COVID-19 On-Campus and Teleworking Working Guide

Overview

Salem State University is committed to the safety of our university community during the COVID-19 pandemic. While some employees are preparing to return to campus either part or full time, remote work remains the primary way in which university business is being conducted at this time. Continuity of operations is critical. This telework guide provides information about remote work and expectations for all employees as we join together to successfully navigate the telework environment.

On-Campus Staff

The university has been working to slowly and safely repopulate areas of the institution that should be available while students are on campus. We recognize that there may be employees that have been asked to return to campus and may have valid reasons for being unable to do so. Employees in these circumstances should follow their normal procedures for calling out of work and communicating with their department supervisor. If an employee is unable to report to campus due to a confidential health related reason, including COVID-19, they should also contact Ezekiel Holt in the human resources office at eholt@salemstate.edu or by telephone at 978.542.7229.

Limiting our on-campus population as much as possible in order to de-densify our public and shared spaces is crucial to ensuring a safer and successful fall semester. Consequently, we strongly request that our campus community limit their time on campus to their scheduled shifts, instructional time and other activities that cannot be accomplished remotely.

Additionally, we strongly advise our campus community that unnecessary guests, including family and children, are not permitted on campus. We recognize that the beginning of the school year, with various school districts opening under a variety of different models, will post a unique challenge for working parents, including those scheduled for on-campus shifts. If you are experiencing difficulty balancing work and family due to remote learning, please reach out to human resources at eo-hr@salemstate.edu to discuss your options.

Teleworking

Teleworking is a work arrangement in which some or all of an employee’s work is performed from home. In general, regular office hours are worked and deviations from that schedule require supervisor approval.

Teleworking is easiest to implement for jobs or tasks that require reading, writing, research, working with data, and talking on the phone. However, during this unusual time, we need to think creatively about how other types of job duties may be performed remotely. In general, and at management’s discretion, a job is suited to teleworking if the duties, or some components of them, can be performed off-site without disruption to the flow of work and communication.

For jobs in which teleworking is an appropriate and viable option, supervisors will work with their staff to establish a telework plan. When clearly outlined and executed, teleworking arrangements can prove beneficial to employees and managers alike. Supervisors should articulate clear procedures regarding check-in times and hours of availability. Problems may be minimized with proper planning and communication. Well-planned flexible work arrangements sometimes enable departments to extend their service hours, and to make more effective use of space and equipment. When establishing a work plan, supervisors are responsible for ensuring that their departments perform critical work to maintain operations. Supervisors should regularly communicate with their staff to keep them apprised of changing business needs.

Teleworking Expectations for Staff Members

Teleworking staff members are responsible for fulfilling the expectations agreed upon with their supervisor regarding the scope of their telework assignment, such as:

  • Duties and responsibilities
  • Hours of work (rest/meal breaks, overtime and other wage and hour requirements still apply).
  • Hours of availability to communicate regarding university business.
  • Communication of work assignments and personal needs, including reporting absences due to injury, illness or caring for a family member.
  • The appropriate use of university equipment and materials.
  • Completing their timesheets per university policy and in the employee self-service system (more information below).
  • Protecting university information by following the university’s policies governing information security, software licensing, and data protection; ensuring that unauthorized individuals do not access Salem State data, either in print or electronically; and not accessing restricted-level information in print or electronically unless approved by the supervisor and protected by policy-compliant encryption and/or physical controls.
  • Maintaining a safe environment in which to work.

Teleworking Expectations for Supervisors

Supervisors should communicate specific expectations to individual team members based on each person’s circumstances. To ensure that the telework plan is mutually beneficial for both the university and employees, planning and communicating expectations of teleworking is crucial. Supervisors should remain in regular communication with their staff to address tasks, projects and ongoing needs of the department. If an employee requires a reasonable accommodation due to a health-related reason or disability, the supervisor will direct them to Ezekiel Holt at eholt@salemstate.edu.

Given changing needs and operational shifts during this time, supervisors may need to find creative solutions in order to maintain the continuity of business operations. Supervisors should review teleworking assignments regularly to ensure that it continues to be mutually beneficial to both the employee and the university. The expectations you have for each teleworking assignment may vary among your team members, based on their role, needs and unique circumstances.

All departments should be maintaining adequate business operations. Supervisors should speak with their employees to plan appropriate business coverage. Departments should be prepared to find alternative methods for completing critical tasks in the event that an employee is unable to partially or totally perform their job functions due to furlough or due to being personally affected by COVID-19.

Please understand that employee emotions may run high due to stress, anxiety and disruption of normal routines. Without clear communication, it is easy for people to make assumptions, misinterpret directions, or further compound issues by not being on the same page. It is important that supervisors take the time to speak with all of their employees to ensure they have transitioned appropriately to teleworking. If there are team members in need more personalized support please offer information about our Employees Assistance Program, Mass4You EAP. Mass4You EAP is available 24/7 and can be reached at 1-844-263-1982. TTY Support for the deaf and hard of hearing: 711.1.844.263.1983. Another resource is visit liveandworkwell.com

Teleworking General Agreement

All employees must comply with university rules, policies, practices, and instructions. Short-term telework in extraordinary circumstances does not change the basic terms and conditions of employment with the university. Telework assignments do not change a staff member's classification, compensation or benefits. Existing policies in regard to leave and accrual use shall be applicable to all benefited staff, regardless of teleworking privileges.

All injuries incurred by employees during the performance of official duties and during their scheduled working hours must be reported promptly to human resources via eholt@salemstate.edu, and applicable workers’ compensation laws will apply. While teleworking, employees are required to maintain a safe working environment.

Teleworking privileges for employees during this temporary limited time shall be reviewed by the supervisor regularly. Teleworking privileges can be canceled at any time and for any reason by the university. The university has the sole discretion to amend, modify or replace these teleworking guidelines at any time and for any reason.

Please find the following guidelines related to teleworking:

MSCA

  • Faculty and librarians should endeavor to serve the instructional and advising needs of their students to the best of their ability, availing themselves of the tools and training offered by the university. More specifically, faculty and librarians that are teaching and working remotely should:
  • Deliver their assigned courses to the best of their ability via remote means.
  • Respond to inquiries in a timely manner. If the inquiry requires gathering of information and cannot be answered immediately, they should indicate that they have received the message and will respond fully in a timely manner.
  • Provide advising support to the students to whom they have been assigned by whatever modalities are mutually agreeable.

APA/Non-Unit

  • Employees should work their regular schedule, take their regular meal period and may be granted flexibility in hours by their supervisor.
  • Employees must be available during their regular schedule hours for phone calls, email and remote meetings.
  • Employees should respond to inquiries in a timely manner. If the inquiry requires gathering of information and cannot be answered immediately, they should indicate that they have received the message and will respond fully in a timely manner.

AFSCME

  • Employees working remotely must work their regular scheduled hours and take their regular meal period.
  • While working remotely employees should not work overtime unless requested by and authorized by their supervisor.
  • Employees must take their required fifteen (15) minute breaks.
  • Employees must be available during their regularly scheduled hours (exclusive of meal periods and breaks) for phone calls, email and remote meetings.
  • Employees should respond to inquiries in a timely manner. If the inquiry requires gathering of information and cannot be answered immediately, they should indicate that have received the message and will respond fully in a timely manner.

Time and Attendance

Administrators and Staff

All benefitted administrators and staff (AFSCME, NUC, APA, and NUP) should continue to submit payroll information in SSTA in order to ensure timely payment. Please adhere to the following codes:

  • REG if you’re working remotely
  • REG if you’re working on campus and enter comments “Work on campus – COVID-19 essential” if applicable
  • SIC, VAC, PER, CMT, or FMLA—as usual for hours already requested and had previously been approved to take off
  • SKE (non-weather emergency leave paid)—if you’re not working remotely and your supervisor agrees that you cannot perform your duties remotely
  • FURU – if you are on furlough

Following is the link to SSTA: https://hrcms-prod.mass.gov/psp/H92PRD/EMPLOYEE/HRMS/?cmd=logout. A reminder that time must be entered by by 5 pm on Thursday, and supervisors must approve time by noon on Friday. Supervisors, please make sure that when you review your employees’ timesheets, you approve hours that are accurate to the hours worked.

Faculty

Faculty (including adjunct faculty): There is no need to do anything different. Your pay will process as usual. Timesheets—as these forms, which are available in Polaris, are still submitted for faculty using SIC and some C09 employees, please send them electronically to PayrollSSU@salemstate.edu. All outstanding timesheets are due by 10 am on Thursday to ensure payment.

C09 Contracted Employees and Students Other than Work Study Students

  • Coaches—There is no need to do anything differently. Your pay will process as usual.
  • Contracted employees—Please enter your hours worked into your timesheet.
  • Student employees, work study or institutional – Enter your hours as worked whether on-campus or remote. Institutional students should use the time code REE and work student students should use the time code WS1H.

Health and Welfare

  • Employees who develop flu-like symptoms are required to take 14 days of leave under an abundance of caution and may not telework.
  • Employees who are diagnosed with COVID-19 must take sick leave until cleared by a physician and may not telework.
  • Employees who are exposed to a confirmed case of COVID-19 but have not developed symptoms may not come to campus for 14 days but may telework.
  • Employees who have traveled to tier II or III countries as identified by the CDC but have not developed symptoms may not come to campus for 14 days but may telework.

Equipment and Technology Access

The employee and employer agree to protect university information by following the university’s policies governing information security, software licensing, and data protection; ensuring that unauthorized individuals do not access Salem State data, either in print or electronically; and not accessing restricted-level information in print or electronically unless approved by the supervisor and protected by policy-compliant encryption and/or physical controls.

Communication

Recognizing that effective communication is essential for telework to be successful, supervisors and employees shall determine a method and times for communicating. The employee agrees that in-person work-related meetings will not be conducted at the alternate workplace. All employees are recommended to use MS Teams for telephone and other communications.

Additional Information from Human Resources

Please be advised that all employees must continue to comply with the rules, policies, practices, and instructions in place by the university, collective bargaining agreements, as well as state and federal laws. This is a short-term solution to extraordinary circumstances and will be reassessed periodically. It does not change an employee’s classification, compensation, or any other benefit. All applicable policies related to employee benefits and usage of those benefits are in full effect. Salem State University maintains sole discretion to amend, modify or replace this teleworking guide at any time, and for any reason.

If you have questions about this information, please contact the human resources and equal opportunity office.

Thank you,

Mark Quigley
Assistant Vice President
Human Resources and Equal Opportunity

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