COVID-19 Process for Allowing University of Maryland, Baltimore (UMB) Employees and Students Temporary Access to Campus

September 1, 2020

The University’s Telework Policy (VII-6.11(A)) outlines ordinary rules and expectations surrounding telework. The Telework Policy states temporary guidance and flexibilities related to telework in response to the COVID-19 Pandemic. During Low Density or Moderate Density Operations of Pandemic Circumstances, employees and students may have the need to visit UMB owned and operated facilities on a sporadic basis. 

Purpose: In support of the University’s Telework Policy, this guidance provides the framework for UMB employees and students who require sporadic access to UMB-owned or operated facilities. This guidance is effective, commencing Sept. 1, 2020, and will be in effect for an unspecified period of time while the University continues to address COVID-19 Pandemic Circumstances. This guidance will be changed, in conjunction with the Telework Policy, by the University as conditions change and will remain in effect until amended or rescinded by the President.

Applicability: This guidance is advisory (e.g., not mandatory) and does not replace existing processes already in place in various Schools. This guidance applies only to sporadic presence during Low Density or Moderate Density Operations on the UMB campus during Pandemic Circumstances. This guidance applies to all UMB employees and students, as well as other OneCard holders or contractors who may be contractually required to maintain access to campus.

Exclusion: This guidance does not apply to any individual covered under the COVID-19 Visitors Guidance. This guidance does not apply to part-time campus presence under the University’s Telework Policy  

 

Definitions:

  1. Sporadic presence: Campus presence of employees or students totaling one half-day up to four half-days per month
  2. Part-time presence: Campus presence of employees or students totaling more than four half-days per month
  3. Low Density Operations: Pandemic Circumstances category of operations defined by UMB employees, who are able to telework, are required to do so (“Mandatory Teleworker”). A Mandatory Teleworker’s job may require periodic or part-time presence on site, and the Mandatory Teleworker may be allowed and/or required to return to campus or this regular off campus worksite for the purpose of fulfilling solely the job functions requiring on campus presence, while continuing telework for the remainder of the job functions.
  4. Moderate Density Operations: Pandemic Circumstances category of operations defined by mission critical-on campus employees allowed on campus or at other work sites, as designated by the President.
  5. Normal Operations: Pandemic Circumstances category of operations defined by Mandatory Teleworkers may be directed to return to work at their regular work site and where circumstances reflect a low to moderate number of COVID-19 cases.
  6. Mission Critical Functions: Any duties that require a UMB employee to report for work or remain at the worksite to continue operations during an emergency situation.
  7. Employee: Any faculty or staff member who is employed by UMB.
  8. Student: Any individual actively enrolled full- or part-time in a UMB graduate program. 

Process:

  1. Access to the temporary UMB building access form will be obtained through the University of Maryland, Baltimore Police Department (UMBPD) website: https://www.umaryland.edu/police/services/building-access-system/
    • To complete the Temporary Access form, the requestor must have a valid UMID username and password, which will be required to access the site.
    • Requestors will click on the “Building Access system” hyperlink :
    • The requestor will then log in with their UMID username and password.
    • Requestors will then select “Temporary Access Form” from the left vertical toolbar to complete the request form.
  2. The form will be completed either by the requestor for the requestor or for an employee or student. The following information will be required for submission, and most fields will auto-populate at the time of log-in, based on the requestor’s UMID profile
    • Name – First and last name
    • Title
    • Telephone number
    • Email address
    • Department/School
    • Affiliation
    • Explanation why temporary access is needed
    • Location (building)
    • Arrival date
    • Arrival time (approximate)
  3. Instructions on the approval process and the process for submitting multiple requests at one time are available at the following URL: https://www.umaryland.edu/police/services/building-access-system/
  4. Requests will be sent to the associated approver(s) for the location that was selected for review and approval. These approver(s) will be able to see any pending Temporary Building access in the queue and then view details to determine whether they will approve/deny the request.
  5. Once approved or denied, the request will be followed up with an email that will be sent to the person needing temporary access. Public Safety and the approver(s) will also be notified.
  6. The employee or student will come to campus at the approved date(s) and time(s).
    • The employee or student will use their UMB OneCard to access any UMB owned or operated facility.
    • All employees and students approved for Temporary Access to the campus will be required to honor all existing public health protocols as outlined in the UMB Pledge:
      • Maintain six-feet physical distancing;
      • Wear a face mask at all times when physical distancing cannot be honored;
      • Regularly wash hands and/or use hand sanitizer;
      • Stay at home if you are sick or showing symptoms consistent with COVID; and
      • Follow all posted COVID signs and directions.
  7. Tracking of the employee or student building entry will be the responsibility of the UMBPD. Daily UMB OneCard access logs will be monitored to ensure employee and staff compliance with the terms of their temporary access request.