Alert

Coronavirus Update

Gallaudet University is actively monitoring the worldwide COVID-19 (novel coronavirus) outbreak.

Latest COVID-19 Update: https://coronavirus.gallaudet.edu

Posted 3/11/2020 at 12:36 PM EST

FAQ for Supervisors with Remote Workers (Updated 3/18/2020)

 

  1. I have never managed a team virtually.  Can you please provide some tips?  

Human Resources created a guideline for supervisors to use.  You can find the guideline here.   If you still need assistance, feel free to send an email to hr@gallaudet.edu.  

  1. My employees can work remotely.  What do I need to do to ensure everything is set in place?

The first step is to ask your employees to review carefully the Interim Remote Working Policy and Remote Work Agreement Form and then to sign the Remote Work Agreement Form.  The Agreement must be signed by the Unit Administrator and filed with HR. This is designed to ensure that employees understand the terms of the Agreement. If the terms are not followed, they may be subject to disciplinary action, up to and including termination. 

You should also ensure that they have a working computer with a webcam as well as high-speed internet.  The webcam will allow them to participate in virtual team meetings. The guideline will explain the importance of maintaining personal interaction with your team members.

If your employees and employees from other departments are working collaboratively on committees or projects, it can continue to take place. You can encourage them to become creative in incorporating the ability for people to join the meetings and work virtually.  If you have needs for equipment, please contact IT Service Desk.

The guideline also provides critical steps to manage a virtual team.  Please be sure you review the guideline here

  1. Some of my employees cannot work remotely.  Will they need to be placed on leave without pay?  

At this time, regular status and extended temporary employees whose job positions cannot be designated as remote are expected to physically carry out her or his job duties on the University’s campus as long as the campus remains open.  Gallaudet is encouraging departments to think about reassignment for these non-remote workers, where possible, into other positions that can be performed remotely.  

In the event of a Forced Closure, non-remote regular status and extended temporary employees will receive continuous pay.   
All other temporary employees, including 120-day temps and on-calls must check in with their supervisors to confirm their assignment.

  1. Are non-exempt employees able to work remotely?

Yes, if their job positions have been designated as remote by the Unit Administrator and Human Resources.  They must clock in and out of Time and Labor to ensure compliance with DC law. You must make it clear to them that if they wish to work overtime, they must obtain prior approval.  They should also clock out during meal breaks as meal breaks are unpaid.
  

  1. Can I allow my temporary employees or student-workers to work remotely?

Yes, if their job positions have been designated as remote or partially remote by the Unit Administrator.  If they are non-exempt, they must clock in and out of Time and Labor to ensure compliance with DC law. Please remind them that meal breaks are unpaid so they should clock out during that time. In addition, they must obtain prior approval if they  work overtime.  
 

  1. My employee’s child’s school announced closure due to COVID19 for an extended period of time.  What should I tell them their options are?

Gallaudet understands alternative care arrangements for dependents may not be available or able to be arranged during an employee’s regularly scheduled hours.  While this is not in direct conflict with the Interim Remote Working Policy, an employee must meet all performance and conduct expectations while working remotely.  Supervisors are encouraged to be flexible in approving changes to an employee’s regularly scheduled hours to accommodate dependent care needs if needed.  With this said, employees are expected to meet all expectations and the terms of the Remote Working Agreement. 

Non-remote employees may also use leave to care for immediate family members and household members who are not ill but need care due to any COVID-19 related closures of schools or daycare centers, for other disruptions in care arrangements, or for any other reasons permitted under A&O Policy 4.11 or A&O Policy 4.12.
 

  1. My employees’ tasks can be done remotely but they don’t have a working laptop.  What are the possible solutions?

The University is currently looking into the possibility of loaning the employee to a University-issued laptop.  However, if this is not possible, supervisors can allow their employees to bring their desktop computer home.  You may reach out to Gallaudet Technology Service (GTS) for more guidance.
 

  1. My employee’s personal electronic device that they use for work  broke down. Will Gallaudet cover the cost of the repair?

No.  We are offering the ability to receive University issued laptops and other equipment needed to work remotely. The University is not responsible for the cost, repair, or service of employee’s personal equipment or property.
  

  1. What do I do if my employee is not completing their tasks or being responsive during work hours?

It is very important to share your concerns with your employee. This should be done through video conferencing.  After you meet with your employee, summarize the meeting in an email to the employee and also document the performance and/or conduct concerns and how you addressed them with the employee using this template.  It is important for the employee to understand that if they are unable to meet expectations and/or the terms of the Remote Working Agreement, they will be subject to disciplinary action, including possible termination.  However, please be mindful that a remote work environment may also be new for the employee so they may need additional support and reasonable time to adjust to expectations. If you need guidance on how to discuss this with your employee, feel free to reach out to Employee Relations.  The Office of the Ombuds is another available resource to use if you need to identify other strategies or approaches to solve informally.
   

  1. My employee hurt themselves while working remotely.  Are they covered by Worker’s Compensation?

Maybe.  Your employee should notify you of their injury and they should contact wc@gallaudet.edu as soon as possible after the injury to confirm their eligibility to file a claim.  As their manager, you may also need to report the injury to wc@gallaudet.edu.
 

  1. Does Title IX still apply even though my team is working remotely?

Yes.  Title IX is still in effect although employees are not physically on campus.  Please reach out to titleix@gallaudet.edu if you have questions or need guidance.  More information can also be found on the Title IX website.
 

  1.  I have never set up video meetings and could use some training  in this area. Who could help?

Gallaudet Technology Services has numerous resources on how to use online tools including Zoom.  Assistance is available through eLearning Center. Please send a ticket to IT Service Desk and they will assign you to the right individual to support you through the process.
 

  1.  I am not fluent in American Sign Language and I supervise Deaf employees.  How do I schedule interpreters for team meetings held through video?

Gallaudet Interpreting Service will be able to assist in this case.  You can make a request through BisonTerp as usual.  The assigned interpreter(s) can join in through Zoom or whichever platform you use to conduct your team meetings.
 

  1. I have an open position that I would like to fill.  How would this be impacted?

Although we are striving to maintain business continuity, some hiring decisions will inevitably be impacted.  We ask that you contact Human Resources to identify which open positions are essential and need to be filled immediately.  To hire for open positions that are not a priority may need to be deferred to a later time.  EEO/HR training for search committee members can be provided virtually.  Please send an email to eop@gallaudet.edu to set up the training.
 

  1. I have a student worker who is being paid through the Federal Work Study program.  Can the student worker continue to receive pay although they are not on campus?  

Yes, Gallaudet is committed to continue providing pay to students who are paid through the Federal Work Study program.  We are encouraging supervisors to consider redesigning the students’ jobs to allow them to work remotely. However, if there is absolutely nothing the students can be reassigned to, they will still receive pay.  

If you have further questions, please feel free to reach out to the Office of Financial Aid.
 

  1.  I have a student worker who has a job that cannot be done remotely.  What should I do?

In this case, we are encouraging supervisors to consider redesigning the job to allow students to continue working.   Supervisors should try to identify tasks that the students can perform remotely. Examples of remote jobs: doing VLOGs; creating materials for bulletin boards, monitoring department email accounts (if this is something the student has been doing), etc.

If you still need more guidance, please send an email to the Career Center.
  

  1.  Can you share some tips in supervising student workers who are remote?

The Career Center has developed a helpful guidance:

1.  Create a work schedule with agreed upon days and times of work. Be mindful of time zones for your student staff.

2.  Discuss how the student will checkin and checkout with you and be available to you during their scheduled work time.

3.  Outline the tasks and work that the student will do during these times, with clear due dates.

4.  Ask the student to document the tasks they are completing during the time they are working or to send a summary of the work completed during the time they are working.

5.  Make sure the student knows how to contact you during their work time if they have questions. 

 

18.  How do I provide support for employees who are going through anxiety due to the COVID19 outbreak?  
Encourage your employee to review the Gallaudet Coronavirus website to keep informed of COVID19 and to practice self-care through tips provided on the website.  You may also refer employees to the Employee Assistance Program for further support.  The Office of the Ombuds can also be used as a resource if employees need referrals. 

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002