COVID-19 HR Guidance
Mines Human Resources Department understands that while we have adopted new measures to deal with COVID-19, the campus community is adapting to new ways of working and learning. We will climb this mountain together, and HR continues to offer services and programs to support our community.
Required safety procedures for working on campus
View the latest required procedures for working on campus under the state’s Safer at Home order.
Mines personnel must continue to work remotely unless approved by supervisor to work on campus. The pandemic is still with us and a large number of people with COVID-19 may be contagious without any outward symptoms.
All of us need to do our part to minimize the spread of the virus.
Leave and Remote Working
The Families First Coronavirus Response Act (FFCRA) was signed into law March 18, 2020. This federal law increases funding for food assistance, Medicaid, unemployment assistance, and testing for COVID-19. It also requires the State to provide eligible employees with job-protected, paid leave under the Emergency Paid Sick Leave Act (EPSL) and the Emergency Family and Medical Leave Expansion Act: Emergency Public Health Leave (EPHL) for specific reasons related to COVID-19. It is effective April 1, 2020 through December 31, 2020. For additional information, review the FFCRA: Employee Paid Leave Rights and the Mines FFCRA Employee FAQs for additional information.
Hiring and Onboarding
Recruitment activities are continuing in various fashions. Where appropriate, job advertisements and virtual candidate assessment (phone and video interviews) can continue. Some departments may elect to delay hiring decisions and/or start dates while others may be fully prepared to virtually assess and onboard employees. Please work with your Talent Acquisition Partner to confirm job search status and activities.
For positions where a hiring decision has already been made, please coordinate with the corresponding Talent Acquisition Partner, Supervisor and the new hire to determine the best course of action. When determining whether remote onboarding may be possible or appropriate, keep the following items in mind: time required to receive and provision laptops or other work assets, installing software or granting access to tools and technology, shipping equipment to the new employee, and candidate onboarding experience.
More information about this process may be obtained by contacting your Talent Acquisition Partner directly or by contacting the Mines Human Resources Department at firstname.lastname@example.org or 303 273-3250.
Employment Eligibility and I-9 Verification
We are glad you have made the choice to join the Mines community. As we continue to work remotely we still want to provide information for new employees, especially regarding employment eligibility and I-9 Verification.
New hires with start dates occurring during the remote working / virtual campus timeframe MUST email MAPS@mines.edu to make arrangements for I-9 documentation verification and onboarding administration. This needs to be completed on the first day of employment.
Maximum vacation rollover
- Employees who will exceed the maximum of vacation hours will be able to roll over excess annual accrued leave time up to 80 hours
- This leave must be used before the end of FY21.
- This does not apply to accrued sick time.
Our Mines Benefits Team strives to make our workforce stronger, healthier, and more secure. While the majority of our staff are working remotely, our services, as well as those offered by our providers and partners, will continue without interruption. We’re dedicated to providing excellent service to every Mines employee. Reach us at email@example.com.
Health Insurance Updates
Colorado State Employee Assistance Program
CSEAP is now providing teletherapy services in place of in-person offerings such as Personal Counseling, Conflict Resolution & Mediation, Professional Coaching, and Financial Assistance. Additionally, free CSEAP webinars on various topics are available to all state employees.
The Statewide New Employee Orientation materials have been updated and made available on the State HR Portal, in the Resources section. Editable versions of the PowerPoint, Lesson Plan, and participant files have been provided to support you with delivering New Employee Orientation. You can use these materials as-is, and you can take them apart and use what you want to supplement the training sessions that you lead in your agency. As a reminder, COE delivers NEO training sessions on our open enrollment schedule. Contact COE with any questions you have about the NEO files and/or scheduling training for your team.
Resource for Health Screening Employees: The Judge Group
Judge Healthcare provides customized clinical workforce solutions to healthcare organizations throughout the country. Judge Group can help supply COVID-19 Healthcare Staffing needs for any industry, with quality healthcare professionals. The newly implemented RAD (Rapidly Access Deployment) Program can provide Healthcare professionals screening all entrances and exits within a week. The Judge Group provides a service for a quick health screen for people who have to go into an office or facility by a licensed healthcare provider. This service has helped alleviate some stress around those who have to go into work in terms of feeling safer, along with helping identify those who may have been exposed. Attached is a one pager explaining those specific services. If interested or for more information, contact Seth Bender at 720.297.1611 or firstname.lastname@example.org.
Toolkit: COVID-19 and Your Emotional Wellness
Please visit this link to read a message from Janeen Haller-Abernethy, CSEAP Director. Included you will find information about the Managing Stress and Anxiety During Uncertain Times Webinar.
Please contact CSEAP if it would be helpful to set up confidential phone or video support during this unsettling time. We remain available to our state employees and agency partners Monday through Friday, 8 a.m. to 5 p.m.
Title IX Resources
SpeakUP@Mines is a place that you can submit a report about discrimination, sexual harassment, or violence, as well as other unethical behaviors. There is an option to be anonymous. Also, the Title IX Office is open virtually. Reach out to email@example.com to ask questions, make a report, or set up time to discuss resources and options. If you want to make a confidential report, please reach out directly to Sareen Lambright Dale at firstname.lastname@example.org.
Backup Care Options
Bright Horizons has activated its Crisis Care benefit (available through April 30, 2020). This service will locate providers for childcare, adult care, or eldercare needs and will reimburse Mines employees up to $100 per day up to 10 days per year.
Financial Assistance and Community Resources
Emergency Financial Assistance
Emergency Financial Assistance for State Employees (Faculty & Staff) through the Colorado Employee Assistance Program (C-SEAP). You will need your campus-wide identification number (CWID) to apply. For information and to apply online: https://colorado.gov/pacific/c-seap/emergency-financial-assistance
Emergency Assistance available to State Employees through the Working Together Foundation. For information and to apply online: https://www.colorado.gov/pacific/dhr/workingtogether
For easy free access to additional community resources in your area such as housing, food, utility and child care assistance:
- Call 211
- Text your zip code to 898-211
- Visit the website for a fully searchable database or to use the chat feature: https://www.211colorado.org/
Resource listing provided by the Colorado Employee Assistance Program: https://www.colorado.gov/pacific/c-seap/local-assistance-basic-needs
Telecommuting Guidelines and Checklist
Teleworking arrangements are not new, but because they may be unfamiliar to employees and managers, the telecommuting guidelines & checklist will help you and your team navigate potential teleworking scenarios.
Remote Supervisor Onboarding for New Employees
Once you find the perfect employee, you want to make sure that their on-boarding process is thorough and inclusive.
- Set Clear Expectations: Will the employee have flexibility in work hours? What meetings are expected? Set all the expectations of the position with clear and detailed explanations. You should have a documented process for on-boarding remote employees to ensure that all the bases are covered.
- Foster Communication: For companies that are hiring remotely communication is key at all levels and for all processes. Technology tools like Microsoft Teams, Zoom and Skype offer the ability to efficiently communicate virtually. Employees can be kept in the loop with changes in company policy, company goals and other important information through regular online communication.
- Increase Collaboration: A new employee may already feel isolated, especially so if they are also working remotely and do not know the other team members. Create opportunities for employees to collaborate on projects or set up group meetings. Google Hangout provides a virtual office environment where employees can chat with each other.
- Check In: Once the employee is hired and has started, schedule periodic weekly check-ins for the first few weeks to answer any questions. If the employee is working remotely, it is important that they feel included in the company and its environment.
The move to a remote hiring process during these times of social distancing will encourage safe practices. Keeping the lines of communication open is key to the successful hiring and on-boarding of a new employee.
Leading and Managing During COVID-19
The sudden shift to remote work is a significant disruption for many of our employees. The transition to working from home, coupled with the uncertainty and anxiety about the COVID19 virus, means supervisors have a critical role to play in supporting their employees. Supervisors must find a balance between promoting continuity of operations and re-prioritizing their team’s daily work to meet urgent needs.
Expectations of supervisors include the following:
Focusing employees on work. As much as possible and practical, employees should maintain their university duties while working remotely. Supervisors should guide employees work, remove barriers to accomplishing tasks as is possible, and provide tools for accomplishing work.
Clarifying expectations and protocols. Supervisors should provide clear expectations for individuals and groups regarding what and how tasks will be accomplished, in addition to provide clarity around communication, schedules, and meetings.
Maintaining regular communications with staff and supervisor. Supervisors should hold regular, predictable virtual meetings with individuals and groups. They should also keep their supervisor informed of emerging issues, project status, and departmental needs.
Performance Evaluation and Planning
Stay abreast and adhere to the state and university deadlines for performance management. Remember that Classified Performance Reviews and Performance Plans are now due May 31, 2020; send them to email@example.com.
It is important to focus employees on their work; which provides structure, continuity and certainty in uncertain times. Below are some suggestions on how to do this:
- Employees may need guidance in how to be adaptable or modify their work. Ask employees what work has been “on hold” during the COVID-19 response and provide guidance about how to move projects forward in a changed work environment.
- Establish work routines for employees for the upcoming weeks. Provide clear guidance to your employees regarding communication methods.
- Identify how employees should indicate their availability and how you will indicate yours, as well as everyone’s preferred method of being reached.
- Seek to understand the specific needs and challenges of individual employees while also respecting their privacy.
- Check in with employees individually about their remote work situation to the extent that they are comfortable sharing.
Providing Feedback and Appreciation to Employees
- Be intentional, explicit, and generous with your feedback and recognition. Employees may worry about impacts to their productivity, pauses or cancellations of their primary tasks, and how their work will still be visible to their supervisor. Calling out specific employees or small groups for recognition, particularly for going above and beyond in these difficult times can help employees know their contributions are valued.
- Communicate changes in how work will be assessed during this time. Be clear if and how expectations have shifted during this time. Provide goals that indicate specific tasks to be completed with completion dates.
- Provide individual and group feedback. Coaching conversations that help individuals and groups know how they are performing and how they can improve are particularly important during times of uncertainty.
- Acknowledge and celebrate birthdays and milestones for individuals and teams.
With most of Mines community now working and attending class remotely, it’s an excellent time for some learning and development, as well as, self-care. Human Resources is excited to share the following list of suggested online courses, books, YouTube programs, etc. all geared toward this new normal in which we all find ourselves.
Skillsoft Online Training Opportunities
Search for the titles below in Skillsoft:
- Organizations Change So Get Ready
- Redefining Yourself after Organizational Change
- Contributing as a Virtual Team Member
- Microsoft Teams: Getting to know the application
- Organize Your Physical and Digital Workspace
- Avoid Procrastination by Getting Organized Instead
- Maximize Your Productivity by Managing Time and Tasks
- Achieve Productivity in Your Personal Life
- Aligning Goals and Priorities to Manage Time
- Make the Time You Need: Get OrganizedThe Art of Staying Focused
*When using Skillsoft, please use the Google Chrome browser.
All Mines faculty, staff and students have access to business continuity resources provided by Skillsoft. Check out this series of YouTube programs geared toward working through this new normal.
Working From Home
- A Guide for Working (From Home) Parents
- Balancing Work and Eldercare Through the Coronavirus Crisis
- How to Work From Home: 20 Tips From People Who Do It Successfully
- Working From Home Increases Productivity
- How Dual-Career Couples Can Work Through the Coronavirus Crisis
- How Working Parents Can Let Go of Perfectionism
- Three Ways to Avoid Work From Home Burnout
- Productivity Skills to Help You Gain Time Back
- Why You Should Ignore All That Coronavirus-Inspired Productivity Pressure
Webinars and Podcasts
- Leadership through Communication: Navigating the COVID-19 Crisis
- COVID-19 and Your Emotional Wellness
- How to Get Therapy When You Can’t Leave the House
- Tips for Homeschooling During Coronavius
- Sustaining Online Teams
- Sustaining Online Teams is a 90-minute class delivered online. This training is designed to provide you with strategies and best practices that you can discuss and develop to sustain your online teams. The class addresses three objectives: Developing mindset for online work, Best practices for sustaining online teams, Using technology to get the work done. This class will be delivered free of charge for a limited time. After you register, you will receive a meeting invitation with the link to join the class and a packet of resources. Register for this class.