Phase 2: A New Normal
Effective June 1, 2021
Conditions for all of us are showing signs of improvement. Opportunities for vaccination are widely promoted, capacity limitations are being eased, and many businesses are attempting to operate as they had historically. We have more work to do in terms of mass vaccinations and further reductions of positive tests, but the positive signs continue. Our New Normal is gradually becoming more like the past. With that in mind we continue to solicit input from all locations and levels, and while we will never be able to abide by all the wishes expressed, we continue to balance safety and business continuity as best we can.
Some important things for you to know:
- As of June 1, 2021 masks will no longer be required in FCC facilities. As before, anyone wishing to wear a mask is welcome – and encouraged – to do so. This applies to all employees as well as clients. With this in mind, we have also added a section on Safety and Personal Protection.
- This is in addition to the elimination of daily health screens which we discontinued on April 5, 2021.
- All facilities will continue to be locked to the public and signed accordingly. NON-FCC EMPLOYEES ARE TO BE ESCORTED AT ALL TIMES.
- In-person work continues to be our preferred method of operating, both with each other as well as clients. For the safety of our employees, some may ask clients to conduct business virtually.
- Work From Home guidelines are unchanged.
- Enhanced cleaning protocols will continue
- If you do not feel well stay home. If you do not feel well at work you should go home. In both cases you should notify your supervisor who can share this information with their management for direction as needed.
As before, a few areas of our operation require special consideration, and those follow. Changes/additions are in bold and underlined. We will no longer update the reopening plan last changed on April 5 as sections are either duplicative of what is in the New Normal document or much of it is no longer relevant. It will be removed from the Depot as well.
Thank you in advance for your understanding and patience. AND – better days are ahead!
Approved by:
Tita Yutuc, LCSW, LICSW
President/ CEO
Effective Date: June 1, 2021
Work from Home (WFH) Expectations:
- Directors, Coordinators, Supervisors- WFH limited- As the leadership, their presence is critical. Limited WFH on a “regular” basis is defined at a minimum as 3x/week at the office, 2x/wk WFH. WFH paperwork is required to be completed. See below.
- WFH for all other staff will remain mostly, as is, at this time, however, client contact discussions should continue in earnest
- Team meetings to occur in person where sites can accommodate social distancing protocols. Where distancing is not possible, a hybrid approach should occur
- Weekly one on one supervision should occur in person
- New employees- training for the first 3 months will all be in person
- WFH requires staff to utilize their calendars more robustly- daily tasks/projects are to be identified within their calendars
- Standard work core hours for ALL employees will be 9:00am-3:00pm. This references programs/departments wherein standard time frames are typically adhered to outside any anomalies. It does not refer to programs that have non-traditional hours. This includes but is not limited to Safe Visitation, Hiawatha Hall, Tracking, etc. A forty (40) hour work week for FTE remains the expectation.
- An FCC virtual background is required for staff that WFH as it is more professional, for those with a platform wherein this is allowed.
- Standard communication protocols include phone and email.
- All emails/calls, received prior to 3:00pm, are to be returned by the end of the workday, whenever possible.
- Calls/emails that come subsequent to this time are to be returned the following day by noon, whenever possible.
- Email notifications are to be utilized when not working outside standard work hours
- WFH requires the home to be free of distractions.
- Telehealth remains a viable option to provide service but is not necessarily the preferred option for all clients. When telehealth is used it must be in compliance with statutory requirements and discussed with the supervisor of the program to assure it is the best method for delivering service.
- In the event of a request to WFH after June 1, employees will be required to submit a new Work From Home Request, and it must address the equipment that will be used to support remote work
- Technology Requirements will be more detailed going forward. Initially these were not as scrutinized in the interest of continuing to provide service to clients. Information must be added to the Work from Home Request to document the status of equipment needed to work from home.
- Employees are expected to use their work computer if they request WFH
- In the event an employee requests to work from home but does not have an FCC computer to use the following will apply:
- Employees must have a computer that allows a separate login and set up for that employee
- Personal computers are expected to include a desktop link installed by Mike Senn that assures work performed that is not “in the cloud” will be saved to the employee’s FCC directory
- Any equipment needed to work from home such as a desk, chair, printer, etc. is the employee’s responsibility
- Employees who work from home are expected to contact Mike Senn to perform an assessment of their home computer and internet connection (this is to be performed on line) to assure it complies with agency protocols for privacy and confidentiality
- Functionality and compatibility of Apple computers is questionable, and must have Microsoft Office-comparable products installed.
- After completing an evaluation of a personal computer on line, Mike Senn will acknowledge the review was completed via an email to the HR Director.
- In the event the equipment at home is not compatible or the internet connection is not sufficient, Mike will acknowledge those results to the HR Director who will confirm the findings to the employee’s Director and an alternative will be developed or the employee will not work from home.
- WFH employees will be expected to utilize their personal internet service and will not be compensated for that use.
- When working remotely employees are still responsible for assuring privacy and confidentiality of agency and client information. This includes but is not limited to making sure that conversations are not overheard and your screen cannot be seen.
- Client and company files are not normally removed from agency locations. In the event moving them is necessary, approval must be given in writing from the employee’s supervisor after documenting which files will be removed, why they are being removed and when they will be returned. Files are only to be transported and kept in a locked container unless being actively used or until returned to the agency.
- When working from home, employees are expected to have a dedicated workspace. The space should be physically safe from hazards such as tripping and intrusive noise.
- When working from home employees are still protected by worker’s compensation insurance, but will have the burden of proving an injury was work related. In addition, employees are responsible for assuring their own homeowner’s insurance is appropriate for covering any damage to the premises and property that could result from doing work at home.
Employee Personal Protection and Safety
- Employees and clients are not required to wear masks at FCC locations. Anyone who prefers to wear a mask is encouraged to do so.
- When working with clients in the community and/or the client’s residence, employees are asked to use their judgement with regard to wearing a mask
- When working with clients at FCC facilities an employee may occasionally ask a client to wear a mask for the safety of both parties.
Timelines
- Phase 2: A New Normal is effective agency wide June 1, 2021, including WFH protocols.
- Directors, Coordinators, Supervisors will begin in earnest – if not already doing so – talking about if/when clients should be seen face to face
As always, consideration for exceptions should be reviewed and proposed by the employee’s supervisor and will be approved by your Director and the President/CEO in advance.