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Shutdown Preparation

Things to Consider In the Event of another Campus Shut-Down

  1. If you have not done so already, designate personnel as essential or non-essential.
  2. Consider how you will phase down the schedule of employees coming on campus when the announcement comes?
  3. Consider how union requirements may require notice for schedule changes, if shifting staff schedules becomes necessary. Ensure that changes are being distributed fairly and evenly.
  4. Ensure that telecommuting agreements are submitted and approved. https://hrtelecommute.downstate.edu/
  5. Consider how your customers will be notified about how to reach your staff that are working from home.
  6. Parking needs should be addressed with your staff.
  7. Consider preparing a list of projects to delegate that people can complete off-site.
  8. Work with IT to get phones forwarded if a lot of phone traffic is expected or consider leaving a voicemail that says to reach staff initially via e-mail.
  9. Consider any supplies or materials that need to be ordered in advance, either because they will be needed for staff to take them home with them, or they will be difficult to obtain in the event of a shutdown.
  10. Consider letting the Back to New Normal Workgroup know what might be in short supply so that we can stockpile campus-wide.
  11. Consider what work projects can be paused during a campus shutdown or should not be started in the event of an imminent shutdown.
  12. What IT access will you need to make sure staff has when working remote? Some staff have been hobbling along without using VPN for example.
  13. Make sure staff knows how to save files on a shared drive of some sort and NOT on their home computers or USB drives. Consider directions to use OneDrive or how to access VPN to get to the H-drive or other departmental folders.
  14. What SUNY Downstate records/equipment/materials will need to be taken offsite? How will you track these items and ensure that these state-owned materials return to SUNY Downstate? Link to forms for taking things out the building.

Researchers:

  1. Assess what essential equipment is on emergency power. How will essential equipment and materials be monitored? If you will need assistance, please reach out to the Office of Research Administration.