COVID 19 - Info for Staff

Updated May 19, 2020.

Employee update from President Devlin, May 19, 2020

I’m writing today to update you about next steps in our planning for the summer and fall semester. I know everyone is eager to have more details about our plans as we prepare for an eventual return to classes and work on our campuses.

As you know, we have been actively planning for the summer and fall semesters while we monitor what’s happening with COVID-19 in Ontario and across the country. Guidance from the government and provincial health officials indicates that physical distancing measures will likely remain in place for the foreseeable future and into the fall.

While Fanshawe has previously followed the lead of the Ontario Government’s direction for elementary and secondary schools, regardless of whether those schools reopen, we have now determined that the College will not reopen until later in the summer, and only in a limited capacity.

Physical distancing constraints and keeping our employees and students safe are at the core of our planning. We are building scenarios that would allow us to bring students onto campus when it is required while continuing to provide course delivery online where possible. The logistical challenges are extremely complex as we consider the need to accommodate over 17,000 students in the fall.

I commit to providing more detailed information for students and employees in the next few weeks. I would also like to invite you to a virtual employee town hall on Wednesday, May 27 at 10 a.m., and I look forward to sharing more details at that time. Information about how to join the town hall meeting will be made available soon.

In the meantime, I can provide the following updates.

Winter semester students

Congratulations to over 5,500 winter semester students who have completed their programs and have now graduated. Credentials will be sent to these students in early June.

For the winter semester students who need to complete face to face work to finish their courses, our intent is to have them return to classrooms, labs and work placements starting July 20 for two weeks. Those students will be contacted directly with detailed information.

Summer semester students

Summer students who started May 5 will complete their courses online with classes and exams finishing August 21.

For summer students who had planned to start face to face classes at the end of June, these courses are being deferred to the fall. Those students will receive the specific details this week.

Fall semester students

Our intent is to have a blended delivery of programs in the fall. Half of full time programs will be delivered fully online and the others will be delivered through a mix of face to face and online delivery. The fall semester will run from September 21 to December 19 with no exam week. The short delay in starting the fall semester will allow faculty to prepare for course delivery and give international students who can travel the time to arrive and follow any quarantine requirements.

Health and safety

Our commitment is to deliver classes in the safest learning environment possible. We will continue to follow guidelines from public health and the government, with our guiding principle being the health and safety of our students, employees and our communities. As we plan for the months ahead, we will introduce specific measures to protect the health and safety of all members of our College community.

Impacts on staff and faculty

Our current office and workplace configurations do not support the physical distancing that will be required. We expect new safety protocols, supplies and barriers will need to be established before all employees can return to work. Staff and faculty who are able, will continue to work remotely for the foreseeable future. We expect health and safety requirements will also impact many of our services and activities on campus this fall.

While the loss of students is having a profound impact on the College’s finances and budget, we are doing everything we can to contain costs and expenses. All new hires and backfills have been put on hold. Other expenses and costs are being frozen or reduced in every department. We commit to doing everything we can to protect our workforce today and into the future.

Online resources, support and financial assistance

Since the rapid shift away from face to face course delivery in March, we have developed significant supports, technology and other resources to support online teaching and learning. Organizational Development and Learning continues to build supports and resources for faculty through the Learning Continuity Hub. All student services have successfully made the transition to virtual service delivery. We will continue to refine our service delivery models to ensure staff and students have the best supports available.

The federal and provincial governments have developed comprehensive assistance programs for students. The College disbursed $500 to 3,000 students through the Emergency Relief Fund and in addition, the Fanshawe family and community have raised over $400,000 to provide additional supports and bursaries for students. Financial assistance information is available on our website.

Looking to the future

Despite the challenges we are facing, I continue to be encouraged by the efforts of our faculty and staff to ensure students continue to receive high quality programs and services. For all your efforts, your support for each other and our students - thank you!

By continuing to be flexible and understanding that our plans may need to evolve according to the circumstances, Fanshawe will remain viable and well-positioned to serve our students and our communities when the pandemic is over. We will emerge from this crisis as an even stronger and more connected community.

I hope you will join me at the employee town hall on Wednesday, May 27. I look forward to sharing more details then. In the meantime, stay safe.

 

Updated May 13, 2020.

Employee update, April 29, 2020

Based on the Ontario Government’s recent decision to keep K-12 schools closed to protect the health and safety of students and staff, Fanshawe College will also remain closed until at least May 31, 2020. This extension was made on the advice of the Chief Medical Officer of Health. Regular pay for all employees is continuing at this time.

President Peter Devlin has provided a brief video message to thank all Fanshawe staff for their efforts so far during the COVID-19 pandemic:

We will continue to provide updates as they become available.

Thank you for your continued dedication to Fanshawe.

 

Updated April 17, 2020.

Employee update from President Peter Devlin, April 17, 2020

Thank you again for all you have done to support our students and each other over the past number of weeks. We are nearing the end of the winter term and you have shined in creating meaningful online learning and engagement with our students. I know these challenging times have not been easy, but I continue to be motivated by your willingness to adapt and inspire each other.

Based on the Ontario Government’s recent decision to keep schools closed to protect the health and safety of students and staff, Fanshawe College will also remain closed until at least May 12. This extension was made on the advice of the Chief Medical Officer of Health. Regular pay for all employees is continuing at this time.

Fanshawe College has established the Fanshawe Emergency Student Fund with an initial contribution of $1.5 million to provide short-term support for current students who are experiencing unforeseen financial challenges. Approximately 3,000 students who are out-of-work, have unexpected health and wellness expenses, incurred additional expenses for online learning or are struggling to pay for food or rent, have been able to access this emergency fund for immediate assistance. There are 5,000 more students still in need and we will continue to seek support from our donors and the government. In addition to Fanshawe’s contribution, should you wish to assist students dealing with financial hardship, the Fanshawe College Alumni Association and the Fanshawe Student Union have established a Matching Campaign. For every dollar you donate to students via this campaign, an additional $2 will be given to students. All contributions will be used immediately to support our students.

The Fanshawe community has truly come together during this unprecedented, global event. The summer semester will begin online starting May 4 and we will be meeting new students from across Southwestern Ontario and around the world. I know that you will give a warm Fanshawe welcome to them and continue to support our students as they begin or continue their studies.

My deepest thanks for your dedication to Fanshawe … you demonstrate resiliency, collaboration and compassion at a time when we need it most.

 

Updated April 2, 2020.

Employee update from President Peter Devlin, April 2, 2020

I want to thank you for your efforts in supporting the move of most of our programs online, delivery of online student supports and college operations. I appreciate your commitment and am impressed with how well everyone has adjusted to our new temporary working reality.

Based on the Ontario Government’s decision to keep schools closed to protect the health and safety of students and staff, Fanshawe College will also remain closed until at least May 4. This extension was made on the advice of the Chief Medical Officer of Health. Fanshawe students will continue their studies online wherever possible with more information to come shortly on plans to complete in person classes of the semester. Details on the summer semester plan are being finalized and will be communicated next week.

I also understand that many employees have a number of human resource related questions. Please see the following updates below:

Job Security:

In keeping with College values and current legislation, Fanshawe College will continue to maintain all full-time and regular part-time positions.

Pay:

I am pleased to confirm that regular pay for all employees is continuing at this time. Likewise, all benefit programs including pension remain fully funded and secure.

All payroll deductions for parking and fitness memberships will be suspended effective April 1 and will resume once staff are back on campus.

The sick leave and short term disability program also remains in effect. Employees who are unable to work due to illness are required to follow our normal procedures through Shepell to remain eligible for benefits.

Vacation:

Our current collective agreement and vacation programs also remain in effect and employees are expected to use their vacation as normal. Vacation requests during this time will be considered. Academic managers are working with faculty to determine vacation schedules in order to accomplish the summer semester plan. Vacation carryover and buyouts as well as overtime are not being considered. However, given our circumstances there will be flexibility in taking the 2019-2020 vacation with extensions for people using their current vacation time until December 31, 2020.

Online Learning:

The College has provided all employees professional development opportunities and online learning resources. Everyone is encouraged to take advantage of these programs while working remotely.

We will continue to provide updates as more information becomes available. In the meantime, please forward any additional questions to your Human Resources consultant. As a reminder, there are resources available for you and your families through our Employee and Family Assistance program.

Again, a huge thank you to everyone for your hard work and dedication during these last few weeks.

 

Updated: March 30, 2020.

Staff update, March 30, 2020

Please see our top ten frequently asked questions for students. This has been sent to all students and is also available on our website.

Please continue to practice good hand hygiene, respiratory etiquette and physical distancing.

We will provide you with continued updates as more information becomes available.

Please stay safe and take care of one another.

 

Updated: March 26, 2020.

Blog: Tips for Success When Working from Home

 

Updated: March 25, 2020.

Medpoint health services available online

During the COVID-19 pandemic Medpoint physicians will be available to do virtual consults with Fanshawe employees and students. These appointments will be either by phone or video conference.

There are three ways to book appointments:

  1. Email alex@medpoint.ca;
  2. Book online at www.medpoint.ca/contact-form;
  3. Call 519-432-1919 x223 and leave a message.

Medpoint is also developing a Stay healthy at Home webpage with nutrition and fitness suggestions.
 

 

Updated: March 24, 2020.

COVID-19 employee update, March 24, 2020

Thank you for your continued support and flexibility during this challenging time. Our Fanshawe community has risen to this challenge with an inspiring amount of creativity, innovation and dedication to our students.

Based on announcements by the Government of Ontario yesterday, Fanshawe would like to provide you with the following update:

  • In an effort to prevent the spread of COVID-19, all campuses will remain closed except to designated employees and contractors who are required to be on-site. These functions include those required to maintain minimal operations, remote work support and security, including HR, Finance, IT, residence staff, food service workers to feed those living in residence, facilities’ employees, and contract construction workers.
  • If you have left something behind in the office that is necessary to continue to work remotely, you must receive approval of your vice-president to go into the College to pick it up.
  • Residences will continue to be open for students who are not able to return home. The Oasis will continue to remain open with reduced service at the take-out window. The Fowler-Kennedy clinic and the Pharmacy remain open.
  • All employees working on campus or remotely will continue to be paid for regularly scheduled shifts. More information will be provided to Administrators in the coming days.
  • The Government of Ontario announced yesterday that public school closures will be extended, therefore Fanshawe will not resume face-to-face delivery on April 6. We know this will be a concern for our students. The College is meeting daily with Ministry and provincial representatives to determine a re-open date. We will continue to advocate for student financial support and develop strategies for student success now and into the next term.
  • The academic team is delivering courses online where possible. Once the College re-opens, they plan to deliver two weeks of face-to-face delivery to finish the winter semester for those courses that could not be completed online.
  • Many new online courses and short videos are available through Fanshawelearns to help employees and managers work remotely. In addition, OD&L will host online learning communities to help employees stay connected and further develop routines for remote work. From your landing page in Fanshawelearns, you can access these resources by using search words such as remote work, virtual office productivity, virtual teams, virtual meetings and resilience. The announcements in Fanshawelearns will be updated regularly to feature helpful resources, courses and in-person webinars.
  • The health and safety of our staff continues to be a priority. Employees should continue to follow guidance from public health authorities related to COVID-19 and direct any personal health concerns to their health care provider. As we adjust to working from home, Environment, Health, Safety and Emergency Services (EHSE) has posted some helpful tips and links to stretching videos on the ergonomics portal page. If you have any health and safety concerns during this time, please discuss them with your manager. The EHSE Services team and your Joint Health and Safety Committees continue to be available via email and phone.

The College COVID-19 website is continually updated and contains helpful information for Employees on this page.

We will provide continued updates as more information becomes available. We continue to wish good health to you and your loved ones as we move forward together.

 

 

Updated: March 20, 2020.

Health and safety information

COVID-ID info from Homewood Health | Santé

COVID-19: Environmental cleaning in non-healthcare public settings (MLHU)

Working remotely – tips and guidelines

Privacy and confidentiality:

  • Be mindful of where you are and if discussing sensitive topics.
  • Take care in disposal of printed information that may contain confidential information.

Technology:

  • If using new technology, try it out first before a scheduled meeting. Test your web cam, microphones etc. Practice with a friend.
  • Keep phones and laptop fully charged if possible. For example, you don’t want to start a conference call with 20 per cent battery.
  • When working remotely, response times may vary. This may be a result of general VPN delayed response, your home WIFI speed and bandwidth etc. Leave extra time.
  • When attending conference/web calls, use your headphones where possible. When multiple attendees are joining from multiple locations, sound and volume could be impacted negatively.
  • You may not have the same setup at home (e.g., double monitors). It may take longer to do the same tasks, so please prioritize.

Organization:

  • Take photos or scan key information from your workstation – this ensures it is available anywhere, anytime.
  • If you have a file method that works for you for paper copies, create the same folder structure electronically, either on a shared drive or email.
  • Store information in folders/sub folders for easy retrieval.
  • Your favorites from your work browser will not transfer to different devices. You can add them to the myfanshawe > mylinks or email the URLs to yourself.

Expectations/Availability:

  • You are expected to have similar response times while you work remotely as you would at work.
  • Have regular morning huddles and/or web conferences.
  • Make a schedule and share your availability with your manager and colleagues.

Helpful resources:

 


 

COVID-19 employee update, March 17, 2020

  • To ensure the health and safety of our campus community and to prevent the risk and spread of COVID-19, Fanshawe campuses closed as of 11:59 p.m. March 17, 2020. As of Wednesday, March 18, access to all campuses is restricted to a single point of entry and should only be used by staff who are required to provide on-site services. Your supervisor will determine what roles are required on-site and appropriate access points.
  • As of Wednesday, March 18, student services have moved to a virtual delivery format. Employees that provide these support services have been tasked with adapting their traditional in-person service into a comprehensive and responsive virtual model.
  • Academic faculty will begin delivering online instruction to students where possible starting on March 23.
  • If you are able to complete your core job duties remotely, your manager will develop a remote work plan for you and will communicate their expectations of deliverables and service levels.
  • If you are not able to complete your regular job duties remotely, your manager will develop an alternative action plan until regular operations resume. Action plans may include:
    • Future projects – are there future work items or projects you can complete over the next several weeks that would allow you to get ahead for when you return?
    • Research – is there independent research you can conduct about your profession that could strengthen your department?
    • Innovation – challenge yourself to develop a report on how you could innovate in your job to provide better service, greater efficiency or expanded functionality. What tools, training or technology would you require?
    • Professional development – what new skills could you develop? Fanshawelearns is accessible remotely through MyFanshawe or on mobile devices and has thousands of titles through LinkedIn Learning.
  • Health and safety are priorities whether working from home or at a Fanshawe College location. During the temporary arrangement for remote work, supervisors remain responsible for employees under the Occupational Health and Safety Act. Staff who are working remotely are encouraged to use ergonomic practices and to perform work in a manner to prevent injury/illness.
  • Given these flexible work arrangements, all Fanshawe College employees will continue to be paid for scheduled days or shifts.
  • If you are feeling unwell and suspect you have symptoms of COVID-19, please use the online self-assessment tool.
  • Fanshawe has developed this information page for staff. Please continue to monitor your email and check this page frequently.

 

More information for staff

Athletics, recreation and health facilities:

Fanshawe continues to monitor the evolving situation with the COVID-19 pandemic and takes its direction and shares information from federal, provincial and local health authorities. Based on advice from local health officials, effective March 16, 2020, all Athletics and Recreation facilities, including the Student Wellness Centre closed at 4:30 p.m., March 16, 2020.

All series and programs (Biggest Winner, etc.) will be suspended. Visit our website www.studentwellnesscentre.ca for daily virtual workouts, at home fitness programs and routines, wellness tips and resources to keep you active and healthy! We understand that this may be an inconvenience for many and we appreciate your understanding and cooperation during this time.

In light of this the Student Wellness Centre will be extending all paid-in-full memberships, and placing all monthly memberships on hold effective immediately. The appropriate number of payments will be stopped based on the length of time the facility is closed.

As of Tuesday, March 17, 2020, the Fowler Kennedy Clinic will be open for urgent or acute illnesses or injuries only. Visits for any chronic issues are being postponed until further notice. Certain appointments will be completed via phone if possible.

For more updates, please check the Info about COVID-19 page frequently.

 

Faculty Resources for Online Learning Continuity

 

Shortcut to this page: www.fanshawec.ca/covid19/staff

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