Current, approved flexible work arrangements will continue. As we transition from the initial phase of the Policy, Deans and Vice Presidents will be reviewing current flexible work arrangements for their units and may make modifications to meet unit needs. To modify a flexible work arrangement or submit a new arrangement, please do so in Workday. You’ll find complete step-by-step instructions in this job aid.

I want to thank the more than 600 staff and managers who participated in the survey. Your responses confirmed that eligible employees are making use of the policy, appreciate it, and feel that it provides benefits to them and the University. View the summary of the survey results.

More than 300 comments were submitted, including suggestions for improving communications about the policy, assuring that it is implemented equitably, increasing the number of days allowed for remote work, streamlining the administration of the policy and expanding access. During July and August, Human Resources will review these recommendations and identify enhancements to how the policy is implemented. Any modifications will happen during the fall semester.

I would like to thank Lap-Pun Lam and Masela Obade in Institutional Research for their assistance with the survey.

The Flexible Work Arrangements Policy is quite detailed, and the University encourages employees to read it carefully and discuss their options with their supervisors. Questions about the Policy may be directed to the general Human Resources mailbox at hr@montclair.edu.

David L. Vernon
Vice President for Human Resources

Offices Will be Open to Meet University Commitments

In light of the fact that the University community has high vaccination rates (more than 93%) as well as a robust set of safety protocols, the University expects all employees who have on-campus job duties and assignments to fulfill those duties. We are adopting this approach to maintain safety while ensuring that the University meets its commitments to students, colleagues and the community.

The Flexible Work Arrangements Policy remains in effect. Employees with approved flexible work arrangements should continue to follow those arrangements.

Please be aware that the policy permits employees to request a short-term flexible work arrangement (less than one month in duration) subject to the operational needs of the unit and supervisor approval. Such arrangements must be documented in writing. An email describing the arrangement and including supervisor approval is acceptable documentation. Please read the policy statement for more details.

Employees who are unable to fulfill their on-campus job duties or assignments for reasons other than illness, approved leave, or COVID isolation/quarantine, must charge personal time off.

Where to Get a Test

You could have the virus in your body without having any symptoms, and you might unknowingly infect a family member, coworker, neighbor or friend. Our health experts report that in many recent cases among our campus community, the infected person either didn’t have symptoms or thought that they had a cold or allergies. So to slow down the spread, don’t take a chance – get a test.

The University strongly recommends that all members of the campus community get tested for COVID-19 no more than 72 hours before returning to campus after the winter break.

All employees and students can be tested at no cost in the on-campus testing center in Webster Hall. It should be your first stop when you get back to campus. Or you can be tested before you come back to campus and submit the result to . Please note, students and employees with approved exemptions from vaccination for medical or religious reasons must continue to use the Webster Hall testing center.

On January 1, the State of New Jersey opened a large testing site in East Orange that offers free PCR tests for all New Jersey residents. Visit the for details. In addition, a number of localities are opening or expanding testing facilities for the public. Read to learn more. For more information about how to find testing sites or to have a home test kit shipped to you, visit the New Jersey Department of Health’s or call 211.

Make Sure you are Fully Vaccinated

Being fully vaccinated means getting a booster shot if it has been more than two months since your Johnson & Johnson (or other single dose) vaccine or more than six months since your second dose of the Moderna or Pfizer vaccines. A booster dose helps your body fight off the virus if you get exposed to it and significantly moderates the symptoms if you are infected.

The Essex County Health Department will be on campus to provide free vaccinations, including boosters, on Thursday, January 20. All employees and students, and any resident of Essex County, can use the clinic.

Even better is to get boosted or vaccinated immediately at one of the Essex County vaccination sites, or you can choose another convenient location. To find a vaccination site near you, send a text to 438829 with your zip code, and the nearest vaccine sites will show up.

Please remember to upload a copy of your vaccination card to VaxCheck after you’ve received your booster shot.

Testing and Vaccination During Employee Work Hours

To make it easier for employees to get tested or vaccinated/boosted, President Koppell has empowered supervisors to adjust employee schedules and job duties to allow for reasonable time away from the job for testing and vaccination during scheduled work hours. Accrued leave does not have to be charged for this purpose.

Wear Your Mask

The virus that causes COVID-19 spreads from person to person through the air, in the tiny droplets that we all exhale. Wearing a properly-fitted cloth mask over your nose and mouth protects you from spreading the virus and from breathing it in from someone else. Many of us don’t particularly enjoy wearing the mask, but doing so is a way to show others that you care.

Do Hawk Check

Hawk Check is one of the most important ways that our health-care providers find out about potential cases. Reporting your risks and symptoms accurately – and promptly – gives them a head start on helping keep the virus under control.

Remember to complete the Hawk Check self-screening application consistently. Do it every workday, Monday through Friday, and on any weekends or holidays on which you plan to come to campus. If you live on campus, do it every day. If Hawk Check gives you the thumbs up, come to campus. If it tells you not to come, then please stay home and wait for a phone call from one of our health care providers, who will advise you on next steps.

Stay Home if You’re Sick

At Montclair, we like to share things – but not our germs! Any time you’re not feeling well, regardless of whether you have COVID-19 or something else, stay home, rest and recover before coming back to campus. It’s one more way we show that we care about the people who make up our cherished community.

Thank You

All of us have a role to play in reducing the spread of the virus and helping to keep each other as safe as possible.

The health of our University community is a public good that we create and maintain together by taking actions that advance the collective interest – even if they may sometimes feel burdensome. Our students – and the communities that we serve – depend on us to be there for them. So during this time when cases are on the rise, each one of us must do our part to control the spread of the virus.

The detailed policy comes in response to requests from employees, says David Vernon, vice president for Human Resources. “We took into consideration our experience since early 2020, what we were hearing from our employees, and what other universities are doing. Our goal was to fashion a policy that provides staff with flexibility, where it is practical, while also maintaining a high quality of service to our students and preserving the vibrant campus life that Montclair is known for.”

Vernon adds the new policy addresses the priorities of employees, helps attract and retain talented people in a competitive labor market, and enhances environmental sustainability and the efficiency of University operations.

Before the pandemic, the University, like many employers, expected staff to perform their jobs on campus. “While there are many advantages to working on the campus, our experiences during the last 18 months have shown that many employees performed well while working remotely,” Vernon says. “We are entering new territory in which employees want flexibility regarding their work arrangements. This policy permits us to address employees’ interests, and it will evolve over time based on what we learn.”

The policy does not apply to instructors, Civil Service employees in positions deemed essential, and roles where remote working is not practical, including police officers, health care providers and residence life staff. Also ineligible are employees who have active disciplinary actions in force, or whose performance has been documented as unsatisfactory.

Eligible employees who want to be considered for a flexible work arrangement should discuss it with their supervisor. Employees may learn about how to submit a request through Workday by accessing the Flexible Work Arrangements web page. The request needs the approval of both the supervisor and the dean or divisional vice president, who will determine if it meets the needs of the work unit and the University.

“It’s important to remember that flexible working is not right for every job. Each request will be looked at carefully and evaluated based on the position and the needs of students, the unit and the University,” Vernon explains.

The policy permits supervisors to rescind flexible work arrangements if they’re not successful, and to call employees in to work on the campus if circumstances require it. Approved flexible arrangements can last for up to six months, and then need to be reviewed and reapproved. Employees who currently have flexible work arrangements must request a continuation using the new request form, no later than November 8.

While on a flexible work arrangement, staff members are expected to be available during work hours, to promptly check and return phone and email messages, and to make it easy for other people to find them by publishing their off-site contact information in their email signature and outgoing voicemail message.

Employees working from an off-campus location are also expected to participate in meetings by Zoom or other channels as established by their supervisor, to dress professionally during Zoom and other video conference platforms, to protect the confidentiality of University records, and to follow all University policies, including those related to IT, information security and financial controls.

Employees may use University-provided laptops and office supplies when working off-campus. The University is not responsible for costs employees may incur to work at an alternate location, such as office furniture, Internet access, utility bills, or renovation of space.

The new Flexible Work Arrangements policy is quite detailed, and the University encourages employees to read it carefully and discuss their options with their supervisors. Questions about the new policy may also be directed to the general Human Resources mailbox at hr@montclair.edu or to Jill Pustelniak at pustelniakj@montclair.edu, 973-655-4227.

In a time of unprecedented crisis, many higher education institutions are faced with increased concerns regarding the well-being of students and staff and the challenges they face with COVID-19. The University continues to find ways to provide our community with the latest information and helpful resources to support the campus community.

We strive to provide ongoing resources to keep the campus community informed and to maintain overall safety and continuity of operations. Refer to the Restart Employee Resources for additional details and frequently updated information about wellness and working remotely for all employees, managers and parents. We hope that our employees and their families find this web page to be a useful source of information as we work to keep our campus and surrounding communities safe during the COVID-19 pandemic.

Please note that these are optional resources and are not necessarily endorsed by ����vlog.

Wellness Resources

Mental Health Association of Essex and Morris County (NEW)

•  As the pandemic continues and many workplaces and schools remain closed, anxiety is on the rise. The Mental Health Association emphasizes the importance of caring for ourselves physically and mentally and has tips and resources for coping with stress.
•  hosted by MHA where they explore topics such as:
  • Why the Show Must Go On…Creativity & Your Mental Health
  • 12 Stepping for Wellness
  • Women for Wellness
  • Family Support Group

Calming Podcasts to listen to if you’re feeling anxious right now (NEW)

Here are six podcasts by psychologists or coaches with 5-star reviews on Apple Podcasts that are addressing coronavirus anxiety and stress.

CONCERN — Employee Assistance Program

These global events can produce a wide and fluctuating range of emotional responses, which may vary from person to person. As always, ����vlog Employee Assistance Program provides free support services for all of its employees and their families to consult regarding any distress, through CONCERN, . To schedule a confidential appointment, call CONCERN at 800-242-7371.

Professional Development

Finding Time to Better Manage Your Time – In this four-part series focused on  in our new reality, here is some practical advice on how to better lead ourselves through structuring our day to feel better, work more effectively, and adjust to our new reality by actively designing our new reality rather than feeling that the new reality is designing us.

ITDS Course Registration for Faculty and Staff – While continuing to work remotely, take advantage of Information Technology services for Technology Training and Support.

• Google Apps
• Microsoft Office
• Adobe Acrobat
• Zoom

Faculty may refer to Teaching during University Closures for Live On-Line Training and Support with ITDS Online Training Workshops providing a series of online training workshops and web-based resources.

• Teaching Online for Academic Continuity
• Canvas Web Conferencing
• Using Panopto for Teaching Online
• Introduction to Canvas
• Leading Effective Discussions, Teamwork and Collaboration in Canvas
• Designing Assignments, Quizzes & Tests in Canvas

Tips & Tokens

Give a Yoga Mat to a Friend – Consider giving a yoga mat as a well-being token to someone you care about. If you already have one, roll out a yoga mat and take a break, stretch and breathe! Regardless of your level of yoga expertise, meditation and breathing can help you feel better from head to toe. Yoga and meditation offer physical and mental health benefits for people of all ages including relieving stress, relaxing the mind and improving well being. Check out this Virtual Yoga Class from Campus Recreation!

Cook book – Pick up a new cookbook. The shift to family meals is one of the silver linings of the pandemic. Cooking inspires immediate family members to work together and is emotionally, as well as physically, nourishing.

Questions

Please contact Keesha Chavis, Assistant Vice President for Learning, Development and Performance at chavisk@montclair.edu for any questions related to these resources.

We encourage you to take advantage of the resources provided on the website as your schedule permits. Additional resources will be added on an ongoing basis, so please continue to visit the site for updates.

Wellness Highlights

• The New Jersey Division of Pensions & Benefits (NJDPB) created a COVID-specific resources page available to members. There is coverage information for State Health Benefits Program/School Employees’ Health Benefits Program plus additional behavioral health resources (e.g., Joyable – digital mental health solution available to members at no cost with one-on-one coaching and a personalized 8-week BH program) and wellness resources (e.g., Wellbeats – complimentary membership to at-home fitness video and content).
•  Cornerstone Cares (a College University Professional Association for HR recommended website) is a free online public learning platform where you can access essential training. Focused on the biggest issues of today, Cornerstone Cares offers information, resources, and best practices to help you learn, adapt and support others. Courses include: Promoting self-care and helping you manage stress; Helping you be productive while working remotely; Recognizing and Mitigating Unconscious Bias.

Zoom Resources

Are you looking to enhance your Zoom meetings or simply need a refresh on Zoom basics?

Human Resources’ Learning, Development and Performance team supports your ongoing success as we continue to navigate work in a predominantly virtual environment.

As a reminder, Zoom provides a wealth of resources that all ����vlog employees can access and utilize. You have the option to register for live training sessions or watch pre-recorded webinars to learn both basic and advanced Zoom skills, which can help you to enhance your presence on a Zoom call, host more meaningful virtual meetings, and engage better with your remote team.

Zoom Highlights

The following resources can also be found via :

• Zoom FAQs

Please note that these are optional resources and are not necessarily endorsed by ����vlog.

Questions?

Please contact Keesha Chavis, Assistant Vice President for Learning, Development and Performance at chavisk@montclair.edu for any questions related to these resources.

HR Learning, Development and Performance is committed to providing resources to support ����vlog’s managers, therefore we will continue to update the website to include helpful and informative tips and tools to assist in engaging your workforce. Looking for a customized employee training for your team? Complete our Customize Learning Request Form and a Learning & Development representative will follow up with you.