Administrative Office Buildings Reopening Information
Accurate as of July 2, 2020
Nassau BOCES will continue to follow New York State Governor Andrew Cuomo’s executive orders and guidance. In addition, the agency will follow the guidance provided by the Centers for Disease Control and Prevention (CDC) as well as the Nassau County and New York State Health Departments. Please consider this a living document. It will continue to be modified and adjusted as needed to meet the current situation.
New York State guidance calls for a phased-in approach to reopening, which we are following in this plan. While administrative functions are covered under Phase 2 of the NYS Re-Opening plan, BOCES and other educational institutions were deemed essential by the governor, which allows us discretion in deeming certain employees and functions essential and requiring on-site work.
Updates will be posted at www.nassauboces.org/reopening.
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Most 12-month staff will continue to work from home full-time. As needed, some staff may be notified that their work is considered “essential.” These staff will be asked to report to their assigned building to work on specific essential duties. The determination of who is considered essential will be made by their supervisor. If other staff members would like to begin working in their building two days a week at this time, they should speak with their supervisor to see if this is possible.
Starting July 1, 2020, all 12-month employees will begin working in their assigned building two days a week. These dates will be assigned by department administration to meet the needs of the programs. This approach is designed to allow for social distancing and to meet the New York Forward requirement that only 50% of the workforce be in a building at one time. Staff will work from home on most Fridays so that the buildings can be disinfected thoroughly. There are two exceptions at the Farber Center. To accommodate payroll, the Farber Center will be open on July 31 and August 14. Those weeks, the Farber Center will be closed for disinfection on Thursdays (July 30 and August 13).
Summer hours will be followed starting June 15. See description below.
Remote work will end. All staff will begin working full days in their assigned buildings five days a week. This is subject to the latest guidance provided by Governor Cuomo.
Depending on their role, staff may work an adjusted workday starting Monday, June 15, and ending Friday, August 28. During this time, staff will be given a half-hour meal period and may end their workday a half an hour early. If, because of operational needs, a department administrator opts to continue the regular workday schedule for the summer for some or all staff, employees will be expected to report to work as scheduled.
Nassau BOCES employees must complete a self-assessment before entering a Nassau BOCES building. On September 3, 2020, the agency launched a new daily health screening system to replace the mobile app used by staff over the summer. The new system -- Take Action -- works by sending employees a series of reminders:
- You will receive an email from Take Action every morning. That email will give you an opportunity to safely and confidentially answer the three COVID-19 screening questions.
- If you do not respond to that email, you will receive a text message.
- If you do not respond to the text, you will receive a phone call.
It is important that you complete the assessment before you arrive at work. These procedures were highlighted in our "We're Ready!" video featuring Health and Safety Coordinator Steve Jacob. Watch it here. If you do not get a text message or phone call, please check that your contact information is up-to-date in Employee Self Service.
Below you can see the text that is used in the app for self-assessment.
Below are the three self-assessment questions that should be reviewed before you leave for work. If you answer yes to any of the questions below, you will need to provide a “return to work” note from a qualified medical practitioner before you will be permitted to return to work in any Nassau BOCES facility.
- In the last 14 days, have you had any of the following COVID-19 symptoms:
- A fever of 100.0 or greater, or chills;
- Shortness of breath or difficulty breathing;
- New loss of taste or smell?
- In the last 14 days, have you tested positive for COVID-19 or are required to be quarantined due to New York State Coronavirus travel restrictions? Visit coronavirus.health.ny.gov/covid-19- travel-advisory to see a list of states currently subject to quarantine.
- In the last 14 days, have you had close contact with a currently confirmed or suspected COVID-19 case?
Red bar screen
(Only staff who answer YES to the self-assessment will see this screen.)
You answered YES to one of the self-assessment questions. Before you will be permitted to return to work in a Nassau BOCES facility, you will need to provide a note from a qualified medical practitioner to Human Resources at email@example.com.
If you answered yes to Question 1, please seek medical attention. You should take sick leave and fill out the Families First Coronavirus Response Act (FFCRA) Leave Request form.
If you answered yes to Question 2, and you are symptomatic, you should take sick leave and fill out the FFCRA Leave Request form. If you are asymptomatic and your job can be performed remotely, please consider sending an email with a request for telework to firstname.lastname@example.org.
If you answered yes to Question 3, and your job can be performed remotely, please send an email with a request for telework to email@example.com. If your job cannot be performed remotely, you may qualify for FFCRA Leave.
Swipe your ID badge
- Nassau BOCES will keep detailed logs for possible contact tracing in case someone who works in or visits one of our buildings should test positive for COVID-19.
- All staff will be asked to swipe their ID badge as they enter our buildings. This will automatically add staff to the log. If a staff member does not have their ID badge with them, they will need to sign in and out of the building.
Health and Safety Etiquette
Throughout the day, please wash your hands frequently, and try not to touch your eyes, nose or mouth.
Please follow these guidelines:
All employees should bring a face covering with them to work each day. Face coverings should be able to cover your nose and mouth when necessary. If you do not have your own face covering, you may ask for one at the main security/reception area in your building. Face coverings should be worn any time you are away from your work area.
Maintain a physical distance of at least six feet from other people. If you cannot maintain six feet of distance, wear a face covering.
Please limit the use of shared equipment when possible. If possible, assign one person to operate all equipment within your section each day. If you do use shared equipment such as a copy machine, we recommend wearing a face covering in these areas to help avoid touching your face. If supplies allow, the agency will provide hand sanitizer in shared equipment spaces. Please use it before and after using shared equipment. We also recommend that you wash your hands when you are done.
Coughing and sneezing
Cough or sneeze into your elbow or use a tissue. After you use a tissue, wash your hands with soap and water.
Personal Protective Equipment (PPE)
Face coverings are available at the security/reception areas in all Nassau BOCES buildings. Requests for additional PPE should go to department administration (Executive, Association or Assistant Directors).
Building entry processes
Before staff enter a Nassau BOCES facility, they are now asked to complete a self-assessment. This can be done easily via our new phone app, Power Apps, which is available free in your phone’s app store. The app will ask you which building(s) you will be entering followed by three questions regarding COVID-19. If you do not have COVID symptoms, haven’t had a recent exposure to someone diagnosed with the virus and haven’t recently traveled to a state subject to quarantine, you will get a green screen.
Learn more about how to use the app at www.nassauboces.org/selfscreeningapp. If you are unable to download the app, you may complete the self-assessment with the building security guard/receptionist.
Swipe your ID badge
Nassau BOCES is required to keep detailed logs for possible contact tracing in case someone who works in or visits one of our buildings should test positive for COVID-19. Starting next week, all staff will be asked to swipe their ID badge as they enter our buildings. This will automatically add staff to the log. If a staff member does not have their ID badge with them, they will need to sign in and out of the building.
New visitor management systems
The agency has installed new visitor management systems at both the Farber and Lupinskie Centers to help us meet the state’s contact tracing requirements for visitors. While guests will be limited for the foreseeable future, there are some visitors that will need access to our facilities to make deliveries and for other business purposes. Visitors will also be asked to acknowledge that they have completed a self-assessment.
Cleaning and Disinfecting Protocols for Facilities
Facilities will be cleaned every day following normal protocols. Regularly touched surfaces, such as doorknobs and light switches will be frequently disinfected throughout the day. On Fridays, custodial staff will thoroughly disinfect the facility, including individual work areas. Staff is expected to clear off their desks and other surfaces so that they may be disinfected.
Questions & Answers
Do employees have to wear masks?
Will the agency provide hand sanitizer for staff to use?
Will the agency provide masks?
How many staff members can come in at one time?
I sit within six feet of my co-worker. How will this be handled?
Will we be working full days, five days a week in the office?
Can I bring my children to my workspace?
What safety measures should we use when dealing with paper products, such as money and paperwork?
How often are work areas cleaned, and who is designated to clean?
Will there be any changes made to the restrooms?
Will we be able to use shared spaces such as conference rooms and kitchens?
Are supervisors taking employee temperatures?
What happens if a staff member who has returned to work becomes positive for COVID-19?
How are we going to keep the surfaces of shared copiers, faxes and other equipment clean?
Is the ventilation in this building adequate for me to be sure the air is healthy?
If I have medical concerns, who should I speak to?
A family member is immunocompromised. Am I allowed to continue to work from home?
Do I have to return to in-person work if I do not have childcare?
Are visitors allowed in the building?
If I think one of my co-workers is sick, what should I do?
Can we bring in cleaners from home to clean our own space?
How are deliveries being handled?
How should I fill out my times sheet when I’m working some days in the office and some remotely?