Information for Employees / Human Resources FAQs

On-campus staffing guidelines

Do I have to return to work on campus if I am currently working remotely?

  • All employees are expected to be able to return to campus, with exceptions for those in need of accommodations.
  • Employees with accommodations for a remote/hybrid work schedule or qualifying medical conditions should check in with HR to make sure their paperwork is current.

When will I need to begin working on campus?

  • Most employees are expected to report to campus or other designated work site for all scheduled shifts no later than Aug. 9, except for individuals with approved accommodations.
  • Some employees may be asked to return sooner, based on the needs of their department.
  • Your supervisor will work directly with you to determine your work schedule.

What staffing models will be used as we transition to working on campus?

  • All employees should report to campus or their designated worksite for all scheduled shifts.
  • In consultation with Facilities, if your administrator determines you cannot safely physically distance within a department, this department should utilize staggered or hybrid work arrangements for their staff. Administrators for Departments that need to work under this arrangement must notify their Vice President and the Chief Human Resources Officer.

What will happen to a workspace if a confirmed case of COVID-19 is present on campus?

  • Facilities staff will lock and/or block any physical locations where a potentially infected sick individual was present and might carry risk of COVID-19 transmission.
  • These areas will be cleaned and sanitized per U.S. Centers for Disease Control and Prevention (CDC) guidelines. Please note that to protect our facilities staff, a 24-hour waiting period must pass before cleaning and sanitizing can start.

What if I need supplies or modifications to my workspace to adhere to safety measures?

  • Talk to your supervisor about requesting supplies from Facilities.

Office hours and meetings

Can in-person meetings and events be held on campus?

  • In-person meetings and events can be scheduled on campus if physical distancing can be maintained.
  • Meeting availability in multi-purpose shared spaces (e.g., classrooms, 1600 Rooms Des Plaines / P-103 Skokie) may be limited to allow cleaning between meetings (I.e., no back-to-back meetings).
  • Meetings in classrooms and multi-purpose rooms should be scheduled via the Ad Astra scheduling tool in the myOakton employee portal.
  • Availability of departmental meeting spaces will be determined by individual departments.

Will I have the option to attend meetings virtually?

  • Virtual or hybrid meetings (in-person and virtual options) are encouraged, when feasible.
  • Employees should be given the option to attend meetings virtually, if they are not comfortable attending in-person meetings.
  • Consult IT for technology needs to accommodate virtual/hybrid meetings in shared spaces.

Who is responsible for cleaning meeting spaces?

  • Facilities personnel will clean classrooms and multi-purpose room spaces in between meetings.
  • Individuals are encouraged to wipe down chairs, desks, etc., after using them in meeting rooms (disinfecting wipes will be available).
  • Employees are strongly encouraged to wipe down individual workspaces and departmental meeting spaces after use.
    • Disinfecting wipes and cleaning products can be requested from facilities.

May I hold face-to-face office hours?

  • Office hours should be held virtually as much as possible since most office spaces may not accommodate safe physical distancing when working with a student.
  • If a student requires a face-to-face meeting, please schedule it right before or after class in your assigned classroom. In most situations, there should be enough time between classes to meet with one-two students. Facilities may interrupt your meeting for cleaning.

May I be in my faculty office at the same time as my office partner?

  • Offices may be shared if physical distance can be maintained, and office partners are comfortable sharing the space. Alternatively, office partners may stagger the use of shared spaces.

Accommodations, FMLA Eligibility and additional support for employees

Can I qualify for a Family Medical Leave during this time?

Can I get an accommodation if I have a compromised immune system or other medical condition?

What if I need additional support/resources?

  • These are difficult and uncertain times. If you are experiencing anxiety or concern and need additional support, the College has an Employee Assistance Program (EAP) that is free to employees covered by Oakton’s health insurance. EAP is confidential. For more info, call: 855-RSL-HELP or visit https://rsli.acieap.com.

What to do if you are sick or diagnosed with COVID-19

What are the symptoms of COVID-19?

  • TYPICAL COVID-19 SYMPTOMS: Fever or chills, Cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting, OR diarrhea.
  • IF YOU ARE EXPERIENCING SYMPTOMS – WHETHER OR NOT YOU HAVE BEEN EXPOSED TO SOMEONE WHO IS ILL OR TESTED POSITIVE: PLEASE, PLEASE STAY HOME.

If I am currently sick, should I come to work?

  • No, you should not come to work. Your health and well-being and that of our community is first and foremost.

I have symptoms consistent with COVID-19, I have tested positive for COVID-19, or I am not fully vaccinated and have been in close contact with someone diagnosed with COVID-19, WHAT DO I DO?

  • If you are diagnosed with COVID-19 or are not fully vaccinated and have come in direct contact with someone who has been diagnosed, do not come to campus. Follow this process:
    1. Inform your direct supervisor
    2. The supervisor or employee will email covidhr@oakton.edu
    3. HR will contact you with further information
  • A representative will arrange to communicate with individuals who have been in close contact with you to perform contact tracing.
  • Confidentiality will be maintained, yet general announcements may be made to the College, department or division.

How do I code my time?

  • Unless using emergency sick or emergency FMLA time, you will code your time card as usual. Please email covidhr@oakton.edu for further clarifications.

When can I return to work after a COVID-19 diagnosis?

  • At a minimum, employees must stay home until they are:
    • Cleared by a doctor/health care professional OR,
    • They are fever-free for 24 hours without fever-reducing medication,
    • AND have experienced an improvement in symptoms related to COVID-19,
    • AND have waited ten days since the onset of symptoms. Loss of taste and smell may persist for weeks or months after recovery and need not delay the end of isolation. Reference: https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/end-home-isolation.html
  • If you have tested positive for COVID-19, but do not exhibit any symptoms, you must not return to campus until ten days after your positive test, even if you do not exhibit any symptoms.
  • Click here to review Oakton’s quarantine procedures policy

Employee Travel

Is College-sponsored travel allowed?

  • College-sponsored travel will be approved on a case-by-case basis by their Area VP.
  • College-sponsored travel will be considered if it is an essential part of a grant, fellowship, board service, (etc).
  • If there is a virtual option to attend, employees should consider this option first.
  • Employees must follow the quarantine and Illinois travel protocols outlined below regarding traveling to an orange or yellow state.

What should I do if I travel out of state?

  • If you have traveled to an orange state as listed on the City of Chicago’s Emergency Travel Order, you must:
    • Obtain a negative COVID test no earlier than 48 hours after the day you return home before returning to campus. Provide written proof of negative COVID test to Human Resources by emailing your results to hr@oakton.edu.

      OR

    • Be fully vaccinated, as defined as two weeks after the second dose of a two-dose COVID-19 vaccine or two weeks after one dose of a single-dose vaccine and not have symptoms.
    • Employees who live in or travel from a yellow state do not need to provide a negative COVID test and can return to campus when scheduled to work.
  • If you test positive for COVID-19, do not come to campus. Follow this procedure:
    • Inform your supervisor
    • The supervisor or employee will email covidhr@oakton.edu
    • HR will contact you with further information

What should I do if I travel internationally?

  • Per CDC guidelines , for fully vaccinated people, after travel:
    • Get a COVID-19 test 3-5 days after travel. Do not come to campus during this period. Before coming to campus, provide written proof of negative COVID test to Human Resources by emailing your results to hr@oakton.edu
    • Self-monitor for symptoms. If you experience any COVID-19 symptoms, you should not come to campus.
    • Work with your supervisor to determine an alternate remote work schedule during the period in which you cannot come to campus.
  • For not fully vaccinated people, after travel:
    • Get tested  3-5 days after travel AND stay home and self- quarantine for a full 7 days after travel. Before coming to campus, provide written proof of negative COVID test to Human Resources by emailing your results to hr@oakton.edu.
    • Self-monitor for symptoms. If you experience any COVID-19 symptoms, you should not come to campus.
    • Work with your supervisor to determine an alternate remote work schedule during the period in which you cannot come to campus.

Payroll, Budget/Accounting, and Procurement

Will Budget/Accounting Services and Procurement be open for in-person services during the summer and fall?

  • Yes, Budget/Accounting Services and Procurement in suite 1240 at the Des Plaines campus will be open for in-person services starting June 7.
  • In-person hours will be 9 a.m. to 4:30 p.m., Monday through Thursday during the summer months and 8:15 a.m. to 5 p.m., Monday through Friday starting in the fall.
  • Not all staff will be located on-site. Therefore, students or employees who visit the department may be guided to meet virtually with an employee. Department personnel will help organize virtual meetings, if necessary.
  • Services provided by email and phone will continue in addition to limited in-person service.