WE ARE HERE FOR YOU

Updated 5/15/20

As we all continue to confront the impacts of the COVID-19 and Monterey County’s shelter-in-place order, we want to assure all employees that the Hartnell Community College District (HCCD) remains committed to the health, safety and well-being of you and your families. Human Resources is focused on continuing to provide support, service and helpful resources that respond to employees’ questions, concerns and needs ― unrelated or related to COVID-19.

We understand this is a period of uncertainty and adjustment as we all try to find balance during the transition from normal work and social routines to daily life within confines of safety mandates that affect both work and home life.

The Families First Coronavirus Response Act (FFCRA or Act)

Emotional Support and Wellness

MetLife Employee Assistance Program (EAP) is available to employees who are struggling with feelings of isolation from shelter-in-place restrictions, struggling to accept new or lost routines or simply feeling overwhelmed with so many changes occurring at once. LifeWorks is the district’s partner in providing help to employees coping with difficult life situations related to COVID-19, as well as unrelated events such as relationship conflicts, death, financial uncertainty and more.   Employees can review both the attached and online information provided by LifeWorks: 

Username: metlifeeap
Password: eap
 
You can also contact LifeWorks directly by calling 1-888-319-7819 if feeling anxious or simply out-of-sorts. When you call, identify yourself as a Hartnell employee.
 

Additional resources from LifeWorks:

LifeWorks COVID-19 (Coronavirus) Employee Toolkit
LifeWorks Employee Assistance Program During a Crisis
LifeWorks Tips for Protecting Yourself and Your Loved Ones 
 

AIM Youth Mental Health Organization has shared a list of national, state and Monterey County resource agencies who are ready to support all our employees, the local community and community at large. (Most of the listed resources are providing service virtually, but some in-person options remain).

 

MCSIG Member Benefits

MCSIG will cover any claims related to COVID-19 testing, including office, urgent care and emergency room visits related to COVID-19 testing. MCSIG members will not be charged any copays, coinsurance, and deductibles related to COVID-19 testing. (Members registered with Blue Shield should have already received an email notification of this coverage information.) 

Although the MCSIG office is closed to the general public, MCSIG members can still call Customer Service for assistance. 

MCSIG Customer Service:
(831) 755-8055
8 am to 5 pm (Mon-Fri)
 
MCSIG Members can get access to their MCSIG Blue Shield health plan information at www.blueshieldca.com. Once registered, they will have access to their claims information, search for providers, and print or order additional ID cards.


*CompleteCare Members:  J&K (our consultant) has resumed processing claim and premium reimbursements. Members can call 877-872-4232 to inquire about the status of their reimbursements. 

Teladoc doctors can answer questions about COVID-19, evaluate risk, and provide support by phone or video and help relieve symptoms for affected MCSIG members. At no charge, members can request a consultation from their Teladoc app, Teladoc.com or by calling 1-800-TELADOC (835-2362). Other free tele-health consultations include general medical services, behavioral health, and dermatology.

Social Distancing and Working Remotely

At an emergency meeting on March 19, the HCCD Board of Trustees on March 19 approved a resolution to continue paying employees as budgeted through April 7, 2020. Employees will receive their normal pay while 1) working on campus, 2) telecommuting from home, and 3) remaining “on call” during regular work hours or doing project work from home. 

To address safe social distancing for employees working on campus, notices were posted in public places to clarify the standard of assistance provided “from six feet apart,” and tape markers have been placed on floors to clearly mark the six-foot distance from employee workstations.

To comply with Monterey County COVID-19 related orders, should you be asked to report to a Hartnell College campus, please have with you a face covering.  Please see the Center for Disease Control’s how to make and wear face covering,

The Professional Development Center (PDC) contains resources to assist employees working remotely.

  • Quick Start Remote Work webpage contains resources for ConferZoom virtual meeting/conferencing; ShoreTel phone forwarding to personal phone numbers and attaching voicemails to emails; and, accessing virtual desktops when specialized program access is necessary.
  • Additional training on remote work resources is now being offered. Register for training through the PDC Training Calendar & Registration.   

While most employees are new to remote work, we appreciate those who are familiar with the help they have provided to coworkers. We also want to remind everyone that although you are working your regular hours remotely, please be diligent/vigilant about doing the following:

  • Taking daily work schedule breaks in the morning and afternoon.
  • Taking your lunch break away from any work-related tasks including computers and work phone notifications
  • Staying in frequent communication with your dean/manager and others in your workgroup.
  • Using available work tools to help other employees know when you are not available remotely (e.g., email signatures, Google Hangout status, etc.).

Additional resources for working remotely from Keenan:

For administrators, here is a guide to managing your (newly) remote workers.

Information Security

As employees work from home, it is important to remember that handling district data outside of our typical workspaces presents unique challenges. Taking a few additional security precautions when working remotely can help to keep the district's valuable information secure. The following are steps you can take to enhance security.

Be wary of emails that attempt to get you to share your password as a requirement for working remotely. Attackers will often try to exploit an existing relationship by posing as a person you know or trust (such as a colleague or supervisor) and by creating a sense of urgency.

The following links provide additional guidance on how to recognize attempts at phishing and social engineering:

Cybercriminals generally tailor email and web-related scams to current topics and trends. With news headlines dominated by information related to pandemics, coronavirus, and COVID-19, you must remain vigilant for scams centering around these subjects. Be cautious and take basic online safety precautions when seeking information regarding COVID-19, including:

  • Avoid clicking links in unsolicited email and do not open email attachments from senders you do not recognize.
  • Never give out personal financial information through email.
  • Use legitimate websites as sources of information regarding COVID-19.

Remember, legitimate services and sites, including the district, never have a reason for you to send them your password. In addition to email, there is at least one known COVID-19 outbreak map being circulated from a non-legitimate website. This particular map loads malware onto the system where it is visited. It is safe to assume that this will also be a commonly used tactic as individuals continue to use resources such as these maps to educate themselves on the current pandemic.

Whether you are using a district-issued device that connects directly to district resources or accessing these resources via a remote desktop connection, avoid storing district data on your personal device.

Read BP and AP 3720 - Computer, Electronic Communication and Network Use. It is imperative that you understand what is considered high-risk and confidential data and what precautions must be used when sending or storing high-risk or confidential data.

Enable firewalls to adequately protect your computer/system. This includes activating and/or enabling anti-virus software, regularly updating your operating system, and enabling the firewall on your operating system. The following are links to activate the delivered firewall functionality on both Windows and Mac OS:

If you are using a personal device and don't have antivirus software installed, then you can get free anti-virus programs for your Windows or Mac OS device via the following links:

Avoid Public WiFi

  • If necessary, use a personal hotspot. Public WiFi can introduce significant security risks and should only be used if absolutely necessary.

Protect Your Password

  • Password protection or other appropriate access controls must be enabled on any personal device you use for remote access. If the personal device is to be used by other persons (such as your family members), a separate password/access control protected profile should be setup for the employee, which cannot be accessed by other individuals.
  • Never share your district password(s) with anyone, including family members.

It is your responsibility to report any information security incidents to the IT department.

  • Submit a ticket using iSupport.
  • Email ithelp@hartnell.edu from your Hartnell email address.
  • Call (831) 755-6789 (press 1 for urgent issues and 2 for non-urgent requests).