As on-site staffing expands, your department may implement additional staffing requirements to help maintain proper social distancing and reduce density in your office environment.
Employees may be asked to work alternating days from home and at the office to allow for fewer employees working in the office at once. Employees will be assigned specific days they are allowed to come into the office.
If you are asked to return to campus, your department may schedule employees to report to work in 30-minute intervals to help prevent a flood of traffic on campus at one time. This will help prevent crowding in tight areas like entryways, elevators, and hallways. You’ll be given specific instructions about your scheduled arrival and departure times.
Many employees who can fulfill their requirements without working on campus will be asked to continue to work remotely to help reduce the number of employees working on campus. You will follow the same expectations set for remote working, and continue to adhere to break and attendance schedules agreed upon with your supervisor.
Employment Policy 2-24 Temporary Remote Working
Applies to faculty, exempt & non-exempt staff
This policy is to address the university’s need to temporarily provide a flexible, safe, and productive response to the evolving coronavirus situation while maintaining the highest level of service to our students and our community. We are requiring that all employees that are not essential, on-campus personnel to work from home.
The university’s regular work day will remain the same when working remotely. Employees are required to respond to their supervisor in a timely manner as if they were on campus. Employees are expected to coordinate and collaborate with your coworkers as usual.
Your supervisor will establish communication protocols for your department. The university will be flexible and ask that our employees understand that workloads and work hours may need to be adjusted during this unprecedented situation in order to maintain our service to our students.
Employee assignments may need to be adjusted to better suit the evolving needs of the university. Employees will need to be flexible, as their skills may be needed in new and creative ways or other areas of the university that they have not previously supported. This adjustment is in line with the “other duties as assigned” statement included in all university job descriptions.
To help employees maintain their performance while working remotely, we advise our employees to:
- Employees should choose a working space that enables them to focus on work.
- Employees will need to have a working phone and/or internet available.
- Employees will be available and attentive to their job duties during working hours.
- Adhere to break and attendance schedules agreed upon with their supervisor.
- Work with their supervisor to ensure their schedules coincide with those of their team members for as long as is necessary to complete their job duties effectively.
- Employees and supervisors should determine the current short-term and long-term goals. Employees and supervisors should frequently meet online to discuss progress and results.
Read the full Human Resource Manual for Temporary Remote Work.
Remote Working Tips
- Communicate more, not less. Communicate early and often. Utilize multiple platforms for communication, including Google Chat, video calls, Hangouts Meetings, Zoom, videoconferencing, text, and phone calls. Find the best methods to collaborate and stay in touch with your team. You’re not alone, reach out and engage with your coworkers. Utilize face-to-face apps to better connect with your team where possible.
- Communicate expectations to anyone else who is home with you. Be clear, but flexible, in what is expected while you work remotely. Talk about your availability, need to focus on your work, schedule, etc.
- Set up your workspace — if possible, have a dedicated space in your home for work — so it feels like going to work when you enter that space.
- Set a regular schedule, include a routine for starting and ending your work day just like you would on-campus. Working remotely can make it easy to lose track of what time it is throughout the day. Get up and get dressed comfortably to help transition to an “I’m at work” mindset at home.
- Schedule your breaks and take them. Stop for lunch and step away from your work area so you can come back refreshed. Make your lunch the night before or in the morning, as if you were leaving for work.
- Plan your day and your work to take advantage of how you work best to manage your workflow.
- Determine what helps you stay focused in your remote work environment. For example, do you prefer music or white noise in the background or do you prefer to work in silence? Do you need natural light from a window or a different kind of light? Do you need voices in the background? Leave the TV on low volume in another room or away from where it is in your line of sight.
- Take time to care for yourself — sometimes it’s hard to step away from work at the end of the day. Step outside and take a walk if possible.
If you and/or your supervisor have questions or concerns about working remotely, please contact Heather Blanchard at 504.864.7896.
Faculty or staff who are immunocompromised or who have other factors that make them high-risk should contact HR to go through the ADA accommodation process for continued remote work accommodations. According to the CDC, conditions that may make individuals at higher risk include:
- People who are 65 or older
- Chronic lung disease
- Moderate-severe asthma
- Serious heart conditions
- Liver disease
- Chronic kidney disease
- Severe obesity (body mass index [BMI] of 40 or higher)
- Being immunocompromised
Requests for Reasonable Accommodations:
Department heads and supervisors will refer employee requests for reasonable accommodation to Human Resources which will follow the University policy 2-4, Employees with Disabilities. HR, in conjunction with medical experts as needed, will determine reasonable and necessary accommodations. HR will work with departments to implement any reasonable and necessary accommodations in a fair and consistent manner. Information related to accommodation requests, medical conditions, and/or disability-related issues, including information relating to potential COVID-19 diagnoses or quarantines, must be kept confidential, per university policy.
Department heads and supervisors are reminded not to discriminate on any unlawful basis, including in the assignment of work, decisions regarding working remotely, disciplinary matters, scheduling, or other terms and conditions of employment. Throughout this time there may be a heightened risk from COVID-19 to certain populations, such as older persons and persons with underlying medical conditions, department heads and supervisors should not assume that any class of employees or any employee in particular is any less capable of performing work under the current circumstances.
Prohibited Medical Inquiries and Opinions:
Under applicable law, supervisors and department heads generally cannot inquire about employees’ medical conditions, diagnoses, or treatment. This includes instructing employees to seek medical care or requiring employees to monitor their temperature for fever. However, department heads and supervisors may ask employees about symptoms of COVID-19 because of the direct threat it poses to the workplace. If you believe an employee is exhibiting such symptoms, contact Human Resources immediately. Supervisors and department heads must refrain from offering medical opinions. Information regarding COVID-19 and the university’s emergency response official sources and posted on the Loyola coronavirus information page and will be provided in official communications.
Refusal to Work Due to COVID-19:
If an individual refuses to report to work, department heads and supervisors should contact Human Resources. The University will attempt to determine the reason for the individual’s refusal to work. If the individual or family member has been diagnosed with or exposed to COVID-19, the university will follow the process in place at this time. If the employee indicates a need for a potential accommodation, please refer the employee to Human Resources.
If the employee’s refusal to work is made on a different basis, the university will attempt to determine if there is a health and safety issue or other legitimate concern that may need to be addressed. In the event that the university determines that there is no imminent danger that needs to be addressed, the employee may be required to report to work, may be permitted to use available and appropriate paid time off, or may be granted unpaid leave at the university’s discretion. If an employee is required to report to work and does not do so, then department heads and supervisors should consult with Human Resources to determine whether disciplinary action is appropriate.
Sick Leave & COVID-19:
If an employee informs a department head or supervisor that they have been exposed to and/or are exhibiting symptoms consistent with COVID-19, or have been quarantined, the employee must be directed not to come to work and to immediately contact their health care provider. Then the department head or supervisor must immediately contact Heather Blanchard or Rachel Dirmann in Human Resources. Sick time will be applicable to such absences and employees should be directed to follow regular sick time protocols, which will include providing a medical certification before returning to work.
If an employee reports that they are not feeling well for other reasons, they should be directed to follow regular sick time protocols for contacting their supervisor and not to come to work until they are well.
For employees who have to miss work as a result of a COVID-19 diagnosis (whether the person diagnosed is the employee or a family member), or other serious medical condition, leave under the Family and Medical Leave policy (“FMLA leave”) may be available. Please contact Heather Blanchard in Human Resources in these circumstances, or if an employee inquires about FMLA leave.
Human Resources Contact Information:
Rachel Dirmann, HR Director, 504.864.7768, firstname.lastname@example.org
Doris Newman, HR Coordinator, 504.864.7757, email@example.com
Dorsey Harris, HR Specialist, 504.864.7030, firstname.lastname@example.org
Heather Blanchard, Sr. HR Representative, 504.864.7896, email@example.com
Crystal Thomas, Benefits Representative, 504.864.7027, firstname.lastname@example.org
Erica Hicks, Payroll Administrator, 504.864.7343, email@example.com