Employees

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WORKING AT USI

It is extremely important for the prevention of the spread of COVID-19 that we all practice personal sanitation. Proper hand washing, as well as cough and sneeze etiquette, is important for all. Additional guidance is available from the CDC.

HR PROCESS FOR ALTERNATIVE WORK ARRANGEMENTS/CONSIDERATIONS

The Human Resources (HR) process for submitting a request for alternative work arrangements or considerations is now available for the period between July 6 and the end of the Fall semester, December 22. More information about the process.

FACE COVERINGS

While on the USI campus or University owned and operated facilities, faculty, staff, students, contractors, vendors and visitors are required to wear a face covering when in buildings, including in classrooms. Face coverings must also be worn in open office spaces and outdoor areas where physical distancing is not possible. Face coverings are not required in private offices or when in a space alone.

Cloth face coverings should be laundered regularly.

PHYSICAL DISTANCING

In order to mitigate the risk of spreading COVID-19 to those at higher risk for severe illness, USI is implementing policies designed to create an expectation of physical distancing of at least six feet between people and discouraging large gatherings.

New signage has been added across campus both indoors and outdoors, promoting safe practices, indicating flow of traffic in buildings, and designating where traffic is restricted. Unless previously arranged, employees should refrain from visiting other offices on campus without prior notification. All meetings should continue to be held virtually when possible.

EVENTS AND MEETINGS

Scheduling Fall Events

If you are interested in holding an in-person event at the University of Southern Indiana prior to August 24, 2020, please contact sched@usi.edu for more information. While virtual events are still encouraged, event reservation forms will be opened for new requests by mid-August. A full list of all COVID-19 Event Guidelines, including how to schedule and plan your event, is now available on the Special Events and Scheduling Services website.

TRAVEL POLICIES

All non-essential University travel will remain suspended until further notice. Exceptions to this rule should be directed to the President’s Office or Dean of Students Office.

University golf carts and fleet vehicles should be cleaned and disinfected between use. Number of riders should be limited, and face covering should be used while operating with more than one rider.

MAIL DISTRIBUTION

Mail will be distributed to centralized locations once per day. Departments should choose a centralized location and let Distribution Services know where their location is for drop-offs and pick-ups.

COPY CENTER AND COURIER SERVICE

Copy Services will limit and consolidate its number of campus deliveries and pick-ups. For time-sensitive orders and deliveries, please plan ahead and allow ample time for delivery. Call the Copy Center for further information or with questions: 812-464-1889.

Creative and Print Services' design proofs will continue to be sent digitally when possible. 

COVID-19 SIGNAGE AND FLOOR GRAPHICS

To help with the transition and to promote safety during the current pandemic, new signage has been added across campus both indoors and outdoors, promoting safe practices, indicating flow of traffic in buildings, designating where traffic is restricted and creating an expectation of physical distancing of at least six feet between people. 

USI Facilities and Operations is providing COVID-19 signage templates that can be printed by any USI office area on your satellite copier/printer to be displayed throughout your office areas. 

Four floor graphic options are also available from USI Copy Services. Floor graphics will be charged back to your department at $8 each. More information and Instructions available online.

PROCUREMENT POLICIES

Facilities will be the central purchaser of personal protective equipment (PPE) and cleaning supplies, including hand sanitizer, for the University. Departments are not to purchase their own PPE or cleaning supplies without prior approval from Procurement. New items specific for teaching in new accommodated settings, such as webcams and lip-reading masks, have been added to the Buy USI purchasing catalogs. If you are in need of personal protective equipment (PPE) special accommodations, please email Dan Martens, Director of Procurement, or call 812-887-0551.

BUDGET

On May 28, the USI Board of Trustees approved an interim University operating budget for the upcoming Fall Semester, ensuring all faculty and staff are paid in full through December 31, 2020. The Indiana State Budget Committee has reviewed a 7% cut in state appropriations for all state-funded higher education institutions, which would result in a cut in USI’s appropriation by over $3.4 million. The Board is expected to approve a final 2020-21 budget during its regular meeting November 5.


HEALTH AND WELLBEING

SELF-MONITORING

Students and employees are asked to self-monitor and to check daily for symptoms of COVID-19. A daily screening should include a temperature check and answering the following questions:

  • Do I have a temperature over 100 degrees today?
  • Have I had a temperature over 100 degrees in the past two weeks?
  • Have I traveled to a high-risk area in the past 14 days?
  • Have I been in contact with someone with a known or suspected COVID-19 infection?
  • Do I currently have, or in the past 14 days have I had, any of the following?
    • Cough
    • Shortness of breath or difficulty breathing
    • Or at least TWO of these symptoms:
      • Fever
      • Chills
      • Repeated shaking with chills
      • Muscle pain
      • Headache
      • Sore throat
      • New loss of taste or smell
      • Nausea and/or vomiting
      • Diarrhea
      • A full list of symptoms can be found on the CDC website.

SELF REPORTING

Anyone who answers "yes" to the questions in the daily self-monitoring check or who has been exposed to someone who has tested positive for, or exhibits symptoms of, COVID-19 should fill out the Self-Report Form, remain off campus and contact their primary care physician or the University Health Center at 812-465-1250 for evaluation. Additional plans and forms for exposure and contact tracing are being developed and will be available soon.

EMPLOYEE AND STUDENT WELLNESS

COVID-19 may cause increased fear, anxiety and/or stress. The University provides a confidential employee assistance program through Deaconess CONCERN which provides assessment, short-term counseling, referral and follow-up services for eligible employees and members of their household. Employees and members of their household are eligible for up to eight free visits; additional visits are covered by most health plans.

USI COVID-19 email and phone hotlines are now available. The email address is usi1covid19@usi.edu, and the phone number is 812-464-1990.

Additionally, Human Resources is providing a number of benefits for employees, including waived cost share for COVID-19 testing and treatment and telemedicine; new prescription options; dependent care FSA changes; and CARES Act allowances for retirement plan loans among others. A full list of benefits is available on the HR website.

For students, the USI Counseling Center will continue to offer telehealth counseling. Please note that students must live in Indiana or Kentucky to be eligible for this service (Kentucky slots are limited). Students who live in another state are welcome to contact the Counseling Center for a referral to a provider in their community.


FACILITIES AND CLEANING

UNIVERSITY CLEANING/DISINFECTING PROTOCOLS

University custodial staff will deep clean each office weekly, including desk surfaces that are not covered, and will provide cleaning supplies and hand sanitizer for office spaces. Custodial staff will also provide instructions for cleaning separation shields installed in many areas around campus over the summer. Employees are strongly encouraged to clean and sanitize their own workspace and personal items, frequently. Additional guidance from the CDC is available on proper cleaning protocols.

Custodial will also continue to clean high touch areas around campus. Other high touch items such as newspapers, magazines and brochure racks should not be stocked in common areas. (More University Cleaning and Disinfecting Protocols)

It is extremely important for the prevention of the spread of COVID-19 that we all practice personal sanitation. Proper hand washing, as well as cough and sneeze etiquette, is important for all. Additional guidance is available from the CDC.

BUILDING ACCESS

Accessing Offices Around Campus

Because of risk of traffic congestion and exposure in high-traffic office areas, some offices are restricting access without an appointment. Even for offices that are open, it is highly recommended to call ahead to let someone know you are coming by or to make an appointment. For most offices, appointments can be made by phone or through email.

Common and lounge spaces in buildings will be spaced and/or relocated to facilitate physical distancing. Hands-free door openers have been installed on restroom doors and other high-traffic entrances and exits. Please practice physical distancing and limit the number of individuals in these commonly visited areas at any given time.

Elevators will be limited to single or double occupancy and signage has been installed.


CAMPUS DINING

Sodexo, the University’s food service provider, is taking a cautious, measured approach to give you the flexibility to choose the dining options that make you feel most comfortable.   

See Sodexo’s phased dining approach.

Implemented Changes

Several dining changes will be implemented for the Fall Semester to allow for flexible, safe dining on campus. You’ll want to familiarize yourself with the options and some new safety measures that will affect how you get your meals.

  • All USI dining options are now cashless, so all purchases must be made with an Eagle Access Card or credit/debit card.
  • There will be limited seating in The Loft and UC West Eagles’ Nest dining areas. Additional distanced seating will be available on the second floor of UC East during meal times. Information about how to reserve seating will be posted on the LCD screen outside of The Loft.
  • You must adhere to directional signage in all dining spaces.
  • Face coverings must be worn in all dining spaces. They can be removed for dining but must be put on when you are finished.
  • All dining hours will be posted on sodexomyway.com.
  • Steak n’ Shake will not reopen.
  • Red Mango will not reopen in the Fall Semester.
  • Sub Connection will have a line dedicated to Grubhub. One line will be dedicated to walk-up orders.
  • Chick-fil-A will have a scaled back menu to reduce traffic and assist with physical distancing. The former Steak n’ Shake area will be used for additional food staging and pickup space.
  • Starbucks will be open, but in-person dining/seating will not be available. Reduced seating will be available in the Jazz Lounge.
  • Coke fountains will be contactless with disposable cups. You can also purchase a USI tumbler with an embedded chip at most USI Dining registers. Pepsi products are available through special request at Chick-fil-A, Cyclone Salads and Fiesta Fuego.
  • The deadline to add or change a meal plan is midnight August 23. In order to do so, please email foodmealplans@usi.edu from your USI email account.

And, don’t forget your reusable water bottle! Water fountains around campus have been disabled, but water bottle fillers have been added and will be operational.

RESOURCES

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Specific Services and Facility Plans

Human Resources Benefit Updates

Photography Services

Recreation, Fitness and Wellness Center

Rice Library

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Health and Wellbeing

CDC Website on Coronavirus

World Health Organization

Indiana Department of Health Information

Be Well Indiana

Wellbeing Resource Library from Intensive Care Society

University Health Center

USI Counseling Center

USI Employee Assistance Program

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Remote Working & Teaching Tools

Resources for Working Remotely

Faculty Online Teaching Resources

USI Online Learning

USI Zoom Backgrounds

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Other USI Links

USI Human Resources

USI Public Safety

USI Travel Procurement

Rave Alert Sign Up

University Health Center

The University Health Center (UHC) remains open to provide medical services and health-related information to students, faculty and staff. All individuals are asked to schedule their appointment online or by calling 812-465-1250. The UHC is open from 9 a.m. to 3 p.m. Monday through Friday through August 17 and is located in the lower level of the Health Professions Center.

COVID-19 Testing on Campus

Deaconess Health System has agreed to provide COVID-19 testing on the USI campus in Fall 2020. More information will be provided as it is available.

Questions and Concerns

While many people contributed their expertise and hard work to constructing this plan, we do not expect to have answered every possible question or addressed every concern. The Contact Response Team form will remain online for the foreseeable future, and the entire USI community is encouraged to use it to submit questions or concerns to a wide range of relevant departments.

We all can do our part

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Clean & Sanitize

Maintaining good personal hygiene practices like hand washing and cleaning/sanitizing frequently touched surfaces will help the safety of our community. 

facemasks

Wear a Mask

When you're on campus, you're required to where a mask or face covering when in buildings and classrooms. Wear a mask to protect others, and they'll wear their mask to protect you.

self monitor

Self-Monitor for Symptoms

The USI Community should self-monitor and check daily for symptoms of COVID-19. Anyone with symptoms or who has been exposed to someone with COVID-19, should fill out a self-reporting form, remain off campus and contact their primary care physician for evaluation.

SUMMER COURSES MOVED ONLINE; ON-CAMPUS SUMMER CAMPS AND MEETINGS CANCELED

All academic classes for Summer Sessions I, II and III are being moved online. All on-campus summer camps and meetings are canceled until August 14, 2020, coinciding with the end of the summer academic calendar. Check the USI Calendar for virtual events. 

HR BENEFIT UPDATES

Dependent Care FSA Changes Due to COVID-19
Did you know that you can make changes to your 2020 Flexible Spending Account election if there is a change in your dependent care costs? The cost of coverage rules permit you to make changes to the Dependent Care FSA if there is change in cost associated with a change in provider, rates by a provider or change in work schedule impacting the need for care. If your dependent’s daycare or school has closed to prevent the spread of COVID-19, this would be considered a qualifying life event for those enrolled in a Dependent Care Flexible Spending Account.

How to Take Action
You must notify Human Resources within 31 days of the change in your dependent care. If you’ve notified your HR representative within this time period, you will be given the opportunity to adjust your election for the year.

Qualifying event change form

CARES Act New Allowances

Making a retirement plan/account distribution/withdrawal: Participants are able to take a retirement plan/account withdrawal through December 31, 2020 without the 20% mandatory federal tax withholding or 10% early withdrawal penalty.

Taking a retirement plan loan: Through September 23, 2020, eligible loan amounts are revised from 50% to 100% of vested balance, up to $100,000 (still requires collateral for collateralized loans). Through December 31, 2020, participants can request a suspension of loan repayments up to one year.

Required Minimum Distributions (RMDs) for 2020: RMDs may be suspended for 2020, allowing opportunity to recoup any market loss and savings to build back up.

IRA Contributions Deadline: For 2019, the tax year IRA contributions deadline has been extended to July 15.

New developments regarding benefits are posted on the HR Benefits website.

STUDENT FINANCIAL SUCCESS CENTER OFFERING SUPPORT FOR STUDENTS AND EMPLOYEES

Did you plan for an emergency lasting three to six months? Wondering how you will be able to stretch your financial resources to get through COVID-19? The Student Financial Success Center (SFSC) is here to walk with you through these troubling times. The SFSC provides virtual peer mentoring and support services to advance financial literacy and wellness among students and to promote their retention and success.

In light of the current situation, the SFSC is also offering its support to the University community by making its services available to employees through virtual meetings at no charge.

You can find more information by visiting the Student Financial Success Center online.