Review and complete all necessary department space changes as needed, including:
Physical modifications to individual workspace(s). Review the Space Planning Checklist to determine your specific needs and for Facilities contact information.
Changes that may be necessary for shared department areas -including front facing areas, traffic flow/hallways, conference rooms, kitchens and common spaces.
Building or office access points for department and/or individual workspaces, if different than prior to COVID.
Identify and arrange for necessary signage and removal or rearrangement of furniture to ensure social distancing.
New or modified equipment or technology to support workspace adjustments.
Review and communicate expectations on:
Schedule, hours and work location (if different).
Department workspace: changes, use and requirements for individual work spaces, front facing areas and shared spaces (kitchens, supplies, conference rooms).
Department based cleaning protocols.
Access points to offices and/or department areas: if different than prior to COVID.
Food: bringing and eating food on site (breakfast and lunch); use of refrigerator and lunchroom.
Other department level requirements or protocols.
Remind employees to pack up any University technology equipment (including cables and accessories) and any other materials they were using remotely that will be needed when they return to on-campus work.
Develop a plan and schedule for who returns and when based on the operational needs of the department. Track who is on campus and where.
Ensure that all employees have completed the required training (to be offered in late summer) and fully understand and will abide by all required health and safety measures (Passport, testing, Daily Health Assessment, masking, social distancing, hand washing, etc.).
Establish a communication strategy. Be sure to include revised department operating plans and specific references as to how your unit will operate with staff who are primarily on campus and primarily remote.
Notify any staff who are expected to return to working primarily on campus at least 2 weeks prior to the date they are expected back.
Take a video of the office space with your cell phone and include it in the welcome email so they can see what their new workspace looks like (if appropriate).
Send an email to welcome employees back to campus at least 2-3 days prior to their scheduled return. This should include a link to the Campus Passport, and a reminder for them to sign up for COVID-19 testing. Testing continues to be required, even for those who have completed their vaccination.
Transportation needs: Parking and/or parking sticker - Parking and/or parking sticker – For existing employees, we recommend they check with the Parking Office to determine if their current sticker needs to be updated before returning to campus. If for a new employee, instruct them to go to the Brandeis Parking website and apply online or contact firstname.lastname@example.org. If the employee has questions on MBTA, ask them to contact a member of the Benefits Team.
Be sure staff have:
Keys and ID badge: needed to access most areas
Other department equipment (where appropriate).
If staff have questions on reasonable accommodations, please direct them to a member of the Employee Relations team.
As Staff Return:
Create a local “re-orientation” to help employees know what to expect upon returning to campus. Note all procedures and changes in the work space that might be different.
Make a sign to welcome back staff at their desk, on an entry door or other appropriate space.
Be available, visible and transparent. Recognize and acknowledge that it is OK to feel anxious or uncertain.
Recognize and thank employees for their efforts, resilience, and other positive behavior; remind them that their efforts have a positive impact on colleagues and help achieve our mission.
Conduct check-ins regularly with staff to discuss their challenges, concerns or questions. Consult with Human Resources as needed.