Equipment and Technology
Employees should consult with their supervisor to confirm equipment needs and technology resources while working remotely. Access to the information technology network and other applicable technology will be set up in accordance with IT. Columbia College Chicago owned equipment will be serviced and maintained by the IT department.

College equipment must be protected against damage and unauthorized use. Employees will be held accountable for all damage and/or loss of all equipment including concealed or unreported damage discovered after return. Employees shall not use College owned equipment for personal purposes.

Data Security and Confidentiality
While working remotely, employees are responsible for adhering to the College’s Confidentiality Policy and maintain the same level of data security and confidentiality as they do when working on campus. While working remotely, employees must ensure that non-employees do not have access to confidential College information, either in print or electronic form.

Requests for Reasonable Accommodation
To request specific equipment, technology, or other assistance due to a disability or medical condition, employees should contact Maxine Garcia, Director of Employee Relations, via email at maxgarcia@colum.edu.

Such accommodations will be managed pursuant to the College’s Reasonable Accommodation Policy. Pre-approval is required for the purchase of any such equipment or technology.

Reimbursement for Remote Work Expenses
During the COVID-19 Pandemic all employees (full-time and part-time faculty and staff) who are able to work remote will be provided a monthly stipend of $20 for cell phone and internet fees, provided services are required to perform job duties. The $20 stipend will be paid automatically via payroll. The stipend will be prorated for the month of March and will continue through May 31, 2020. After May 31, 2020, only full-time and part-time staff continuing to work remotely will receive the $20 stipend. Automatic payments will end for all employees not scheduled to work after the Spring Semester. Automatic payments will also end at the point any employee returns to work on campus and is no longer working remotely. Employees currently receiving a cell phone allowance and/or those who have received hotspots or phones from IT will not receive the stipend.

Employees who believe the stipend is insufficient to cover their expenses can submit an additional request for reimbursement, which must be supported by appropriate documentation, and the College will determine whether such expenses will be reimbursed. Employees must request pre-approval for the purchase of any equipment or technology that he or she believes is needed to perform job duties remotely.

Employees must submit these costs for reimbursement pursuant to the College’s Expense Reimbursement Policy and follow the online Employee Expense Reimbursement (EER) process.

Such stipends or reimbursements will be discontinued when the emergency remote work ceases.

Roles and Responsibilities
All employees are responsible for reading, understanding, and complying with the statements in this Policy.

Enforcement of Campus Policies and Behavior-related Practices
If you notice someone is not observing the College’s policies, we recommend the following:

  • Assume they are unaware of the non-compliance (lack of face covering or distancing may be inadvertent), and if you are comfortable doing so, bring it to their attention.
  • Remind the person of the requirements of the policy, emphasizing our mutual responsibility for protecting the health of all persons on campus.
  • If the individual refuses to comply, ask that they leave the area or notify Campus Security.

Chicago's Emergency Travel Order (Employee Travel)
The college is committed to complying with the City of Chicago’s Emergency Travel Order, which requires a two-week quarantine upon return from certain states with a high incidence of COVID-19 and has incorporated this update in the Campus COVID-19 Response Protocol. As such, the college is requesting that employees report all personal travel via the college’s travel form prior to the trip. As the locations on the Travel Order are subject to change weekly, all travel should be reported even if the employee’s destination is not currently listed as restricted. To access the college's travel form, log in to MyC Self-Service and select "Time Reporting" then "Travel."

The purpose of this form is to inform the college and the employee’s manager of a visit to a location that might require quarantine. If a travel restriction is in place for the employee’s destination, or becomes added while they are at the destination, the employee must secure approval from their manager for working remotely for the two weeks following their trip. The manager will inform the employee whether they are able to work remotely for 2 weeks following return from travel. If the employee’s position at the college doesn’t lend itself to that accommodation, then the employee will be required to use vacation time or unpaid leave. The college acknowledges that some travel may be unavoidable. Employees may submit a request for exception to Human Resources for approval if they believe unpaid leave should not be applied to their particular circumstance (this would include necessary travel for a funeral or pressing personal situation).

Gathering and Eating on Campus Guidelines
Gathering and eating on campus presents unique challenges in the context of the COVID-19 pandemic, and we must take special care in ensuring that these spaces are set up to minimize risk. If members of the community follow this guidance, gathering and eating in campus buildings can be done safely.

Additional Policies