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CAS COVID-19 Policies and Procedures

The College of Arts and Sciences is closely monitoring the university response to the novel coronavirus outbreak and will provide clear and consistent information and guidance to our faculty, staff and students as it becomes available.

 

 CAS Return to Work Plan

College guidance regarding the phased return to campus of faculty, staff and students.

In accordance with the university's Return to Work plan, the CAS Return to Work Planning and Management Team (RTWP) was convened by Dean Ford to coordinate the phased re-opening across the college:

In addition to college-level coordination, the university’s plan requires each department/unit to create and train a “Unit Deployment Team." 

All CAS departments have identified Unit Deployment Teams which will serve as the main points of contact for the Dean's Office in the Return to Work process.   In CAS academic programs, centers and institutes, the directors will serve in this role.

The Unit Deployment Teams and Directors are responsible for implementing the Return to Work Plan in each unit.  Responsibilities include serving as the communications point of contact for the Office of the Dean, coordinating the phased return of the workforce through a unit Return to Work Plan, posting signage and responding to questions about the process.

The college and unit teams will serve as the primary contacts with the university’s Future Planning Group as they implement the Return to Work process and communicate any potential changes to the plan, should that happen.

Even though many employees were cleared to work on campus previously this spring, under the university's phased Return to Work plan, all employees must be re‑certified.

All employees returning to work on campus will need to receive an individual notification letter.   If the employee was designated essential this spring and has already been working on campus, the  CAS Return to Work Notification Letter Template (for employees identified as essential and already working on campus during March, April and May 2020) [docx] should be used. 

All other employees should receive a letter using the CAS Return to Work Notification Letter Template (for employees recently approved to return in the phased Return to Work Plan) [docx].  

Each employee should sign the notification letter to confirm that they understand the required procedures and have completed the required online training, and then return it to the Unit HR Contact.  Signed copies of the notification letters should not be sent to CAS HR; they should be retained at the unit level.

Employees
  • All faculty, staff and student employees should complete a UofSC Universal Health Attestation Form The Universal Health Attestation eForm allows employees to commit to daily self-monitoring of COVID-19 symptoms.  Effective immediately, the Universal Health Attestation eForm replaces the Daily COVID-19 Health Screening Form.  The form only needs to be  completed one time.
Unit HR Contacts
  • Unit HR contacts should continue to submit the Daily COVID-19 Census Report to CAS HR Office by 10:00 a.m. each day.  Please note that all unit employees must be included in the daily census reports.

Effective communication can help us ensure that all employees returning to work are prepared to follow guidelines that can limit the risk of infection. 

Communications and Messaging

Please use the following vocabulary:

  • Physical distancing (not social distancing)
  • Face coverings (not masks)

If your department has a social media presence, consider posting positive messages as people return to work.

Workplace Signage

The CAS Communications team has developed several new posters to use in your buildings and facilities to encourage the use of face coverings, to help direct the traffic flow within buildings and to encourage social distancing on stairwells and in elevators.  These are available in the CAS online document library and are also linked below.

Please note: The One Way/Wrong Way signs could cause problems such as traffic jams as people get turned around. Check with John Moring, CAS Director of Facilities and Space Planning if you think you might use those signs to enforce traffic flow.

In addition to the CDC posters that have been distributed by University HR, the UofSC Office of Communications and Public Affairs has developed a COVID-19 Communications Resources website containing standard signs and templates for use in university facilities.

You may print these posters yourself or request that they be printed by staff in the CAS Computing and Information Technology area in Gambrell Hall. 

 To order printed posters:
  • Using the links above, select which posters you want printed for your unit.
  • Send an email to David Mullaney (dmullane@mailbox.sc.edu) and provide the title of each poster and requested number of copies for each.
  • You will receive an email when the posters are ready to be picked up.
  • Posters may be picked up from Gambrell Hall – Lower Level, Computing Center.

Feedback Requested:  Please tell us whether these signs work or whether you need additional signage.  We will continue to update or replace these signs based on your feedback and university guidance.

On July 8th, President Caslen announced an updated face covering policy for the Columbia campus.  This policy provides:

  • The university will provide a washable, reusable face covering for every student, faculty and staff member.
  • Employees and students should carry a face covering of their choice on campus at all times so as to be prepared for other environments where a face covering is required.
  • The university will require face coverings inside all buildings, with the exceptions noted below:
    • Students are not expected to wear face coverings in dormitory rooms and individual study rooms.
    • Employees are not expected to wear face coverings when alone in individual offices.
    • Individuals are not expected to wear face coverings when eating in campus dining facilities.
    • University employees who cannot wear face coverings due to health conditions should contact their supervisors.
    • Students who have documented conditions that could be exacerbated by wearing face coverings should submit an application to become registered with the Student Disability Resource Center. Students who become registered with the SDRC will be entitled to reasonable accommodations that may help mitigate issues caused by face coverings mandates.
  • All individuals on campus in outdoor areas are expected to wear a face covering whenever physical distancing (six feet or more) is difficult or the risk of infection is high.

References:

UofSC COVID-19 Safety Guidelines website

The Purchasing Department COVID-19 Supplies website outlines the products available to the campus and the process for ordering and delivery:

  • Personal protective equipment (PPE) supplies are available for departments to maintain the health and safety of employees, and also the students we serve.  Complete the PPE Supplies Order Form to place your order, while using PPE supplies photos for visual reference.  Contact the purchasing department at purcovid@mailbox.sc.edu or call 803-777-2156 for additional support.


CAS Academic Resources

Resources for college academic units and faculty, staff and students related to the COVID-19 Coronavirus outbreak.

To help faculty navigate the challenges of teaching in the classroom during to the current pandemic, the Faculty Welfare Committee and the Committee on Scholastic Standards and Petitions, in conjunction with others across campus, have developed a website to provide guidance to faculty about COVID-19 and the Classroom.

UofSC Keep Teaching website

The Office of the Provost has created the Keep Teaching website to provide support and assistance to instructors who are converting courses currently taught in-person to online.  Information includes:

  • Preparing for course disruptions
  • Communicating with your students
  • Teaching remotely: Tips, tools and resources
  • Blackboard basics
  • Individual and group assistance
  • COVID-19 and the Classroom 

The university has suspended all university-sponsored or affiliated travel, both domestic and international. Please visit the UofSC COVID-19 Faculty and Staff Information website for updated information.

CAS Mission Critical Travel Request Process

Approval for mission critical travel by college faculty and staff, or by a non-employee visitor sponsored by a college unit, may be requested using the process below:

  •  A departmental memo should be sent through the Unit Budget Manager to the CAS Budget Contact at least ten (10) business days prior to the date of travel.  Blanket travel requests will not be approved.
  • The memo should include:
    • Traveler’s name
    • Dates and location of the travel
    • Estimated cost and source of funds (the full accounting chartstring) for the travel
    • Detailed explanation of why the travel is mission critical
    • Approval signature of the unit chair/director
    • If the traveler is a non-employee visitor coming to campus, please note that a copy of the approved SOCR application should also be attached to the departmental memo.
  • The CAS Budget Contact will review the memo and then route it through the appropriate university channels for approval. 
  • If approved, theCAS Budget Contact will forward the approval documentation (the request memo with the Dean’s signature and the approval email from the Travel Office) to the Unit Budget Manager. 
    • Please note:  The Travel Office approval MUST be uploaded as an attachment to the TA and/or Expense Report.  The Travel Office will NOT approve without it. 
    • It is also recommended that the Dean's approval is uploaded for reference.


CAS Administrative Resources

Division of HR Resources

Division of IT Resources

Employee Relations Guidance for Return to Work Planning

Whether an employee returns to work during the summer phased plan process, or continues to work remotely, managers and supervisors are challenged with ensuring the safety and productivity of their employees. Managers must also show flexibility, empathy, and compassion regarding an employee’s needs, feelings, and responsibilities surrounding the pandemic.

The Office of Employee Relations has provided a few resources for managers to include videos and tip sheets to assist them with issues they may encounter with employees during the RTW process.

Deployment Teams and Directors are encouraged to share these resources with managers and supervisors within their units.

Manager Informational RTW Videos

** These videos were recorded May 27, 2020.  Information is subject to change.

Helpful Resource Guides

The Training and Professional Development staff has worked to move several training courses to an online format. Managers may want to take advantage of these trainings by assigning them to employees as appropriate.

For additional assistance with Employee Relations [pdf] matters, unit managers can contact Deputy Chief of Staff Pam Hayes (phayes@mailbox.sc.edu) directly.

  • Administrative Planning Calendar:  All dates and deadlines for the programs listed below have been updated through the end of April.  The online Administrative Planning Calendar has a new COVID-19 filter to show the affected dates to easily identify revised dates.
    • Chair/Director Reviews
    • Dean’s Initiatives (see below)
    • Bilinski Nominations
    • NTT Faculty Teaching Award
    • Theme Semester Co-curricular Programming Grants
  • Dean’s Initiatives:  All internal deadlines for college Dean’s Initiatives have been extended with the exception of the Graduate Assistantship Enhancement Program which was not changed due to the national graduate admissions schedule. End dates for all active Dean’s Initiative awards and commitments in all programs have been extended to December 31, 2020.
  • Dean’s Commitments:  End dates for all current active commitments made by the College of Arts and Sciences' Dean's Office will be extended twelve months from current end date in order to provide stability for faculty research and travel plans.


CAS IT & Technology Support

As the campus adapts to changes brought about by COVID-19 policies and transitions to new instructional models, campus-wide technical resources, including IT support groups in CAS are still available and accessible remotely to users with technology needs.

As of Monday, July 13, the college has begun using the University Service Desk and ticketing system to report IT issues and make IT requests.

To report an issue or make a request, do one of the following:

  1.  Start a chat at http://sc.edu/ithelp  - Click on the blue Chat button
  2. Create a ticket in the system http://sc.edu/ithelp - Enter your info in the Self Service Portal
  3. Speak to a live Service Desk tech at 803-777-4587
  4. Send email to the main college support account, cassuppt@mailbox.sc.edu but this will eventually be phased out. 

College IT support staff have continued to maintain an on-campus presence to support essential workers on campus.  As restrictions are lifted, more technicians are slowly returning to campus as they transition from remote to local support.  We expect to have the full crew by summer’s end.  We will minimize in-person support calls by utilizing remote access tools where possible.

 Q: How do I get technical assistance when I return to work?

A: Continue to email service requests to cassuppt@mailbox.sc.edu for support (your department may have a unique address).  The College has several IT techs on campus, plus others working from home monitoring this account. You may also contact the DoIT Service Desk at 803-777-1800 or enter a service ticket at ServiceNow for issues with account expiration and password lockout.

 Q:  Will the computing labs be open?

A:  There are no plans to open the instructional computing labs during the summer.  We will open all labs for the fall semester in coordination with university guidelines for social distancing.  Remote control software is being added to assist students in accessing specialty software remotely.  

 Q:  How do I reserve instructional computing classroom space?

A: Continue to use the campus 25 Live system to request reservations for classrooms and conference rooms managed by CAS Computing Center.

 Q: Can I access the wide format and specialty printers in CAS Computing Center in Gambrell Hall?

A:  Please contact David Mullaney at mullaney@sc.edu to make arrangements for printing or other specialty services.

 Q: Will lecture capture be available in the classrooms this fall?

A: The UofSC Division of IT is upgrading 450 classrooms with webcams for live-streaming and lecture capture. Blackboard Collaborate is a real-time video conferencing tool that lets you add files, share applications, and use a virtual whiteboard to interact with students. Collaborate opens in your browser, so you don't have to launch other software.  Contact DoIT Service Desk to access the Blackboard Support Center at 803-777-1800.  They can assistance with setting up and using Blackboard and Bb Collaborate.

  • Microsoft Campus Agreement allows for 5 downloads of Office 365 on computers and personal devices, including at home. View the tools available and the DoIT Microsoft support pages for Office 365
  • Adobe Creative Cloud is providing free student access for two months (students notified via email)
  • FinalDraft script writing software is being provided for SVAD students, up to 120 licenses
  • Spectrum Broadband is offering free internet for at-home students on a temporary basis

 

Questions?

Email questions to the Office of the Dean staff at casprog@mailbox.sc.edu.

 


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