Human Resource Services has published a return to work guide for managers. The message is as follows:

As we continue to bring employees back to work, we’d like to provide you with the latest logs and schedules that you can please share with employees. As always, this follows evolving guidelines from the CDC, New York State, and SUNY, which are subject to change.

Wearing masks and social distancing

We are aware of the recently updated SUNY guidelines on COVID-19 protocols for semester planning in summer and autumn 2021. We are reviewing all of these guidelines and will shortly share with you what this means for students, faculty, and staff at Stony Brook University. In the meantime, we ask you and your staff to review the SBU’s current guidelines on wearing masks, social distancing, surveillance testing, etc.

Back to the workplace guide

Looking ahead to the fall semester 2021, we continue to pursue our step-by-step, step-by-step approach to getting back to work. The following data will help us move employees who work remotely to their campus offices as we welcome back our students. They also give the teams time to re-acclimate and prepare for the start of the new academic year. Please share these dates with your teams and use them for your department planning:

● By July 6th, all employees should be at work for at least two days a week

● All employees should return to their regular campus workplace by August 1st

Please Note: The above dates do not apply to employees who take or are taking approved vacation during these periods. Further information on annual leave can be found below.

Reduction of annual leave extended

The Governor’s Office of Employee Relations (GOER) agreed with all unions and management / Confidential (M / C) employees to extend the annual leave. The agreement applies to employees who were (or are currently) involved in COVID-19 responses or who were unable to take annual leave due to ongoing responses. It enables employees to carry over annual leave for use until December 31, 2021.

The research foundation for SUNY has announced that it will allow its employees like GOER to transfer vacation of more than 40 days until December 31, 2021.

Resources and information

● The ombudsman has developed guidelines and tips to help line managers answer questions / concerns from employees who have been, in whole or in part, remotely.

● The Health Information Line (HIL) – (631) 632-5000, Option # 1 – continues to be an important point of contact for employees who, on daily check-up, determine that they have COVID-19-related symptoms, have tested positive, or recently have been exposed to the virus. In addition to answering these medical questions, licensed healthcare providers who believe they are eligible for FMLA or ADA vacation or other COVID-related ADA accommodation can take the next steps using normal pre-pandemic procedures guide.

HIL, Option # 2, provides general guidelines for State and Research Foundation staff, including information on the use of accruals and vacation.

● As always, employees with a disability can contact the ADA coordinator in the Office of Equity and Access directly. Find out more about the admission procedure for supervisors here.

● The Employee Assistance Program (EAP) and Healthier U are both designed to improve the health and wellbeing of teachers and staff through emotional support services, one-on-one and group interviews, and programs that appeal to the whole of you – mind, body and spirit.

● Institutional questions and concerns can be answered on the institutions’ website, which has helpful FAQs. Construction managers can also be helpful.

● Click here for the latest information on Campus Dining, including take-away and take-away.

● And from HRS … Our new “telephone tree” should help you and your employees to reach the HR team (member) you need. Details can be found on this HRS employee directory website. We are also updating the HRS website to provide easier access to important HR and workplace information. More about this initiative. And we look forward to welcoming new employees through our updated online orientation.

Great vaccination rates, survey reminders, and new vaccine hotline

Of the almost 4,800 lecturers and employees on Campus West / HSC / SOM who responded to our vaccination survey, 93% stated that they were partially or fully vaccinated. If you haven’t already, take a moment to fill out the short, anonymous vaccination survey that HRS recently emailed to all employees. Please encourage your staff to do the same so that we can continue to anticipate the future needs of faculty and staff and work to ensure that everyone comes back safe and strong as we prepare for the fall semester.

The high vaccination rate is directly related to the low number of cases. Visit our COVID-19 dashboard to see the successes we have maintained in terms of the relatively low rates of infection and the spread of COVID-19.

You can also notify your employees of a new resource – Stony Brook Medicine’s COVID Vaccine Hotline at (631) 638-1320 if they have questions about vaccine location locations, missed appointments, appointment availability, vaccine eligibility, vaccine evidence, and more. The hotline can be reached Monday to Friday from 8:00 a.m. to 4:30 p.m.