I. Purpose 

The purpose of this policy is to address employment procedures and pay practices for staff working both remotely and on campus during the coronavirus (COVID-19) emergency.

 

II. Application 

This policy applies to regular, benefit-eligible employees of the College.

 

III. Staff Compensation 

 

Exempt and Non-exempt Remote Staff 

Exempt and non-exempt employees who have work assignments that can be performed remotely and have been approved to work remotely by their division leader will work their regular hours remotely and continue to receive their regular pay based on their normal work schedule. 

 

Exempt and Non-exempt On-campus Staff 

Exempt and non-exempt employees who perform work duties that cannot be performed remotely (as per their division leader) will be able to safely perform their job duties on campus and will continue to receive their regular pay based on their normal work schedule.

When supervisors are scheduling staff who will be working on-campus, flexible scheduling may be used to ensure physical distance between employees.

 

All employees should practice safe work habits including: 

• Social distancing: Keep at least six feet between yourself and another person in public places.
• Avoid close contact, including handshakes.
• Limit in-person meetings.
• Wash hands often with soap and water for at least 20 seconds. If soap and water are not available, use an alcohol-based hand sanitizer.
• Avoid touching your eyes, nose, or mouth with unwashed hands.
• Avoid close contact with people who are sick.
• Stay home when you are sick.
• Cover your cough or sneeze with a tissue, throw the tissue in the trash, and disinfect your hands.
• Clean and disinfect frequently touched objects and surfaces.

All staff will be paid for hours worked and benefits will continue during this time period. Nonexempt employees will receive compensation for overtime, however, any additional hours outside of an employee's regular work schedule must be pre-approved by their supervisor in collaboration with their division leader.

 

IV. Remote Work Expectations 

• Staff who require computer access and do not have a college issued computer may request a loaned computer from IT Services. If you need additional resources or assistance to work remotely, please contact IT Services for assistance.
• Staff working remotely must complete all work assignments according to performance expectations as communicated by their supervisor.
• Track your work time.
• The hours of work for staff working remotely will be established by the employee's supervisor in collaboration with their division leader. Timecard completion procedures continue to apply to non-exempt staff.
• Set and keep regular office hours.
• Staff should understand the expectation that time designated to work remotely must be free from interruptions or distractions. Some interruptions can’t be avoided. Family obligations can interfere as well, especially if children are home during the day. Do your best to set work hours and stick to them. Give yourself some time to recharge so you can be as productive as possible.
• Follow vacation, sick, and other leave policies.
• If an employee needs to be off work for any reason, they must notify their supervisor and follow college leave policies. If the employee is not able to work due to illness or has a need to care for an ill family member, they should use the appropriate leave and follow call off polices.

 

Remote Staff who Wish to Work on Campus

If an employee working remotely wishes to work on campus, they must be approved to do so by their supervisor in collaboration with the Senior Director of Human Resources.

 

Maintain Confidentiality of Business Practices

Employees must take all precautions necessary to secure sensitive and confidential information, including student, staff, alumni, donor records and information, etc., and prevent unauthorized access to College equipment and proprietary information. The performance of job duties remotely may require the handling of confidential information, and continued compliance with all applicable policies is an essential requirement in this arrangement. Employees must protect all College information from improper disclosure to, or access by, other persons, including other members of the employee's household. Employees must take appropriate steps to ensure the security of all work-related materials, data, and equipment. Employees must not disclose any College information to any individual or permit any College information to be accessed by any individual who is not authorized to do so.

 

VI. Remote Work Procedures and Tips

 

Plan and structure your workday.

Structure your workday to maximize efficiency. Plan your work around your most productive hours. If you know you focus best in the morning, resist the temptation to check email until 10 a.m. or later. A quick review of your calendar when you first start work can set you up for a productive workday. Make a list of your most important tasks before you move on to less urgent business.

 

Dress to impress (even if it’s just for your dog).

As enticing as it is to stay in pajamas all day, it’s not the best work habit. The way you dress affects you psychologically. Maintain a casual and comfortable work wardrobe to help you transition smoothly between home and office.

 

Set aside a designated work area.

Consistency is an important aspect to working remotely. Try to work at the same spot every day. Make sure your workspace functions efficiently for you and your style. Make your workspace a place you enjoy going to each day, an area where you can focus and do your best work.

 

Take breaks.

Schedule time for frequent breaks throughout the day. Rise, stretch or walk around the house or down the street. Take a lunch and snack break.

 

Avoid distractions.

One challenge of working from home is accountability. With no colleagues nearby, it’s easy to become distracted. Stay focused on work throughout the day to maintain consistent productivity. Avoid online distractions as well. Limit the time spent on email, social media and websites unrelated to work. Set a timer on your phone or computer if necessary.

 

March 14, 2020 (ACH)