Return to Offices and Campuses

CFAES has several college transition teams actively synthesizing university guidance to localize for CFAES departments and Units. Our return to offices/campuses plans will balance reopening in-person activities while weighing risk and safety. Below are updates and links related to this process. Information will be updated as new guidance surfaces.
 

Updates and Guidance:

CFAES Town Hall August 12, 2020

Watch the recording of the August 12, 2020 CFAES Town Hall

CFAES Town Hall Q&A

Work/Life/HR

Be sure to visit the COVID-19 Work Related Accommodations website for information including a robust list of frequently asked questions.

Checklist/guidance document created for CFAES supervisors as they navigate the repopulating campus plans and requests for accommodations. Reach out to your HR Consultant for assistance. 

COVID-19 Manager Guidance: The HR COVID-19 webpage has been updated to include manager guidance. As we continue to move forward, team members will look to their managers to help navigate work situations regarding COVID-19. The guidance helps managers address specific situations that may arise related to the training, pledge and child care. Visit https://hr.osu.edu/coronavirus/managers/ for more information. This website will be updated as new guidance is available. 

COVID-19 Work Related Accommodations Process: As we implement return to offices/campuses plans ahead of fall semester, it’s important to know that the university has established a COVID-19 Work Related Accommodations Process to ensure that faculty, staff, and graduate students have the necessary resources to work as safely as possible. Through a COVID-19 accommodation request, which is a secure intake process, individuals will be able to identify issues and concerns they may have, and indicate what needs and resources they feel are necessary to perform their job safely.

As always, please reach out to your HR Consultant with any questions. 

Hiring Pause Guidance 
As shared in the March 25th On Campus today, the university has implemented a hiring pause.  Below we have recapped the overview of the impacts of this decision for our college in addition to provide clarity and action steps surrounding the reference to any applicable exceptions.   

Any hiring through December 31, 2020, should focus on maintaining adequate staffing levels in these essential service areas:
- Law enforcement and public safety
- Facility utilities
- Residential support
- Key faculty positions 
- Key research positions 
- Others determined to be essential by the university

We have created a procedure (see below) for each department and unit leader to submit requests.  

Evaluate Position Need:
1. Evaluate the needs of your unit
    a. Is this position critical to our CFAES enterprise across the mission areas? 
    b. Can this position wait? 
    c. Can the duties included in this position be performed by existing personnel within your unit or other units within the college? 
        *We ask that you evaluate this carefully, as we do not want to hire students to do work that could be given to a current staff member with the bandwidth and skill set but       needs work to maintain their 100% telework.

2. Can you onboard and train a new employee in the event we remain in a telework environment?

Position requests will be reviewed and evaluated by a college committee. Positions deemed mission critical will be submitted to the Dean and Provost for approval.  The procedure is as follows:
1. Complete the CFAES Employee Position Request Form (*can only be submitted by unit leader reporting to the Dean)
2. Submit CFAES Student Employee Position Request Form to cfaeshr@osu.edu
3. Requests will be reviewed, and you will receive a formal reply as soon as possible.
    * Requests should be reviewed and scrutinized first by the leader reporting to the Dean. Once forwarded to cfaeshr@osu.edu, a committee of Brandi Gilbert-Hammett and Nicole Wakeley will review the request based on the criteria. The committee will then forward their recommendation to the Dean.

Academics and Students 

CFAES COVID-19 Resources and Best Practices

For up-to-date information on University policies, procedures and notices, please visit https://keeplearning.osu.edu/.

Guidance for student organizations - Columbus Campus.

Guidance for student organizations - Wooster Campus.

Review the Office of Student Life - Return to Campus Plan.

CFAES Common Areas for Students

Operations and Research/Extension Missions

County Extension professionals have been serving the specific needs of our clientele throughout Ohio by providing ongoing virtual programming as well as limited office hours in county offices. They are preparing to offer in-person programs across Ohio in the near future.

In-Person programming and events - our CFAES team has worked with university guidance to develop a CFAES Events process for approving in-person programming and events. It includes two tracks: 1) In-person programming/educational events by our OSU professionals, and 2) the events organized at one of our 27 facilities or event centers by external customers. The process for both will be similar to the current Research and Extension Exemption approval including a form to submit, committee review, and additional guidance following approval. 

• CFAES Events and In-person Program Proposal Process can be found here: www.go.osu.edu/CFAESf2fEventRequest
* Any students needing in-state travel reimbursement for in-person programming should work with their supervisor to have them submit the exemption.

Research
Effective August 17, the allowable density limits for research activities will increase as indicated below by the Office of Research:
a. Density limitations for research and creative expression activities will be increased from 25% to no more than 50% density at any given time.  Please be aware that maintaining appropriate physical distancing supersedes the 50% density cap.  
b. You will be responsible for maintaining this density limitation in your office, lab or studio space where you conduct on-campus research and creative expression activities. Previously, density limitations applied to the building as well but that is no longer feasible with the increase in activities outside of researchers’ control.

In addition, CFAES will no longer require exemptions for research involving field, greenhouse, or animal work.  Several important reminders:
a. Extension activities are now being reviewed under the In-Person Programming Exemption Process. (See above)
b. Research activities and associated limits in our buildings will be managed by unit leaders under the Office of Research staged reopening process.
c. Stopping the exemption process does not automatically mean we can resume pre-COVID capacity.
d. Purchasing and travel requests will receive additional scrutiny and may require additional justification and approvals.  Please allow adequate time for processing.  The one person per vehicle limit is still in place.
e. For our ag operations managers, working with COVID safety precautions creates inefficiency and additional work. Our capacity is still reduced due to safety practices, cleaning, and social distancing.  Density limitations and other health precautions will also keep overall activity levels less than under pre-COVID conditions.

Campus/Office Repopulation Guidelines

TIU heads (chairs/directors) and unit leaders have sent in plans and those should be communicated by your TIU head and unit leaders. Each unit’s plan was designed under tenets developed by college leadership and vetted by the college transition team, which consists of administrators, faculty and staff. Our goal is to maintain less than 50% population at any given time, but lower when possible.

One focus is Columbus, Wooster, and Piketon where we are aligning limited return to campus across our teaching, research and Extension mission areas, along with key in-person support needed. Current plans through the end of 2020 will be a mix of low density in buildings for priority on-ground activities and telework continuing when possible. Part of the repopulation process includes taking into account the various needs and concerns of our faculty, staff and graduate students. Please check with your supervisor or unit leader if you have questions your time on campus.

Return to Campus Training
All faculty, staff and students returning to offices or campuses must complete an online training course and the Together As Buckeyes Pledge form. The pledge acknowledges an understanding of and commitment to the behaviors described in the training. It is not a legal waiver. The 10-minute training is available in BuckeyeLearn and the pledge will be signed upon completion of the course.  

Completing the training and signing the pledge are mandatory for all faculty, staff and students returning to offices or campuses. Those who have already been working on campus should take the online training and sign the pledge as soon as possible. For those not physically returning to a campus, the training and pledge need to be completed by the start of autumn semester on August 25.

The training course will cover expectations for daily health checks, personal protection such as face masks, hygiene, staying informed and more.

To complete the training:  
1. Go to https://buckeyelearn.osu.edu and sign in.
2. Click on “My Transcript”
3. Find the “Together as Buckeyes” training (you may have to sort by “Active”) and click on “Open Curriculum”.
4. Launch the Safe and Healthy Campus training
5. Once you have completed the training you will need to complete the pledge as well.

Purchasing

If you have questions about COVID-related purchases, please discuss first with your department chair/school director or unit leader.

Safety

This CFAES Employee Safety page will serve to list work procedures or guildines, reinforce existing work safety protocols, and provide resources to reduce COVID-19 risks by implementing administrative or engineering controls.

Travel

The university has extended restrictions on domestic and international travel through Dec. 31, 2020.

Please review the CFAES Resource Guide for Business Essential Travel Approval. Questions should be directed to the department fiscal officer.

More information can be found on the Business and Finance website.

CFAES Operations travel exemptions:
Those using fleet vehicles for operations activities such as animal/feed transportation do not need to fill out a travel exemption.

Travel should be limited to one person per vehicle whenever possible. Requests that deviate from this guidance should be directed to Seth Walker (walker.439@osu.edu | 330-263-3665) to assess and provide a recommendation.

Visitors

If the meeting can be accomplished virtually, it should be held virtually. The repopulation goal is to limit the use of buildings to staff, students, clientele, and visitors to those that need to be in-person for specific activities. Density needs to be kept low and limited to things that have to happen in-person.

OSU employees should share the university’s expectations. 
The Ohio State University requires face masks to be worn in indoor settings. Masks must be put on before entering enclosed or indoor spaces including, but not limited to, classrooms, common areas, conference rooms, shared office spaces, hallways, buses and shared vehicles. Anyone feeling sick or with a fever should not be on campus. Further, anyone who has signs or symptoms of respiratory illness consistent with coronavirus, has been exposed to an individual with coronavirus, or has been diagnosed with the virus should contact his or her primary care physician and should not be on campus.

Employees are welcome to share this link with their visitors: https://safeandhealthy.osu.edu/personal-protection-hygiene.

Community members with particular needs for accommodations should contact Student Life Disability Services, the ADA Coordinator’s Office or the Office of Human Resources.

For the most up-to-date information about visitors, go to: https://safeandhealthy.osu.edu/campus-visitors, which includes a link about Extension-related visitors.


I need to:

Complete a Health Check:

All CFAES personnel will report their daily health status if they plan to be on our Columbus, Wooster, or Statewide Campus (e.g., Extension offices and research stations), doing field work, or interacting face-to-face with the community on behalf of Ohio State.

The steps to report are simple (view health check flow chart):
1.     Take your temperature.
2.     Log in to the health reporting tool via compass.osu.edu or the Ohio State app (under the "about you" section).
3.     Record your temperature and answer other health reporting questions.
4.     Receive your daily health passport. This passport is good during the day it was submitted. 
       RED = Stay home and contact your supervisor
       GREEN = Clear to come to campus
       YELLOW = Time to report your health check

If you make a mistake while answering the questions, repeat the process.

Learn more about the pilot, process, participants, and FAQs on the Health Reporting Pilot webpage.

Complete the Return to Campus Training

Return to Campus Training
All faculty, staff and students returning to offices or campuses must complete an online training course and the Together As Buckeyes Pledge form. The pledge acknowledges an understanding of and commitment to the behaviors described in the training. It is not a legal waiver. The 10-minute training is available in BuckeyeLearn and the pledge will be signed upon completion of the course.  

Completing the training and signing the pledge are mandatory for all faculty, staff and students returning to offices or campuses. Those who have already been working on campus should take the online training and sign the pledge as soon as possible. For those not physically returning to a campus, the training and pledge need to be completed by the start of autumn semester on August 25.

The training course will cover expectations for daily health checks, personal protection such as face masks, hygiene, staying informed and more.

To complete the training:  
1. Go to https://buckeyelearn.osu.edu and sign in.
2. Click on “My Transcript”
3. Find the “Together as Buckeyes” training (you may have to sort by “Active”) and click on “Open Curriculum”.
4. Launch the Safe and Healthy Campus training
5. Once you have completed the training you will need to complete the pledge as well.

Confirm a Direct Report has completed their Health Check:

Visit healthreporting.osu.edu to review your direct report's health check.

Request an ACCOMmODATION:

Link for submitting a secure accommodation request due to COVID-19 (for your own health, the health of someone you live with, child/elder care, etc.): https://apps.hr.osu.edu/covid-request/

Request an Exemption for Events/In-Person Programming:

CFAES Events and In-person Program Proposal Process can be found here: www.go.osu.edu/CFAESf2fEventRequest

Our CFAES team has worked with university guidance to develop a CFAES Events process for approving in-person programming and events. It includes two tracks: 1) In-person programming/educational events by our OSU professionals, and 2) the events organized at one of our 27 facilities or event centers by external customers. The process for both will be similar to the current Research Exemption approval including a form to submit, committee review, and additional guidance following approval. 

Print COVID-19 Signage:

• General Ohio State signage can be downloaded or ordered through UniPrint here.
• CFAES-specific signage can be downloaded here

For additional information on signage please visit: https://brand.cfaes.ohio-state.edu/templates/covid-19-signage

Remote AcCess to Computers at the University

If you have existing desktop computer(s) on campus that you would like to access, please see the article on OCIO Remote Access Powered by Guacamole. This service will allow a remote session that connects to existing desktop computers or specific OSU servers, and will allow you to access them through a web browser. For assistance with OCIO Remote Access powered by Guacamole, please contact the IT Service Desk, or through the self-service portal located at http://ocio.osu.edu/selfservice.

Take Home Office Items for Telework

As part of a CFAES telework or accommodation agreement, you may establish a window of time with your supervisor to retrieve university owned items from buildings to help facilitate your work.  If an accommodation is sought, individuals are expected to account for and detail (service tags, serial numbers, models to the best of their ability) all removed university property as part of the accommodation process, as well as notify CFAES HR of any future changes. If an official accommodation is not sought or needed due to a continuation of an existing telework agreement, additional relocated items are expected to be detailed and accounted for in an updated telework form signed by the employee and direct supervisor, then submitted to CFAES HR.


Update Messages from the Dean:

CFAES-All Message Archive

An archive of update messages from Dean Kress can be found at: https://cfaes.osu.edu/faculty-staff-resources/deans-updates