Full-Time or Part-Time Access to Campus
To facilitate and support work that cannot be performed remotely, SSU has developed a multi-phase plan that allows some employees to be approved to return to campus on a full-time or part-time basis. In order to be considered for return to campus, your manager must complete a Department Return to Campus Assessment, which will be reviewed by representatives from Human Resources and Risk Management and Safety Services. If a department is approved to work on campus, a risk assessment will be required before employees are able to return. This process can take up to two weeks from the manager’s request through return to campus.
Short-Term, On-Campus Visit Requests
The process for obtaining approval for short-term access to campus was built in alignment with our health and safety commitments that SSU continues to prioritize:
- SSU has committed to no more than 30% capacity on campus at a time and will be heavily monitored to enforce physical distancing.
- Strict cleaning and sanitation regimens will be followed and thus limits the numbers of days you may access a building.
- Employees and students will adhere to all County, State and Federal public health orders.
The Short-Term, On-Campus Request process is outlined below, takes two work days to obtain, requires electronic approval from the employee’s supervisor through Qualtrics and final approval from Risk Management & Safety Services. Note that this process begins with visits the week of July 13. All visits for the week of July 6 should be approved via email to EOCoperations@sonoma.edu.
Short-term requests must:
- Be one-time in nature. Requests should not be on a recurring or consistent schedule. (Managers should make those requests through the Department Return to Campus Assessment process.)
- Align with the Rotating Building schedule. If Employees plan to visit their offices while on campus, they must only select dates their buildings are open.
- Include all spaces they are seeking to visit. Employees may visit service-based offices (Information Technology, Seawolf Service Center, or Shipping and Receiving) while on campus but may only do so if noted on the Short-Term, On-Campus Request.
- Be less than two hours. Only two-hour appointment windows are allowed for visits to campus. This helps ensure health and safety and allows for all individuals to access facilities they may need while ensuring proper physical distancing.
How to Request a Short-Term, On-Campus Visit
You must submit a Short-Term, On-Campus Visit Request at least two business days prior to the date you wish to visit campus to allow for review. You are only approved once you receive a confirmation from Risk Management and Safety Service.
- Employee submits a Short-Term, On-Campus Visit Request.
- Supervisor electronically approves the request.
- Risk Management and Safety Services reviews the request.
- Risk Management and Safety Services communicates with employee regarding approval or denial of request.
All employees who return to campus for any length of time (including short-term visits) are required to complete a wellness screening prior to arriving on campus. Details of this are on the Coronavirus Monitoring webpage and will be included in the email communicated to the employee upon approval.
Reasons for Making Short-Term, On-Campus Visits
Visiting Your Office to Pick Up Telecommuting Supplies
Employees who need access to supplies may do so in accordance with the Rotating Building Schedule outlined below.
IT Help Desk Visits
Employees must contact their GeoTeam Representative or the Help Desk to make an appointment before submitting the Short-Term, On-Campus Visit Request. Risk Management and Safety Services will request a copy of your appointment in order to approve your campus visit. Please allow at least two business days for your request to be reviewed.
Seawolf Service Center Visits
Seawolf Service Center has modified its hours of operations for the Fall 2020 semester from 10 a.m. to 2 p.m. Monday through Friday. To visit Seawolf Service Center for campus business items, you must complete the Short-Term, On-Visit Visit form. Please be sure to select a time window during business hours to visit the Seawolf Service Center when submitting your request.
Shipping and Receiving Visits
Mail pick-up may occur Monday through Friday at Shipping and Receiving during the hours of 11 a.m. to 2 p.m. at the Mail Room in the Corporation Yard. No appointment is required, however you must complete the Short-Term, Campus-Visit request for each visit for approval to come to campus. Only one person per department will be approved for pick-up.
Shipping and Receiving will have a copier available onsite for employees to scan and send mail electronically to the intended recipients.
Rotating Building Schedule
Second Monday of Every Month
July 13, August 10, September 14, October 12, November 9, December 14
- Salazar Hall
- Children’s School
- Carson Hall
- Schulz Information Center
- Anthropological Studies Center
Second Tuesday of Every Month
July 14, August 11, September 15, October 13, November 10, December 15
- Nichols Hall
- Student Center
- Wine Spectator Learning Center (will open July 20 as part of the rotating building schedule)
- Green Music Center, Education Wing
Second Thursday of Every Month
July 16, August 13, September 17, October 15, November 12, December 17
- International Hall
- Ives Hall
- Pre-Collegiate Programs Building
- Recreation Center*
Second Friday of Every Month
July 17, August 14, September 18, October 16, November 13, December 18
- Art Building
- Darwin Hall
- Person Theater
- PE Building / Field House / Baseball Building
*The Recreation Center will not be accessible until the County of Sonoma Alternative Care Site has been demobilized and facilities are thoroughly cleaned and sanitized.
No exceptions will be granted from the above process. This process is not for the Stevenson Hall Renovation project move-out process. If you need to access Stevenson for move out or pack up purposes, please contact your administrative manager for your school.
If you have any questions about this process, please email Risk Management and Safety Services or speak with your supervisor.
SSU is in the process of implementing electronic key locks to the exterior doors of all buildings for enhanced security and monitoring. Only employees approved as a part of the Department Return to Campus Assessments will be given access. The campus will be messaged with instructions on building access when this transition is complete.