Employee Resources

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Last Updated: 5/26/21

COVID-19: Return to Campus Employee Plan

 

Spring 2021:

We are currently at Level 5. Plan for Level 4 up to 10% capacity – effective May 3, 2021.

Summer 2021 Update:

Plan for Level 3 up to 25% capacity – effective May 31, 2021

Phase up to Level 2 up to 50% capacity – effective July 6, 2021

Fall 2021 Update:

Plan for Level 1 up to 75% capacity – effective Aug. 16, 2021

Please take the time to review this information and familiarize yourself with the resources, plans, and support available to help you prepare for the spring 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. With safety as our top priority, we are implementing phased-in return to campuses for Summer and Fall 2021.

Fall 2021 - Highlights of the Return to Campus Employee Plan

  • Effective Aug. 16, the district offices and all the colleges will begin to move from Level 2 to Level 1, carefully phasing up to 75% occupancy as facilities and resources are ready, monitoring for impact and adjust as necessary for effectiveness, safety and health.

  • Up to 75% of essential DPS, IT, Facilities, Risk Management and other support personnel will work on-site.*

  • Student Services will be provided to students both on-campus and remotely throughout the fall via on-site, Zoom, phone, chat, email and other methods. Hours and services will vary at each plan level. More information is available here.

  • Face coverings are strongly recommended but not required for everyone on campus and district facilities and social distancing protocols will be followed. View the mask procedure.

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

  • Onsite Events (Alamo Colleges District & 3rd Party Events) will be limited starting Oct. 1, 2021, and must be approved by Incident Command.

  • Health screening and temperature checks will be required for all persons on campus in Summer 2021.
  • Free on-site weekly COVID-19 screenings will be available to interested employees and students.

  • On-site meetings and trainings will be allowed as long as employees follow all safety protocols. Onsite meetings must not exceed 90 minutes indoors and cannot exceed more than 75% room occupancy.

  • All third-party requests to use facilities, including training centers, must be approved by the college president and Incident Command.

  • All currently approved Remote Work Requests will continue through July 15, 2021. Employees may opt to work with their supervisors to return to onsite work sooner.

  • 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. Upon notification of an exposure to COVID-19 or a positive COVID-19 test result, complete the COVID-19 Incident Reporting Form immediately and do not access campus.

  • Occupancy is limited by plan level and the ability to maintain social distancing.
View the COVID-19 Return to Campus Plan Threat Levels Chart View the Return to Campus Employee Guide

Summer 2021 - Highlights of the Return to Campus Employee Plan

  • Effective May 3, the district offices and all the colleges will begin to move from Level 5 to Level 2, carefully phasing up to 50% occupancy as resource-ready facilities and resources are ready, monitoring for impact and adjust as necessary for effectiveness, safety and health.

  • Up to 50% of essential DPS, IT, Facilities, Risk Management and other support personnel will work on-site.*

  • Up to 50% of students will be on-site.*

  • Up to 50% of faculty and staff will be on-site.*

  • Student Services will be provided to students both on-campus and remotely throughout the summer via on-site, Zoom, phone, chat, email and other methods. Hours and services will vary at each plan level. More information is available here.

  • Face coverings are strongly recommended but not required for everyone on campus and district facilities and social distancing protocols will be followed. View the mask procedure.

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

  • In-person and drive-through events for Summer 2021 require approval by Incident Command.
  • Health screening and temperature checks will be required for all persons on campus in Summer 2021.

  • All meetings/training will be virtual in Summer 2021.

  • 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 and Incident Command.

  • All currently approved Remote Work Requests will continue through July 15, 2021. Employees may opt to work with their supervisors to return to onsite work sooner.

  • 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. Upon notification of an exposure to COVID-19 or a positive COVID-19 test result, complete the COVID-19 Incident Reporting Form immediately and do not access campus.

  • Occupancy is limited by plan level and the ability to maintain social distancing.

*We will phase up to 25% capacity on May 31, and phase up to 50% on July 7.

View the COVID-19 Return to Campus Plan Threat Levels Chart View the Summer 2021 Return to Campus Employee Guide

 

Plan Information and Resources

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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.

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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.


Building Announcements

COVID-19 Screening Available at All Alamo Colleges

As we implement our return to campus plans and more individuals are working and learning on our colleges, we want to implement safety and mitigation practices to keep our faculty, staff and students as safe as possible. COVID-19 screenings provides early alerts of infections, and weekly screening allows us to monitor the infection rate for each of our colleges and take necessary measures if the rates fluctuate.

Alamo Colleges is partnering with Community Labs to offer free asymptomatic COVID-19 screenings for employees at each of the colleges and the DSO.

Here’s what else you need to know :

  • Screenings are for individuals without symptoms. If you have any symptoms that could be COVID-19, please do not go to be tested.

  • The screening is a painless, self-administered nose swab that only takes about a minute.

  • You’re encouraged to make an appointment to save you time, but walk-ins are accepted at all locations during operating hours.

  • You will need to set up an account on the same website if you choose to schedule an appointment.

  • You will receive an email confirmation of your appointment, which you are encouraged to bring with you, along with an ID.

  • When you arrive for your appointment, you also need to provide your date of birth and/or the phone number you used at sign up to check in at the location.
  • You can log in to your account anytime to view your appointment, reschedule or cancel and to see your test results.

  • Once you schedule an appointment, you are locked in for that appointment time every week and encouraged to test weekly.

  • Your result will be available in 24 hours.

  • You should receive an email notifying you when you can see your result.

  • See your result by logging in to your account.
See Hours And Schedule An Appointment View Video About The Process
Face Coverings

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 strongly encouraged, but not required to wear masks upon entry to the worksite.  

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

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, 2021.

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.

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

Alamo Colleges Family Helping Families Emergency Relief Fund

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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)