In the event of emergency situations and/or remote work, we have compiled the following information for staff. The following guides will help you navigate these situations.

1 Important Information
2 Quick Links
3 Continuing Education COVID-19 Plan
4 Working Remotely - Setting Yourself Up for Success
5 Employee Assistance Program (EAP)
6 Remote Meetings - Conferencing Capabilities
7 Key Resources

Important Information

In light of the global pandemic of COVID-19, Continuing Education and Community Engagement is committed to doing our best to keep everyone safe and healthy. In this vein, we have closed the building (as much as possible given that Hyperbaric remains open on the first floor). Additionally, we ask that employees follow guidelines published by the CDC to minimize risk.
All employees should now be working from home and limiting visits to the office to only what is absolutely necessary. The University has has issued procedures for closed buildings here attached below.

If you are sick, stay home and do not come into the office. Please communicate directly with your immediate supervisor about your situation. You can call the U’s COVID-19 telephone hotline at 801-213-2874 if you have additional questions or concerns.
Slack is the default communication method internally for CE employees in the event of remote work/emergency situations.
- Staff are required to have slack downloaded on their phones and be subscribed to the #emergency-information channel. This is how CE Leadership will communicate important information to all staff. Watch the training: https://uofu.box.com/s/kgsf3nk6u9rf2qbhxc5k34k5p0w3kk6k
- As we engage in remote work, we do expect you to be logged in to Slack and paying attention. Coordinate with your manager or post in your status as to what hours you’ll be immediately available. It’s okay to take lunch, a walk break, recess with your kids, or a mental time out.
Additional Emergency Information can be found in Box here.
Per the email Jodi sent on 3/19, our building will be closed to the public and Jodi prefers for all staff to work remotely and self-isolate:
- We are going to offer student access to WIFI and computer labs by appointment only at Sandy and St. George. The CECE COVID webpage has been updated to reflect this.
- If you need to come to the building for any reason and you do not have any symptoms COVID-19, you are still welcome to do so. That includes picking things up, printing something, watering plants, working with an instructor, etc.
- The lower level doors will be unlocked during Hyperbaric Medicine’s hours (M-F 8-5); you will need your UCard to enter the building at any other time.
- You will always need your UCard to enter the admin office space.
- ELI instructors should all have the classroom keys (AB26 printed on them) if they need to come in to record material.
- Classrooms, office spaces, and conference rooms will be locked. If you need acces to any of these and you do not have an AB26 key, you will need to arrange for someone with a key to join you. Talk to your manager.
- If you open a classroom up, be sure to lock it behind you.
- If you enter an office suite, please do not bring family or friends in with you. We want to minimize the potential exposure to COVID-19 for our staff who do need to come in for any reason.
- If you need to receive a delivery, you’ll need to make arrangements for someone to meet it. The PCard office recently sent out a reminder that staff cannot send purchases sent to their personal homes. If you do need to order something to be delivered to your home, you need to contact the pcard office first at pcard@purchasing.utah.edu.
- If you need IT support in the building, you need to set up an appointment with a member of IS&T. You can call the help line at 581-3200 or post in #whats-going-on-in-ce with @ist to notify them.
There are new recommendations for suspected and confirmed COVID-19 cases in our building. Please read them here https://content.getrave.com/content/5955615/41d993e8-c36a-4bcc-8246-80775d19d2e3/b47cf915-efe7-470c-ad4c-e4a60de25a65/university-of-utah-covid-19-guidance-20200318.pdf
- Bottom line is if you even suspect you have COVID-19, we have some procedures we need to follow.
- We’re counting on everyone being good citizens and allowing us to proceed with utmost caution.
All employees need to complete the COVID-19 Telecommuting Form available at https://www.hr.utah.edu/forms/lib/University_of_Utah_Telecommuting_Form.pdf
Continuing Education will follow all University guidelines for COVID-19 response. The most updated information will be available at https://dps.utah.edu/coronavirus/.

Quick Links

Continuing Education COVID-19 Plan

Travel Guidelines

See https://dps.utah.edu/coronavirus/ for the most up-to-date informaiton.
All non-essential University domestic and international travel is restricted through April 30, 2020.
- Exceptions require approval by unit leader, dean/VP, and cognizant SVP.
All student programs (including Go Learn) in international locations are suspended through May 30, 2020.
If returning from domestic or international travel, employees should look for up to date information on the DPS website above or on the HR Website, https://www.hr.utah.edu/coronavirus/leave_process.php.
If you’ve traveled to high risk areas you will need to:
- Register at https://dps.utah.edu/returning-traveler-self-reporting.
- Implement self-isolation and social distancing https://www.cdc.gov/coronavirus/2019-ncov/hcp/guidance-prevent-spread.html.
The University of Utah has stated that it discourages University domestic travel at this time.

Meeting Guidelines

In accordance with social distancing, all meetings will be held via video conferencing (using Cisco).
Cancel all meetings/gatherings of 100+
IS&T has created individual unit URLs to allow remote meetings within the Cisco meeting space.
- URLs are listed in the sidebar.

Workplaces & Equipment

Unfortunately, we do not have sufficient laptops for each staff member in CE to have one. At this point, we have issued all the laptops we are able to.
If you have not been assigned a CE laptop – please communicate your ability to work on a home computer
- Need to follow security guidelines developed by IS&T for use of non-university equipment
- If you don’t have a home computer, we will work to enable to do your work from home ASAP
Slack will be the primary communication channel for CE business if you are in-person or remote
- All staff required to load Slack onto personal smart phones
- IS&T held two training sessions for staff about this new requirement. If you missed it or would like to revisit, the recording of the training is available here: https://mediaspace.utah.edu/media/t/0_ceemzvvo
- Please note that slack is not considered secure for transmitting data. You cannot share or post any student data (or anything else that falls under FERPA or HIPAA) via slack.
- Our workplace address for slack (whether you need to sign in to your phone or a browser) is ceceslack.slack.com.

Unit Response Readiness

All units should review current cancellation and refund policies.
- Share these with leadership, Andrew, and the RI team.
- Andrew and Nate are working on updating each site. Contact them with questions, concerns, and/or suggestions (knowing some things may not be possible at this time)
All programs that are able should immediately move classes online.
- TLT resource page: https://tlt.utah.edu/covid19.php
- Classes not already in Canvas, consider other options (Zoom)
- We are developing student training for participating in online courses
All units need to develop work plans that will accommodate remote work.
- Individual responsibilities – who does what and from where
- Communication plan – internal and external
- Dependencies – who do we rely on for operational function?
- Individual work plans for low-demand time (professional development, file maintenance, research projects, IS&T project collaboration, program development, etc.)

Working Remotely - Setting Yourself Up for Success

General Guide: The University of Utah has provided the following guide for working remotely: https://dps.utah.edu/remote-resource-guide/
Forward your phone: When you are out of the office, you’ll want to forward your phone so that you still receive calls.
- If you have an Avaya phone, please see this Avaya how-to guide. **Please note that if your forwarding number has a different area code than 801 you will need to press “1” after 9 and then your number.
- If you have a Polycom phone, please see this Polycom how-to guide.

Please note that only Polycom phones work with Skype for Business.

Remote voicemail administration via touch-tone phone: This method can be used to manage your team’s voicemail greeting. To change or listen to your voicemail when working remotely, you will need your voicemail PIN. Polycom users dial 801-587-0080, Avaya users dial 801-587-1479, and follow prompts. Here are more complete voicemail instructions.

CECE is not responsible for your personally owned equipment. You are responsible for all expense, setup, and maintenance of your own computer.

Team email accounts are accessible via www.UMail.utah.edu. Log into UMail and follow this guide.

CECE issued staff laptops should have Outlook configured to access team email accounts and resources.

To get help: If you are working on a computer remotely and require IS&T support, please submit a task through the Help Desk. If you are unable to connect to the help desk, or if there is an urgent issue, call 801-581-3200. (Leave a message if necessary.)

VPN Access: If you need to access the University of Utah VPN for your job duties (unless you have been told you need access, this does not apply to you), please follow the guide here: Connecting to the University of Utah's VPN .
Box Access: if you do not have a CE-issued laptop and need to access box files, you will need to do so through your internet browser. Go to box.utah.edu and enter your CIS credentials to login. When accessing box via browser, you’ll need to use Microsoft Office Online to edit. A guide for that can be found here: Box and Office Online .

Employee Assistance Program (EAP)

As we all work to support employees during this time of uncertainty, the Employee Assistance Program (EAP) is temporarily available for all University employees, including those not enrolled in the health plan and those not eligible to enroll in the health plan. Additionally, please find attached resources that may be useful to employees.

More information regarding the EAP and services offered are available on the University HR Benefits webpage as well as the University HR COVID-19 webpage.

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