A message about Telework during COVID-19 Outbreak

Dear Colleagues,

With the Coronavirus (COVID-19) situation, this is a time of uncertainty and stress for all of us.  Our Whitman community and many others are coming together in remarkable ways to support each other and navigate this situation. I write today to present guidelines for staff to work from home in various situations.

During the current Coronavirus outbreak, Whitman College expects to maintain normal business operations to the extent possible. In addition to the decision we have already made to deliver courses online, we may also need to reduce operating hours or the presence of non-essential personnel on campus, or work from home (telework).

TELEWORK

While the college does not have a formal telework policy, telework opportunities will be available in some circumstances due to present conditions. Should conditions change, availability of telework options may change as well.  In all cases, telework options are intended to help maintain normal business operations.

Telework refers to an arrangement where an employee works from home or from another location away from the usual workplace. This option is available under any of  the following conditions:

• Staff member has health issues that place them at greater risk for coronavirus.

• Staff member is able to work but has symptoms of acute respiratory illness.

• Staff member has a confirmed case of COVID-19 but is able to work.

• Staff member’s household has symptoms of acute respiratory infection or COVID-19 confirmed. diagnosis, and the staff member is able to work.

• Staff member’s best approach to parenting responsibility during school closure is to work remotely.

Employees who fall under these conditions, but whose work does not lend itself to telework options should explore flexible scheduling, staggered shifts, and refer to other guidance about paid leave.

These guidelines  do not currently apply to student workers.  We are still developing guidelines for student workers and hope to have information available in the coming week.

For employees who need to come to campus to do their job duties, we ask that supervisors and employees work together to create social distancing measures as possible and reasonable.  This can include things like changing work spaces to create more distance and lessening in-person meetings.

LARGE SCALE REMOTE WORK     

If public health conditions worsen, or the college institutes stronger social distancing measures intended to flatten the exposure curve and reduce the density of faculty and staff in a work space, some or all employees may be asked or given the option to work from home (telework).

Supervisors and employees should  work together to determine whether an  employee can work from home full-time, part-time, or on a temporary basis while we respond to the Coronavirus situation. They should consider both the current circumstance and the possibility of large scale remote work across the college.   COVID-19 Telework Guidelines are attached below and a COVID-19 Telework Agreement form will be released Monday. WCTS has published General Information about Work from Home.  These resources include virtual private networking, video and audio teleconferencing capabilities, and telephone access.  If you have questions about these resources please contact WCTS Help Desk (helpdesk@whitman.edu or 509-527-4976).

Considerations include the nature of the work and whether the necessary equipment and technology are available to allow employees to perform their job duties away from campus. In the current circumstances, supervisors should make every effort to be creative, show flexibility, and identify viable telework options.  As much as possible, offices should attempt to provide the equipment needed, but for those unable to work offsite, departments should work to create a safe onsite work environment with an emphasis on social distancing.

WHAT CAN YOU DO NOW       

Whitman suggests all staff who can work remotely should begin the preliminary planning, in the event work from home becomes necessary in the future.   A large scale remote work plan is not currently in effect.   Whitman will inform staff and supervisors if the decision is made to move to large-scale remote work (in jobs where remote work is possible).  Preparation to work remotely includes:  

• Think about what work projects you will be able to do from home and discuss with your supervisor.

• Inventory the equipment you need to get the job done, including laptops, desktop computers, monitors, phones, printers, chargers, office supplies and similar materials and discuss with your supervisor.

• Review the work from home resource information provided by WCTS, including instructions about how to forward your desk phone and check voicemail remotely. 

• Have a “ready-bag” to take home at the end of the day that would allow you to begin working remotely at short notice.  In addition to equipment, this could include binders, phone lists, documents, materials.  

• Take time to digitize any relevant physical materials that make remote work easier.

• Think about what physical materials you might need to take home, and discuss that with your supervisor.

• Think about the privacy needs of information you may need, and plan security precautions to protect that information.

• For those who have a college-provided laptop, begin taking it home with you at the end of each work day.

ESSENTIAL EMPLOYEES

Because Whitman is a residential college, many employees must work on campus or remotely to provide services that are essential to residential life, campus health and safety, critical research, the protection of physical and intellectual assets, or the continuity or resumption of academic programs and operations.  Some positions may be designated as essential. Cabinet officers (and designated department heads or supervisors) are responsible for determining which positions are necessary for essential services. Those who will continue to work on campus – because their jobs require it (and they are well) – may receive special training on safe practices or be advised to maintain social distancing such as a physical distance from others of at least 6 feet. If they have an underlying health condition or concern complicated by exposure to coronavirus, they may request a change in job duties, location, or hours by contacting Human Resources.

TELEWORK AGREEMENT

Ongoing and regularly scheduled telework because of the Coronavirus should be documented by an agreement. The goal of the agreement is to ensure that both the employee and supervisor have a shared understanding of the telework arrangement. If you have already begun a work from home arrangement, please update the plan with a formalized agreement as soon as possible.

On Monday, Human Resources will send a COVID-19 Telework Agreement form to all staff by email using BambooHR. Use this form if you wish to initiate a telework request.  When you complete this form, it will automatically route to your supervisor for their review and approval, and then to Human Resources for retention. In the future, you may contact hr@whitman.edu to request the form be sent to you again.

Teleworking is new for Whitman.  We will surely find opportunities to improve this process, unintended consequences, and positive outcomes to celebrate.   To support Whitman and our communities, each of us needs to do our part, and each of us will contribute on a different level.  In this instance, we cannot offer everyone the same opportunity: for example, some positions will require that work be done on campus and cannot be approved for work from home.  However, we can treat everyone in our community with respect, care and support.

It's natural to have questions and feel heightened levels of stress and anxiety during this period.  Please remember that your medical insurance and the Employee Assistance Program have virtual  resources to support you and your family members.    The College is uploading Coronavirus resources and FAQs  at Coronavirus Information  on the Whitman website.   During this process, I encourage you to examine these virtual resources, and contact your supervisor and Human Resources (509-527-5173) with your questions and concerns.

Together, and supporting one another, we are able to handle the challenges ahead.

Best,

Telara McCullough
Director of Human Resources