EC Division COVID-19 Update and Guidelines for Teleworking

Hi, Everyone:

The Department of Public Instruction and the EC division have been diligently monitoring the growing concerns around COVID-19. We understand this can be an anxiety provoking situation, and many in the field are looking to us for guidance. At this time, we would like to share all the information we have available with you. We will continue to share on a regular basis through email and through section chiefs as we receive updates and more information is known.

Please read the information below carefully.

• Social distancing is recommended as the best practice in reducing spread. Thus, it is recommended that you Telework until notified otherwise. The telework guidelines that the entire agency have been asked to follow are below:
  • Your admin will route a telework agreement through DocuSign (you do not need to have a DocuSign account to sign the document), or your section chief will send you the form to sign, scan, and return. Please complete this promptly. 
  • For each day you will be teleworking, clearly indicate this on your calendar. In addition, clearly indicated tasks and deliverables for the day.
  • Remove anything that has been cancelled from your calendar. If something has been made a virtual meeting, clearly indicate it is virtual.
  • If you are a contract employee and do not have a DPI email address, your section chief will provide a process for ensuring your calendar is shared.
  • If you work in the building, please put the following on your voicemail, “Due to the coronavirus and state of emergency, I will be teleworking until further notice. I will be periodically checking voicemail, but, the fastest way to reach me is by sending an email to _________.”
• All face-to-face meetings through April need to be cancelled, rescheduled, or held virtually. The ECD is currently working to ensure virtual platform access to any meetings. Your section chief will provide additional information concerning this.
• If you have been exposed, please follow CDC guidelines. Details concerning the use of leave in these situations will be forthcoming.
• If you receive specific questions about Coronavirus, please forward them to your section chief. Information is changing rapidly and it is critical to ensure a consistent response to reduce misinformation. The EC division will regularly communicate with EC directors at it receives guidance from the agency and OSEP.
• A memo will be shared and a webinar will be provided to EC directors today at 2:00 pm concerning COVID-19. You are welcome to join the webinar. It will also be recorded and posted to the website: https://attendee.gotowebinar.com/register/2824837092313389581

Additional information about efficiently routing paperwork for signatures:

• Sections should continue to send everything that needs to be signed to the admin. They will now upload signature items into DocuSign and assign the approval flow.
• On travels & invoices/cash sheets, DocuSign will be set up for the section chief to initial the item before going to Sherry for signatures. Once the item has been fully signed and completed the section admin will send to whomever is planning on stopping by the office and they will print and submit to AP.
• For memos Section Chiefs will have view only rights before it comes to Kelly to review and then on to Sherry for her initials. Once it is completed I will send through Gov Delivery if it’s for all directors or if the memo is only for selected LEAs the section admin can email out.

Thank you for your dedication to the division and schools of North Carolina. This is an opportunity to demonstrate how the division and agency can creatively come together to support the state.

Stay well!