COVID-19 Work from Home Guidelines

WHAT:

Human Resources is sharing work from home expectations and guidelines for successful a business continuity model.

WHEN:

As of Tuesday, March 17

IMPLICATIONS:

In support of business continuity plans that include work from home arrangements, below are some guidelines to assist managers and employees with establishing and maintaining work from home arrangements.

  • Current work from home arrangements are a direct result of a response to the COVID-19 emergency declaration.
  • A work from home arrangement should maintain an employee’s regular hours of  work, any shifts in hours of work or availability should be discussed with your manager in advance.
  • Working from home does not change the basic terms and conditions of employment under the applicable collective agreement, employment contract, policies and law.  All employees are expected to continue to comply with college policies while working remotely.
  • In some cases, a manager may require an employee to report in a different way, or with different levels of frequency than when they are working onsite. This is generally to ensure the manager is up-to-date. For example, the manager may wish to schedule additional update meetings, have updates provided by email, or implement schedules and methods of reporting.
  • The length of time work from home arrangements are in place will be based on direction from government officials and business continuity decisions made by DC.
  • A remote workspace should provide a comparable level of health, safety and security to college office space. For more information about ensuring a safe work space at home, visit the Canadian Centre for Occupational Health and Safety website.

Employees are expected to:

  • Ensure a suitable remote work space, taking into consideration safety, ergonomics, privacy and confidentiality.
  • Ensure internet connection is available.
  • Guarantee regular check-in of work voicemail and/or have calls forwarded to a home, or cell phone device.
  • Use teleconferencing, Skype for Business or Office 365 to hold and attend meetings as necessary.
  • Log into email and calendar regularly.
  • Ensure access to applications and files remotely and request VPN access, if necessary. Note: VPN access is not necessary to access email, DC Connect, ICE, Office 365 or MyCampus. Employees require VPN access to connect to Banner, Fast and the network drives.
  • Fulfill the expectations agreed upon with their manager regarding the scope of their remote work assignment and honour agreed upon hours of availability to communicate.
  • Avoid working on personal computers, and take all reasonable steps to ensure the protection of confidential information.
  • Report any malfunctions to equipment as soon as possible to supervisor and IT Services.
  • Continue to report absences due to injury, illness, or caring for a family member to their supervisors/attendance keeper as soon as possible.

Managers are expected to:

  • Establish agreed upon hours of work and method of communication e.g. telephone, email, etc.
  • Communicate specific expectations to individual team members based on each person’s needs, circumstance and job responsibilities.
  • Ensure that the telecommuting assignment is mutually beneficial.  Planning and communicating expectations as soon as possible is essential.
  • Communicate expectations for the day, and as appropriate, request a report from staff at the end of the day with respect to work accomplished.
  • Utilize technology to support connection and virtual meetings as appropriate. This may include emails, telephone calls, teleconferencing, Skype for Business, Office 365, VPN, etc
  • Be flexible and support employee needs to manage childcare, etc.

DC takes the health, safety and wellbeing of our community seriously.  We will continue to monitor this actively evolving situation, and make decisions based on the best information available from government and health authorities. When the time is right and in accordance with health authorities, our campus will resume operations.

DC continues to actively monitor the COVID-19 situation and the potential impact on our campus operations and community. Please visit www.durhamcollege.ca/coronavirus for updates and FAQs.