Departmental Management/HR Guidance
As the HR or operational leader within your department, you may be tasked with developing strategies to reduce capacity within your area both physically, and over time. This page is designed to give you an idea of where to start when making plans for your unit.
Strategies for Reducing Number of Employees in the Workspace
- Consider the reduction of core business hours (both online and in-person)
- Establish staffing structure to determine ideal staff occupancy levels
- Alternate workgroups in the office to ensure physical distancing can be observed
- Track occupant information to strategize at the building level which areas will use certain days of the week
- Establish and assign zones to groups to enable them to sit within proximity of their team, but desks may have to be unassigned
- Continue to hold all-hands meetings, or larger meetings, on virtual platforms
Alternate Work Groups/Team Member Schedule to stagger workplace population
To minimize the removal of furniture to physically distance, by alternating workgroups or team members by select days of the week, or work hours, employees may use their own assigned workstation or desk. This requires coordination between management and employees to determine when and who will be in the office at designated times, and confirm that a minimum of a 6-foot physical distancing will be kept by those in the office.
The image at right is an example of a floor plan used to coordinate alternate workgroups in a building
Each HR manager should work with their team members and supervisors to determine a preset calendar of who will be in the office at certain dates/times of the week.
As an alternate option for smaller more flexible units, you may have employees coordinate with team members to determine which days of the week they are planning to be in the office without having it be set the same from week to week. If there is any overlap, employees may choose to sit at an alternate location that has been cleaned, or work from home on that day.
Staff with disabilities needing workplace accommodations pertaining to the University’s COVID-19 Base Social Distancing Protocol should contact their immediate supervisor or human resources manager. Additional information can be found at – FAQs: Workplace Accommodations at Stanford University. Faculty should contact their department chair, departmental or school faculty affairs office, or the Diversity and Access Office (email@example.com). Students should contact the Office of Accessible Education (OAE) to request academic and/or housing accommodations. Previous workspace accommodations should be honored and considered when planning workplace distancing strategies.
Work Activity Risk Levels and Precautions
Exposure to the novel coronavirus (SARS-CoV-2) in occupational settings depends on several factors, such as the duration and frequency of work in close proximity to others. Certain work activities inherently require more than one employee to work within close proximity, and additional measures to prevent exposure may be required. The table below categorizes the work risk levels and is intended to assist supervisors in determining necessary controls. NOTE: Maximizing physical distancing continues to be the most effective method to eliminate close contact risks. Personal Protective Equipment (PPE) does not take the place of primary protective strategies , including physical distancing, hand hygiene, and staying at home when sick, but rather is another layer of prevention.
Return-to-Campus Purchasing Information
Departments returning to campus can generally order all supplies using the same resources they have in the past. However, the expected delivery timeframe for some products could take up to eight weeks. Because of the longer lead times, departments are encouraged to plan ahead and order as early as possible.
Purchasing protective supplies
Departments may order hand sanitizer, gloves, cleaning products, disposable face coverings and other supplies from resources in SmartMart, including:
- Fisher Scientific
- Office Depot
Protective supplies may also be ordered directly from sellers on Amazon Business through Oracle iProcurement.
Having trouble purchasing products?
In order to ensure timely delivery of the items they need, departments are encouraged to purchase their supplies directly from vendors as soon as they know they will be returning to on-site activity. The EOC Logistics and Safety teams may be able to help departments identify vendors with products available for purchase and delivery within the department’s required time frames.
Additionally, the EOC Logistics and Safety teams have a limited supply of protective products in the Logistics inventory. This inventory is intended to be a short-term supply used to facilitate departments returning to work on-site. If a department is unable to order supplies directly from a vendor for delivery in a timely manner, it may request up to a one-month supply of for use while it waits for the delivery of its orders. After receiving a one-month interim supply, departments will be charged for items received from the Logistics inventory.
How to request:
- Reusable Face Coverings: Contact your DOC to request reusable face coverings to distribute to your team when they move back to work on-site. DOCs should submit consolidated orders for SOCs at least 10 days before individuals return to work on-site.
- All other Face Coverings: Email firstname.lastname@example.org directly to request disposable face coverings, N95 respirators, or face shields. Currently, N95 respirators are reserved for use in healthcare settings (per CDC), unless required for task-specific hazards determined by EH&S risk assessment.
- Digital Thermometers: Contact your DOC to request a digital thermometer for any faculty, staff or post-doc who needs one to complete Health Check. DOCs should submit consolidated orders for SOCs at least 10 days before individuals return to work on-site.
- Hand Sanitizer (16.9 oz bottles only)/Disinfectant/Gloves: To request up to a one-month supply, submit the request directly using the Supply Request Form.
- Other items: For assistance finding suppliers for any other items, email email@example.com.