Finance and Administration Level 2.5 Operations

Southwest Tennessee Community College is now at Level 2.5 of its Pandemic Preparedness Plan. Level 2.5 is a hybrid of Level 2 and Level 3. Southwest also is in Phase II of its Back to Campus Plan that now has four locations open for select class sessions. They are Macon Cove and Union Avenue campuses and Maxine Smith and Whitehaven centers.  The majority of course offerings remain online during this phase.

The Pandemic Preparedness Plan includes an Incident Management Team that is comprised of the following:

  • Dr. Tracy Hall, President
  • Angela Webb, Director of Public Safety (emergency lead and coordinator with other agencies)
  • Jonathan Welden, Director of Physical Plant
  • Daphne Thomas, Executive Director of Marketing, Communications and Community Relations
  • Michael Boyd, Chief Information Officer
  • Cynthia Graham, Vice President of External Relations
  • Dr. Kendricks Hooker, Vice President of Academic Affairs
  • Jacqueline Faulkner, Vice President of Student Affairs
  • Mike Neal, Vice President of Finance and Administration

Southwest Pandemic Preparedness Plan Level 2.5 and Status

Description Status
Review and Approve Pandemic Preparedness Plan The plan has been reviewed and updated
Monitor situation Director Webb, Public safety, is monitoring and working closely with local emergency management officials
Identify all essential onsite personnel Essential personnel have been identified
Identify all essential off-site personnel Essential personnel have been identified
Director of Public Safety fit test all essential onsite personnel and order personal protection equipment (PPE) Public Safety has deployed PPE
All departments identify critical departmental functions and report to VP for Financial and Administrative Services Departments have reported critical functions to the VP F&A
Develop contingency plans for instruction and enrollment management procedure Student Affairs and Academic Affairs have developed plans and are executing on those plans
Computer Services - prepare for support of remote critical functions, remote access and increased system usage IT has laptops, desktops and is providing support for 100% online operations
Develop templates for communicating pandemic events to faculty, students and staff Communications has done this with the coronavirus website
Develop HR policies and procedures for handling work related issues during pandemic HR has developed this and the College is executing on it
Promote Stop the Spread of Germs Campaign When the College went to Level 2.5, employees were allowed to work from home, which materially helps to stop the spread

Human Resources

The operating hours of the College have not changed. As the situation involving COVID-19 continues to develop, changes may be necessary and updates will be provided as needed.

Benefits and Other Resources

Doctor's offices may be very busy and may not be able to provide immediate care and/or absentee documentation in a timely manner.  Employees covered by an Southwest group health plan are encouraged to enroll in the Telehealth Service Program (MDLIVE for Cigna members and PhysicianNow for BCBS members) for virtual medical consults:

Cigna Members

  • Log into MyCigna.com
  • Look for MDLive
  • Or, call 888-726-3171 for MDLive

BlueCross BlueShield Members

All employees and their dependents who are eligible for Southwest group health care benefits (even if you are not enrolled in the benefits program) have access to psychological counseling and crisis debriefing to individuals affected by the pandemic through the Employee Assistance Plan (EAP), which is Here4TN.  Some employees may want counseling services that could include loss of loved ones, health issues related to the disease, or financial hardship.

Employees who are enrolled in Southwest’s group benefits should make sure they have a copy of insurance cards and provider contact information for quick reference and use in case of provider visits or hospital admissions.  (Group Benefit Quick Reference)

Group Meetings and Events

All campus events and activities have been cancelled through May 31. Events thereafter are being evaluated and more information will be forthcoming.

Payroll

Payroll will be processed on the normal payroll cycles: semi-monthly paid employees will be paid the 15th and last day of the month; monthly employees will be paid the last day of the month.  Employees not registered for direct deposit will receive their check by mail. Employees should verify their address is correct by logging into My.Southwest and selecting Self-Service, then Personal Information.  For questions, please email Payroll@Southwest.tn.edu.

Links to Additional HR Resources/Policies

Accounts Payable

For the remainder of the term, outstanding invoices will be paid according to payment terms no sooner than net 15 days.  Invoices should be emailed to AP@Southwest.TN.edu and should include the Purchase Order number.

College officials responsible for approving invoices will do so in an electronic environment. College staff are asked to check email daily for communications from Accounts Payable staff regarding approval of invoices for payment and index/org to be charged. 

Payments of invoices purchased with a Purchase Order will require receipt information be submitted to egolden@southwest.tn.edu to authorize payment.

Checks will be mailed to recipients.  For questions, please email AP@Southwest.tn.edu.

Physical Plant

The college is engaged in the normal daily cleaning of all buildings. This continues and will throughout the COVID-19 outbreak. Additional processes of cleaning have been implemented.

The college is engaged in a comprehensive effort to disinfect all buildings in compliance with Center for Disease Control and Prevention recommended products. These disinfecting efforts are reinforced through additional training and outside support from qualified professional service firms.

Access to Campus and Public Safety

The College is closed indefinitely.

COVID-19:  Retrieving office mail from campus

Southwest Tennessee Community College locations remain CLOSED until further notice due to COVID-19.  Limited access is provided for select employees who are designated to collect the postal mail for their offices. Please note: If you have not been designated to retrieve mail, you will not be allowed to retrieve mail on campus.

Mail retrieval is allowed Tuesdays only, 11:30 a.m. – 4:30 p.m., on the Macon Cove campus, Farris Administration Building mailroom.  Individuals designated to retrieve office mail must sign in and out at the Police Services desk in the Farris Administration building lobby when they arrive and leave campus. All other buildings on the Macon Cove campus are secured and inaccessible.

For more information, contact Public Safety/Police Services at 901-333-4242.

Travel

All international travel has been cancelled indefinitely. International travel is being evaluated and more information will be forthcoming. All business travel has been cancelled until further notice.

Purchasing

Future purchase orders are temporarily suspended. However, exceptions will be granted when proper justification is provided.  Justification should be provided on the electronic Saluqi Buy Purchase Requisition and will be considered for approval by the division leader.  Examples of justifiable requisitions are software maintenance renewals, purchases related to providing online education, emergency purchases, etc.

Contracts will be routed for signature in an electronic environment utilizing email and a requisition must be entered into Saluqi Buy/SciQuest for each contract, as is currently required. This will result in the issuance of a Purchase Order upon execution of the contract. Contracts routed via email must include a Contract Routing Form in addition to the contract. A sole-source justification will continue to be required if a non-competitive purchase is requested, and must be attached to the contract documents. If the vendor is new to Southwest, a New Vendor Packet will also be required.

All approvals/signatures required on the Contract Routing Form will be obtained via an email string with the Contract Routing Form and Contract attached. There is no change in the required approvals.  The body of the email will contain approval verbiage from each approver; “I approve” is sufficient.   Email documents will be retained for signature/approval documentation.

The requesting department will be notified when the contract has been fully executed.  An image of the executed contract will be included in the email notification.

Please reference the Purchasing website for specific information regarding purchasing and contract guidance and the Document Library for relevant forms.  For questions, please email Purchasing@Southwest.tn.edu.

Vendor Payments

Vendors will be paid as normal. Invoices will be processed as normal.

Bookstores

For the most recent developments, please visit our bookstore page. Visit our online bookstore at:
https://www.bkstr.com/swtennesseeccmaconstore.

Cafeteria – The Taste (Macon Cove, Union Campus and Maxine A. Smith)

For more information, visit our Taste At Southwest page.