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Faculty and Staff Frequently Asked Questions

Strict Process For Employee Access On Campus
Mt. San Jacinto College is now implementing a strict process for employee access on district campuses. The process requires supervisors to justify that the duties of the employee coming to campus are essential. The supervisor must submit the request to their divisional Vice President for approval by the Executive Cabinet. Employees may not come to campus unless they have authorization approved by Executive Cabinet.

In addition, MSJC has increased its security staffing so there is coverage 24/7 to ensure only essential personnel are on campus.

MSJC is implementing this process to ensure we help reduce the spread of COVID-19. Riverside County public health officials have extended the school closure order to June 19. Confirmed cases of COVID-19 are increasing, including within our service area. Officials throughout the nation expect this trend to continue for some time, especially with reports that people may have COVID-19 yet do not display any of the symptoms.

MSJC continues to work closely with Riverside County public health official on COVID-19 cases. The public health agency would notify MSJC if a confirmed case of COVID-19 posed a significant exposure to college employees. To date, we have not received such a notice.

Essential employees are being called in, so it is important to understand the internal and external protocols that are in place to protect health as well as privacy issues. As employees of MSJC, we are required to follow the district’s policies and procedures, as well as complying with state and federal regulations.

 

What if I am called in for essential duty, but have symptoms of COVID-19?

If you are called in for essential duty, but you are ill, please stay home, advise your supervisor and contact your health care provider. If an employee learns they have a confirmed contagious disease, they should notify their supervisor and/or Associate Dean McAllister immediately. Supervisors must report it to Associate Dean McAllister immediately. The district follows HIPPA, which allows privacy protections for all individuals, students and employees alike.


What is my responsibility during this pandemic and closure?  

As employees of this district, you are required to work from home or come in to a campus if your supervisor notifies you of essential work that needs to be performed.

          You are expected to:

  • Respond to emails and phone calls in a timely and prompt manner
  • Perform the duties in your job description
  • Discuss with your supervisor if some duties cannot be performed due to the closure
  • Notify your supervisor if you cannot work on a given day due to illness and submit ARFs
  • Notify your supervisor if you have technology needs so you can continue to work from home
  • Submit your work and meet deadlines

Revised as of 4/9/2020 

Our district employees continue to be important to the operational continuity of our institution and we recognize that during this time of uncertainty it is important for us to support our staff.  

As conditions continue to change and with recent updates to the CARES Act, our organization is shifting our guidance specific to Temporary Workers, Professional Experts, and District-funded Student Workers (This does not apply to Federal Work Study Student Workers - See below for that group).  

Our leadership teams, in collaboration with department and division supervisors, have identified specific Temporary Workers, Professional Experts, and District-funded Student Workers whose employment will continue throughout the campus closure to provide vital services and support in an online environment.  

Based on the anticipated duration of the campus closure all Temporary Workers, Professional Experts, and District-funded Student workers that have not been identified by a supervisor/Dean to continue their work schedules through the closure will be paid through April 9, 2020. 

We recognize that our Temporary Workers, Professional Experts, and District-funded Student workers rely on continuity in pay; therefore, the District is encouraging these employees to apply for unemployment through the State of California.   

We encourage any workers that are no longer scheduled to please consult the EDD regarding your individual situation and work history to determine what benefits you qualify for under the new CARES Act. The recently approved CARES Act may provide employees (depending on their individual cumulative work history) with unemployment benefits that ensure they receive commensurate compensation. 

Employment for Temporary Workers, Professional Experts, and District-funded Student workers that ends April 9, 2020 will receive communication from Human Resources and provided resources to seek unemployment through the State of California.  https://www.edd.ca.gov/about_edd/coronavirus-2019.htm 

We want to reiterate and reassure that all other staff members (full time, part time, associate faculty, associate counselors, and federal work study students) will continue to be paid for all scheduled hours (per their HRSR) for the duration of the semester.  

 

Will part time staff, including associate faculty and associate counselors get paid?   

All associate faculty (teaching and non-teaching) will be paid for their previously scheduled hours for the duration of the semester.  

 

Will student workers be paid?  ​ 

Based on the anticipated duration of the campus closure all district-funded student workers that have not been identified by a supervisor/Dean to continue their work schedules will be paid through April 9, 2020.  

We encourage any Student Workers that are no longer scheduled to please consult the EDD regarding your individual situation and work history to determine what benefits you qualify for under the new CARES Act.  

Employment for the district-funded student workers that ends April 9, 2020 will receive communication from Human Resources and provided resources to seek unemployment through the State of California.  https://www.edd.ca.gov/about_edd/coronavirus-2019.htm 

 

Will federal work study students continue to be paid?  ​ 

The Financial Aid Office has been approved to continue to pay federal work-study students during the college COVID-19 closure. We will be paying federal work-study students for regularly scheduled hours. If you were scheduled to work anytime during the closure, you will be compensated for any hours you would have worked, not to exceed your FWS allocation.  

We are working closely with your supervisors and payroll to ensure there is no disruption to your pay. At this time, there is nothing further needed from you. Payroll will continue as usual for the payment period that ends April 5th. This process will continue until the last day of instruction, May 13, 2020. If you do not have direct deposit, a check will be mailed to the address on file with the college. 

Timesheets will not be required to be submitted; rather previously scheduled hours will be used as the proxy for payroll disbursements. ​ 

You can email additional questions to finaid@msjc.edu 

 

Pay Periods and Pay Days:  The Student Employment pay period runs from the 6th of one month through the 5th of the following month. Students are paid by check or direct deposit from the Payroll Office on the 20th of every month.  

 

Will temporary employees be paid?  ​ 

Based on the anticipated duration of the campus closure all temporary employees that have not been identified by a supervisor/Dean to continue their work schedules will be paid through April 9, 2020.  

Employment for temporary workers that ends April 9, 2020 will receive communication from Human Resources and provided resources to seek unemployment through the State of California.  https://www.edd.ca.gov/about_edd/coronavirus-2019.htm 

 

Will professional experts be paid?   ​ 

Based on the anticipated duration of the campus closure all professional experts that have not been identified by a supervisor/Dean to continue their work schedules will be paid through April 9, 2020.  

Employment for the professional experts that ends April 3, 2020 will receive communication from Human Resources and provided resources to seek unemployment through the State of California.  https://www.edd.ca.gov/about_edd/coronavirus-2019.htm 

 

Will timesheets be required to be submitted for temporary workers, professional experts, and district-funded student workers that are identified to continue employment with the District?    ​ 

Timesheets will not be required to be submitted for temporary workers, professional experts, and district-funded student workers that have been identified to continue working. These employees will continue to be paid for all previously scheduled hours (per their HRSR) for the duration of the semester.  

 

How do employees requests COVID-19 leave?

The Families First Coronavirus Response Act (FFCRA) requires MSJC to provide employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19 (FFCRA Poster).

The qualifying reasons include:

  1. The employee is subject to a Federal, State, or local quarantine or isolation order

  2. The employee has been advised by a health care provider to self-quarantine

  3. The employee is experiencing symptoms and is seeking a medical diagnosis

  4. The employee is caring for an individual subject to:

  5. an order described in (1) or self-quarantine as described in (2)

  6. The employee is caring for a child(ren) whose school or childcare is closed or unavailable “due to COVID-19 precautions”

  7. The employee is experiencing any other ‘substantially-similar condition’ specified by certain federal agencies

Employees will submit their requests to Human Resources via the attached COVID-19 leave request forms:

An employee may request COVID-19 leave via the attached forms and contact Nicole Piña, Risk Management Coordinator, via email at npina@msjc.edu. Please note that the leave eligibility will be confirmed by Human Resources and will be communicated via letter to the employee, employee’s department, and Payroll.

 

I was scheduled to be on a hiring/recruitment committee – will we still have scheduled meetings? ​

Due to the mandated campus closures, all hiring/recruitment committees have been postponed.

Will the budget development deadlines remain in place?  ​

Yes. All budget development deadlines will remain in place. We will be working with strategies for offering the training remotely and providing essential staff with access to specific tools/programs necessary for budget development. Please know that any purchasing exceptions must be communicated to the Deans/Vice Presidents.

Given the latest reporting, we may indeed be in a situation where classes that cannot meet online may have to be cancelled throughout the end of the Spring semester.  In the interest of continuing students' education, all classes will resume Monday 4/6 in an online format utilizing the Canvas and ConferZoom platforms, with very few exceptions (exceptions addressed below).   ​ ​

To ensure the quality of instruction for all students, the district will focus the time of this closure on providing training to all faculty.  The DELTA team will be holding trainings for all faculty (full-time and associate) the week of March 30.  There will be 2-3 sessions provided per day, through Zoom, as well as virtual office hours for faculty who have specific issues to work on.   ​

All classes will resume on Monday, 4/6 remotely and meet through the last date of our Spring term, May 20.  Given the schedule changes that we are already experiencing (closure of two class weeks), we may need to extend the semester to make up instructional time.  Jeremy Brown has reached out to the Chancellor's office for more clarification on that aspect.  It is our intention to complete the semester on time, as any extensions can have adverse effects to students' ability to receive their credentials on time and confirm their transcripts. ​

Currently, all existing online and hybrid classes are running online as scheduled.  Late start online and hybrid classes began online.  Students in currently scheduled face-to-face classes are off until 4/6.  Faculty, even if you feel comfortable delivering your class on Canvas, if your students' class has been cancelled until 4/6, please respect that.  No student work can be required.  We encourage you to prepare your course shell and even share it with your students for their information.  But you may not require a response from your students, as not all of our students have access to technology.  We are hearing reports of network companies offering free WiFi to students. ​

A few additional things we can clarify here that have come as questions from many of you:  ​

  • Dual enrollment - where high schools are cancelled, dual enrollment classes are cancelled.  When high schools resume in either online or face-to-face, dual enrollment will do the same.  We will monitor instructional hours of these classes and work with the schools, and incomplete grades can be issued, if necessary, to provide time for the classes to be completed.  ​

  • Spring semester evaluations – we are working with the union and exploring options for SP20 evaluations to be pushed to FA20.  This will likely happen in a case-by-case basis. ​ ​

  • Nursing students – our intention is to have nursing students use the simulation lab and we will continue to monitor the situation and may need to change based on directions of public health.  However, conditions continue to change, so we cannot guarantee this solution. ​

  • Other Allied Health programs--we are still evaluating because of hospital regulations – and still working with local hospital and contracted hospitals – and all accrediting bodies.  ​

 

If I taught a face-to-face course prior to the closure AND I have experience with teaching in a distance education platform can I begin to transition my classes to Canvas and ConferZoom? ​

Yes. We encourage you to begin transitioning your face-to-face courses to an online environment; however, if your class is face-to-face, you may NOT assign any assignments to students prior to April 6, 2020. ​

 ​

If I taught an online/hybrid course prior to the closure do I proceed through the campus closure?  ​

Please transition your hybrid course to fully online. All existing online and hybrid courses will continue as scheduled through the campus closure. ​

 ​

I have materials and supplies that I need to retrieve from my office – may I come on campus to get those items? ​

Due to the order in place for the campus closure – we are prohibiting access to campus for all employees. We ask that you please contact your Dean to discuss how to move forward with retrieving your items as we anticipate a window of opportunity for employees to access the campus offices and classrooms.   ​

  ​

Will my students have access to the bookstore? ​

The MSJC Bookstores on each campus will remain open and students may come to pick up supplies and/or books that they have ordered. We will comply with any restrictions imposed by the Riverside County Public Health Department.  ​

 ​ ​

I am not familiar with teaching online – when will training be held to support faculty in transitioning courses to Canvas? ​

Communication and support will be provided virtually for instructors this week regarding a training schedule. It is anticipated that much of the training will commence March 30, 2020. We encourage you, if you already have experience teaching in an online environment, to begin transitioning your face-to-face courses to Canvas. ​

 ​

How are we handling our Non-Credit courses? ​

At this time we are currently evaluating our strategies for moving forward with our non-credit courses. Please anticipate to receive additional communication regarding this in the coming days.  

How will MSJC learn if there is a confirmed COVID-19 case that directly impacts the college? How will I know if I came into immediate contact with someone who has a confirmed case of COVID-19?

If a confirmed case has a direct impact on MSJC, public health officials will notify us. Through their tracing protocols, anyone who had direct contact with a confirmed case in a certain period of time, public health officials would notify them directly. The adage “No news is good news” is appropriate here.

 

What regulations govern the release of information about a confirmed case of COVID-19?

We must protect the privacy of our students by abiding by the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability Act (HIPPA). If a student reports to you that they have a contagious disease, including COVID-19, please direct them immediately to Lisa McAllister, Associate Dean of Health Services at MSJC: 951-639-5206 or lmcallister@msjc.edu.

What steps take place when a suspected case of COVID-19 is reported?
It is the Associate Dean of Health Services’ responsibility to gather the pertinent information and report it to Riverside County public health officials. The county agency is responsible for confirming the illness with qualified physicians and through appropriate testing.

The county health agency conducts a tracing protocol to determine who may have been exposed to the individual with a confirmed contagious illness that poses significant risk to the public.

The county health agency then contacts those individuals who are at high risk of exposure. The county in which a confirmed, infected individual lives is the county responsible for counting that individual as one of its cases, even if the individual hasn’t returned to their county of residence with the disease.

 

Isn’t it my duty to tell others if I think they may have been exposed to COVID-19?

No. It is the duty of the Riverside County public health to notify individuals who may have been exposed. In some instances, Associate Dean McAllister may be authorized to notify individuals. MSJC employees are prohibited from sharing any information about a possible case to anyone other than those previously identified in this correspondence, as this can create undue panic and can result in circulating false information if it is later determined the individual does not have a contagious disease.



How will MSJC know if an individual has been exposed to COVID-19?

MSJC is tracking the dates and hours of all employees who are called in for essential duty. It is imperative that you do not come onto campus without prior authorization from your supervisor. Your supervisor is required to record your time through the Essential Staff Attendance Form, which is on Sharepoint under District Forms. MSJC conducts a thorough and rigorous cleaning procedure at the close of each week day.

 

How do employees requests COVID-19 leave?

The Families First Coronavirus Response Act (FFCRA) requires MSJC to provide employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19 (FFCRA Poster).

The qualifying reasons include:

  1. The employee is subject to a Federal, State, or local quarantine or isolation order

  2. The employee has been advised by a health care provider to self-quarantine

  3. The employee is experiencing symptoms and is seeking a medical diagnosis

  4. The employee is caring for an individual subject to:

  5. an order described in (1) or self-quarantine as described in (2)

  6. The employee is caring for a child(ren) whose school or childcare is closed or unavailable “due to COVID-19 precautions”

  7. The employee is experiencing any other ‘substantially-similar condition’ specified by certain federal agencies

Employees will submit their requests to Human Resources via the attached COVID-19 leave request forms:

An employee may request COVID-19 leave via the attached forms and contact Nicole Piña, Risk Management Coordinator, via email at npina@msjc.edu. Please note that the leave eligibility will be confirmed by Human Resources and will be communicated via letter to the employee, employee’s department, and Payroll.

 

 

If you have further questions, please email covid19@msjc.edu