Returning to Campus and the Workplace

Location Preparations and Protocol

  • Specific entry and exit points at each Dallas College location are staffed with welcome assistants to monitor individual access.

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  • Visitor requests to access any Dallas College location will be reviewed on a case-by-case basis and must be scheduled and approved before arrival.
  • For classes, program coordinators have been provided training on scheduling topics: 
    • Staggering class times and breaks 
    • Strategizing how to address student meals, if applicable 
    • Recognizing social distancing workstation modifications 

Key Personnel Roles

The Dallas College Critical Response Office was established June 12, 2020. Key responsibilities are outlined below.

  • Developing and implementing safe work practices, policies and processes, with all decisions driven by safety
  • Acting as the primary focal point for all COVID-19 activities, internally and externally
  • Providing input and guidance on national guidelines and providing strategic direction in collaboration with executive leadership
  • Performing and managing multiple elements of COVID-19 activities, including anticipating, evaluating and controlling exposure(s) to hazards, along with developing reporting and communication processes to appropriate stakeholders
  • Coordinating between Dallas College employees and teams involved in COVID-19 preparedness activities
  • Adapting and evolving policies, processes and procedures as needed by the changing environment
  • Liaising with representatives from the medical community, law enforcement, city/county government, etc.
  • Preparing and submitting local, state and federally required reports regarding COVID-19 activities 

Back to Campus Coordinators are stationed at each Dallas College campus and are charged with supporting students and employees as people begin returning to campuses.

Back to Campus Coordinators have the following responsibilities.

  • Conducting interview with individuals who become symptomatic on campus and following up with the incident, relocating classes or office occupants and assisting with the Post Positive Investigation process as needed
  • In the event of a positive COVID-19 case, working with the Critical Response Office to gather necessary information for Clery Act reporting
  • Remaining informed on COVID-19 guidelines from Dallas County, the State of Texas and the CDC
  • Documenting students, employees or visitors who become ill while on campus
  • Ensuring student and employee compliance with Dallas College safety and social distancing guidelines
  • Providing online resources to individuals, if requested
  • Answering general questions from campus visitors
  • Documenting violations of guidelines and corresponding resolutions

Welcome assistants are individuals that welcome and support students and employees on campus. Responsibilities of the welcome assistants are listed below.

  • Greeting visitors as they enter campus or buildings
  • Checking in students, employees and visitors
  • Assisting and resolving check-in concerns associated with the Appian app
  • Ensuring visitors are complying with face covering requirements
  • Ensuring visitors are maintaining social distancing in halls and common areas
  • Supporting traffic flow in hallways and other potentially congested areas by discouraging congregating and directing people to stay to the right
  • Providing directions and answering other general questions

Return to the Workplace Steps – Training, Acknowledgement, Appian App

To ensure all Dallas College locations remain safe environments, students and employees must complete the following steps prior to visiting.

The Critical Response Office will provide periodic webinars for targeted groups to address employee and student questions and concerns pertaining to returning to campus and the workplace.

Appian Health Monitoring App

Dallas College has partnered with Appian to make the pre-screening process as convenient and easy as possible for students and employees. The app can be accessed via the Dallas College Appian webpage, or it can be downloaded from the Apple App Store or Google Play.

Students and employees must complete the Appian app self-report health questionnaire no more than two hours prior to visiting any Dallas College location. This health questionnaire must be completed each time the individual enters a Dallas College location, and it will determine if the individual:

  • Has tested positive for COVID-19
  • Has experienced any symptoms related to COVID-19
  • Has been in close contact with another person who has tested positive for COVID-19 or who has symptoms of COVID-19
  • Has traveled internationally to any location listed in the CDC Level 3 Travel Health Notice

Students and employees who complete the Appian questionnaire and have identified as not having any symptoms related to COVID-19 or other exclusion criteria will be granted entry to a Dallas College location. They are subject to complying with all Dallas College safety and health guidelines, including the wearing of a face covering and social distancing from others.

Students and employees who do not complete the Appian questionnaire, have been experiencing symptoms related to COVID-19, have potentially been exposed to COVID-19 or who have returned from travel to a CDC Level 3 location in the past 14 days will be denied entry and advised to return home and monitor their symptoms. These individuals should consider isolating themselves from others, seek guidance from their healthcare provider or the state or local health department and follow CDC recommendations on what to do if they or a member of their household have symptoms related to COVID-19.

If an individual has symptoms related to COVID-19 but believe the symptoms are caused by another condition, they should contact Human Resources if they are an employee or​ the Dallas College Health Services nurse line at 972-860-8970 if they are a student.

  1. Open the app on a mobile device or desktop computer.
  2. If this is your first time using the app, set up your account by entering the Dallas College Appian webpage URL, https://dcccd.appiancloud.com.
  3. Sign into the app by selecting, “I'm an employee, contractor or student."
  4. Use your Dallas College single sign-in credentials (employees will need to authenticate their login with their multi-factor authentication).
  5. Complete the profile information and update this information if needed.
  6. Select your department (HR, IT, student, etc.)
  7. For “Employee/Student Type," employees need to choose “Office-Based" and students need to choose “Campus-Based."
  8. Choose the Dallas College location where you will be visiting.
  9. Enter your current residence or home address.
  10. For “Current Work/School Status," employees should select “In Office" and students should select “On-Campus."
  11. Answer the yes/no questions and click “continue."
  12. Select the acknowledgement box that attests the information is true and accurate, and hit “submit."
  13. Upon submitting the questionnaire, the system will bring you to a landing page that indicates your eligibility to return to a Dallas College location.
    1. If you are not eligible to return, the app will inform you to stay home.
    2. If you are eligible to return, the app will provide you with a pass that grants access for the day. You must show this pass to the person stationed at the Dallas College location entrance to gain access.

Employees who have questions about the Appian app should contact the Human Resources call center at 972-860-5119 from 7:45 a.m. to 4:30 p.m. Monday through Friday, or email AskHR@dcccd.edu. Students with questions should contact the Dallas College Health Services nurse line at 972-860-8970.


Returning to the Workplace

Scheduling

 

A, B, C Rotating Schedule

Departments will utilize the A, B, C modified work schedule, meaning a third of each department's employees will be present at the workplace at any given time. Employees will be assigned to group A, B, or C, with each group rotating in each week. An employee will work one week onsite and then spend two weeks working remotely, unless otherwise instructed.

Scheduling Considerations for Supervisors

Department supervisors are responsible for creating and maintaining employee work schedules. Supervisors should first identify which employees from their department will be returning to work, along with employees who may have initiated the Inability to Return to the Workplace process, to guide scheduling decisions.

Facilities Management personnel and location leadership have considered office and cubicle spacing, and scheduling supervisors will be provided with the maximum number of employees approved to share the spaces at one time. Supervisors should adhere to these occupancy limits when creating schedules. To ensure safe working distances from each other, each employee's physical work location should be considered, with nearby employees either being assigned to a different schedule or moved to a different workspace.

Scheduling Worksheet for Supervisors

The Back to Campus Scheduling Worksheet is an interactive tool for supervisors to document and report their plan for scheduling employees to return to the workplace. Supervisors who have been notified of the need to complete a scheduling worksheet for their areas should access the form, input the required fields and submit the completed worksheet to designated leadership members.

Inability to Return to the Workplace

Employees who fall under the following categories are eligible to request remote work through the Inability to Return to the Workplace (login required) process:

Employees who have been diagnosed with COVID-19 or are experiencing COVID-19 symptoms and are actively seeking a medical diagnosis are eligible to request remote work.

Employees who reside with or who have had contact in the last 14 days with an individual diagnosed with COVID-19 may also be eligible to request remote work.

High-risk employees are eligible to request remote work. The CDC defines a high-risk individual as a person 65 years of age or older, or a person of any age who has a serious underlying medical condition, including: 

  • People who are immunocompromised 
  • People with chronic lung disease or moderate-to-severe asthma 
  • People who have serious heart conditions 
  • People with severe obesity 
  • People with diabetes 
  • People with chronic kidney disease and undergoing dialysis 
  • People with liver disease 

Employees whose children are scheduled for virtual learning or will not be able to return to preschool are eligible to request remote work, regardless of whether the student has moved to remote work voluntarily. Documentation of the virtual school confirmation will be required. Should an employee be approved for remote work but is unable to work for reasons relating to their children's schooling, leave options, including intermittent leave, may be considered.

Employees who are the full-time caregivers for a family member at a higher risk of severe illness from COVID-19 due to an underlying health condition, as defined by the CDC, are eligible to request remote work. Should an employee be approved for remote work but is unable to work for reasons relating to their caregiving duties, leave options, including intermittent leave, may be considered.

Cases will be considered on an individual basis, and documentation may be required to be submitted. Employees who are uncomfortable with returning to work will have to use leave for the days they are scheduled to be on campus.

Inability to Return to the Workplace Process

Employees are responsible for submitting an Inability to Return to the Workplace request only after they have been scheduled to return to a physical location. If it is determined the employee is unable to return to the workplace for good cause, they may be eligible for one or more of the following options, in accordance with Dallas College policies and procedures and applicable laws: telecommuting; alternative work assignments; or leave benefits, including, but not limited to, Families First Coronavirus Response Act federal leave benefits.

Remote Work Agreement

Employees who have completed the Inability to Return to the Workplace process must complete the employee sections of the Remote Work Agreement form, outlining proposed duties, schedule and examples of functions to be performed. The employee's supervisor will then complete the supervisor portion of the agreement. Employees are expected to adhere to the remote work expectations as outlined in the agreement, in accordance with Dallas College telecommuting policy. This agreement must be submitted to HR within two business days of completing the Inability to Return to the Workplace process.

 

If an employee and supervisor disagree on the availability of remote work, the second level supervisor will review the agreement and make a determination based on the historical function of the position and the information submitted. If it is determined the employee is not eligible to work remotely, leave options may be considered, and the HR benefits team will work with the employee to determine how to best apply leave benefits, including the Families First Coronavirus Response Act. If leave runs out, the employee will be placed on leave without pay. 

If the Remote Work Agreement is completed and approved, the employee's supervisor should submit the agreement to HR within two business days of the employee submitting their Inability to Return to the Workplace request. HR will file the agreement in the employee's file.