Employee Guidelines

PHASE 4: Fall Term


Effective September 7, 2020, we are in Phase 4 of our re-opening plan:

  • Residences are opening in stages. Students entering Nova Scotia from outside Atlantic Canada have arrived and are required to self-isolate for 14-days. They must check in daily, take three COVID-19 tests, and have limited outdoor time in designated areas only. These rules apply to on-campus and off-campus students from outside the region. Students arriving in Wolfville and area from within Atlantic Canada do not have to self-isolate. Those students can begin a gradual move-in to residence September 19.

  • All students must complete an online COVID-19 training module and commit to the COVID-19 Student Safety Pledge.

  • Most faculty and staff can return to campus, provided an approved unit plan is in place. Individual authorization is no longer required for faculty and staff to be on campus during working hours. If it is possible to work from home, employees are encouraged to do so.

  • Acadia University campus and buildings are closed to the general public until further notice. Exceptions to the campus closure to the public include access to the:
    • Athletics Complex (appointments only)
    • Woodland Trails
    • flo EV charging station (Athletics Complex)
    • Rail Trail through the Athletics Complex parking lot
    • Tower Skateboard and Basketball Park

    Exceptions are also in place for those transporting students, contractors, and service providers.


New! COVID-19 Preparedness and Education course for employees

The global coronavirus pandemic has forced everyone to adopt new practices and to become more deliberate in their actions to protect ourselves and others from the spread of COVID-19.

Educational resources and materials created by the provincial government have been posted and shared with the Acadia community. Also, an online Preparedness and Education course developed by our occupational health nurse will help employees and students better understand the risks and mechanisms of COVID-19. To enrol, login to ACORN here and click on the "Enrol me" button.


Return to Campus Checklist

Supervisors, Unit Heads, and Directors

Speak with your direct reports about their individual needs and concerns, and consider the operational requirements of your unit. If you can stay the blazes home, continue to work remotely.

Researchers (Faculty, Staff, and Students)

Speak with your faculty supervisor (if you are a student) or your unit head/director about your individual needs and concerns, and consider the operational needs of your research. If you can stay the blazes home, continue to do your research remotely.

All Employees

Speak with your supervisor about your individual needs and concerns, and consider the operational needs of your unit. If you can stay the blazes home, continue to work remotely.

  • If it is essential that you work on campus, complete a Return to Campus Agreement, provided your Unit Operational Plan is approved.

Access for the General Public

Acadia University facilities remain closed to the general public during Phase 4 of the University reopening plan, but the signs restricting access to the campus grounds have been removed. The general public is now permitted to walk across campus while wearing non-medical face masks, but not to linger or hold any activities on the University grounds, such as picnics or games. The Woodland Trails remain open as they have been since the province lifted restrictions on parks and trails, and the Town Park is also open.

However, the Harriet Irving Botanical Gardens, the tennis courts, and all other public facilities remain closed until further notice. Information on the phased reopening of the Athletics Complex and other facilities that are used by the public will be issued separately.

The general public is reminded social distancing and other gathering restrictions in place in the province of Nova Scotia must be obeyed at all times. Acadia University reserves the right to remove anyone from campus who is not complying with the public health order and/or restrictions adopted by the University. Furthermore, Acadia University reserves the right to reimpose access restrictions for the general public at any time, and may well do so as students start to return to campus for the fall term.

Employee Guidelines Update

The global coronavirus pandemic has forced everyone to adopt new practices and to become more deliberate in their actions to protect ourselves and others from the spread of COVID-19.

Educational resources and materials created by the provincial government have been posted and shared with the Acadia community. Also, an online Preparedness and Education course developed by our occupational health nurse will help employees and students better understand the risks and mechanisms of COVID-19.

For employee access to the COVID-19 Preparedness and Education course, login to ACORN here and click on the "Enrol me" button.

 


Services for Faculty and Staff

Human Resources

Human Resources released an online guide on March 18, 2020, for employees who will work from home while the University follows physical distancing recommendations in response to COVID-19. Detailed information and technology-related support related to the new Temporary Work from Home Guidelines (PDF) are accessible on the HUB, listed as Work from Home.

Human Resources can assist employees and retirees with questions related to travel. As restrictions within Canada and in other countries continue to change and adapt to the evolution of COVID-19 responses, so too have the coverages available under Acadia University’s emergency travel health plan provided by SSQ Insurance. Read more here.

Human Resources also offers an Employee and Family Assistance Program (EFAP) and offers 24/7 free, confidential support to all eligible Acadia employees. Call 1-800-387-4765 or visit the Human Resources website.

 

Technology Services / Working From Home

Technology Services is not open for drop-in help but is accepting requests for support weekdays from from 8:00 am – 4:00. For the fastest support, please enter a ticket in HUB Service Portal at hub.acadiau.ca. If you have issues with HUB access, you may also live chat with us at ts-chat.acadiau.ca or send an email to helpdesk@acadiau.ca. If you require assistance with a computer or device, an appointment will be necessary.

If you discover a problem while teaching on campus, please call our office using the room’s service phone. If necessary, we will send a staff member with appropriate PPE to the classroom. If you encounter a problem while teaching online, please contact us and we will try to resolve the issue quickly.

Work from home environment

Detailed information and technology support related to the Temporary Work from Home Guidelines (PDF) are accessible on the HUB, listed as Work from Home.

At this time, all laptops, desktops, additional monitors and printers of any kind require Vice President approval and should be procured through Technology Services.   

All purchases of desks, standing desks, chairs and any other furniture to be used outside of the University campus continue to be ineligible purchases.

Supplies such as paper, printer cartridges, office supplies are eligible expenses and should follow normal expenditure procedures and approvals.

The exception to these would be research activities funded by external granting agencies, as these purchases must comply to the eligible expenditures detailed in the grant.

If there are any questions, please contact your Vice President or Financial Services (Mary MacVicar or Weston Gerrits).

Financial Services and Procurement

Financial Services will process invoices, travel claims, and approvals received electronically, including copies of receipts. Please submit any travel claim, cheque request or invoice relating to the 2019-2020 fiscal year as soon as possible to accountspayable@acadiau.ca. However, for audit purposes, you will still need to submit the original receipts and claims at a later date.

Procurement Services has implemented changes to purchase orders, courier shipments, and truck delivery effective March 27.

1. Emailing Purchase Orders

Before the shift to working remotely, Procurement Services would send the initiator (the person who entered the requisition) two paper copies of the purchase order.  One copy was for the department’s file, and the other was the receiving copy.   The receiving copy, upon receipt of goods/services, was signed by the initiator, indicating the order was received in good order, and returned to Accounts Payable.  The returned receiving copy acted as approval for payment when matched with the invoice.

For the time being, one PDF copy of the purchase order will be emailed to the initiator.  Upon receipt of the goods/services, please email accountspayable@acadiau.ca indicating the date the order was actually received/completed (not the date you are emailing accounts payable), and if it was received in good order.  As well, include the PDF copy of the purchase order.  In the subject line of the email, enter the purchase order number and “received”.  See below for an example:

2. Courier Shipments and Requisitions

Couriers are now able to deliver directly to campus locations and will be notified in the coming days.

If individuals or departments wish to continue to have shipments delivered to the Post Office, it will be the initiator’s responsibility to enter the correct Ship-To address for the Post Office on the requisition, as indicated below:

Please enter the recipient’s name in the Shipping Name field, and then the address for the Acadia Post Office, as shown above.  Once the package is received, the Post Office will email you to notify you of its arrival.

Once the package is received, the Post Office will email you to notify you of its arrival.

3. Truck Delivery

Large orders, such as truck deliveries, cannot be received at the Post Office.  They should be addressed to Physical Plant (Stores).  Delivery will need to be coordinated between you, Procurement Services and Physical Plant, in advance of the delivery date.  Please enter Physical Plant Ship to Code in the requisition, as shown below:

The requisition should include the appropriate delivery instructions and contact information.  Please add the following information in the Printed Comments field of the requisition:

Delivery to Physical Plant (Stores) must be pre-arranged and confirmed by contacting:
Cindy Nicholls
Phone: 902-585-1541
cindy.nicholls@acadiau.ca

We thank you for your co-operation and are available to assist you with your orders.  Please email us at procurement@acadiau.ca.

Post Office

Acadia Post Office is open and operating until further notice. Users are asked to scan and email paperwork instead of using internal mail, when possible. To avoid unnecessary trips to University Hall call 1464 or email postoffice@acadiau.ca and ask if you have anything to pick up from your mailbox. If you go to the Acadia Post Office to pick up items, bring your keys. We want to limit in-person interaction. Follow Canada Post updates on service interruption and safety protocols.