HR Communications

General Communications

To: The FIT Community

Please remember that all leave reports must be completed by August 31, 2021. 

IMPORTANT: DO NOT USE THE BACK BUTTON IN YOUR BROWSER WHILE NAVIGATING THROUGH THE DATES. 
THIS WILL RESULT IN AN ERROR.USE THE "NEXT" OR "PREVIOUS" BUTTONS INSTEAD.

The following is a quick review of important leave information and resources: 

  • FIT’s leave year runs from September 1 to August 31.  
  • All full-time union employee time bank balances are rolled over in accordance with the CBA. Language regarding vacation and time off starts at section 31.0.
  • All full-time non-union employees should refer to leave documents found on the HR webpage.
  • Any time not taken and reported in excess of the maximum number of days that can be rolled over in each category will be forfeited.
  • Additional resources can be found in the Annual Leave Information and documents. Both are also on the Human Resources webpage.

To: The FIT Community 

The Employee Holiday and Work Schedule Information for Academic Year 2021 - 2022 has been posted on the Human Resources website.  

This document is attached and can be reached by clicking the following link: Leave and Time Management webpage

To: The FIT Community

As the summer progresses, it is important to revisit the college's leave rollover policy, especially as we reconsider what vacation time will mean for us this summer. We hope that as opportunities for popular locations and attractions open up, that you will be able to schedule some much deserved rest and relaxation. It is critical for all of us to schedule time to be “away” and "on vacation" from work, whatever that may look like for you. 

For planning purposes, please be advised the college will operate under the same procedures for leave rollover as in the past; there will be no changes to the existing dates or allowances for rollover (as outlined in the CBA for union employees or leave plans for non-union employees). 

The following is a quick review of important leave information and resources: 

  • FIT’s leave year runs from September 1 to August 31.  
  • All full-time union employee time bank balances are rolled over in accordance with the CBA. Language regarding vacation and time off starts at section 31.0. 
  • All full-time non-union employees should refer to leave documents found on the HR webpage. 
  • Any time not taken and reported in excess of the maximum amount of days that can be rolled over in each category will be forfeited.
  • Additional resources can be found in the Annual Leave Information and documents. Both are also on the Human Resources webpage. 

We encourage you to reach out to Human Resources through the HR Solution Center should you have any questions or concerns.

To: The FIT Community 

We hope that this communication finds you well. As we have reached the end of the academic year and approach the end of the fiscal year, it is important to revisit the college's leave rollover policy, especially as we reconsider what vacation time will mean for us this summer. We hope that as opportunities for popular locations and attractions open up, that you will be able to schedule some much deserved rest and relaxation. It is critical for all of us to schedule time to be “away” and "on vacation" from work, whatever that may look like for you.  

For planning purposes, please be advised the college will operate under the same procedures for leave rollover as in the past; there will be no changes to the existing dates or allowances for rollover (as outlined in the CBA for union employees or leave plans for non-union employees).  

The following is a quick review of important leave information and resources:  

  • FIT’s leave year runs from September 1 to August 31.  
  • All full-time union employee time bank balances are rolled over in accordance with the CBA. Language regarding vacation and time off starts at section 31.0. 
  • All full-time non-union employees should refer to leave documents found on the HR webpage. 
  • Any time not taken and reported in excess of the maximum amount of days that can be rolled over in each category will be forfeited.
  • Additional resources can be found in the Annual Leave Information and documents. Both are also on the Human Resources webpage. 

We encourage you to reach out to Human Resources through the HR Solution Center should you have any questions or concerns. 

To: The FIT Community

Last summer, Human Resources wrote to all FIT employees about unemployment-related scams after receiving notice from SUNY that the New York State Department of Labor  was investigating several cases where unemployment claims appeared to have been fraudulently submitted by unknown individuals posing as college employees.

This communication is in response to queries from several FIT employees who are concerned that their information may have been compromised.

While it is nearly impossible to prove conclusively that something has not happened, the IT Division, in particular the Office of the CISO,  believe that neither the FIT network nor any FIT systems containing personally identifiable information  have been breached. The IT Division bases this statement on the following assertions: 

  • FIT belongs to several watchdog organizations that would notify us if large numbers of FIT identities became available in the dark web.
  • FIT has received no ransom demand or similar contact from a criminal, which would almost always accompany a breach.
  • FIT has not seen an uptick in any other fraudulent activity that would be indicative of a breach.
  • As recently as October 2020,  FIT underwent a very detailed cyber forensic exercise with a nationally recognized firm, which revealed no indication of a breach or threat actor inside our network.
  • FIT has a number of technical protections, including a firewall, an intrusion detection system, and vulnerability scanning, and none have indicated any issues.

Unfortunately, the unemployment insurance scam is very easy to perpetrate. For example, one well-publicized data breach exposed personal information, including social security numbers, of 147 million people. Linking those individuals to their places of employment is also very easy, by scraping job-related social media sites. As further example, FIT's salary schedules are available in the collective bargaining agreement, which is a public document. With all of this information, criminals could easily assemble enough data to file unemployment claims. 

The college will continue to work diligently to protect itself and its employees, and we hope that each employee will join this effort by taking their annual training, following advisories that we publish, enrolling their FIT (and other) accounts in two-factor authentication, and using general best practices for cybersafety (such as choosing a different password across professional and personal accounts). 

If you believe that your identity has been used in relation to a fraudulent unemployment claim, please click here for more information. You also can submit any questions via the HR Solution Center. HR will investigate and in turn will notify the CyberSafe team as needed. Thank you.

To: The FIT Community 

The 2021 Summer Work Schedule Guide &  the Work Schedule Form have been posted on the Human Resources website.

Dear FIT Employees:

You may have heard in the news that public sector employees have been targeted and there has been a subsequent increase in fraudulent unemployment claims during the COVID-19 pandemic. Within the State University of New York (SUNY) system, the New York State Department of Labor (DOL) is investigating several cases where unemployment claims appear to have been fraudulently submitted by unknown individuals posing as college employees.

We want to make you aware that HR is carefully reviewing all claims. We have NOT received a claim under your name, but we wanted to make you aware of this growing situation and that we will contact you directly if we do receive a claim.

Please see the actions you should take if you are targeted with a fraudulent unemployment claim:

  • Affected employees need to notify Christina Tavarez at [email protected] if they receive paperwork indicating an unemployment claim has been filed with the NYS DOL. Please watch your home mail for subsequent fraudulent mailings. Some employees have received three separate letters. Some employees are reporting they have also received a debit card to activate unemployment payments.
  • Affected employees need to individually report the fraudulent claim to the NYS DOL using the contact information found on the notice of filing received in the mail.
  • Affected employees may also choose to file a report with law enforcement (your local agency).
  • Affected employees need to file an alert with the FTC at https://www.identitytheft.gov/. When completing this form, information on steps to take for protecting and monitoring your credit will be provided.
  • Affected employees need to contact these three credit bureaus for freezing their credit and placing a security alert on their file: Experian; TransUnion; Equifax.
  • Affected employees may file a fraud report using the information below: https://www.labor.ny.gov/agencyinfo/uifraud.shtm 24-hour toll-free fraud report line: 888-598-2077
  • The College will notify employees if we receive claims paperwork from the DOL.
  • The College will contest the claim with NYS DOL.
  • Use this link for additional information and resources: https://www.dos.ny.gov/consumerprotection/identitytheft/dealing_with_the_damage/basic_response_steps.htm

If you have any additional questions related to this issue, please submit your questions via the HR Solution Center.

Coronavirus (COVID-19) Communications

To: The FIT Community

We look forward to welcoming you back to campus and have been busy planning a safe and healthy reopening experience for our community. As you know, a communication was sent by President Brown on May 21 that described the Fall 2021 Return to Campus plan. The following describes access to campus protocols for all employees.

Vaccinated Employees: You must upload your vaccination record to the FIT Health Services portal, or otherwise provide your vaccination information to Health Services as detailed below, no later than Monday, July 26, in order to be excused from mandated weekly COVID-19 testing. If we do not receive your vaccination information by July 26, you will be required to provide weekly negative test results (starting August 2) as described below.  

Non-Vaccinated Employees: Employees who are not vaccinated will be required to submit proof of a negative COVID-19 PCR test result to FIT Health Services weekly.

Unfortunately, due to the potential volume of requests, testing will no longer be available on campus as of August 2, 2021. This means that unvaccinated individuals will be required to obtain the weekly PCR test outside of work hours. Please note that depending on where the test is obtained, there may be a fee or copay that will have to be submitted to insurance for reimbursement, if available. 

If weekly test results are not provided, unvaccinated individuals will not be permitted access to campus and will not be permitted to work remotely (unless granted an accommodation under the ADA). You would need to charge paid time off leave banks if you are not permitted access to campus. The requirement of weekly testing for unvaccinated employees is a SUNY-wide mandate with which we must demonstrate compliance.

COVID-19 testing facilities near FIT:

For other locations, visit get-tested-covid19.org. 

Here are the ways you can send proof of vaccination or test results to Health Services: 

  • Online via the Health Services portal:
    1. Log in to the FIT Health Services portal (note this portal is for both employees and students) with your FIT username and password
    2. Click Document Upload
    3. Under Document Type, select COVID-19 Vaccine
    4. Click Browse to browse for your COVID-19 Vaccine file
    5. Click Save
  • Fax to (844) 941-1991
  • Email to [email protected]
  • Deliver a copy to Health Services located in the Dubinsky Student Center, Room D402, or in the red drop boxes located in the Feldman and Pomerantz lobbies, which will be checked weekly.

How to Get Vaccinated: While you can seek the vaccination on your own, FIT Health Services administers the Moderna vaccine. Make a vaccination appointment online on the Health Services portal, or call (212) 217-4190. If you opt to be vaccinated at FIT, you will be able to work on campus while you are in between doses and not yet fully vaccinated, provided that you adhere to required health and safety protocols set forth by the college and that you continue to submit a weekly negative COVID-19 PCR test result.

Please remember that New York State’s mandate that all SUNY students be vaccinated is still subject to full FDA approval. However, FIT is requiring all residence hall students to be vaccinated.

If you have any questions regarding vaccinations, please contact Health Services via the FIT Health Services portal, or email [email protected].

We look forward to seeing you on campus on August 2.

To: The FIT Community

We write to inform you of new guidance from SUNY about testing vaccinated employees. 

FULLY VACCINATED EMPLOYEES (including auxiliary workers and vendors with a regular on-campus presence) are EXEMPT from mandatory weekly testing upon the submission of documentation showing completion of a full vaccination series.

Mandatory weekly testing will continue to be required for any person who has a physical presence on campus and who has not been fully vaccinated or who has not shown proof of vaccination. 

You can submit your record of vaccination (a photo or scanned image of your immunization card) online via the Health Portal:

  1. 1. Log in to the FIT Health Portal with your FIT username and password. 
    PLEASE NOTE THIS PORTAL IS SECURE AND IS USED FOR BOTH FIT STUDENTS AND EMPLOYEES.
  2. Click on "Document Upload."
  3. Under Document Type, select "COVID-19 Vaccine" from the drop down list.
  4. Click on "Browse" which will allow you to search your computer for the photo or scanned image of your record.
  5. Click on the document name.
  6. Click Save.

For immediate questions or other options for providing your information, please contact Health Services at (212) 217-4190.

To: The FIT Community

We are pleased to announce that the COVID-19 Moderna vaccine is now available at FIT.

You can schedule an appointment in one of two ways:


 • Online via the Health Services Portal, available 24/7:

   1. Log in to the FIT Health Portal at    fit.studenthealthportal.com with your FIT username and password.

   2. Click Appt. Scheduling then Schedule Appt.

   3. Accept the Terms of Service.

   4. Select Date From and Date To (Date To must be no more  than 14 days from Date From).

   5. Select Reason for Appointment = COVID-19 Vaccine.

   6. Click Search.

   7. Click a Provider under the Date and Time you prefer to schedule the appointment.


• By phone by calling Health Services at (212) 217-4190. For hours, please visit the Health Services Hours webpage.

We are excited to have the opportunity to be a part of the vaccination program and know that it will get us closer to ensuring a safe and healthier campus environment.

 

For immediate questions and/or concerns please contact Health Services at (212) 217-4190. We would be happy to assist.

 

To: The FIT Community 

We are writing to provide new and updated information regarding COVID-19.

 

Vaccine Update

Based on the updated NYS DOH COVID-19 Vaccine Program guidance, as of Tuesday, April 6, New Yorkers 16 and older are now eligible to get the COVID-19 vaccine at any state or local health department operated vaccine site. Visit nyc.gov/vaccinefinder to find a location.

 

Please contact your healthcare provider or visit https://covid19vaccine.health.ny.gov/  for more information.

 

COVID-19 Testing

The following information pertains to COVID-19 testing and vaccine coverage under FIT’s Aetna Choice POS II and Aetna EPO plans.

 

There is no cost-sharing for COVID-19 tests approved by the Food and Drug Administration to detect or diagnose COVID-19, to detect virus antibodies and tests awaiting emergency use authorization, developed in and authorized by a state that has notified Health and Human Services (HHS), or determined appropriate by HHS. Further, there is no cost-sharing for COVID-19 testing items and services relating to the administration of the test or the evaluation of the need for the test provided either in person or virtually. “No cost-sharing” means that you cannot be charged a deductible, copayment, or coinsurance; however, regulations do not prohibit balance billing, which may occur.

 

If you have questions about plan benefits, coverage, exclusions, or claims payments, contact Aetna at 800-962-6842.

 

Additional Resources

The Families First Act (FFA) authorized the issuance of emergency supplemental benefits to households receiving SNAP benefits. For more information visit https://otda.ny.gov/SNAP-COVID-19/ 

 

The Federal Emergency Management Agency (FEMA) will provide financial assistance for COVID-19-related funeral expenses incurred after January 20, 2020. For more information visit https://www.fema.gov/disasters/coronavirus/economic/funeral-assistance

To the FIT Community:

 

We are writing to let you know that based on the updated NYS DOH COVID-19 Vaccine Program guidance, people age 50 and over are now eligible to receive the COVID-19 vaccine at any state or local health department operated vaccine site.

Eligible groups now include doctors, nurses and health care workers, people age 50 and over, first responders, teachers, public transit workers, grocery store workers, public safety workers, and New Yorkers with certain comorbidities and underlying conditions.

 

Please contact your healthcare provider or visit https://covid19vaccine.health.ny.gov/ for more information.

 

To: The FIT Community 

As the COVID-19 vaccines have become more readily available, some of you may have already received your vaccine(s) or have vaccine appointments scheduled for the future. We understand that your appointment(s) either occurred or may occur during your regularly scheduled work hours. 

To accommodate appointments that fall during your scheduled work hours, please discuss with your supervisor the time you need to be away from work. You will not be required to utilize your leave banks; time taken during your regular working hours related to your vaccine will be excused (to a maximum of 4 hours per vaccination) and must be reported on your monthly leave report under leave code COVID-19. 

You will also need to provide a copy of your official immunization card in order for the time to be excused. You can easily do so by clicking on FIT Employee COVID-19 Immunization Reporting and uploading a copy or photo of your official card. If you are receiving a vaccine with two required doses, please submit a copy of the card after the first and the second dose.

If you previously charged a personal leave bank, please submit a copy of your official immunization card via FIT Employee COVID-19 Immunization Reporting and indicate that you need your leave bank adjusted.  

In the unfortunate event you are unable to work as a result of adverse effects of the vaccine, you must utilize your personal time bank. 

If you have any questions, please contact Human Resources via the HR Solution Center.

To:     The FIT Community 

From: Human Resources 

In accordance with New York State and SUNY's COVID-19 containment and response strategy, all SUNY colleges have been directed to continue COVID-19 testing on their campuses.

In the interest of providing a safe work environment during these times, the college administration previously entered into an agreement with the UCE for mandatory testing of employees who are scheduled to work on campus on a recurring weekly basis. As a result, those identified FIT employees will be mandated to participate every week in COVID-19 testing. This is a change from the fall 2020 semester when employees were tested every two weeks. 

FIT will continue partnership with Quest Diagnostics to administer these tests for employees, beginning the week of February 1, 2021. Testing is by appointment only and consists of a simple self-administered nasal swab under the supervision of FIT Health Services. The test is conducted on an appointment basis during normally scheduled work hours. For those employees working after hours and on the weekends, a self-test kit can be requested through the HR Solution Center. 

If you are an employee who is NOT regularly scheduled to be on campus, you will NOT be tested. 

COVID-19 tests are available at no cost. 

You will be able to schedule an appointment in one of two ways: 

1. Log in to the FIT Health Portal with your FIT username and password. 

Please note - Although we are using the student portal, employee information will be collected and separated out into the secure employee database. 

      1.  Click Appt. Scheduling then Schedule Appt.
      2.  Accept the Terms of Service 
      3.  Select Date from and Date to (Date to must be no more than 14 days from the Date from)
      4.  Select Reason for Appointment = COVID-19 SURVEILLANCE TESTING
      5. Click Search
      6.  Click a Provider under the Date and Time you prefer to schedule the appointment 

OR 

2. Call Health Services at (212) 217-4190 to schedule. 

You should schedule your appointment as soon as possible.

If you have tested positive for COVID-19 but recovered from your symptoms, you may continue to test positive for three months or more without being contagious to others. For this reason, you will be excused from testing for 90 days unless you develop new symptoms of possible COVID-19. Employees in this situation must continue to monitor during the 90-day period and campus access will be granted with clearance via #CampusClear app. 

To:     The FIT Community 

From: Human Resources

The Families First Coronavirus Response Act (FFCRA), which provided COVID-19 related leave, expired January 1, 2021.

Although the FFCRA has expired, we know that the COVID-19 pandemic is still affecting our daily lives. Therefore, we want to advise you that: 

· Certain paid leave may still be available under state law or through FIT accrued leave time. 

· You must still report any COVID-19 diagnosis, quarantine order, isolation order, or other impact or your work status related to COVID-19, through the HR Solution Center. 

· You must continue to use the time and attendance system and report any leave taken in order to maintain accurate leave accruals and avoid leave overuse. Please do so in a timely manner. 

· All restrictions and requirements for visiting or working on campus remain in place. Please review the following link for this information: https://www.fitnyc.edu/z_test/campus-reopening/campus-access-ids.php

Employees who are subject to a quarantine or isolation order related to COVID-19 

Employees who cannot do their work remotely as a result of a mandatory or precautionary order of quarantine or isolation due to COVID-19 when that order is issued by the State of New York, New York Department of Health, a county department of health, or any government entity authorized to issue such an order may be eligible for paid leave under the New York State COVID-19 Leave law.

This paid leave only applies to the employee's own health condition. It cannot be used for leave related to family members who are subject to a quarantine or isolation order. Employees who choose to self-isolate or are advised by their personal health care provider to quarantine absent an order from the government are not eligible for this paid leave. Employees will be required to use their paid time accruals during this time missed from work if unable to work remotely. 

Time missed from work due to other COVID-19 related reasons

Employees who are experiencing COVID-19 symptoms and are seeking a medical diagnosis will need to use paid time off accruals during the time missed from work. Employees needing to care for an individual subject to an order of quarantine and who are unable to work remotely may use paid time off accruals during the time missed from work.

If you have any further questions, or need to report a COVID-19 related matter, please utilize the HR SOLUTION CENTER and an HR team member will follow up with you directly. 

To:     The FIT Community 

From: Human Reources 

As you know, the Governor has announced a multi-phased vaccination schedule for the New York State. To help you better understand where FIT stands in the process and our eligibility status for students, faculty, and staff, we are sharing the information we have at this point. 

Phase 1b which is the current phase being conducted, has been updated to include higher education employees but only those who are teaching in a face to face capacity. (See the message below from the SUNY Chancellor) 

Because we are continuing our remote instruction plan for winter term and the upcoming spring 2021 semester, that means that at this point there will be very few employees on the Phase 1b list for vaccination at this time. However, we are inquiring about other essential employee categories that may be included and will continue to track the roll out and bring you up to date information that affects our community as we receive it. 

Thank you and stay safe and healthy. 

Dear FIT Employee: 

Should you need to come to campus for any reason, including but not limited to picking up materials, preparing for courses, or for regularly scheduled on-campus work, you are required to complete the health screening questionnaire. This assures FIT that you have self-monitored for symptoms of COVID-19 prior to departing for campus. If you are not coming to campus, you do not have to complete the health questionnaire. 

FIT will be releasing a mobile app called #CampusClear in the near future. However, since many of you might be visiting or working on campus prior to its launch, you will be required to complete the process via the COVID-19 SYMPTOM SELF-MONITORING SURVEY. 

When you click on the link, you will be taken to a short survey from where you will report how you are feeling. If you are experiencing two or more of the following symptoms: cough, shortness of breath, breathing issues, fever (100.4 or greater), chills or repeated shaking with chills, extreme level of fatigue, muscle pain/aches, sore throat, headache, new loss of taste or smell, you will NOT be approved to report to work on campus. 

IF YOU ARE EXPERIENCING TWO (2) or MORE OF THESE SYMPTOMS, you will be required to contact your health care provider immediately to discuss your symptoms. If you are already on campus, please go directly to GoHealth Urgent Care (located .26 miles from FIT on 225 W 23rd Street, New York, NY 10011- 212.897.1994). An HR team member will follow up with you prior to your next expected reporting time; DO NOT report to campus until you have spoken with HR and have been cleared by your doctor to return safely to work. 

It is imperative that you complete this form prior to campus to campus; it is each of our responsibility to keep our community safe! 

Please also remember that as communicated on August 3, all employees must secure approval from their vice president or dean (or their designee) of their need to come to campus at least 48 hours in advance until campus formally opens on August 31, 2020. Please see the FIT Campus Restart-Campus & Facilities webpage and the FIT Return to Campus Guide. 

If you have any questions, please reach out to HR via the HR SOLUTION CENTER. 

Dear FIT employees: 

As state and federal responses to the COVID-19 pandemic continue to evolve, we write to update you regarding changes affecting COVID-related leave eligibility. In accordance with new applicable federal, state, and local laws, guidance, and regulations, the following information outlines these leave eligibility criteria. 

If you are unable to work (remotely or in-person), fully or partially, you may be entitled to leave or a reasonable accommodation due to any of the following reasons: 

  1.  You have been diagnosed with COVID-19 by a healthcare provider and/or are subject to a Federal, State, or local quarantine or isolation order, or have been advised by a health care provider to self-quarantine, due to COVID-19. 
  2. You are experiencing COVID-19 symptoms and are seeking a medical diagnosis.
  3. You are caring for an individual subject to an order or self-quarantine advisement as described in (1) above.
  4. You are unable to work due to a bona fide need for leave to care for a minor child (under 18 years old or disabled) whose school, place of care, or child-care provider, is unavailable or closed for reasons related to COVID-19. 
  5. You are currently working in-person, or have been notified to return to work in-person, but have concerns doing so due to a medical condition, or because you are in a COVID-19 high-risk category.
  6. You are unable to perform remote work during the COVID-19 emergency period due to another medical reason.

You may be entitled to leave (full, partial, or unpaid) or reasonable accommodation under existing and new federal, state, and local laws, guidance and regulations. In many instances the Families First Coronavirus Response Act (FFCRA) provides partially paid leave through December 31, 2020 (subject to daily monetary limits) for circumstances in numbers 1 through 5 above.

In order to initiate a request, please go to ADA ACCOMMODATION or COVID-19 LEAVE REQUEST and provide as much information as possible (all your information will be kept strictly confidential, in accordance with existing Human Resources privacy practices and policies regarding medical information). An HR Business Partner will reach out to you as soon as your request has been reviewed to discuss your options. As many of these new regulations require tracking such leave, HR will provide guidance on recording your leave appropriately in your time bank. 

If you are not covered by one or more of the categories listed above and the essential functions of your position are required to be performed on campus, you will be expected to report as scheduled. 

If you have any questions or concerns, please feel free to contact HR via the HR SOLUTION CENTER and an HR team member will follow up with you directly. 

More information is forthcoming regarding fall 2020 semester plans. Please check back soon. Visit fitnyc.edu/restart for the most recent developments. 

Dear FIT employees:

As state and federal responses to the COVID-19 pandemic continue to evolve, we write to update you regarding changes affecting leave eligibility. In accordance with new applicable federal law, guidance, and regulations, the following information outlines time and attendance policies that remain in effect as well as those that have changed (highlighted below) since our March 25, 2020, Human Resources communication to the community.

Time and Attendance During COVID-19

The following practices were effective March 25, 2020, and remain unchanged:

If your work can be done remotely and you continue to perform your required duties, there will be no change in pay or in your employment status. You will receive your regular paycheck.

You will continue to be paid regular wages if you are unable to work for reasons directly related to the virus or to your job role, as explained here:

  • Your own illness as a result of contracting the virus or having been quarantined pursuant to federal, state, or local government order or advice of a health care provider, or experiencing COVID-19 symptoms and seeking a medical diagnosis;
  • Care for an immediate household member or dependent as a result of contracting the virus or who has been quarantined pursuant to federal, state, or local government order or advice of a health care provider which prevents your working remotely;
  • Inability to perform job duties remotely due to the demands/responsibilities of the job (your supervisor will review alternate work opportunities with you).

If any of the three circumstances above apply to you, please click here and an HR representative will follow up with you directly.

NEW Child Care Leave Provisions under the Families First Coronavirus Response Act (FFCRA), effective April 1, 2020, for non-essential personnel

If you are unable to work or require a reduced schedule because of a bona fide need to care for a child (under 18 years of age, or older if they are disabled and require your care) whose school or child care provider is closed or unavailable for reasons related to COVID-19, you may be entitled to partially paid sick leave and partially paid FMLA leave under the FFCRA. If you have a need for leave under this provision, please click here and an HR representative will contact you directly.

Time Reporting

All full-time and part-time non-teaching employees and full-time faculty

If you are unable to work for any of the reasons stated above, please enter your leave time under the OP8- COVID-19 code on your monthly leave report. This is for recordkeeping only; your leave banks will not be charged.

All part-time faculty

If you are unable to work for any of the reasons stated above, please notify your department of these hours so that the time can be properly recorded in FARS to be delivered to the payroll office for entry as COVID-19. This is for recordkeeping only; your leave banks will not be charged. 

All employees

If you elect not to perform your assigned duties during the pandemic, you will be required to use your regular leave banks and report your time accordingly (sick, personal, or vacation) for the following reasons:

  • You previously scheduled an approved leave or vacation that you intend to still use (and you will not be available to perform work duties during this time)
  • You are ill (unrelated to COVID-19) and are unable to perform your work

Please work directly with your supervisor regarding all questions concerning your work during the pandemic. You may also contact HR to discuss your individual situation by clicking here, entering the requested information, and an HR representative will follow up with you directly. 

Be well, 

Dr. Cynthia M. Glass

Vice President for Human Resource Management & Labor Relations

To all part-time hourly non-bargaining employees including non-work-study student workers, temporary and seasonal employees, models, tutors, monitors, peer note-takers, and those who supervise all of these positions:

We continue to receive guidance on employer requirements for continuation of pay during the coronavirus pandemic. This communication is intended to provide you with information regarding changes in pay practices that specifically affect you as an employee who works in one of the positions listed above.

As you know, your pay for your regularly scheduled hours has continued since March 16, 2020. As of today, the continuation of pay has been extended for all scheduled hours through May 15, 2020. In order to be paid, you must continue to submit a timesheet. Please click here to review the March 17 communication from FIT’s Payroll Department for additional information on timesheet submissions and other payroll practices. We will continue to monitor SUNY guidelines and other related legislation and will update this page as needed.

 

Also, emerging federal and state laws contain provisions for paid leave for qualifying COVID-19 related reasons, such as an imposed/required quarantine or isolation period for an employee or an employee’s qualified dependent or a bona fide need to care for a child (under 18 years of age, or older if they are disabled and require your care) whose school or child care provider is closed or unavailable. 

 

Please note that all employees, regardless of full-time, part-time, temporary, seasonal, or student worker status, should report instances of their own required quarantine or required quarantine of a dependent or the need for child care leave to HR. Please click here and an HR representative will follow up with you directly. 

 

We appreciate your patience as these regulations continue to change.

 

Be well,

Dr. Cynthia M. Glass

Vice President for Human Resource Management & Labor Relations

To FIT administrators, non-classroom faculty members, and staff: 

First, we hope that you have been able to transition comfortably to this new way of working. We realize just how difficult this change has been for all of us and appreciate how much it has tested your patience and resolve. 

 

As you know, FIT moved fully to online classes for students and remote work for all employees (other than essential personnel, who are required to work on campus) on Monday, March 23, following a week when no classes were in session. From that point on, any students or employees who were still in the process of moving to remote status or were still living in residence halls represented a very small percentage of the FIT population.  

 

As of today, Friday, April 3, it is three full weeks since classes met in person and two full weeks since the college transitioned to a fully online operating environment. Because FIT has now reached or gone beyond the 14-day quarantine period, we are no longer sending notifications of quarantine for faculty, students, or staff who have tested positive or were exposed to someone who tested positive on campus. In addition, ongoing updates of new cases will not be issued unless we become aware of someone with a confirmed case who had been on campus within two weeks of their diagnosis, notifications will be sent to employees and/or students who may have come in contact with the infected person.  

 

Please also note that FIT is guided by both the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA) and takes seriously its legal obligations to protect student and employee privacy rights, inclusive of divulging illness.  

 

Consequently, students are not required to report any illness and when they do so it is voluntary on their part—and only if they are seeking assistance and/or support as it pertains to their academic progress at FIT.  

 

If you are concerned about a student's well-being as described in guidance noted by the FIT  Care Team,  a  Care report  should be completed and the Care Team will follow up. 

 

We continue to hope you remain well and find this information helpful. 

 

Thank you.  

Cynthia Glass
Vice President of Human Resource Management & Labor Relations

THIS APPLIES TO EMPLOYEES IN THE FOLLOWING CATEGORIES: part-time hourly non-bargaining employees including non-work study student, temporary, and seasonal employees; and their supervisors, models, tutors, monitors, peer note takers, and their supervisors.

As we navigate this evolving situation, information regarding employer requirements for compensating various workforce groups has been updated. Please be aware that at this time, you will now be paid for all scheduled hours through April 15th.  We will do our best to make sure we are in line with the guidelines and entitlements as communicated by various pieces of legislation during this time and will update this page as necessary.

Also, emerging federal and state laws contain qualified paid COVID-19 related leaves due to an imposed/required quarantine or isolation period for an employee or an employee's qualified dependent. Please note that all employees regardless of whether full-time, part-time, temporary, seasonal or student workers should report instances of their own required quarantine or required quarantine of a dependent to HR. Please click here and an HR representative will follow up with you directly.


Office of Human Resource Management & Labor Relations

Dear FIT full-time executive, administrative, confidential and all other non-union employees,

Last week we transitioned to the new world of remote work. We have completed training, figured out how to set up a home “office,” juggled the demands of childcare and home-schooling, perhaps had our first Hangout or WebEx, and yet stayed positive through it all. Thank you to those of you who were on campus last week working to get the equipment and services needed to work remotely--an amazing feat in a very short time period! Also, a special shout-out to those employees who are designated “essential personnel” and who continue to report to campus to perform necessary services during this time. We appreciate you!

As we navigate this ever-changing situation, questions regarding time and attendance have been raised. We informed you that, effective March 16, 2020, leave banks were “frozen.” Since that time, we have found there are many individual circumstances that affect work and pay during this period. The following provides detail as to how time and attendance practices are, and are not, affected during this pandemic.

Time and Attendance during the Pandemic
If your work can be done remotely, there will be no change in pay or in your employment status. You will receive your regular paycheck.

You will continue to be paid if you are unable to work for reasons directly related to the virus, including:
 Your own illness
 Care for an immediate family member’s illness in the household
 Inability to perform job duties remotely due to the demands/responsibilities of the job through no fault of your own (your supervisor will review alternate opportunities with you)

If you are unable to work for the reasons stated above, please enter your time, in days, under the OP8-COVID-19 code on your monthly leave report. This is for reporting purposes only; this will not affect your sick, personal or vacation leave banks.

If you are unable to perform your assigned duties during the pandemic, you will be required to utilize your leave banks (sick, personal, or vacations) for the following reasons:
 You request a reduced schedule, that is approved by your supervisor, due to childcare issues that interfere with the ability to work at home during regular business hours (and you are unable to make up the hours outside of normal business hours)
 You had previously scheduled an approved leave or vacation that you intend to still use (and you will not be available to perform work duties during this time)

It is especially important during this period of remote work to communicate regularly with your supervisor. You may also contact HR directly by clicking here and an HR representative will follow up with you directly.

Be well,
Cynthia Glass
Vice President of Human Resource Management & Labor Relations

Dear FIT full-time faculty,

This week we transitioned to the new world of fully online teaching. We have completed training, converted courses to online delivery, set up a home “office,” juggled the demands of child care and home-schooling, perhaps had our first Hangout or Blackboard Collaborate, and yet stayed positive through it all. Your efforts to fulfill our obligation of instruction to our students is much appreciated!

As we navigate this ever-changing situation, questions regarding pay practices have been raised. We
informed you that, effective March 16, 2020, leave banks are “frozen.” Since that time, we have found
there are many individual circumstances that affect pay and leave. The following provides detail as to how
time and attendance practices are, and are not, affected during this pandemic.

CONTINUATION OF TEACHING LOAD
If you continue to deliver your courses online, there will be no change in your pay or your employment
status; you will continue to receive your regular paycheck.

IF YOU ARE UNABLE TO CONTINUE WORKING DUE TO THE FOLLOWING REASONS
RELATED TO THE VIRUS:
 Your own illness
 Care for an immediate family member’s illness in the household

You will continue to be paid but must record the time (in day increments) under OP8-COVID-
19 in your MyFIT monthly leave report.

Your regular leave banks should not be used; using the OP8-COVID-19 code will not affect your
leave balances. The purpose is only to record the costs of lost work hours related to the pandemic.

If you have any questions, please click here and an HR representative will follow up with you directly.

Be well,
Cynthia Glass
Vice President of Human Resource Management & Labor Relations

Dear FIT full-time staff, non-classroom faculty, and classroom assistants,

Last week we transitioned to the new world of remote work. We have completed training, figured out how
to set up a home “office,” juggled the demands of child care and home-schooling, perhaps had our first
Hangout or WebEx, and yet stayed positive through it all. Thank you to those of you who were on campus
last week working to get the equipment and services needed to work remotely--an amazing feat in a very
short time period! Also, a special shout-out to those employees who are designated “essential personnel” and
who continue to report to campus to perform necessary services during this time. We appreciate you!

We informed you that effective March 16, 2020, leave banks were “frozen” but have received many
questions; therefore, the following explains how time and attendance practices are, and are not, affected
during this pandemic.

Time and Attendance during the Pandemic

If your work can be done remotely and you continue to perform your required duties, there will be no
change in pay or in your employment status. You will receive your regular paycheck.

You will continue to be paid if you are unable to work for reasons directly related to the virus,
including:
 Your own illness
 Care for an immediate family member’s illness in the household
 Inability to perform job duties remotely due to the demands/responsibilities of the job through
no fault of your own (your supervisor will review alternate opportunities with you)

If you are unable to work for the reasons stated above, please enter your time, in days, under the OP8-
COVID-19 code on your monthly leave report. This is for reporting purposes only; this will not affect
your sick, personal or vacation leave banks.

If you elect not to perform your assigned duties during the pandemic, you will be required to utilize
your leave banks (sick, personal, or vacations) for the following reasons:
 Your work can be performed remotely but you elect not to for personal reasons
 You request, and your supervisor approves, a reduction in work hours/schedule due to
childcare/eldercare or other personal issues (and you are unable to make up the hours outside
of normal business hours)
 You previously scheduled an approved leave or vacation that you intend to still use (and you
will not be available to perform work duties during this time)

Please work directly with your supervisor or contact HR to discuss your individual situation by clicking here
and an HR representative will follow up with you directly.

Be well,
Cynthia Glass
Vice President of Human Resource Management & Labor Relations

Dear FIT part-time staff, non-classroom faculty, and classroom assistants,

Last week we transitioned to the new world of remote work. We have completed training, figured out how to set up a home “office,” juggled the demands of child care and home-schooling, perhaps had our first Hangout or WebEx, and yet stayed positive through it all. Thank you to those of you who were on campus last week working to get the equipment and services needed to work remotely--an amazing feat in a very short time period! Also, a special shout-out to those employees who are designated “essential personnel” and who continue to report to campus to perform necessary services during this time. We appreciate you!

As we navigate this ever-changing situation, questions regarding pay practices have been raised. We informed you that, effective March 16, 2020, leave banks are “frozen.” The following provides detail as to how time and attendance practices are, and are not, affected during this pandemic.

Time and Attendance during the Pandemic

If your work can be done remotely and you continue to perform your required duties, there will be no change in pay or in your employment status. You will receive your regular paycheck. Please continue to submit timesheets as applicable.

You will continue to be paid if you are unable to work for reasons directly related to the virus, including:
 Your own illness
 Care for an immediate family member’s illness in the household
 Inability to perform job duties remotely due to the demands/responsibilities of the job through no fault of your own (your supervisor will review alternate opportunities with you)

In order for the college to properly record the costs associated with the pandemic, earning code ERCCOVID-19, has been activated on the electronic timesheet system. Reporting hours that you are unable to work for any of the reasons above in order to be paid.

If you elect not to perform your assigned duties during the pandemic, you will be required to utilize your leave banks (sick, personal, or vacations) for the following reasons:
 Your work can be performed remotely but you choose not to for personal reasons
 You request, and your supervisor approves, a reduction in work hours/schedule due to childcare/eldercare or other personal issues (and you are unable to make up the hours outside of normal business hours)
 You had previously scheduled an approved leave or vacation that you intend to still use (and you will not be available to perform work duties during this time)

Please work directly with your supervisor or contact HR to discuss your individual situation by clicking here and an HR representative will follow up with you directly.

Be well,
Cynthia Glass
Vice President of Human Resource Management & Labor Relations

Dear FIT part-time faculty,

This week we transitioned to the new world of fully-online teaching. We have completed training, converted courses to online delivery, set up a home “office,” juggled the demands of child care and homeschooling, perhaps had our first Hangout or Blackboard Collaborate, and yet stayed positive through it all. Your efforts to fulfill our obligation of instruction to our students is much appreciated!

As we navigate this ever-changing situation, questions regarding pay practices have been raised. We informed you that effective March 16, 2020, leave banks are “frozen.” Since that time we have found there are many individual circumstances that affect pay and leave. The following provides detail as to how time and attendance practices are, and are not, affected during this pandemic.

VOLUNTARY DECISION TO NOT CONTINUE ASSIGNMENT
If you elect not to fulfill the remainder of your teaching obligations via online delivery this term, your payment for courses and AOP hours will be prorated based on actual hours taught. You must immediately notify your department chair and dean so that there is no interruption to instruction.

CONTINUATION OF TEACHING LOAD
If you continue to deliver your courses online, there will be no change in your pay or your employment status; you will continue to receive your regular paycheck.

IF YOU ARE UNABLE TO CONTINUE WORKING DUE TO THE FOLLOWING REASONS RELATED TO THE VIRUS:
 Your own illness
 Care for an immediate family member’s illness in the household

Please notify your department of these hours so that the time can be properly recorded in FARS to be delivered to the payroll office for entry as COVID-19. This is for recordkeeping only; your leave banks will not be charged.

If you have any questions, please click here and an HR representative will follow up with you directly.

Be well,
Cynthia Glass
Vice President of Human Resource Management & Labor Relations

To the FIT Community:

Due to the current situation, please see below protocol for payroll activities until further notice:

1. Submission of Timesheets

  • Online timesheets are to be submitted as usual.
  • Paper timesheets can be emailed to [email protected].

2. Changes in Direct Deposits, Tax Withholding, and Other Related Payroll Forms

  • These forms can be emailed to [email protected] for processing as long as they are sent from a FIT email address.
  • Due to the circumstances, we will be processing the direct deposits within one pay cycle.
  • Employees will need to provide a voided check or a confirmation form from the bank institution.

3. Check Pick Up

  • Since the office will be closed until further notice, all checks will be mailed to the HR address on file. 
  • Physical checks for pay date 03/16/2020 will be mailed to the HR address on file by 2 pm today.
  • Please make sure your address and contact information are correct.

Please note, pay dates and deadlines will not change. For any questions or concerns please contact us at [email protected].

If there are any changes to this protocol, we will advise you immediately. Stay safe and healthy.

Thank you,
Bayard King
Associate VP of Finance

On March 13, 2020 you received a communication that included HR WORKPLACE GUIDELINES FOR DEALING WITH COVID19. At that time, the campus was in full operation and preparing for remote delivery of instruction and services. We stated that if you chose not to come to campus, you were able to utilize your paid leave banks.

However, in just 3 days, much has changed. On Sunday, March 15, 2020, President Brown announced that only essential staff (defined as anyone whose job function is essential to the effective operation of the college, who must be physically present to perform their job, or others who are involved in the COVID-19 emergency response) must report to work on campus. This drastic measure was implemented to reduce the density of the population on campus and adhere to recommended practices related to social distancing.

What has not changed is the college's commitment to you, its employees. FIT will continue all regular pay and benefits for all FIT full and part-time employees, regardless of CCE or tenure status, and regardless of whether your duties can or cannot be performed remotely. You do not need to charge leave banks if you are unable to work due to the coronavirus. Your commitment to continuing your work remotely, or participating in other opportunities to contribute during this time, is greatly appreciated.

Cynthia Glass, Vice President of Human Resource Management & Labor Relations
Roberta Elins, President UCE of FIT

Dear FIT Staff,

FIT is committed to not only reducing the risk of infection from the transmission of the coronavirus (COVID-19) in our community but also to reducing the anxiety many are experiencing during this difficult time. If you choose not to report to campus because you are in a high-risk category (according to the CDC) or other reasons related to the virus, you can use paid sick and/or personal time. Below are guidelines and additional measures that will be put in place specific to staff. Please remember this is a rapidly changing situation and not all questions have answers just yet; please continue to refer to the FIT website for information as they become available.

ESSENTIAL PERSONNEL

The senior administration has begun identifying essential personnel, those whose duties must be performed in order to continue operations of the campus. As you know, courses will be delivered online to the extent practical but many services provided by employees on behalf of the residence halls, maintenance, security, and labs and studio, for example, will still need to be performed. Some of our jobs will continue as usual and for those of us, there may be opportunities to adjust schedules so that we encounter fewer people while commuting to campus and also reduce density here at FIT. Each area will review the start and end times of staff that must report and consider reasonable accommodations.

REMOTE WORK

There are some staff positions that lend themselves to being performed off-campus. We have already begun the process of identifying potential positions and will be communicating with you if there is an opportunity, and you desire to work remotely. Please see the attached resource that describes the considerations and expectations for remote work.

Finally, if you have any questions, concerns, or information related to future travel that you may have planned, please click here, complete the web-based form, and an HR representative will contact you directly.

Thank you for your commitment and service to FIT. We are all in this together and are here to support the entire FIT community.

Dr. Cynthia M. Glass and the entire HR Team

» Preparation Checklist for Working from Home

Additional Resources:

Wellness and Retirement Carrier Information: