The University is currently operating to deliver remote instruction and all other key functions that can be done remotely. On-campus events and services have been canceled or minimized. Campus buildings are accessible by key card access for necessary activities, as long as social distancing guidelines are maintained. Essential resources and employees are onsite as necessary. All work that can be done remotely should be coordinated through a telecommuting arrangement.
Lara Delmolino Gatley, Assoc. Dean – email@example.com
- Telecommuting and Paid Leave
- Non-Exempt and Exempt Employees
- Sick, Vacation and Administrative Leave
- University and CDC Guidelines
March 23, 2020 Update for Telecommuting and Paid Leave
Frequently Asked Questions
Is there a link with the latest information about coronavirus COVID-19 and the situation at Rutgers University and all campuses?
Up-to-date information on Rutgers University’s response to COVID-19 is always available at https://coronavirus.rutgers.edu/
What if I want to work remotely? What are the rules and who should I contact?
March 13, 2020 Update for COVID-19 HR Guidelines
A notice was just sent to all staff regarding the increased flexibility allowed by RU for both non-exempt and exempt employees to request permission to telecommute. As you recall, this possibility was not previously available to non-exempt employees.
As employees begin to make these requests – please be mindful of the following:
1. Requests must be reviewed and approved by the person’s direct supervisor, and, as appropriate, up the supervision chain
2. Approved requests to telecommute must be documented in writing and shared with me and Usha Yerramilly to keep on file in the GSAPP office.
3. Each telecommuting employee and their supervisor must create a written agreement which specifies some detail about the arrangement – the hours to be worked, the accountability for the work products and hours worked, and the documentation to be required between employee and supervisor. The university’s standard telecommuting agreement (link below) is suggested.
4. All established arrangements between supervisors and employees are subject to modification in the event that additional guidance is provided by the University.
5. The change in policy does not provide a guarantee of telecommuting. There are many employees who are in positions for which telecommuting is not possible (e.g. direct client care). Ongoing discussion and special consideration will be needed for these groups.
MARCH 12, 2020 - NOTICE FROM RUTGERS UNIVERSITY HR DEPARTMENT
Dear Rutgers Colleagues:
The University recognizes the very serious concerns of all within our community regarding the current public health emergency.
To that end, the University is committed to helping slow the spread of COVID-19. Understanding and considering the need to balance employee concerns related to their own health and the health of loved ones while maintaining required operations, the following temporary measures are being implemented, effective immediately:
We encourage flexibility in allowing telecommuting wherever feasible. The existing telecommuting guidelines, provision and procedures will be relaxed in order to expedite decisions regarding telecommuting arrangements. Supervisors must work closely with their employees and their departmental HR and IT teams in order to determine whether telecommuting would be feasible based on position functions and operational need. Where it is determined that telecommuting would be feasible, this would include both Exempt (NL) and Non-exempt (NE) employees who are aligned and unaligned, and it will be effective immediately. Employees who telecommute must comply with all University policies and procedures, including, but not limited to, policies related to timekeeping (where applicable).
We will expand the University’s paid time off policies (i.e. Sick/Sick Leave, Vacation, and Administrative Leave) insomuch that there will be no requirement to charge paid time off for absences in the following instances:
- An employee is diagnosed with COVID-19
- An employee is directed by a medical professional or government agency to self-isolate or quarantine due to suspicion of exposure to or diagnosis with COVID-19
- An employee is undergoing a period of self-quarantine or isolation pursuant to public health assessment recommendations
- An employee is providing care to an immediate family member who (i) has been diagnosed with COVID-19, (ii) was directed by a medical professional or government agency to self-isolate or quarantine due to suspicion of exposure to or diagnosis with COVID-19, or (iii) is undergoing a period of self-quarantine or isolation pursuant to public health assessment recommendations, and/or
- An employee is staying home to provide care for a child due to the closure of the child’s preschool program, elementary or secondary school, or childcare center related to COVID-19
These measures will be in place at least through March 23, 2020. Additional information related to the establishment of a formal emergency telecommuting plan, the relaxation of leave policies, and required documentation will be forthcoming.
How do I make a request to work from home if I am an EXEMPT employee?
EXEMPT employees are permitted to request permission to telecommute, per Rutgers policy and collective negotiation agreements. If, as a manager, you are considering this for your staff, or, as a staff member, you are considering this request, please review the following (https://uhr.rutgers.edu/worklife-balance/telecommuting and Rutgers Policy 60.3.22), and consider submitting a “Request to telecommute in emergency situations.” https://uhr.rutgers.edu/sites/default/files/form_applications/Request-to.... Keep in mind, permission to telecommute is not guaranteed and must be requested and approved, for EXEMPT employees only.
University and CDC Guidelines
All employees should follow the university and CDC guidelines (https://coronavirus.rutgers.edu/ ; https://coronavirus.rutgers.edu/employees/) when determining whether or not they should report to work when they are sick or have other health-related concerns. Should an employee decide that they are unable to work for any health-related reason, the employee may charge any paid leave time that has available. If the employee does not have available paid leave time, they should speak to their supervisor or the dean’s office to look into options for unpaid absences.
If employees or supervisors have specific concerns, they should contact the Dean’s office or the offices of Occupational Health and Labor Relations for guidance. Supervisors should not be advising employees about health-related decisions, nor should employees or supervisors be sharing/disclosing health-related information about individual staff members. Any exposures confirmed or suspected cases of COVID-19, or specific health questions should be communicated directly to the Dean’s office and Occupational Health.
If the university fully closes officially throughout this process, more specific guidance will be provided on how staff time should be reflected.
ADHD: Stephanie Lyon-Stirling firstname.lastname@example.org
This page was last updated on 03/23/2020.