COVID-19 Resources for Staff | Waukesha County Technical College

COVID-19 Resources for Staff

Last updated 03/25/2020 at 12:30 p.m.

Campus Closure

All Waukesha County Technical College (WCTC) campus facilities will close beginning at 5 p.m. on March 17, 2020. WCTC is tentatively planning to reopen on June 1, 2020. The reopening date is subject to change as the situation remains fluid. This webpage will continue to be updated with the most current information.

  • Buildings will be locked. If you have a special circumstance that requires you to come into a building, please contact David Brown, vice-president of Human Resources.
  • No unauthorized personnel should be on campus. Anyone found on campus will be asked to leave by Campus Security.
  • Facilities, Campus Security and contracted construction projects will continue to operate on campus.

Employees Working From Home

At this unprecedented time, the College is allowing regular full- and part-time staff the ability to work from home with pay.

Exempt Employees

Exempt (salaried) employees are authorized to work from home (WFH) during the College's closure period. Employees are not required to complete the normal WFH request form, but should continue to follow the guidelines outline in policy HUM 201-01 - Telecommuting.

Non-Exempt Employees

The College has offered a limited-time exception and approval for full- and part-time regular hourly employees to work from home during the College's closure period. Please refer to the six-step guide that was emailed to hourly employees who are working from home.

Projects and Assignments

This period of time gives many of us the opportunity to catch up and work on projects, along with continuing the day-to-day business of the College. Our focus should be on supporting students and providing them with world-class service during these unprecedented times.

Employees should coordinate with their supervisor to determine the work that will be performed during the closure period. Supervisors should ensure that there is assignment/project follow-up for both productivity and effectiveness.

Timekeeping

All employees should continue to follow existing practices related to time entry, timesheet submission and timesheet approvals. Timesheets must be submitted and approved by no later than noon on the third business day after the end of the pay period. Any timesheets that are submitted and approved after the deadline will not be paid until the next pay cycle. We are unable to process manual payroll checks during this closure period.

Paid Time Off

Employees may continue to use paid time off for upcoming vacation, in the event of illness or for personal emergencies. Paid time off requests would follow existing policies and practices.

College Equipment

Any employee working from home using College equipment must submit a MyServiceSuite ticket that indicates the following for each piece of equipment (excluding previously issued College laptops):

  • Employee name
  • Employee ID number
  • Equipment name
  • Equipment asset tag number

Any equipment removed from campus during this closure period must be returned upon the first day that the College reopens. Employees may be held financially responsible for any College equipment not returned.

FERPA/HIPAA/Confidentiality and Record Keeping

Employees should coordinate with their supervisors on what types of documents will be removed from campus to allow for work at home. Employees who take documents home are responsible for FERPA/HIPAA compliance, if applicable. Employees should make all efforts to avoid taking home documents with personal identifiable information. College records should be maintained and returned to campus upon the first day that the College reopens.

Password Guidance

You are advised to change your password while on campus to avoid any password lockout issues. Off-campus password changes may or may not work and may result in the employee having to return to campus to reset their password while on the College server.

Employees Not Eligible to Work from Home

Ineligible Employees

The following employees are not eligible to work from home:

  • Student workers
  • Casual staff*
  • Temporary staff*
  • Adjunct faculty (who are not currently teaching)
  • Less than 12-month employees on a case-by-case basis**

* May be approved if staff is working on critical-need projects that have impact to College operations, with prior VP-HR approval.

** Less than 12-month employees may fulfill their employment obligation upon return through the proposed extension period.

Employees with Campus-only Responsibilities

For College positions with primary responsibilities that are confined to on-campus transactions, working from home may be limited to project-based assignments and/or responding to email messages. Examples may include maintenance staff and/or reception-based staff.

These employees should work with their supervisors for potential work assignments where applicable. Employees will be compensated based on authorized scheduled hours (FTE) versus actual hours worked during this closure period.

  • Fully online courses will continue to run as scheduled, beginning the week of March 23, 2020. These online courses will be completed by their originally scheduled end dates.
  • Courses that have any face-to-face time will resume in an online format beginning the week of April 6, 2020 and end by June 1, 2020. The end date for these courses may be extended to accommodate for this new timeframe.
  • Hands-on lab portions of courses will be delayed until the College campus reopens. We are exploring creative strategies to ensure students are able to complete labs as soon as possible.
  • Students participating in clinicals, practicums and internships should check with their worksite (or program faculty) to determine next steps.
  • Group Dynamics classes will be off until at least June 1, 2020.
  • Summer classes begin June 8, 2020.

All internal and external events, including the May 16, 2020 graduation ceremony, are canceled and cannot be held on or off campus through May 31, 2020.

All international travel as well as business travel outside of Wisconsin is suspended through May 31, 2020. Business travel within Wisconsin should be limited to essential meetings only through May 31, 2020. It is the expectation of every department to try to obtain a refund if possible. All future travel will be evaluated on a continual basis.

Employees traveling personally are strongly encouraged to take steps to protect themselves from illness. If you do choose to travel domestically or internationally, regardless of advisory level, a higher risk of infection is possible as well as a higher likelihood of self-isolation when you return. Again, if you travel, you may be required to self-isloate for 14 days depending on where you were traveling to and from (regardless of symptoms). 

All employees must notify David Brown, Vice-President of Human Resources, prior to traveling to a Level 3 or 4 country or within the U.S. where it has been determined that sustained community transmission is occurring as designated by the Centers for Disease Control (CDC). Arrangements will be made for returning to work at that time.

To promote campus health, please consider the following:

  • Wash your hands often, using soap and water for at least 20 seconds.
  • Cover your cough or sneeze using a tissue or the crook of your arm.
  • Avoid touching your nose, eyes or mouth.

Notices will be posted in restrooms across the Pewaukee and Waukesha campuses regarding personal care and hygiene. Please read signage and follow recommendations to keep yourself and others healthy.

The College has increased resources to provide additional sanitization of handrails, elevator buttons, all door handles, tables, desks and drinking fountains. In addition, hand sanitizer stations are located near the main entrances of all campus buildings. Additional wastebaskets have been placed inside and outside of restrooms and other high traffic areas.

LifeMatters, WCTC’s employee assistance program, offers emotional support and practical resources for managing worry and stress. For additional information on LifeMatters services, visit myWCTC > Resources > Employee Wellness.

Resources

Questions? For HR-related questions, contact hrservices@wctc.edu. For payroll-related questions, contact wctcpayroll@wctc.edu. For other questions, contact covid19@wctc.edu.