As of Tuesday, March 17, the College is encouraging all employees who can work from home to do so, in an effort to mitigate the risk to our community posed by the COVID-19 outbreak.
We will continue to update this page with additional resources and information over the coming days. Please check back frequently for updates.
Please review this policy carefully and note that it is subject to change as the situation around this outbreak evolves.
FAQs About Working from Home
Can I work from home?
During this time of emergency, the College is encouraging all employees who can work from home to do so. If you are unsure if your role lends itself to remote work, please see your supervisor. He/she will work with you to determine your best use of time during this emergency situation.
You may be asked to complete tasks that are outside of your usual scope of work, if your regular job function cannot be completed during a time of remote work.
How do I know what technology I need to work remotely?
Please work with your supervisor to determine what technology you may need to work remotely. If you have technology needs, please contact IT at 212-517-0580 or email@example.com .
What if I don’t have a computer at home?
If you don’t have access to technology at home, you may be asked to work onsite if your position is considered essential to maintain the operations of the College.
If you are not asked to work onsite, you may be asked by your supervisor to complete tasks that are outside of your regular job functions, i.e make phone calls.
What if I need to take care of my children or a family member while I am working from home?
During an emergency period, the College anticipates that family needs will arise while employees are home and working remotely. Please keep in contact with your supervisor and let them know if your availability changes throughout the day.
Am I allowed on campus?
Currently, the campus is not closed. Employees are allowed to enter campus buildings as necessary.
However, for the safely of our employees, the College is trying to limit the number of employees commuting and congregating in one place. Please use your judgement and work closely with your supervisors to determine if you should come to campus.
Will I be paid when I am working remotely?
If you are working remotely, you are working. You will be paid in accordance with the College’s regular payroll schedule.
Non-exempt employees should continue to track their time in ADP. If you are having difficulty accessing ADP, please email your hours worked to your supervisor. Overtime is prohibited during this period of emergency remote work.
Will I continue to accrue paid time off while working remotely?
Yes, time will accrue as usual.
What if I had a planned vacation during this period of remote work?
If you were scheduled to be on vacation during this emergency period, then you would not be expected to work remotely while on vacation.
However, given the restrictions on traveling, you may find it necessary to postpone vacation plans. Please notify your supervisor if your plans have changed.
If you have plans to leave the country and still intend to do so, please be aware that you will be asked to self-isolate for 14 days after arriving back in the states, before you would be allowed back on campus.
Can I have my office phone forwarded?
Yes, see below for instructions for setting up call forwarding if you will be in the office to access your phone yourself.
If you will NOT be in the office to physically access your desk phone, contact the IT department (212-517-0580 or firstname.lastname@example.org ) and they will be able to set it up remotely for you. You will need to provide both your office extension number and the number to which you would like your calls forwarded.
To forward all calls:
Press the “Forward All” soft key.
1. Then enter 9-1 - ( area code) phone number from your phone.
2. To verify that your calls are forwarded, look for the “Forward All” icon in the line label, and the forwarding information in the header.
To cancel call forwarding
Press the “Forward Off” soft key.
Siemens Phones (white colored phones)
To forward all calls:
1. Get dial tone, press FORWARD “FWD” key or dial #91.
2. Dial 91(area code) phone number you want to receive your calls.
3. Hang up the phone.
To Cancel call forwarding:
Press “FWD” key or get dial tone and dial ##91
How do I check the voicemail on my office phone while I am working remotely?
Siemans Phones (white colored phones)
To access the voicemail system from outside of MMC, you may dial 212-517-0517 on any phone and follow the automated prompts. Once you have connected, you have options from within the system menu:
- You can listen to messages
- You can change your internal greetings, and external greetings
- You can reset your password
Cisco Phones (black phones)
Dial your phone number, when it goes to the voicemail, press the “Star” button.
You will be prompted with the ID number, that’s your extension, VM password and follow the i nstructions.
For additional resources and phone system instructions, please visit the IT website link here .
What tools are available for me to host a conference call for a meeting?
There are several options available to you, including Zoom, Microsoft Office Teams, and Free Conference Calls.
Zoom is a video-conferencing platform that enables you to interact remotely with your colleagues in real-time. There is no limit on the number of individuals who can be using Zoom at any one time. However, each session is limited to 40 minutes in duration unless you have a Pro account.
If your team does not have a Zoom account, you can sign up for a free account at https://zoom.us/signup. When you sign up, please make sure you use your MMC email to create the account so IT can provide support.
If you have a need to use Zoom Pro for meetings longer than your existing software will allow, please reach out to your supervisor further instructions.
The Library Guide resource below, and this file, can provide guidance to you in setting up your account.
Below are links to online training resources for setting up a Zoom session to deliver instruction directly to students:
Can I Initiate a Meeting from Outlook?
Yes. You will need to download the Zoom Pl ugin for Outlook. Please click here for instructions.
Microsoft Office Teams
You can use Microsoft Office Teams to have calls with other members of Marymount Manhattan Community.
To create a “Team” for your department, please email email@example.com.
After IT has authorized your “Team” account, please see guidance for how to utilize Teams for internal team meeting at https://www.youtube.com/watch?v=ZgmIucYKiZM
Free Conference Calls
Set up a free conference call using the instructions in the this document .
Are there any resources for free internet access?
In light of the COVID-19 outbreak, nearly 80 broadband and telephone services providers and commissions have signed on to what it’s calling the “Keep Americans Connected Pledge.” The agreement is aimed at ensuring residents and small businesses don’t lose broadband and phone service during the current pandemic, which has led to many service and employment disruptions.
Check out this article for a list of companies (major providers, as well as local and regional companies) who have committed to fulfilling the pledge. These providers service a variety of regions and may not all be relevant.
Please note that you are responsible for contacting individual providers yourself. The College is permitted to call on behalf of any student, faculty, or staff member.
Information from Cigna regarding COVID-19
Cigna has developed an FAQ document related to general and insurance-related questions about COVID-19. Please read here.
Keep your financial goals on track with TIAA CREF’s Live Webinars
Can I access reports on the Staff Portal?
The reports available to you on the Staff Portal live on a secure server which requires VPN access. If you need to run a report and do not have VPN access, please contact firstname.lastname@example.org.
How do I access the files on MMC’s network from through VPN (Cisco AnyConnect)?
Connecting using the Cisco AnyConnect application on Windows or MAC:
1. Connect to the Internet.
2. Open the Cisco AnyConnect Secure Mobility Client
3. Type mnet71.mmm.edu or the IP address 18.104.22.168 and click Connect.
4. Enter your MMC user ID and password.
5. Click OK.
6. After connected, go on to initiate the remote desktop or the specific applications you have access to.
- It is imperative that if you complete the work requiring VPN, that you immediately disconnect from VPN . To end your VPN session, click “disconnect” on the cisco AnyConnect Application.
Using the Cisco VPN Client (older Version)
1. Open the Cisco VPN Application
2. Select MMC and click Connect
3. Enter your MMC User ID and Password.
4. Click OK
5. After connected, go on to initiate the remote desktop or the specific applications you have access to.
6. It is imperative that if you complete the work requiring VPN, that you immediately disconnect from VPN. To end your VPN session, click “disconnect” on the cisco AnyConnect Application.
Tips for Remaining Healthy & Resilient
The spread of the coronavirus COVID-19 has put organizations and employees on alert. This information can help keep employees informed about the coronavirus, as well as offer guidance on how to remain healthy and deal with the emotional impacts of the outbreak.
I have a human resources, benefits or payroll question while I am working remotely. Who should I contact?
Resources for Supervisors
Please review the following guide for supervisors: Going Remote - Emergency Telecommuting Manager and Team Toolkit .
Important Information for Supervisors
As we move towards a culture of remote working, many of you may have questions about communication and management of a team when you are not all in the same place. Below, please find some helpful articles on communicating and managing remote teams.
Supervisors should plan a virutal meeting between telecommuter(s) and supervisor(s) to check in on first telecommuting day. Please determine your best method of communication as a team, whether it be zoom, phone, etc. Once team is set up remotely, regular virtual meetings should occur.
Supervisors should contact essential on-site employees to determine on-site schedule and responsibilities.
Purchasing & Mailroom Questions
Will the Business Office be operating while we are working remotely?
Yes, the business office will be fully operational while the business office staff works remotely. There are a couple of individuals that will be coming into the office periodically to perform critical business functions that cannot be performed remotely but will remain accessible via email and phone while working remotely.
Can I make necessary purchases for my department while working remotely?
Yes, you can request to make critical purchases through our normal process; however, we ask that you consider whether the purchase is necessary for business continuity prior to submitting it. If it can be delayed until we return to normal operations, please do so.
For small dollar purchases that are in accordance with our p-card policies, please feel free to make purchases on your p-card with appropriate approval from your supervisor. For all other purchases, please submit requisitions for approval via email to email@example.com.
How can I submit a purchase requisition while working remotely?
You can submit requisitions via email to firstname.lastname@example.org. Please ensure that you obtain the required approvals per our purchasing policies prior to submitting your request. During this remote period, we will accept email approvals; however, all other the guidelines outlined in our existing policies should continue to be adhered to. For additional guidance regarding purchasing policies, please refer to the purchasing link which includes the MMC Requisition form and Purchasing Manual. Please address any specific questions regarding the purchasing process to the email address noted above.
How will I know if the items that I purchased arrive?
At this time, if items are delivered to the College address, they will remain in the mailroom until further notice. Please contact purchasing to discuss possible other arrangements.
Where will the items that I purchased be sent?
This will be determined on a case-by-case basis; most College vendors ship directly to the College address. You will need to reach out to purchasing to discuss your request.
I just received a vendor invoice that needs to be paid, who should I send it to?
Please submit all vendor invoices to AP@mmm.edu for processing.
Will Mail Services be available while we work remotely?
The mailroom and mail services will not be available until further notice.
71st Street Mailroom Process
What will happen with mail at 71st Street?
Arrangements have been made with USPS to have Marymount Manhattan College’s mail held at the Post Office at the 70th Street location. Once we are able to gain access to our 71st main campus location, we will arrange for mail to be picked up and sorted.
Will FedEx and UPS still be making deliveries?
Yes. At this time both couriers continue to make deliveries to the main campus
Will I be able to get mail and packages?
You will be notified once you are able to pick up mail and packages from the mailroom. At that time, you will also be able to drop off any outgoing mail. The mailroom staff will not be distributing mail or packages to departments.
How do I know if I have a package and when I can pick it up?
There are some packages that are currently in the mailroom and we will be notifying those staff/faculty members; these packages will remain in the mailroom until we receive notification that we are able to return and release them to you.
There will also be incoming packages that will be delivered to the College during this period when the mailroom is closed; these packages will be stored in the mailroom. They will be logged in and you will be notified once the mailroom is operational.
55th Street and Cooper Square Residence Hall Mailrooms: