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COVID-19 — Administration

Remote Workplace Guidance, August 20, 2020 


2000 Broadway Parking Update

Dear DOR colleagues,

As we go into week 15 of shelter-in-place, two issues with parking at DOR have been brought to our attention.

  • Assigned parkers at 2000 Broadway paying for an unused parking spot while working remotely under Temporary Remote Work (TRW). 
  • As DOR staff resume working onsite, we are considering how staff commute to work.  Staff that normally take public transportation might want alternatives such as driving to work to minimize potential exposure.

There have been several meetings with Regional Parking services and discussions with the Management Team members about these issues. The outcomes of the discussions are as follows:

  • Unfortunately, regional parking services has repeatedly stated that they cannot compensate assigned parkers for unused spots during TRW per regional policies.  Parkers can choose to cancel their parking spot at any time, but if they request it back, they would need to start at the bottom of the priority list.  This is a regional decision. 
  • Two parking options are available for staff that would like to drive to DOR to work onsite. 
  • For staff interested in temporary parking at 2000 Broadway, we could try to arrange a ‘sublet’ spot from a current assigned parker for a defined period.  This option could also benefit the assigned parker.  If there is an employee that is working onsite more than 3 days per week, then this might be an option to consider.  Please contact DORFacilityOps@kp.org for more information.
  • For staff working onsite less than 3 days per week, the employee validation program (only for 1950 Franklin parking garage) is an option. 
      • Employees can purchase parking validation vouchers ($98 for 12 vouchers or about $8.17/day).  You cannot purchase more than 12 per month and tickets need to be purchased in advance thru regional parking services. 
      • Go to the regional parking service website for more information. 

Unfortunately, we don’t have better news for current assigned parkers at 2000 Broadway at this time, but we’ll continue to monitor this situation, especially if TRW continues to be extended.  Please check back at the DOR COVID website for future updates.  If there are questions, please feel free to contact me.

Thank you.
Tom Dang
Managing Director


DOR Building Use Plan (version 10/26/2020) NEW!

Guidance - DOR Building Use Plan (version 10/26/2020) For Internal Use Only
This guidance outlines updates to the procedures that staff will be asked to follow if they resume working at 2000 Broadway when the stay-in-place order is relaxed. The goal of this guidance is to take the necessary steps to keep DOR employees safe and to provide a safe workplace environment. In order to ensure that the guidance aligns with state and local policies and/or KP National and Regional policies, this guidance may change over time.

Our Principles: Take care of our employees; Take care of ourselves; and, Take care of each other

“What steps are we taking to keep DOR employees safe?”

  1. We will continue to support employees who need to continue to work from home for the foreseeable future.
  2. For employees that need to work onsite, we will take into consideration factors which may include — but are not limited to — schedule, number of employees onsite per floor, etc.
  3. We will restrict outside visitors for the foreseeable future.
  4. We will perform temperature screening and track building use each day for all employees.
  5. We will follow CDC guidance adopted by KP on social distancing practices when working onsite and modify facilities where necessary.
  6. We will provide employees with clean facilities and safety supplies where appropriate.

Supporting employees to continue to work from home for the foreseeable future

General guidance on work from home is that if you are able to work from home effectively then continue to do so. Please speak with your manager to get approval and to coordinate work from home expectations.

Individuals that fall into one of the high-risk groups susceptible to COVID-19 are encouraged to continue to work from home if possible. Additionally, individuals that live with or care for someone who is in a high-risk group are encouraged to continue to work from home if possible.

Employees that need to be onsite

If you have tasks that can only be done onsite (> 30 minutes) then we will consider these situations on a case-by-case basis while following DOR, KP, and city, county, and state guidance. To request onsite access, you have the following options:

  1. Be included in the monthly Building Use survey and request access. Survey information will be sent to investigators and infrastructure directors on a regular basis. They will need to submit the request for those they’re requesting access for. This option is recommended if you want to schedule specific days and weeks that you need to be onsite.
  2. For ad-hoc or temporary work onsite, complete an ad-hoc onsite request by sending an email (with your name, NUID, building use date, and reason for request) to DORFacilityOps@kp.org with either subject line: BuildingAccessor WorkOnsite. This must be sent in at least 24 hours in advance. Please note that this option does not necessarily guarantee approval since these requests will be determined based on daily building usage.

All requests will be reviewed to ensure that occupancy thresholds are not exceeded. An approval notification is needed before entering the building. Again, please make sure to check-in at the front desk.

Wearing a mask onsite

To conform with state, local, and KP guidelines, we require that all staff onsite wear a mask (or face covering) in open public common areas including but not limited to restrooms, break/kitchen areas, conference and general use rooms, elevators, and hallways. You do not need to wear a mask while in an enclosed office or conference/meeting room by yourself or a cubicle with a divider wall that fully blocks you from others and allows adequate social distancing.

Restricting outside visitors

For the foreseeable future, we will restrict outside visitors and ask that meetings be held virtually. We will be assessing the possibility of reconfiguring meeting and conference rooms to possibly accommodate socially distanced meetings in the future.

Check-in and tracking building use

For the foreseeable future, we will be conducting health screenings for all staff working onsite. Posted signs instruct staff to check-in at the Front Desk (20th Street entrance) when entering the building. The check-in process will include a temperature check. Individuals with temperatures of ≥100 will be alerted and next steps will be recommended. Please note that temperature checks will be logged and
reconciled against the building use tracing system.

Follow social distance practices

For safety reasons, we will monitor daily building use to ensure that we can facilitate and follow social distancing guidelines. In addition, we are following KP’s Building Space Activation Playbook which may include but not be limited to:

  • Posted signs to remind everyone to maintain at least 6 feet of space between people while in the building.
  • The restriction of in-person meetings and we ask that they be canceled, rescheduled, or held virtually.
  • The limitation of the number of occupants in common use areas such as restrooms, break/kitchen areas, conference and general use rooms, and elevators. Posted signs will specify the maximum number of people who can be present at any given time.

Meeting Norms

In accordance with good social distancing practices, we strongly encourage employees to continue to conduct meetings remotely unless in-person interaction is needed. Onsite, in-person meetings should only take place if the participants can maintain 6 feet of physical social distance between them and follow instructions on posted signs for meeting rooms. Please disinfect the work surfaces you contact when done.

Below is guidance on meeting norms for specific venues:

  • Conference and meeting rooms (on all floors)
    • Conference and meeting rooms have been configured to accommodate meetings while maintaining social distancing practices. Extra chairs and tables have been removed or marked (‘Do not use’) to limit the number of occupants in each room.
    • Posted signs outside each conference room will indicate the maximum number of people allowed in each room.
    • Some smaller meeting rooms have been identified for temporary office or workspace for single occupants and will be marked by posted signs.
    • Masks must be worn for in-person meetings in conference and meeting rooms.
  • Breakrooms
    • Each breakroom has been configured to limit the number of people who can be present at any time.
    • If you choose to eat while in the breakroom, you are required to maintain at least 6 feet of physical distance from others.
  • Outdoor space
    • Weather permitting, in-person meetings can be held outdoors on the surface parking lot.
    • Chairs must be spaced 6 feet apart in an open, well-ventilated space.
    • Picnic tables can be used, and 6 feet of distance should be maintained.
    • Masks should be worn for in-person meetings in outdoor spaces.

Maintaining clean facilities and safety supplies

The FOPS team is working with Regional Building Operations to ensure that we are regularly cleaning and sanitizing high-traffic areas and high-touch surfaces throughout the day. This includes but is not limited to common public areas such as restrooms, breakrooms, kitchen areas, copier rooms, and conference/meeting rooms.

As previously stated, it is required that staff onsite wear a face mask. Staff without a face mask will be provided one from FOPS. Additionally, we are working hard to ensure that there are adequate supplies of hand sanitizers, disinfectant wipes and/or spray, tissues, and paper towels on each floor. If additional cleaning and safety supplies are needed, please contact FOPS at DORFacilityOps@kp.org.

As noted earlier, this guidance aligns with state and local policies and/or KP National and Regional policies, this guidance may change over time.

By implementing these guidelines, we hope to maintain a safe workplace for the DOR colleagues who are working onsite. If you have any questions or concerns, please feel free to contact me or FOPS staff. Thank you for your cooperation.

Tom Dang
Managing Director, Division of Research


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