Employee Resources

Employee Resources Web Header.jpg

Last Updated: 7/13/20

COVID-19: Return to Campus Employee Plan

For Fall 2020, the district offices and all the colleges will be operating at Level IV, with all classes provided remotely except for designated career and technical education and selected arts and sciences courses, up to 10% of capacity. Please take the time to review this information and to familiarize yourself with the resources, plans, and support available to help you prepare for the fall semester. College-specific plans will provide more detail for each specific campus.  

The key consideration for decision making is the safety of students and employees. Student success and completion remain key priorities.

Highlights of the Return to Campus Employee Plan

  • For Fall 2020, the district offices and all the colleges will be operating at Level IV, with all classes provided remotely except for designated Continuing Education and selected Arts and Sciences courses, up to 10% of capacity.

  • Essential DPS, IT, Facilities, and CTE Support personnel will work on-site.

  • Student Services will maintain a one-stop, one-office, limited on-site student support location at each college (by appointment only) for essential. on-site student success services in Fall 2020.

  • Face coverings will be worn by everyone on campus or district facilities and social distancing protocols will be followed.

  • All personal protective equipment needed on-site will be provided.

  • All technology needs to continue to learn and work remotely will be met.

  • Temperature checks will be required for all persons on campus in Summer and Fall 2020.

  • No on-campus events will be held in Fall 2020.
  • All travel is cancelled for Fall 2020.

  • All meetings/training will be virtual in Fall 2020.

  • Operations will return to Level V “Stay Home, Work Safe” operations on 11/26/20 and remain at that level after Thanksgiving through the end of the Fall 2020 term.

  • Select colleges will support Metro Health COVID-19 testing on campus; all other third-party requests to use facilities, including training centers, must be approved by the college president.

  • College Access Procedure Requirement: All college access must be coordinated through the vice president for college services.

  • College Risk Management may reassign working spaces for individuals on-site to ensure social distancing and required occupancy levels.

  • An incident report process and incident response plan will be in place together with a close contact identification process and disinfecting plan to deal with any persons on-site who are or become ill with COVID-19.
View the COVID-19 Return to Campus Plan Threat Levels Chart View the Return to Campus Employee Guide

Plan Information and Resources

request.png

 

Employees who are returning to an on-site location for the Fall 2020 semester will be able to submit a Covid-19 Remote Work Request.

Submit Remote Work Request

The CDC has identified certain health conditions that may represent a higher risk for COVID-19 infection. Those conditions along with those identified by the Families First Coronavirus Protection Act and the ADA have been adopted by Alamo Colleges to guide employees in submitting a request to continue to work remotely for safety reasons instead of returning to campus. The Covid-19 Remote Work Request Portal with full instructions will be sent to all employees from the Human Resources team.

training.png

 

The Alamo Colleges District has prepared several training opportunities to help you prepare for the return to campus. Please log into ACES and AlamoTALENT to view required and optional training to help you navigate the COVID-19.

guide.png

Employee Return to Campus Guide

The Employee Return to Campus Guide was created to help our Alamo Colleges family safely return to work. This guide includes information on health and safety, new protocols on campus, as well as steps to follow before you return to on-campus work.

forums.png

College/DSO Return to Work Forums

Forums to present each college’s and the DSO’s plans will be held on the following dates:

-Palo Alto College: July 14 | 9:30 - 11 a.m.

- St. Philip's College: July 15 | Noon - 1:30 p.m.

- Northeast Lakeview College: July 16 | 2 - 3:30 p.m.

- San Antonio College: July 16 | 4 - 5:30 p.m.

- District Support Operations: July 22 | 9:45 - 10:45 a.m.

- Northwest Vista College: July 30 | 10 a.m.

info.png

Return To Campus Information Sessions

Join the HR team for a Return to Campus Information Session. All employees are invited to learn about the new protocols and the work being done to keep you, our students, and our community safe. These sessions will provide an overview of the commitments from leadership, recovery plan and levels, health and safety guidance, and resources available to employees.
- July 15 | 9 - 10 a.m.
- July 16 | 9 - 10 a.m.
- July 20 | 1 - 2 p.m.
- July 21 | 1 - 2 p.m. 


Building Announcements

Face Covering Requirement - July 13, 2020

The CDC recommends the use of cloth face coverings (“masks”) in public and at institutions of higher education, in particular, to slow the spread of the virus and help persons who may have the virus and do not know it from transmitting it to others.

Employees are required to wear masks upon entry to the worksite. Employees who do not wear masks will not be allowed to work or remain at work.

Non-compliance may subject an employee to disciplinary action, up to and including termination of employment.

View C.2.1.9 (Procedure) Use of Face Coverings/Social Distancing at College District Sites Policy >

Building Access During Work Safe Order - March 24, 2020

The Alamo Colleges District (ACD) is limiting building access to essential employees only. Employees need supervisor permission prior to arrival to be at any ACD location.

DPS Dispatch has a list of essential employees; supervisors know how to update the list with DPS. Employees without proper ACD ID must wait for a uniformed officer to verify ID by a TX driver’s license or other government ID. Employees with keys to exterior doors must NOT use them and are to follow this protocol.

HR Announcements

Return To Campus Information Sessions: Keeping Students, Faculty And Staff Safe And Well

Join the HR team for a Return To Campus Information Session. Learn about the new protocols and the work being done to keep you, our students, and our community safe.

These sessions will provide an overview of the commitments from leadership, recovery plan and levels, health and safety guidance, and resources available to employees.

Return to Campus Employee Forums

Forums to present each college’s and the DSO’s plans will be held on the following dates:

Return To Campus Information Sessions
Join the HR team for a Return to Campus Information Session. All employees are invited to learn about the new protocols and the work being done to keep you, our students, and our community safe. These sessions will provide an overview of the commitments from leadership, recovery plan and levels, health and safety guidance and resources available to employees.


- Palo Alto College: July 14 | 9:30 - 11 a.m.
- St. Philip's College: July 15 | Noon - 1:30 p.m.
- Northeast Lakeview College: July 16 | 2 - 3:30 p.m.
- San Antonio College: July 16 | 4 - 5:30 p.m.
- District Support Operations: July 22 | 9:45 - 10:45 a.m.
- Northwest Vista College: July 30 | 10 a.m.

COVID 19 Remote Work Request

Beginning Monday, July 13, employees who are returning to an on-site location for the fall semester will be able to submit a Covid-19 Remote Work Request.

The CDC has identified certain health conditions that may represent a higher risk for COVID-19 infection. Those conditions along with those identified by the Families First Coronavirus Protection Act and the ADA have been adopted by Alamo Colleges to guide employees in submitting a request to continue to work remotely for safety reasons instead of returning to campus.

The Covid-19 Remote Work Request Portal with full instructions will be sent to all employees from the Human Resources team.

Required Infection Disease Prevention Training Due Wednesday, July 15

Over 80% of our fulltime employees have completed the mandatory training Infectious Disease Prevention – Personal Protective Equipment and Hygiene Procedures Modules in AlamoTALENT accessible through ACES

For those who have not completed the required training, the due date is July 15, 2020.

Additional Resources

  • #AlamoTogether Summit Video Link

The San Antonio Metropolitan Health District operates a robust COVID-19 website with information on prevention, self-screening, and free testing.

Metro Health also operates a COVID-19 hotline for residents to ask questions about the virus. The hotline is available in English and Spanish.

For COVID-19 questions, call 210-207-5779. The hotline is open Monday – Friday, 8 a.m. – 5 p.m., and Saturday & Sunday, 8 a.m. - 12 p.m.

Information is also available in American Sign Language at this link: http://sat.ahasalerts.com/ActiveAlerts.aspx.

Deer Oaks EAP

Deer Oaks Employee Assistance Program Is Here To Help

The Deer Oaks Employee Assistance Program (EAP) is a resource program available to help employees through stressful situations and events. If you need help managing your stress and anxiety during these uncertain times or just someone to talk to, Deer Oaks, your Employee Assistance Program (EAP) can help!

Deer Oaks EAP is available to all full-time staff and faculty year-round to provide free and confidential assessments, counseling, and educational resources.

Effective immediately, part-time faculty and staff, including work-study student employees, will have access to Deer Oaks services until August 31, 2020.

If you or a family member are struggling with stress or anxiety, or just want some practical advice on health or the mind-body connection, contact Deer Oaks by calling 866-327-2400.

Technology Support for Remote Work and Teaching

Alamo Colleges will provide full-time staff, faculty and adjuncts with a monthly telecommunication allowance of $60 for cellular and internet service.

Eligible part-time employees will receive a monthly telecommunication allowance of $30. The allowance will remain in place for the duration of the current remote working and teaching environment.

The allowance will be paid once a month as part of your paycheck on the 15th of each month. The first installment of the allowance will be paid on your April 15 check.

If you have challenges related to equipment or internet access, please contact your supervisor for assistance.

Families First Coronavirus Response Act

The Families First Coronavirus Response Act (FFCRA) is a new law designed to provide relief to those affected by COVID-19. The law has two key parts: Emergency Paid Sick Leave and Emergency Family and Medical Leave Act Expansion. The FFRCA is available to eligible full-time and part-time employees at the Alamo Colleges District. Please read the information below to see what benefits are available to you.

  • Emergency Paid Sick Leave

    Eligible Full-time and Part-time employees will receive up to two-weeks of fully paid leave if unable to work as a result of a quarantine, seeking a diagnosis related to COVID-19, having to care for a child whose school or childcare provider has been closed because of COVID-19, or they have to care for another individual who is subject to quarantine/isolation due to COVID-19.
  • Emergency Family and Medical Leave Act

    Eligible Full-time and Part-time employees will receive up to 10 weeks of paid leave at two-thirds their normal pay rate if necessary due to having to care for a child whose school or childcare provider has been closed because of COVID-19. Only employees who have been employed at the Alamo Colleges District for at least 30 days qualify for these additional 10 weeks.

If you need to take Emergency Paid Sick Leave or Emergency Family and Medical Leave, contact your Benefits Coordinator.

Families First Coronavirus Response Act Questions & Answers

Summer 4-Day Workweek

This summer we will continue the Summer 4-Day Workweek.

Upon the recommendation of leadership, the organization will continue to operate on a 4-day workweek schedule (10-hour workday), starting the week of June 1, 2020, and ending the week of July 20, 2020. There are a total of eight (8) Friday closures, with the last Friday closure being July 24, 2020.

Supervisors are encouraged to be flexible and reasonable with employees who may not be able to adjust to a remote 10-hour workday due to circumstances created by Covid-19. It is acceptable to allow employees to continue to work a 5-day, 8-hour schedule or use vacation/personal leave to complete an 8-hour workday.

Thank you to all the employees who participated in the 4-Day Workweek Survey. Of the 1,587 responses, 77% of employees voted for the 4-day workweek option. 

View Summer 4-Day Workweek FAQs

Alamo Colleges Family Helping Families Emergency Relief Fund

To support our Alamo Colleges family through this crisis, the Alamo Colleges District has established a COVID-19 Family Helping Families Emergency Relief Fund to provide emergency funds for our employees who are in need of assistance.

More information on the Emergency Relief Fund, an application and a donation form can be found in the links below.

Application for Emergency Relief Donate to the Fund
Get Ready for Employee Benefits Summer Enrollment

Employee Benefits Summer Enrollment begins June 29, 2020, and goes through July 11, 2020.

One thing you can do now is to verify the contact and other account information you have on file at ERS (Employee Retirement System of Texas).

Make sure ERS has your updated contact and other account information. Employee Benefits Summer Enrollment is the only time of year you can make benefit changes unless you have a qualifying life event like the birth of a child, marriage or divorce.

Visit the ERS Website

Employee Directory

Access list of employee contact information.

You may need to switch your internet browser to access this page.

Access the Employee Directory

 

#AlamoTogether Questions & Answers

Here is a list of questions asked from the #AlamoTogether Q&A.  You will need to log in to Alamo Share to view the information.

View the Q&A from May 8, 2020

View the Q&A from June 11, 2020

Communications to Staff & Faculty

Alamo Colleges Family Helping Families Emergency Relief Fund

Man on phone and laptop icon

To support our Alamo Colleges family through this crisis, the Alamo Colleges District has established a COVID-19 Family Helping Families Emergency Relief Fund to provide emergency funds for our employees who are in need of assistance.

More information on the Emergency Relief Fund, an application and a donation form can be found in the links below.

Application for Emergency Relief

Donate to the Fund

COSA and Bexar County Housing/Rental Assistance Programs Available

COSA and Bexar County Housing/Rental Assistance

COSA Housing/Rental Assistance

San Antonio residents experiencing emergency and hardship can access several resources available through the City of San Antonio Fair Housing/COVID-19 Emergency Assistance Program. One of those resources is the Emergency Rent & Mortgage Assistance program.

To qualify for the program, applicants must:

  1. be the primary lease or mortgage holder;
  2. provide proof of hardship;
  3. meet income requirements.

For questions and more information about the program:

Visit the SanAntonio.gov webpage

Bexar County Temporary Rental Assistance Measure (TRAM) 


The Bexar County Temporary Rental Assistance Measure (TRAM) provides up to 1 - 3 months of temporary rental assistance to residents whose income has been negatively impacted by the COVID-19 pandemic.

Applicants must be at or below 100% of the Area Median Income AND you must live in unincorporated Bexar County or one of its 26 suburban cities AND provide proof of unemployment or a reduction of income due to COVID-19.

For questions and more information about the program:

Visit the Bexar.org webpage

Helpful Tips

Coping with Stress

We have had a lot of ups and downs in the last few months. Such change and uncertainty can create stress and, as a result, we may suffer more headaches, have trouble sleeping and struggle with depression. However, if you take steps to stay healthy, you’ll be better equipped to manage stress.

Try these tips for coping with stress: 

  • Eat well. When you eat healthy foods, you get the nutrition and energy you need to feel good physically, which can help you feel good mentally and emotionally.
  • Get adequate sleep. When at rest, your brain helps you process new experiences and challenges.
  • Relax through movement. Since change and stress go hand in hand, practice relaxation techniques such as meditation, yoga, progressive muscle relaxation, nature walking or other stress-reducing tactics.
Tips for Working Remotely

Working Remotely

Here are some tips to help you Prepare, Engage, and Support our commitment to Students First.

View Tips for Working Remotely (PDF)

Leading a Remote Team

These tips will help you stay engaged, communicate with your teams and stay aligned to working and leading in a remote environment.

View Tips for Leading a Remote Team (PDF)

Below are links, documents, and guides to help you as we transition to working remotely.  For overall information about COVID-19 go to alamo.edu/coronavirus.

You can find this information also on AlamoShare.  Go to the Employee Portal for other available employee services.

There are faculty resources through Keep Teaching for transitioning to remote instruction.

 

Working Remotely

 Find information for:

AlamoShare Adobe Creative Cloud Canvas
 
Cybersecurity Employee Directory IT Services
 
Keep Teaching MediaSite Remote Desktop Connection
 
Telephones VPN Zoom
 
Zoom for Canvas    

Alamo Share

  How to Log into Alamo Share
   

Adobe Creative Cloud

  Accessing Adobe Creative Cloud via Application
  Accessing Adobe Creative Cloud via Website
   

Canvas

  Canvas Guides
  Accessing your Canvas Course
   

Cybersecurity

 
Ten Cybersecurity Best Practices

With many employees working remotely, following these ten best practices will keep our data and ID’s safe.

1. Protect your data

Avoid sharing personal information like your Social Security or credit card number when answering an unsolicited email, phone call, text message or instant message. Cybercriminals can create email addresses and websites that look legitimate. They can fake caller ID information and often use a variety of questions and approaches to obtain information that will help them gain access to a company’s financial accounts and transfer funds to a bank account that they control.

It’s important not to leak data, sensitive information or intellectual property. If you share a picture online that shows a whiteboard or computer screen in the background, you could accidentally reveal proprietary information. Also, respect the intellectual property of other companies. Even if it’s accidental, sharing or using the IP or trade secrets of other companies could get both you and your company into trouble.

2. Avoid pop-ups, unknown emails and links

Beware of phishing. Phishers try to trick you into clicking on a link that may result in a security breach. Be cautious of links and attachments in emails from senders you don’t know. Follow this rule—never enter personal or company information in response to an email, pop-up webpage, or any other communication you didn’t initiate. Phishing can lead to identity theft. It’s also the way most ransomware attacks occur.

3. Use strong password protection and authentication

Strong, complex passwords can help stop cyber thieves from accessing ACD information. If a cybercriminal figures out your password, it could give them access to the ACD’s network. A strong password contains at least 10 characters and includes numbers, symbols, and capital and lowercase letters. You also should change your passwords regularly.

4. Connect to secure Wi-Fi

When you’re working remotely, you can help protect data by using a virtual private network (VPN), if your company has one. A VPN is essential when doing work outside of the office. Some VPNs are safer than others. If your company has a VPN it trusts, make sure you know how to connect to it and use it

5. Enable firewall protection at work and at home

Having a firewall for your home network is a first line of defense in helping protect data against cyberattacks. Firewalls prevent unauthorized users from accessing your websites, mail services, and other sources of information that can be accessed from the web.

6. Invest in security systems

All of the devices you use at home should have the protection of strong security software. Alert the IT department or Information Security manager if you see anything that might indicate a security issue. There may be a flaw in the system that the company needs to patch or fix. The quicker you report an issue, the better.

7. Install security software updates and back up your files

Keep your security software, web browsers, and operating systems updated with the latest protections, Anti-virus and anti-malware protection are frequently updated to respond to new cyberthreats. If ACD sends out instructions for security updates, install them right away. Secure and back up files in case of a data breach or malware attack. Contact IT if you need to know how to back up your data.

8. Talk to the IT department

Reach out to your IT support team about information security. It’s a good idea to work with this department if something like a software update hits a snag. Don’t let a simple problem become more complex by attempting to “fix” it. If you’re unsure, IT can help. It’s also smart to report security warnings from your internet security software to IT. They might not be aware of all threats that occur.

Beware of tech support scams. You might receive a phishing email from someone claiming to be from IT. The goal is to trick you into installing malware on your computer or mobile device or providing sensitive data. Don’t provide any information. Contact the IT department right away.

9. Use third-party controls

It’s common for data breaches to begin from within companies. That’s why organizations limit employee access to customer and client information. Be sure to implement and follow ACD rules about how sensitive information is stored and used.

10. Embrace education and training

Your responsibilities include knowing your company’s cybersecurity policies and what’s expected of you. If you’re unsure about a policy, ask. Follow ACD’s Acceptable Electronic Use (AEU) policy. Be sure to use authorized applications to access sensitive documents.

   

Employee Directory

  Access list of employee contact information
   

Information Technology Services

  Alamo Colleges District IT Knowledge Base
  Information Technology Help Guides (AlamoSHARE Access Required)
   

Keep Teaching

  Resource site for faculty transitioning to remote instruction
   

MediaSite

  Accessing Mediasite
  Creating your Mediasite Profile
  Downloading Mediasite Desktop Recorder
  Mediasite Manual for Alamo Colleges
   

Remote Desktop Connection

  How to connect to your work desktop remotely
   

Telecommunications/ Telephones

 

How to forward desk phone

 

External Access to Voicemail

   

VPN

  How to VPN into Alamo Colleges Network
   

Zoom

  Creating a Zoom Account
  Zoom Video Support Resources
  Creating a Personal Link
  Scheduling a Zoom Meeting
  Updating Personal Meeting ID
  Launching a Zoom Meeting for the First Time
  Screen Steps Guides
  Web Conferencing Best Practices
  Inviting People To A Zoom Meeting
  Sharing Your Screen or Other Applications
  Sharing Your Video Camera Within Zoom
  Using Waiting Rooms
  Zoom-Bombing Prevention Seminar
  Keeping Uninvited Guests Out
   
   
   

Zoom for Canvas 

  Zoom in Canvas
  Activating Zoom in Canvas
  How to Join a Zoom Meeting - Canvas Student
  Creating Zoom Account in Canvas
  How to Change Your Time Zone in Canvas
  Scheduling a Zoom Meeting in Canvas
  How to Join a Zoom Meeting - Canvas Student
 

Using Waiting Rooms
Zoom-Bombing Prevention Seminar
Keeping Uninvited Guests Out

   
 

Virtual Backgrounds for Zoom

DSO NLC NVC
 
PAC SPC SAC
 
Additional Zoom Backgrounds (Download from Dropbox)