Fillable COVID-19 Emergency Remote Work Procedure for OPS (non-Adjunct) (University of West Florida)

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COVID-19 Emergency Remote Work Procedure for OPS (non-Adjunct) (University of West Florida)

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COVID-19 Emergency Remote Work Procedure for
OPS (non-Adjunct) and Student Employees
PROCEDURE ADOPTION DATE: March 16, 2020
APPLICABILITY/ACCOUNTABILITY
The COVID-19 Emergency Remote Work Procedure applies to university OPS (non-Adjunct) and Student
employees whose job duties may fully or partially be performed away from the regular work location. COVID-
19 Emergency Remote Work Procedure arrangements will remain effective for the duration of the university’s
response to the COVID-19 pandemic under state and federal guidance or by termination under the
Curtailment section of the COVID-19 Emergency Remote Work Agreement.
Department heads and designees have the discretion to approve or deny requests for remote work
arrangements based on the prioritization and preservation of university and unit business needs, eligibility of
the request, characteristics of the job duties, resources available to support remote work, and the supervisor’s
ability to provide adequate supervision for the remote employee. UWF Human Resources will record COVID-19
Emergency Remote Work Agreements and will provide support and feedback as needed.
PROCEDURE STATEMENT
The COVID-19 Emergency Remote Work Procedure provides for expedited approval for university OPS (non-
Adjunct) and Student employees to temporarily work remotely due to the COVID-19 pandemic. The procedure
provides for departmental-level approval of emergency remote work arrangements to achieve the university’s
objective to increase social distancing for employees.
DEFINITIONS
Emergency remote work refers to temporary arrangements for OPS (non-Adjunct) and Student
employees to perform some or all of their job duties away from the regular work location due to the
COVID-19 pandemic. In cases where only some of the OPS (non-Adjunct) or Student employee’s work
duties may be completed remotely, an emergency remote arrangement may include:
• A modified work schedule that combines remote work hours with hours worked at the regular
location so that the employee can perform any duties necessary to be completed on site.
Eligibility. Due to the COVID-19 pandemic and the university’s objective to increase social distancing for
OPS (non-Adjunct) and Student employees, supervisors are encouraged to consider what job duties
each employee may be able to complete remotely. OPS (non-Adjunct) and Student employees who may
perform some or all of their job duties remotely are eligible for an emergency remote work
arrangement with supervisor approval.
PROCEDURE
1. Supervisors and employees should discuss whether the employee’s job duties can be completed
remotely. It may be possible to utilize a combination of remote work and schedule modification.
Supervisors should work with the employee to establish an appropriate schedule.
2. Supervisors should provide appropriate assignments to the employee. If the employee is in a role that
does not traditionally accommodate remote work, supervisors must assign other work, projects or
professional development that can be performed remotely. These assignments should provide the
employee an opportunity to provide written proof of work product back to the supervisor.
3. If eligibility for an emergency remote work arrangement is confirmed, the employee and supervisor
should complete the COVID-19 Emergency Remote Work Agreement for OPS (non-Adjunct) and
Student Employees and then forward to the appropriate department head or designee for approval.
Acknowledgements may be provided via digital or physical signature or via email confirmation of
approval.
4. The department head, designee, or employee should forward the signed Agreement to UWF Human
Resources at HR@uwf.edu
or fax to 850-857-6030. Remote work may begin immediately.
5. UWF Human Resources will receive and record all Agreement submissions. Feedback will only be provided
regarding any questions or concerns. Remote work may begin upon form submission and does not require
prior HR review.
SECURITY OF DATA
The employee will apply approved safeguards to protect UWF data from unauthorized disclosure or damage and
will comply with UWF Policy, GC-01.04-05/18, Public Records Policy. Work performed at the remote work location is
considered official UWF business. All records, papers, and correspondence must be safeguarded for their return to
the official location. Release or destruction of any records should only be done at the official location according to
statute and regulation. Computerized files are considered official records and shall be similarly protected. See UWF
Policy, IT-04.02-11/18, UWF Information Security and Privacy Policy.
LIABILITY
UWF will not be liable for damage to the employee's property or changes in taxation requirements that results
from participation in the remote work arrangement.
CURTAILMENT OF THE AGREEMENT
The OPS (non-Adjunct) or Student employee may terminate participation in the COVID-19 Emergency Remote
Work Agreement at any time. The university reserves the right to terminate this remote work Agreement or
adjust the remote work schedule at any time. The employee agrees to limit performance of officially assigned
duties to the official work location or to the UWF approved remote work location to the extent possible. Failure
to comply with this provision may result in termination of the remote work Agreement and/or other appropriate
disciplinary action.
COVID-19 Emergency Remote Work Agreement for OPS (non-Adjunct) and Student Employees
Employee Name:
Supervisor Name:
Employee ID:
Employee Classification:
☐ University Work Force Faculty OPS Student
Division/College:
Department:
Current Position Title:
Official Work Location:
Remote Location:
To be Completed by Supervisor:
Y/N
Job duties can be performed fully or partially remotely.
Supervisor has discussed with the employee what job duties are to be performed remotely and
planned for any duties that must be performed on site.
Estimation of Anticipated Hours per Week:
Remote Work Hours: On-site Hours: Leave Hours:
NA
Employee has appropriate remote space, equipment, telephone and internet access.
Employee can ensure that remote work will not create an information security risk.
Employee has demonstrated basic necessary job performance.
Supervisor can provide adequate supervision and accountability for the remote work.
Signatures: Acknowledgement may be given via physical or electronic signature, or by email transmission.
Employee Acknowledgement:
I request approval for an emergency remote work arrangement and agree to adhere to all applicable guidelines and
policies. I acknowledge that I have read, understand, and agree to abide by this COVID-19 Emergency Remote
Work Procedure and Agreement.
Employee Signature Date
Department Head or Designee Approval:
I approve this emergency remote work arrangement and agree to adhere to all applicable guidelines and policies. I
acknowledge that I have read, understand, and agree to abide by this COVID-19 Emergency Remote Work
Procedure and Agreement and will ensure adequate supervision and accountability for my employee at all times
and work locations.
Department Head or Designee Signature Date
Please forward completed form to UWF Human Resources at hr@uwf.edu or secure Fax (850-857-6030). Questions and concerns
may also be forwarded to hr@uwf.edu.
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COVID-19 Emergency Remote Work Procedure for OPS (non-Adjunct) (University of West Florida)

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Completed 31 August 2020

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