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COVID-19 Updates: Stay Informed

COVID-19 Response: Internal Update 3-23-2020

March 23, 2020

SDSU Community –

Please see below some important information as it pertains to COVID-19 and its impact on campus operations this week.

Building Access Procedures - CLARIFICATION

All campus buildings are locked and will remain locked the entire week.

People needing building card access must request access through InsideState and the door access request form found in the lower right hand-corner. Download the form and once completed, email it to your dean, director or department head, who then can indicate their approval by email.

Only individuals who have not previously requested building card access need to complete the request through InsideState.

Once received by the Card Services Office, and access has been granted, you will receive an email stating your access privileges have been added.

As an added safety and security measure, the Office of Safety and Security will require all essential employees who will be on campus this week to display their university identification. In order to facilitate, identification clips will be available through the Office of Safety and Security and distributed as needed. Please make sure your identification is visible at all times, while on campus.

Personal Protection Inventory:

In response to the COVID-19 pandemic, the COVID-19 Response Team has requested department heads and directors complete campus inventory of personal protective equipment (PPE). We ask all departments to complete an inventory of all PPE supplies by Friday, March 27, to help assess what supplies are available. At this time, we would also request that you include the cost of PPE items, if available, for use of future reimbursement, if necessary. Forward the completed spreadsheet to Derek Peterson.

The document can be accessed online.

For areas involved in front-line operations, please submit a weekly log of daily PPE item usage using this same spreadsheet and forward that information each Friday by 3 p.m. to Derek Peterson.

COVID-19 Financial Impact Tracking

As the financial impact from COVID-19 continues to evolve, the university needs to be able to track expenses and lost revenue associated with pandemic.

Below is an explanation of how to track expenditures related to COVID-19 on our Banner system. In addition to tracking increased expenses, if there are canceled or postponed events or other costs associated with the virus, we want to make sure we capture those impacts, too.

Reasons to capture this data include potential federal reimbursement and in communicating the general financial impact this pandemic has had on our campus. Please use the directions below for processing payments on the system and please let your financial support team member for your college or unit know if there are other lost revenue or financial impacts you think should be documented.

Expenses related to COVID-19 that are above and beyond “normal” business need to be tracked. The Banner Activity Code 3ZCOVD has been set up to help track direct expenses and identify potential lost revenues associated with canceled events.

Add the Activity Code 3ZCOVD on any invoices or POs for supplies, materials or event refunds associated with COVID-19. Identify how the purchase or expense is related to COVID-19 on the supporting documentation. If your index already has an assigned activity code, enter the fund, organization, account or program and the 3ZCOVD activity code.

Please use the 3ZCOVD activity code on any deposits related to COVID-19. This could be for refunds received due to canceled travel or events. Again, please make sure to document how the transaction is related to COVID-19 on the supporting documentation.

If your department had an event canceled or postponed, please complete the spreadsheet inventorying those lost revenues, refunds and nonrefundable expenses, with associated index(s) and forward to Sara Money.

The spreadsheet can be found online.

Department Deposits

The cashier’s office will be staffed and able to process deposits on a limited basis this week. The office will be available to process deposits between 9 and 11 a.m., Tuesday, March 24, through Thursday, March 26.

If you receive notice of an ACH deposit, please complete the deposit form, attach documentation and email it to Leo Gannon for processing.

If you have a check to deposit, please call #6116 and arrange for a cashier to meet you at the northwest door of Morrill Hall between the Graduate School and cashier’s offices. You must have approval from your dean, director or department head as an essential employee before coming to campus.

If you have any questions, please contact Leo Gannon at 605-688-5045.

Zoom Backgrounds

University Marketing and Communications has developed Zoom backgrounds for faculty and staff looking to use a branded SDSU background.

The virtual background feature allows users to display an image or video as the background during Zoom meetings. This feature works best with a solid colored background wall and uniform lighting, which allows Zoom to detect the difference between you and your background.

The backgrounds can be found online. Please click on the background and download to your computer.

Thank you for your continued attention to these important messages during such an unprecedented time. The university remains committed to its core values that include being people-centered. We consider the safety and well-being of our employees paramount as we continue to operate and service our community.

COVID-19 is a global concern and our primary focus is preventing its spread. Please note that SDSU’s nondiscrimination policies are in effect and that harassment and discrimination against anyone—either in person or virtually—will not be tolerated.

The Office of Title IX/EO remains open to address any allegations that arise. As always, complaints can be reported online or via email. Individuals can also call 605-688-4128.

For well-being purposes, meetings with Title IX/EO staff will likely be conducted via Zoom or telephone.


COVID-19 Response Team