Emergency Policy - Temporary Telecommuting for Non-Faculty Employees FAQ

• When do requests to telecommute go into effect?

  No agreement may go into effect before July 1, 2021.  Requests may be submitted before July 1 in order to provide time for the review process, but no request will become effective before July 1.
  
  
• What if my employee just needs to take 1 or 2 days off?

  A Telecommuting Agreement form would not be required.  This decision should be discussed between the employee and the supervisor.
• Does this apply to clinic employees/health care workers?

  It depends.  If the position supports remote work, then this could be an option for you to discuss with your supervisor.  If the position requires in-person patient interaction, then telecommuting would not be an option.
• Does this emergency policy apply to University School?

  It depends.  If the position supports remote work, then this could be an option for you to discuss with your supervisor.  If the position requires in-person student interaction, then telecommuting would not be an option.
• I’m at-risk. How does this emergency policy apply to me?

  At-risk employees may apply for emergency telecommuting under this policy or may apply for a disability accommodation through Disability Services.
• Can I telecommute until I have the vaccine and reach the maximum stated immunity per the vaccine manufacturer?

  The University wants all employees to feel safe at work.  The return-to-work dates were announced well in advance, so that employees could receive their vaccines.  Telecommuting should not be used for this purpose.
• Can I telecommute until all co-workers are vaccinated?

  No.  The decision to vaccinate is unique to each person; you should not inquire about another person’s vaccine status.  
• Can I care for my child while I work from home?

  We understand that children may be in a quarantine situation, and parents may have to work while children are in the home.  However, you should work with your supervisor to develop a schedule that will allow for minimal interruptions during meetings or collaboration.
• I elected for virtual school for my child(ren). Can I work remotely?

  No.  The decision to elect virtual schooling for your child is not a reason for a person to work remotely.  Remote work is only available when a child is quarantined from school or the school is in a virtual and/or hybrid model.
• In addition to remote work, can I have a flexible work schedule?

  This is a discussion you should have with your supervisor.  If the flexible schedule is able to meet the department’s needs while you are working remotely, then it may be a good option.  Supervisors are encouraged to be creative when working with their employees to develop mutually beneficial working arrangements.
• What about working a regular 1 day a week at home?

  Although it is not required, departments that wish to set up a regular ‘work from home’ day for their employees are encouraged to complete the Request for Telecommuting and the subsequent Telecommuting Agreement Form.  This will allow the supervisor and the employee to decide what work should be completed on remote days, and to ensure consistent application of policy.
  
  

• Are there guidelines to help supervisors know when to suggest remote work?

  Yes.  You should use the decision trees (here) to help you determine if remote work is a good option.  Human Resources has also provided guidelines for measuring productivity and remaining connected while working remotely. 
  
  

• I have an employee that keeps having to self-isolate/quarantine. Does each incident require a new request form/agreement?

  Yes.  Each separate instance would require approval.

• Can we require documentation from school/state/EHS verifying contact exposure?

  No.  You should not ask employees to provide documentation regarding contact exposure.

• What if my job does not support remote work and I have to quarantine?

  You may use sick leave, annual leave, or banked compensatory time to cover your absences.  

• Will I be disciplined for unpaid absences if I don’t have enough annual or sick leave to cover a quarantine period and I am unable to work remotely?

  No. Supervisors should not begin progressive discipline for absences related to COVID-19 quarantine periods.

• Where is the telecommuting agreement form?

  The form is available through the Office of Human Resources.  It will be sent to employees/supervisors after a request to  telecommute is approved.
  
  

• How will the University mitigate risk in high traffic areas?

  The University will continue to clean high traffic areas using CDC approved methods.

• How will the University approach consistency in the application of this policy?

  Human Resources will monitor all requests to ensure the policy is consistently applied.  If you feel you are being treated unfairly, you should contact your HR Business Partner.

• Are there guidelines for the colleges?

  Colleges should use the guidelines provided by the Office of Human Resources.  Colleges may choose to provide their staff with additional guidance specific to their work environment, but those guidelines may not conflict with the policy or guidance from Human Resources.

• What equipment will be provided if I need to work remotely?

  Equipment available will vary by department.  Your department may choose to provide you with a laptop or allow you to take your desktop computer home.  You may request other peripherals as needed, but there is no guarantee it will be available for use.  Employees should consider what technology they have at home as part of the telecommuting request.  Employees should also consider their connectivity within the home before requesting telecommuting.

• Can remote work agreements be retroactive?  

  Although it is ideal to submit the forms in advance of the request, we do understand that there may be a need to make the agreement retroactive.  Employees and supervisors should be proactive in requesting telecommuting, however if this is not possible, the request should be made as quickly as possible.

• What is COM-F&A’s role in the approval process?

  Finance and Administration in the College of Medicine will be part of the review process for telecommuting requests within the College of Medicine.  They will work with HR to ensure consistent application of the policy, and to monitor staffing levels within the college.

• Does this policy apply to Faculty?

  No.  This policy is specific to staff.  Faculty should work with their Chairperson and Dean if they need to make arrangements for teaching remotely.

• Does this policy apply to Temporary employees?

  Supervisors should set their expectations for temporary employees to work on campus or remotely before hiring.  If a temporary employee is expected to work on campus and is unable to fulfill that requirement, they will not record hours worked.  

• What will the policy look like after the emergency time frame?

  The University will go through the shared governance process to develop a regular policy during the fall of 2021.  When the regular policy is approved, it will replace the emergency policy.

• What if I had an adverse reaction to the first vaccine dose and per a doctor, it is not recommended that I take a second dose?

  You should work with your supervisor to discuss telecommuting options and flexible schedules.  You should continue to practice mask wearing, physical distancing, and limiting exposure to crowds.

• I live with someone who is high-risk for COVID, can I telecommute based on my living situation?

  This will be determined on a case-by-case basis, dependent on the nature of your position and its ability to support telecommuting, the needs of the department, and the needs of the university.  You should work with your supervisor to discuss options for telecommuting and/or flexible scheduling.

• Can non-exempt staff work overtime when working remotely?

  Non-exempt staff must have permission to work overtime before the work is done.  Any hours worked in excess of 7.5 hours per day must be recorded on the timesheet.  Checking email, answering phone calls, and texting about university business are all considered forms of work and the time should be recorded appropriately. However, supervisors should refrain from calling or texting non-exempt staff outside of their scheduled hours.

• May I request telecommuting to watch my grandchildren while their parent(s) works?

  Remote work is reserved for children for whom the employee has custody or guardianship.  If you need to take time off to watch grandchildren, you should use annual leave or compensatory time.