Administration & Finance COVID-19 Information

The first step in preparing our work environments for your return to campus is an assessment of work spaces. Departments heads will receive guidance on how to assess the environment within the week. The second will be ensuring social distancing in common areas is adequately marked and posted.
The phased return to on-campus work plan will follow these steps:
Step 1: Manager completes Social Distancing Assessment and Modification Request Form.
Step 2: Manager sends Return to On-Campus Work Employee Questionnaire to their employees.
Step 3: Manager submits both the Social Distancing Assessment and Employee Questionnaires to their supervisor. It goes up the hierarchy through their respective vice president and the Operational Continuity Health and Safety Team.
Step 4: Human Resource Services notifies supervisor of status for all employees based on results of completed Employee Questionnaires.
Step 5: Operational Continuity Health and Safety Team notifies vice president, supervisor and manager of return to on-campus work date and shares password for New York State Return to Work video.
Step 6: Manager notifies employees on date to return to on-campus work.
Step 7: Employee watches New York State Return to Work video.
Step 8: Employee returns to on-campus work.

Any questions regarding the return to on-campus work plan should be sent to the Operations Continuity Health and Safety Team.

Contact The OCHS Team

Daily Health Screening

Employees should complete the health screening form before reporting to work. This online form is to be completed by the employee only.

Frequently Asked Questions

Where does the form go?
A copy of results are emailed to the person completing the form and their supervisor.

Who receives the submission of the form, Supervisor and employee?
The employee and supervisor receives the completed form after submission via an email from [email protected].

Is it secured?
Yes, this form requires CAS authentication.

Is there a paper version of the form?
Yes. See below to print the paper form.

COMPLETE THE DAILY COVID-19 HEALTH SCREENING (online form)

Print the Daily COVID-19 Health Screening Form

Print the Weekly COVID-19 Health Screening Form

DAILY COVID-19 HEALTH SCREENING FORM

Print the Daily COVID-19 Health Screening Form

Print the Weekly COVID-19 Health Screening Form

Return to On-Campus Work Employee Questionnaire

NYS Return to Work video (password shared upon approval for on-campus work)

Return to ON Campus Work Frequently Asked Questions (updated July 9th)

SELF-SERVICE CAMPUS SIGNAGE

Sponsored Research and Programs and Academic Affairs have developed the following process to ensure we meet Research Foundation and campus requirements. If you have already completed a previous iteration of the process you are not required to repeat any steps already completed.

Note: SUNY Employees who are on RF payroll only during the summer should use the SUNY version of the daily screening form.

All Investigators must complete the following Steps:

Step 1: Complete SUNY Plattsburgh — Return to On Campus Research Form

Step 2: Attach a Safety Plan (template follows the approval section of the above form)

Step 3: Complete Social Distancing Assessment and Modification Form (even if no modifications are necessary)

Investigators are responsible for routing the form to their dean (following the order of approvals). The dean will route the form to the Office of Sponsored Research who will route the form to the VP Admin & Finance/RF Operations Manager.

Once approved, the following needs to occur:

Step 4: Everyone must watch the NY State video before returning to on-campus research (password shared upon approval to return to on-campus research)

Step 5: *DAILY* employees returning to campus must complete the appropriate COVID-19 health screening form.

SUNY Employee DAILY COVID-19 Health Screening

Research Foundation Employee DAILY COVID-19 Health Screening

NYS Return to Work video (password shared upon approval to return to on-campus research)

• Buildings will remain locked until further notice. Employees are to use their keys to access the buildings. If they do not have keys they should speak with their Supervisor.
• University Police, the student health enter and the Service Building hours remain unchanged.
• The Angell College Center will now be open from 7 a.m. to 8:30 p.m. on Monday through Friday and 8:30 a.m. to 8:30 p.m. on weekends
• All other academic and administrative buildings will remain locked during regular business hours. Such buildings will only be accessible to employees and other authorized officials with keys or access cards.
• Employees who need access to locked buildings to perform their job duties should notify their supervisors. Supervisors should contact the Maintenance and Operations Center (MOC) at 518-564-5044, which will coordinate access requests.

Academic Affairs
Classroom and Customer Support Services
Computer Information Systems
Computing Systems and Desktop Support
Helpdesk
Network Operations
Technology-Enhanced Learning

Administration and Finance
Capital Planning and Construction
Central Heating Plant
Dining Services
Grounds Maintenance
Janitorial
Mail Center
Maintenance and Operations Center
Maintenance Trades
Warehouse

Enrollment and Student Success
Angell College Center
Campus Housing and Community Living
Emergency Management
Student Health and Counseling Center
University Police

The COVID-19 pandemic has resulted in severe financial consequences to New York state that demand prompt action.

SUNY has provided guidance stating that colleges are to take steps to reduce spending. Immediate actions that we are taking:

• All recruitments and hiring are put on PAUSE until further notice. This means that no salary offers will be extended to candidates without the president’s authorization. The college has identified our two vice president recruitments as critical to the college and they are proceeding forward.

Go To Our Hiring and Spending Q&A

We are also instituting a new hiring and salary program for non-teaching positions. All non-teaching positions will need to be reviewed by the respective vice president, cabinet and the president in advance of any recruitment activity. Our goal is to ensure campus resources for positions are managed in a fair and consistent manner and in alignment with our priorities.

• Hiring and Salary Program for Non-Teaching Positions
• Classification Assessment Proposal
• Pre-Recruitment Form

Go To Our Hiring and Spending Q&A

Any employee who is sick should STAY HOME. Any employee experiencing the following symptoms:

• Fever
• Cough
• Shortness of Breath
• Respiratory infection/distress

should report that information immediately to their supervisor and Human Resource Services (HRS) at [email protected].

HRS is required to obtain additional information from the person experiencing symptoms that may be COVID-related, and submit that information to SUNY.

Human Resource Services will notify facility janitorial staff so they can clean and disinfect the suspect work area.

Learn more about Employee Testing & Protocols for COVID-19

Two School of Business and Economics faculty members — Wanda Haby, lecturer in supply chain management and international business, and Cristian Balan, coordinator of the Center for Cybersecurity and Technology — suggest several ways to make work and studies productive.

Read the full article

Restoring full campus operations is dependent upon our region meeting certain criteria. As we transition our employees back to campus, those that remain at an alternative location do not need to renew their previously existing Temporary Work Agreements. Supervisors are expected to continue making weekly reports of employees at alternate work locations.

We have received news from the Governor’s Office of Employee Relations that the statewide telecommuting pilot program has been extended through July 17, 2020. However, as offices are approved to reopen, employees can be brought back to work on campus prior to that date.

Learn more about temporary work agreements

In an effort to clarify the term “essential” for the purposes of the COVID-19 situation, a chart has been created to help with this designation and can be found here: Supervisor’s Guide to Employee Designation
Any changes in employee designation should be reported directly to Sarah Reyell in Human Resource Services via email at [email protected]. Changes will prompt an updated notification to the impacted employee and their supervisor via email by the end of each day.

Learn more about essential employees

Classrooms, offices and common areas are cleaned nightly utilizing one or a combination of two methods.

Hand Cleaning with a Commercial Disinfectant

Hand cleaning is occurring with the commercial disinfectant, ChemiCenter II #5 bathroom cleaner and disinfectant
This product is applied via spray bottle and is applied directly and wiped with a rag. Applied to all hard surfaces including but not limited to teaching stations, tables, desks, hard chairs and door knobs.

Electronics such as keyboards, mouse are wiped with a rag containing the product.

Electrostatic Disinfection

Electrostatic disinfection is performed with a battery powered hand held sprayer. This technology utilizes a dilution of BRUTAB 6S disinfectant tablets. Applied to all touch surfaces including but not limited to doorknobs, teaching stations, keyboards & mouse, desks, seating, tables and all hard surfaces.

Both products used are highly effective, safe and commonly used to disinfect hospitals and commercial buildings.

Once cleaned, blue painters tape is placed across the doorknob indicating the space has been cleaned.

Bathrooms are cleaned one or more times a day based on usage. Due to the frequency of cleaning and use, blue painters tape is not used on bathroom doorknobs.

You will notice strips of tape across doorknobs on campus. Although simple, this important measure will help keep our campus clean and safe, promote transparency, and ensure our janitorial staff focuses their efforts on areas of greatest use.

How does it do this? If you enter a room with a strip of tape on the door, discard the strip of tape. This helps our janitorial staff identify the rooms that have been in use and need to be cleaned. As remote work increases, the rooms not in use also increases.

So remember: A room with tape on the doorknob has been cleaned. A room without tape on the doorknob will need to be cleaned.

Cleaning supplies (bucket with disinfectant, gloves, and paper towels) available in the lobby area on each floor of our buildings. You can use these supplies to clean your work area as needed. We ask that you wipe the handle of the bucket and return the cleaning supplies to the lobby for the next person to use after you are done. As supplies are used, Janitorial staff will refill/replace items.

Please note that regular cleanings by Janitorial Staff will continue as usual.

Based on the President Enyedi March 20, 2020 email, and in order to promote social distancing and to prevent the mail room staff from being exposed to, or potentially exposing others to COVID-19 if they become infected, the following operational strategy will be put in place the following changes will be implemented effective immediately:

General Operations
The Mail Center will remain open, but the door will be locked. A sign will be put on the door that indicates this change.

Daily Mail Delivery
Daily delivery of mail to individual departments will cease, except for those limited student facing departments (see below). In order to support business continuity, departments are to have a representative pick up mail at the warehouse between 8 a.m. – 3 p.m., for the entire department. When the department representative arrives they will be asked to indicate their name, what department’s mail and packages (if small enough to carry) they are there to pick up. They then will be asked to retrieve the mail from the appropriate bin.

Sending Campus and USPS Mail
Outgoing department mail can be brought to the Mail Center at any time and put in the bin located outside of the main entrance of the Mail Center.

Outgoing Mail
Outgoing mail that needs to be metered and sent to the post office needs to be bundled with a rubber band and have one of the pink mailroom department cards or a post-it note attached to it with the account number to charge. Before departing, please knock on the door to ensure mail room staff are aware of the drop off.

Sending UPS and DHL Mail
If a department has a package that needs to be sent via UPS or DHL, a clearly addressed package and a post-it note with the account number to be charged needs to be attached. The package should be brought to the mail center and the representative should knock on the door, receive acknowledgement from the mail center staff and then leave the package outside the door.

Other
All mail that has not been picked up will be stored in the warehouse for future pick up.

The Mail Center and warehouse staff are here for the campus. If you have any questions please contact us at 518-564-2057

Faculty and staff can conveniently obtain necessary office supplies for working on state business from home, safely. Effective immediately, employees needing office supplies can pick up any of the following items at the warehouse in the Service Building:

• Binder clips
• File folders
• Highlighters
• Note pads (8’’ x 11’’)
• Paper clips
• Pens
• Pencils (Mechanical)
• Post-it notes
• Printer paper

Effective with paychecks dated April 1, 2020, direct deposit advices (pay stubs) were mailed directly to employees from the Office of State Comptroller. This is to reduce employee interactions on payday.

If you received your payroll advice and thought you had opted out of the paper version, it means that you did not. Please take a moment to do so now through NYS Payroll Online. Instructions below. This will save the campus money in postage and processing costs.

As previously announced, actual paychecks are also directly mailed to employees from the Office of State Comptroller. Employees should verify that their mailing address is current by using the SUNY HR Self Service.

The COVID-19 pandemic has resulted in severe financial consequences to New York state that demand prompt action.

SUNY has provided guidance stating that colleges are to take steps to reduce spending. Immediate actions that we are taking:

• All non-critical expenditures are suspended. If there is a critical expenditure, it will need approval from your respective Deans, Vice President and the President.
• Critical expenditures include the following:
  • Health or Safety
  • or Summer Course Delivery
  • Student Enrollment Recruitment
• A requisition must be used for all expenses effective immediately.
  • A new purchase requisition has been developed that allows departments to identify the expenditure type and to include a written justification for the need.
  • This directive includes all P-Card and T-Card expenses. As such, the dollar limits for these cards have been reduced to $1.00.
• Purchase and Payments should follow these procedures:
• Requisitions for new services or goods must be submitted first to the respective Dean and Vice President for review of criticality and approval. Upon approval, the requisition is to be forwarded to the Office of the Vice President of Administration and Finance for review and approval.
  • If the requisition is less than $5,000, the vice president for administration and finance is the final approval.
  • If the requisition is $5,000 or more, the vice president for administration and finance will obtain the president’s approval in advance of purchase.
• Requisitions for new ongoing/recurring monthly expenses should be prepared for the anticipated total amount through the end of the fiscal year and submitted to the respective dean and vice president for initial approval of the expense. Upon approval, the requisition should be forwarded to the Office of the Vice President of Administration and Finance for review and approval.
• Invoices for services or goods already received should be processed as follows:
  • If the invoice is for goods and services under an existing contract or purchase order, invoices are to be submitted to Accounts Payable.
  • If the invoice is not supported by an existing contract or purchase order, a requisition must accompany the invoice, and submitted to the Office of the Vice President of Administration and Finance for approval.
• In order to ensure purchases are expedited, please be sure to include documentation supporting costs (e.g. invoice, quotes, price list, etc.) with your requisition.

Use the Updated Purchase Requisition

Read the Hiring and Spending Q&A

Review The Spending Approval Flowchart

Only critical student positions will be considered and require Vice President approval.

In response to the COVID-19 pandemic, SUNY Plattsburgh transitioned all Spring 2020 classes to distance learning and required most students to vacate the residence halls after spring break. Student Financial Services is currently in the process of crediting eligible fees (e.g. room, meals) on spring bills for affected students. Learn more about how we are crediting students as a result of COVID-19.

Learn More

Summer study abroad and faculty-led trips are cancelled.

All other campus sponsored or funded travel is restricted until August 1, 2020. No out-of-state travel is permitted at this time. In-state travel is restricted to critical operational travel only. This includes travel for health and safety, student recruitment, or to meet contractual or legal obligations. Travelers must submit a travel authorization with a justification of the need and receive approval by their respective vice president before going on any state-funded or sponsored travel.

No determination has been made on travel after July 31 at this time and no travel authorizations should be submitted at this time.

COVID-19 Travel Guidelines