MARCH 13: COVID-19 Update
Message to Supervisors of Student Employees
March 16 Amendment: Please note that although the message below refers to students returning to work on-campus, as of today’s message from Interim President Laurie Quinn, faculty, staff and students are transitioning to remote work. Students will not be able to return to work on-campus until further notice.
Dear Supervisor,
We have been evaluating the options for students to continue in their roles as employees during the extended spring break and period of remote instruction. As a supervisor of student employee(s), we need your help navigating student work during this time.
We will be communicating with student employees later today to let them know that we are actively working on the options that will be available to continue in their position. They will be encouraged to contact you if they are interested in continuing to work in their position during the extended spring break and period of remote instruction. This message, which we will copy you on, will indicate that they will receive guidance from supervisors by mid-week, to give you the opportunity to define a plan for your employees and review any questions with us.
If students reside in the local area, and if your office remains open, there will be the option to work on campus. Due to the disruptions caused by the COVID-19 outbreak, the College will allow students to work remotely when available. Below we have included guidance regarding student employment in the coming weeks and ask that you refer to it when determining the best approach for your team.
Working On-Campus:
Student employees are permitted to work on campus during the period of remote instruction if all of the following are true:
- They reside locally and are able to commute to work OR they have received permission from the Dean of Students to remain in campus housing.
- They are not exhibiting COVID-19-like symptoms, they have not been exposed to people who are exhibiting COVID-19-like symptoms, and they have not traveled to a location where COVID-19 is prevalent or rapidly escalating, whether international or domestic.
- You have confirmed with your manager that your office is currently operating and has work for them to complete.
- Their work hours do not interfere with their remote instruction schedule and responsibilities with course work, discussions and meaningful interactions with their classmates and professors.
- They are able to enter hours worked at the end of each shift and able to submit hours worked weekly for your approval using the systems the College provides.
Working at an Off-Campus Location:
Student employees are permitted to work at their previously approved off-campus location during this period of time if all of the following are true:
- Their supervisor at the off-campus location has confirmed with you that the site is open/able to accommodate Champlain student workers.
- They reside locally and are able to commute to work OR they have received permission from the Dean of Students to remain in campus housing.
- They are not exhibiting COVID-19-like symptoms, they have not been exposed to people who are exhibiting COVID-19-like symptoms, and they have not traveled to a location where COVID-19 is prevalent or rapidly escalating, whether international or domestic.
- Their work hours do not interfere with their remote instruction schedule and responsibilities with course work, discussions and meaningful interactions with their classmates and professors.
- They are able to enter hours worked at the end of each shift and able to submit hours worked weekly for your approval using the systems the College provides.
Working Remotely:
The College recognizes the financial hardship associated with a disruption in anticipated wages. In order to assist, we are allowing more student employee positions to work remotely, where possible. Remote working for student employees is permissible if all of the following are true:
- Their current role has projects and work that could be done remotely. Positions handling sensitive information, requiring a secure connection to the College’s network and server, are excluded.
- You have a plan and can facilitate remote supervision, with clear expectations, including but not limited to, check-ins and/or providing assistance synchronously and asynchronously.
- Their work hours do not interfere with their remote instruction schedule and responsibilities with course work, discussions and meaningful interactions with their classmates and professors.
- They are able to enter hours worked at the end of each shift and able to submit hours worked weekly for your approval using the systems the College provides.
Critical Payroll Information:
- The College is transitioning from Workday to the Oracle Human Capital Management System, which requires all student employees to enter their hours in BOTH Workday and Oracle for the first pay period, March 15–March 28, to ensure that we are able to pay your student correctly.
- Student hours must be entered and submitted on March 26 and supervisors MUST approve by 5:00 PM that day. Please encourage your student to plan accordingly in the event you need to make a time card correction.
- Student training on how to create a time card, enter time, and submit a time card for approval in Oracle is scheduled for Monday, March 16th from 3:30 PM–4:30 PM. Students can attend the training via Google Meet by using this link (meet.google.com/zoe-sjcd-kyu) on the day-of. The trainings scheduled for the evenings of March 17–20 are canceled.
- Important: Continuing your student’s employment during this period both on-campus or remotely requires their active participation in learning the new time entry process in Oracle through formal training, reviewing the step-by-step reference guide and video tutorials, and working with you, their supervisor, to ensure accurate time entry in BOTH Oracle and Workday. Please direct students to the available resources here.
The guidelines are subject to change as more information about COVID-19 and its impact on our campus develops. If you have any questions regarding managing your student employees in the coming weeks, please don’t hesitate to contact either of us using the contact information below.
During this time, we ask for your patience. We are working hard to provide you with information, as timely as available, to mitigate the impact on your student employees while ensuring that the safety and health of our community are top priorities. The College will continue to provide updates when they become available. All current updates are available on our Update Site.
We remain grateful for your support and mentorship of our students and appreciate your partnership during this uncertain time.
Molly Pepper
Assistant Director
Office of Financial Aid
mpepper@champlain.edu
(802) 865-5701
Howie LeBlanco
Talent & Organizational Development Specialist
People Center
leblanco@champlain.edu
(802) 860-2721
