For Supervisors

Manage Remotely

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As a manager, your ability to effectively lead your staff is critical.  It is essential to have the tools and resources to support you in your daily work as a manager. Check back continuously for new tools and strategies to continuously improve your management skills. This section will be updated continuously.

Please note that you can find guidance on how to process several HR actions, including requesting a new position, hiring a new employee, and terminating an employee, through the Resource Guide for Support Staff and Supervisors.  The guide can be found here.

Best Practices

In response to the recent developments related to COVID-19, Gallaudet is taking proactive steps to ensure the health and well-being of its employees while maintaining business continuity by requiring its eligible employees to work remotely.  Working remotely is a new experience for many of us and we understand the importance of providing clear and consistent guidance so that you can effectively manage your team remotely. This document provide strategies on how to monitor your team’s performance and maintain momentum in a remote work environment:

Make a list of all team members and the type of work that can be done remotely and that which may be challenging to do remotely. This will help you understand what work can continue and what may be disrupted.  It will give you an opportunity to see if the latter work can be redesigned differently to minimize or eliminate any disruptions. A template can be found here

This is a basic step but it is a good opportunity to ensure everyone understands the team objectives, individual goals and how each team member can contribute to the desired outcomes identified.  Supervisors need to continually clarify goals at the team and individual level to stay focused on key priorities. When you re-prioritize goals, think carefully about who gets the assignment and make sure the changing goals are communicated to the entire team.

Your team members must communicate with you regularly during their work hours.  Depending on the nature of your team members’ duties, ask them to inform you or seek pre-approval for any time they wish to be offline for a certain amount of time.  If they will be offline and non-responsive for an extended amount of time for non-work related reasons, they should request to use leave. As the manager, you should communicate to your team expectations that they should be available during Gallaudet’s business hours in Eastern Time (regardless of the time zone they are physically in) through IM, Google Chat, Zoom, email, etc.  You can ask your team members to be shown as “active” online through Google Chat. Make it a point to do regular check-ins during the day or week.  

If you have non-exempt employees who are working remotely, they must continue to clock in and out through Time and Labor to ensure compliance with DC law.  You should make it clear to them that they must seek approval first before working overtime. 

Employees should know who to contact when they have questions requiring immediate attention and what is the best method for getting in touch with that person. Creating a contact list of people they should contact for help or information, along with their anticipated working available hours, will help your employees understand  if they will get immediate answers to their questions or if they will need to wait. This is an opportunity to leverage the technology and tools available to the University. You should let your team know the best tools to use to communicate with one another, whether it is by video calls, texts, emails, or communication through an established app pre-approved by the University? Creating these clear channels of communication can help remote workers feel informed and connected.  If you need additional tools or resources, please contact IT Service Desk.

For some employees who make a sudden transition to a remote working environment,  they may feel disconnected, which may lower productivity and engagement. To address these challenges, making time for personal interaction is more important than ever.  

Host regular team meetings by relying on video conferences, such as Zoom or Google Hangout.  These meetings are more personal and allow team members to read each other’s emotions and help boost morale.  This also helps improve decision making by allowing people to share their thoughts and debate ideas more effectively.

Whenever possible, celebrate accomplishments, special occasions, and milestones. It is possible to continue this even in a remote work environment. 

Although your team is working remote, it is still critical to provide them with real-time feedback.  This also goes back to the importance of regular check-ins. This is an opportunity to ensure that your team  is on track to meeting established progress goals.  

There are tools you can use to monitor work progress, highlight metrics and initiate action when necessary such as Teamwork, Dropbox, etc.  You can use the tool that will allow you to monitor progress most effectively. If you need additional tools or resources, please contact IT Service Desk.

Employees look to their supervisors for guidance, which may be more critical than ever due to the challenges of working in a new work environment.  It is important to be available, approachable and consistent. These are important traits for any manager, but it’s especially important if you are managing from a distance.Consistency in your responses, instructions, and evaluations are important  factors in creating a stable and inclusive workplace environment.  

It is important to keep the following principles in mind:

  • Be proactive in providing guidance and support to your team.

  • Be available and flexible to meet the needs of your team.

  • Be connected by leveraging technology to support productivity, efficiencies, communication and importantly, connectedness.  

  • Model the behavior that you expect of your team.

Please remember that: 

  • If an employee needs to return to campus to perform certain duties, you can instruct them to do so but consider implementing rotating shifts for regular duties that must be performed on campus.

  • If employees are ill or unable to work, allow them to use leave.

  • If employees are expected to not be able to work due  to a serious medical condition for an extended period of time, ask them to complete a FMLA form.  

  • If employees are injured while carrying out their duties, they may qualify for Worker’s Compensation so please inform them of their rights.

  • If employees express personal issues and need more support, refer them to the Employee Assistance Programs (EAP). 

  • If you are experiencing a conflict with your employee or your employees are having conflicts with one another, you can contact Employee Relations or Office of the Ombuds for guidance on how to address this conflict.  

It is important to remember that you must review the Interim Remote Policy and Remote Work Agreement before your employees can work remotely.  

University Resources

Gallaudet Technology Services is offering walk-in hours for training every weekday through the week of March 23-27 from 1 to 5 p.m. in MLC B220. GTS will also host a Zoom walk-in hours from 8:00 a.m. to 8:00 p.m. daily. GTS is also hosting live streaming workshops on specific topics during the week of March 23-27.  GTS online resources are regularly updated. However, many staff use software and resources, not on the GTS list. If this applies to you, please let GTS know so that they can add it to their list and ensure that the IT Service Desk can provide an appropriate level of response. Staff also should check in on their students’ academics and well-being. Being informed, being prepared, and being flexible are the three linchpins of an effective transition to online teaching and learning to ensure academic quality and continuity, as well as a successful conclusion to the semester. Staff should check the Gallaudet University coronavirus website for updated information.

 

Gallaudet-issued desktop computers during the Coronavirus pandemic  

To provide the University employees the ability to continue working remotely, employees will be allowed to bring their Gallaudet-issued desktop to their home. For more information, please go to this link.

 

Human Resources information can be found at: https://www.gallaudet.edu/human-resources 

Supervisors with Remote Workers FAQs

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.  

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

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.

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.

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.  

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.

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.

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.

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.

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.

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.
 

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.

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.

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.

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.

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.

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. 

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. 

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