Statewide Staff remote work

March 19, 2020

 

To:  All Statewide Staff

From:  Jim Johnsen, UA President

Subject:  Statewide Staff Remote Work

By March 23, 2020, and until further notice, most of the University of Alaska’s Statewide office personnel at all locations will work remotely in order to inhibit community transmission of COVID-19. Limiting access to our facilities helps keep them safe for those few whose functions must still be performed there. Remote work is not an employee benefit or ‘time-off.’ Rather, it is intended to support these guiding operational principles as the university deals with COVID-19:

  • Health and safety of the university community

  • Trust in the professionalism of our workforce

  • Maintaining productivity and continuity of services

  • Fiscal responsibility

  • Equity and fairness

All Executive Leadership Team (ELT) members will:

  • Assess which required functions must remain on-premises and ensure continuity of all essential functions, remote or on-premises.

  • Determine which assigned employees will work remotely based on the feasibility of their roles for remote work, their access to remote connectivity, and the need to safeguard succession plans. Avoid rotating employees in and out of premises where possible since that increases exposure on and off-site. 

  • Inform employees of their updated workplace as of Monday, March 23, 2020.

  • Inform employees of the guidelines for remote work.

  • Complete the Remote Work Matrix.

  • Submit the Remote Work Matrix to the CHRO and update as necessary.

  • Coordinate with Executive Leadership Team members and configure workspaces in the Butrovich, University Lake, and Bragaw buildings such that remaining on-site employees can operate with appropriate social distancing.

  • Coordinate with ELT members to insure leadership is appropriately distributed to ensure continuity.

  • Account for and safeguard materials and information that will be moved to remote locations as employees use them for work.

The Chief Human Resources Officer will:  

  • Collect and maintain the Remote Work Matrix.  

  • Provide updates to the Crisis Management Team (CMT).

  • Issue and update guidelines for remote work.

The Chief Information Officer will:

  • Consult with supervisors on remote connectivity issues.

  • Provide remote work equipment, security, and application support.

The Chief Finance Officer will:  

  • Ensure employees have appropriate reimbursement for personal connectivity expenses.

  • Appropriate funds as necessary for social distancing and enhanced sanitation.

Crisis Management Team Director will:

  • Inspect for appropriate social distance at Butrovich, University Lake, and Bragaw Buildings for on-premise employees.

  • Coordinate for increased sanitation at Butrovich, University Lake, and Bragaw Buildings.

All Statewide office employees will: 

  • Maintain communication with supervisors.

  • Collect relevant work and personal materials and equipment and bring to remote work locations. Inform supervisors of all work materials and information relocated to remote locations. Safeguard all materials with particular attention to those that are sensitive.

  • Establish and test connectivity at remote locations.

  • Document work time on employee time sheet.

  • Begin work at updated workplaces on Monday, March 23, 2020.

  • Not return to Butrovich, University Lake, or Bragaw Buildings without the approval of their supervisor.