Table of contents
Office protocols

In order to keep our community safe and help “flatten the curve” of the COVID-19 pandemic, we have developed the following requirements for the COA workplace. 

  • If you have underlying conditions or are in a vulnerable group, you should be working off-campus at this time.
  • Supervisors will limit the number of people working in any one space as much as possible by staggering schedules or other means. Staff members’ work stations must be at least 6 feet apart.
  • Stay at least 6 feet apart at all times through all indoor and outdoor spaces including halls, stairwells, parking lots, and offices.
  • If you have any symptoms (sore throat, cough, fever), do not come to campus.
  • Please follow the college’s travel protocol – if you or someone you live with has traveled: https://www.coa.edu/news/covid-19/travel-visitors/

 When working at the office:

  • Wash hands immediately after entering the building, before entering the office.
  • Use gloves or paper towel to open door handles. If you use your bare hand to open/close a door, disinfect the door handle immediately.
  • Please limit your activity to those areas where you need to be: your personal workspace, the printer, etc. Do not use anyone else’s desk, phone, or computer.
  • Shared equipment/spaces: use gloves when handling shared equipment during the day (such as printers, microwaves, door handles) or immediately wipe down with disinfectant after use.
  • The last person in each office each day should disinfect shared equipment such as the printer, microwave, refrigerator, light switches, and door handles prior to leaving. 
  • Wash hands upon exiting the office. Recommended: wash/disinfect your hands again as soon as you return home.
  • Supervisors may have further protocols for specific circumstances in their offices. Please discuss these with your team.
  • If your office needs specific protective/disinfecting tools (such as gloves, wipes, etc.), contact B&G to request supplies. 
IT issues

In an effort to help users resolve issues as quickly as possible, all IT questions and concerns should be sent via email to helpdesk@coa.edu . The IT department will triage support requests.

Phone usage from off-campus
  1. How to change your message on your work phone to tell people to call you at home:
    1. Contact IT at helpdesk@coa.edu  for instructions
  2. Using the call handling option on the COA phone system from your office (must have Mitel app on your desktop):
    1. Use your program search feature to see if you have Mitel Connect app loaded on your COA computer
    2. If so, open it.  If not, you will have to use method #1 above
    3. If you’re asked to Log In and don’t remember your username and password, ask the IT helpdesk at helpdesk@coa.edu
    4. If you are already set up, your account will open
    5. Click on the settings widget to the right of your name
    6. Click the “call routing” menu item. This is most likely set to “available,” “incoming calls are routed to your desktop,” and “no phone selected to simultaneous ring.”
    7. On the right-hand side of the box, click the first green button that says “change” (do not hit the Start Wizard; it’s the button just below that)
    8. At the top of this new page, you will see a gray box that says “availability routing.” Underneath that, check the box that says “also simultaneously ring these numbers”
    9. A new box will open for you to enter your landline and/or cell phone #
    10. Once you have done that, click SAVE
Hosting meetings from afar

Supervisors, committee chairs, and others can host meetings remotely via these free and easy-to-use platforms:

Zoom:  Zoom is a remote conferencing service that combines video conferencing, online meetings, chat, and mobile collaboration. Normally, only the first 40 minutes is free, but the company is extending that during the coronavirus pandemic (Pam Mitchell is also getting 50 Zoom Pro licenses which will mostly be used for teaching. More on that later). Have your employees download the Zoom app. It’s quite simple to set up and invite people to a meeting. Here’s how to host a Zoom meeting.   

Google Meet: Google Meet is another video conferencing app. Google Meet application for PCs is here, and for Apple products (phones, iPads,etc) is here. You can also take notes and chat on the site. To start a meeting, in a web browser, enter https://meet.google.com and follow these steps:

  1. Click Join or start a meeting.
  2. Enter a nickname or leave it blank to start your own meeting. Click “continue.”
  3. Click “join now.”
  4. To add someone to a meeting, choose an option: Click “copy joining info” and paste the meeting details into an email or another app.

Slack: Slack is great for keeping in touch with your employees and committees in real time. However, it does not provide video or audio conferencing — rather, it is like instant messaging. Slack offers chat rooms (channels) organized by topic, private groups, and direct messaging. Content, including users,files, and conversations, is all searchable within Slack. Slack’s free plan allows only the 10,000 most recent messages to be viewed and searched. Get started here .

Business office information and solutions

The Business Office has changed practices due to COVID-19, especially with an eye toward making the system easier for employees while off campus. The doors to the business office will be locked; all transactions should occur over email or by phone.

We are simplifying the timesheet process and reducing the need for paper while many employees work off campus. As such, all hours should be submitted via email, by supervisors only. We will still be following regular payroll deadlines.

Student timesheets: We are longer using paper timesheets. Instead, supervisors should email businessoffice@coa.edu with:

  • A list of the students who worked during the pay period, how many hours worked by each, and the pay period end date
  • The list should include full student names and the budget number to be charged for each
  • If a student works for more than 40 hours in a pay period, you must also include weekly totals for both weeks of the period
  • This email must come from the supervisor (your COA email please) and note STUDENT TIMESHEETS in the subject line
  • Submit the hours NO LATER than 8 am Monday when hours are due

Staff timesheets:  Similar to the student timesheets, supervisors should submit to BusinessOffice@coa.edu :

  • A list of who worked during the pay period, how many hours worked by each, and the pay period end date
  • The list should include full names of staff and the department to be charged, if not a standard COA department (record the number if a grant)
  • If in one week the employee has vacation, personal, or other types of time paid that is not standard work time, please not that
  • Submit the hours using your COA email, and note STAFF TIMESHEETS in the subject line
  • Please remember that for regular staff, hours should total what they were hired for (full-time staff should have hours that equal 70 for two weeks, etc.)

Budget transfers: Budget transfers should be submitted to the business office email and in the subject line please note BUDGET TRANSFER. Submit these from your COA email, and in the email please include: 

  • Amount:
  • Budget to be charged:
  • Budget to be credited:
  • For:

If you have one of our paper budget transfers and want to complete it and scan it to the business office, that is fine too.

Payment vouchers/expense reports: These should also be submitted to the business office email and in the subject line please note PAYMENT VOUCHERS.  Submit these from your COA email, and in the email please include:

  • Who to pay (full name):
  • Amount:
  • Why/when/where:
  • Budget to charge:
  • Address to send check: 

If there are any receipts to go along with the payment voucher, please attach a copy to the email.  Additionally, if this is for a new vendor, please submit a W-9 along with the voucher. If you have one of our paper payment vouchers and want to complete it and scan it to us, that is fine too. 

We are trying to continue to do a weekly check run, however if this changes we will let you know as soon as possible.  Please give us all the necessary information to process a check as communication could be delayed during these times. Remember, reimbursements must be turned in to the business office within 60 days of the expense.

Invoices/credit card bills/purchase orders: COA will still be processing mail and receiving invoices. As many employees will be off campus, we are asking the mail room to send all invoices received (when one can tell it is an invoice) directly to the business office, even if it is addressed to another office. We will email the manager the vendor name and amount, and ask for approval from you.

We want to make sure we only pay what is a legitimate COA expense, so if you are unsure about the invoice, let us know and we will scan you a copy. If you have an invoice and can scan it to us, please do so and put INVOICE in the subject line.  At least for now, we will have someone in the office who can issue you a purchase order, which is the best way to go if you are purchasing an item. For all PO requests, email the business office with PURCHASE ORDER in the subject line.  

If you have a COA credit card and won’t be on campus checking your mail, please go online and retrieve your credit card statement.  You can send the bill via the business office email address, and in the subject line writeCC (or Credit Card). I believe all or most credit card bills are due on the 19th of each month, so try to get the statements in to us in time to process the payments for you.

Paychecks: As there will be no walk-in traffic in the business office, we will be mailing all paychecks and pay stubs. If you do not have direct deposit and would like to start that, please email us and we will get you the proper paperwork. Important: when you send the paperwork back, it must be from your COA email address.

Miscellaneous: The business office staff will be staggering our hours between home and on campus, however, we will be constantly checking email. As we will not always be on campus, there may be some things that we will not be able to complete immediately. In those situations, we will try to get the information to you as soon as we possibly can. Please write to BusinessOffice@coa.edu to check in on any pending requests or issues. 

If you have other questions about items such as benefits, budgets, insurance, workers compensation, etc, please feel free to email us at BusinessOffice@coa.edu . For personal questions involving pay, benefits, or workers compensation, please email Tricia Pinkhan or Missy Cook

These new systems are a work in progress, so if one or more of these processes don’t work well for you, please let us know and we’ll see what solutions we can come up with. The business office will be receiving a lot of emails, so please remember to use the subject lines as outlined above.

Social distancing
Public health goals are to prevent rapid spreading of COVID-19 through social distancing, as the virus is thought to spread mainly from person-to-person, between people who are within about six feet from each other. Along with good hygiene practices, social distancing is considered the best practice for protecting our personal health, along with the health of the most vulnerable in our society. 
 
All COA staff and faculty who can have started to work remotely, and we are instituting social distancing practices for those who continue to work on campus, as well as Millard’s workstudy crew. Public spaces are now closed or are in the process of closing, including the library, museum, freebox, academic buildings, Deering Common, and TAB. Each of those areas is working to move their services online or to deliver them in new ways that reduce risk. Please email or call rather than go to any office in person. Only people required to be on campus because of work or living arrangements should be on campus.
 
There are things that each of us can do as well. Best practices state that individuals should remember the following:
  • Avoid close contact with people who are sick or feeling unwell
  • Maintain more than six feet of distance between yourself and others as much as possible
  • Limit the sharing of things like towels and utensils
  • Limit gatherings and use alternate methods for social connection (connection is still critically important for mental health, so let’s be creative— see below)

And the following guidance still applies:

  • If you are sick, stay home 
  • Wash your hands frequently with soap and water for at least 20 seconds, especially after being in a public space or after you cough or blow your nose
  • Use hand sanitizer that contains at least 60% alcohol if hand washing is not possible
  • Avoid touching your face with unwashed hands
  • Cover your cough; sneeze into elbows.
Travel
The following restrictions are in place for people planning to travel and those who have recently returned:  
  • If you left the state after March 12, remain off campus for 14 days, beginning with the day you returned to the state.
  • If you have traveled and returned to the state within 14 days prior to March 12, remain off campus for 14 days after your return to the state, beginning with the day you return.
  • If you have not traveled, but are in close contact with someone who has traveled outside of the state, please practice social distancing, wash your hands, and limit all unnecessary contact with others while on campus.
  • If you have any reason to believe you have been in contact with someone who has been exposed to COVID-19, remain off campus for 14 days from the day you were in contact with that person.
Adobe Creative Cloud access

As a result of campus closure, access to Adobe Creative Cloud in our labs and classrooms is not available. Adobe has provided temporary at-home access for impacted students and faculty, so that they can continue their work remotely. Please follow the instructions below to enable access to Creative Cloud Desktop Apps on your personal device.

  1. Visit https://creativecloud.adobe.com  and use your school credentials to sign in.
  2. If prompted, select Company or School Account and then enter your password. Or provide your credentials in your school’s login screen.
  3. From the Creative Cloud website, browse for and download your desired app. Click Apps on the top of the page to view all apps.

For more information on how to download or install apps, see Download and Install Creative Cloud apps .

Mailroom protocol moving forward

Twice a week package/mail deliveries/drop offs
We have asked USPS, UPS and FedEx to limit their deliveries/pick ups to campus to twice a week and, subsequently, the sorting and internal distribution of received mail and packages will also occur twice a week.  

  • USPS/UPS/FedEx deliveries & pickups for outgoing mail and packages: 
    Monday & Thursday each week
  • USPS/UPS/FedEx sorting & internal distribution of received mail and packages: 
    Tuesday & Friday each week 

Getting your mail metered
As Kaelber Hall and Turrets are both locked, getting your mail metered and picking up your faculty and staff mail and packages is going to look a bit different this term. 

The library book drop box located outside of Kaelber Hall is going to temporarily serve as our outgoing mailbox for campus. Only mail that needs to be metered should be placed in here. Please include your name/department information somewhere on your pieces of mail so that we can charge the appropriate accounts for their mail. This is very important. This drop box will be checked regularly, but not daily, so please plan accordingly and be in touch with Sydnie White (swhite@coa.edu ) if you have a particularly large mailing, any special requests for a mailing, etc.. 

Retrieving your packages & mail
No one will be allowed to retrieve their packages from the mailroom, in an effort to limit the foot traffic in that building. Twice a week, on Tuesdays and Fridays, Buildings and Grounds will transport any packages/mail received for faculty/staff down to Turrets building and they will be placed inside the building by the faculty/staff mailboxes. Keep in mind that Turrets is locked and you will need a key to access this building and your faculty/staff mailbox. 

If it is at all possible to have any mail/packages temporarily forwarded to you at your residence during this time, please do so. Especially if it is something that has a time crunch associated with it. You can use this service for as short as 15 days or as long as 1 year. It only takes a second to redirect your mail and has a $1.05 charge to your credit card (the charge verifies your identity) and you can do it right here

If you have something already on its way and you’d like to try to redirect it, please do so: 

  • USPS Package Intercept - for a fee, this service lets the sender or recipient stop delivery or redirect a package, letter, or flat that is not out for delivery or already delivered. Most domestic mailings with a tracking or extra services barcode are eligible for Package Intercept. You can only request a Package Intercept online.
  • UPS - Request Delivery Intercept - with this service you can maintain control of your packages as they move through the UPS network. This fee-based service for shippers allows you to request the intercept of packages prior to delivery. Through this service you can: 
    • Return to Sender: Return the package to the shipper
    • Deliver to Another Address: Reroute the package to a new address
    • Reschedule Delivery: Hold the package for delivery on a future date
  • FedEx - Reroute of shipment - for a fee, reroutes can include delivering to a different address in the same city or changing a hold-at-location instruction to courier delivery. Only one reroute is allowed per package.

Any questions at all, please contact either mailroom@coa.edu or swhite@coa.edu .