Staff Resources

Human Resources

From the March 23 Message from HR
STAFF WHO ARE WORKING REMOTELY

  • Staff working remotely are expected to work 100% of their normally scheduled work hours off campus.
  • Staff working remotely must adhere to the important telecommuting information provided by Human Resources in a March 20 email to campus.  Staff who have questions about the terms and conditions of telecommuting should discuss them with their supervisor and, if related to technology and security, with Technology Services at 253.879.8585 (press 2 when prompted) or servicedesk@pugetsound.edu.
  • Staff should talk with their supervisors about specific work schedules, assignments, expectations, communication, regular check-ins and any questions they might have. We expect staff working remotely to:
    • Work during their normal office/shift hours and discuss any requested adjustments with their supervisor in advance.
    • Use their typical voicemail greeting and respond to voicemail messages and email in a timely manner as they normally would.
    • Stay connected with their team and colleagues and continue to conduct and participate in regular meetings. Check-ins are important for professional and personal reasons.
    • Maintain a high level of service and professionalism.
  • Staff working remotely should record hours worked as they usually do within the PeopleSoft timekeeping system. Staff do not need to use their accrued sick, floating holiday or vacation hours for hours not worked from March 7 through May 15, which is a change from the temporary sick leave policy previously communicated by Human Resources on March 4.
  • Starting on March 22, non-exempt staff who worked some hours on campus, but did not work all of their regularly scheduled hours, should record hours not worked as “OTHER-staff pay” through May 15 as shown in the example screenshot below.

Hour reporting for staff working remotely

STAFF WHO ARE IN POSITIONS APPROVED FOR ESSENTIAL ON-CAMPUS WORK

  • We are all deeply appreciative of the staff members who have volunteered to work on campus in their approved essential positions during this period of modified operations. They are performing essential services for our students and campus that can’t be performed remotely (example positions include campus safety officers, dining services workers, facilities building specialists, mail room staff, and resident directors, among others.)  See important information in the March 20 email to campus regarding staff members in high-risk categories.
  • Many of the authorized essential staff working on campus are doing so on a rotational basis with colleagues holding the same position in order to share the responsibility of meeting the essential needs of campus (examples include dining and facilities staff, among others). Staff who have questions about their work assignments or schedule should ask their supervisor for clarification.
  • Staff who are unsure if they are in an essential position authorized to be on campus, should promptly seek clarification from their supervisor or department head. Department heads are expected to consult with the provost or applicable vice president regarding decisions about essential on-campus work.
  • All staff working on campus are required to practice appropriate hygiene and social distancing at work as stated in the March 20 email.
  • Staff members must not come to campus if they are sick, not even briefly; staff members may not return to campus until fever-free (without the use of fever-reducing medication) for 72 hours and symptom-free for seven days since symptoms first appeared should they be diagnosed with or suspected of having COVID-19.  Staff members with any other diagnosis, e.g. strep throat, should be fever-free for 24 hours before returning to campus.
  • Staff on campus should carry their Puget Sound ID card as access to buildings will be limited and via card-access only.
  • Staff working on campus should record hours worked as they usually do within the PeopleSoft timekeeping system. Staff do not need to use their accrued sick, floating holiday or vacation hours for hours not worked from March 7 through May 15, which is a change from the temporary sick leave policy previously communicated by Human Resources on March 4.
  • Starting on March 22, non-exempt staff who worked some hours on campus, but did not work all of their regularly scheduled hours, should record hours not worked as “OTHER-staff pay” through May 15 as shown in the example screenshot below.

Hourly reporting for staff in approved essential on-campus roles

STAFF WHO ARE WORKING BOTH REMOTELY AND ON CAMPUS

  • Some staff are primarily working remotely, but are authorized to come to campus periodically to perform work that can’t be done remotely (an example is administrative assistants who are working remotely, but come to campus periodically to retrieve and process mail and perform other essential in-person tasks).
  • Staff who are working both remotely and on campus must practice appropriate hygiene and social distancing when on campus and must adhere to the important telecommuting information provided by Human Resources in a March 20 email to campus. Staff who have questions about the terms and conditions of telecommuting should discuss them with their supervisor and, if related to technology and security, with Technology Services at 253.879.8585 (press 2 when prompted) or servicedesk@pugetsound.edu.
  • Staff members must not come to campus if they are sick, not even briefly; staff members may not return to campus until fever-free (without the use of fever-reducing medication) for 72 hours and symptom-free for seven days since symptoms first appeared should they be diagnosed with or suspected of having COVID-19.  Staff members with any other diagnosis, e.g. strep throat, should be fever-free for 24 hours before returning to campus.
  • When on campus, staff should carry their Puget Sound ID card as access to buildings will be limited and via card-access only.
  • Staff should talk with their supervisors about specific work schedules (including when they will be on campus), assignments, expectations, communication, regular check-ins and any questions they might have.
  • In general, staff should use their typical voicemail greeting and respond as they normally would to messages received.
  • Maintain a high level of service and professionalism.
  • Staff working remotely and on campus should record their time worked as they usually do within the PeopleSoft timekeeping system. Staff do not need to use their accrued sick, floating holiday or vacation hours for hours not worked from March 7 through May 15, which is a change from the temporary sick leave policy previously communicated by Human Resources on March 4.
  • Starting on March 22, non-exempt staff who worked some hours, whether remotely or on campus, but did not work all of their regularly scheduled hours, should record hours not worked as “OTHER-staff pay” through May 15 as shown in the example screenshot below.

hourly reporting for staff working remotely and on campus

STAFF WHO ARE NOT ABLE TO WORK REMOTELY OR ON CAMPUS

  • Some staff may not be able to work because they are in positions that are not conducive to remote work, and:
    • they are not able to volunteer to fill their essential position because they are in a high-risk category or otherwise unable to work (see important information in the March 20 email to campus members),
      or
    • their position does not provide on-campus services deemed essential during this period of modified operations.
  • Some staff members may be asked to fulfill roles that support essential operations in other areas of campus.  If this is the case, your supervisor will contact you.
  • Starting on March 22, non-exempt staff who are not able to work their regularly scheduled hours, should record hours not worked as “OTHER-staff pay” as shown in the example screenshot below.  Staff do not need to use their accrued sick, floating holiday or vacation hours for hours not worked from March 7 through May 15, which is a change from the temporary sick leave policy previously communicated by Human Resources on March 4.

hourly reporting for staff not able to work remotely or on campus

 

From the March 20 Message from HR
Due to the COVID-19 outbreak and associated public health and governmental advisories and guidance, the university has suspended its usual approval process for telecommuting arrangements. While the university remains open during this time, and essential employees may still be working on campus, we have been directed that until further notice those university faculty, staff, and certain authorized student staff who can telecommute should do so as much as possible and those who must be on campus should observe appropriate social and physical distancing.

All telecommuters must adhere to the expectations set forth in the relevant policy and in the telecommuting terms and conditions document, including the following key requirements.

  • TECHNOLOGY AND SECURITY
    Faculty, staff, and student staff who are telecommuting must have the appropriate technology and security measures in place. Any questions about technology and security should be addressed to the Technology Services Help Desk at servicedesk@pugetsound.edu or 253.879.8585. If you do not have the requisite hardware or software in place to work effectively from home, please talk with your supervisor about arrangements to borrow equipment from Technology Services or about making alternate work arrangements.
  • WORK SPACE
    Faculty, staff, and student staff who are injured while telecommuting may be eligible for workers’ compensation coverage. In order to minimize the chance of a work-related injury or accident in these circumstances, those who are telecommuting are responsible for establishing and maintaining a safe and ergonomically appropriate work space. If you cannot do so, please talk with your supervisor about alternate work arrangements.
  • COMMUNICATION AND CHECK IN
    While we are all exercising flexibility during these unique times, it is important that telecommuting faculty, staff, and student staff work proactively with their supervisors to set up appropriate check-in mechanisms as needed to assure that work is progressing and that we maintain regular contact with one another given the continuing changes and challenges we are facing. Check-ins can occur via email; telephone; video meetings via Google Hangouts, Zoom, or other videoconference options; and/or any other agreed-upon reliable communications methods.
  • CONFIDENTIALITY
    Faculty, staff, and student staff whose work involves access to confidential information must assure that they are maintaining confidentiality while telecommuting.

If you have any questions about the work at home expectations, please contact your supervisor. Faculty and staff may also contact Human Resources at hr@pugetsound.edu. We appreciate everyone’s flexibility, adaptability, and commitment to helping the university and our students succeed during these challenging and unprecedented times.

Technology Services

  • Prior to making any decisions or purchases about new hardware or software purchases, faculty members and staff department heads must consult with Technology Services about their needs. Please do this by sending an email to servicedesk@pugetsound.edu or calling 253.879.8585. This will help us ensure that:

    • We don’t already have the product or a similar product available.

    • We can validate that it will work on our systems and with our other peripherals.

    • We acquire the product from vendors that offer special contract pricing (lowering the cost to the institution) and potentially the shortest lead time.

    • We have the ability to support the product through our service desk.

  • If these points are met, then Technology Services will be in contact with the area’s provost or vice presidents to approve the purchase.  If the new technology is approved, then Technology Services must make the purchase to ensure that we are using our best vendor option for quality, speed of receipt, and price.