More Details Regarding Extension of Remote Work

Published Friday, April 3, 2020 at 1:18pm

Dear Colleagues,

I would like to provide more detailed information regarding MCCCD’s plan to work remotely for the remainder of the Spring 2020 semester. Unless otherwise directed by local and state public health officials, we will return to work on May 11, 2020.

The Spring semester has been extended to May 23, 2020. As a result, the start of the 4-day work week will begin May 25, 2020, with the first Friday off being May 29, 2020.

Thank you for your cooperation and flexibility as we have transitioned to working in different environments. The pace of change and adjustment to dynamic circumstances have been both challenging and unprecedented. I ask that you remain flexible and work with your supervisors to address your specific concerns and needs.

As we adapt to the statewide Stay-at-Home Executive Order issued by Governor Ducey on Monday, March 30, the District is actively working to lessen the spread of COVID-19 by restricting all visits to our Colleges. Our primary responsibility is to safeguard the health of our employees, students, and community during this public health emergency.

College presidents and District leadership are gathering your feedback and concerns regarding our new working environment, and will identify best practices to overcome and help you and our students succeed during this time. Many of the concerns raised were with specific functions at the Colleges and District Offices. These concerns can and should be addressed by working with your supervisor and local Human Resources representatives. I am asking our leaders to remain engaged with all staff and to ensure they have the resources and direction they need to accomplish their work.

As you continue to work remotely through May 8, 2020, many of the policies and procedures set in place for the short-term response have been extended to encompass the entire remote work period. These policies and procedures are outlined below:

Emergency Operations

An Emergency Operations during COVID-19 Pandemic Policy was established to enable leadership to take the necessary steps to ensure the health and safety of our students, employees, and community.

Remote Work Assignments

Remote work will be required of employees in the following positions: Residential and Adjunct Faculty, Classified and Non-Classified staff, active Temporary and Part-time employees, and active Student Workers (Non-Federal Work Study). Consultants, vendors, and temp agency employees may also work remotely if supported by the individual College/District Office.

A select number of employees, due to working in essential service areas, will need to physically report to a College or District Office location to fulfill critical tasks. These individuals have been identified and notified if they are so designated. Employees who have not been notified to physically report to a College location/District Office are expected to continue to work remotely and remain ready to provide additional support as needed.

Telecommuting

Given these circumstances, each College and the District Office have been authorized to establish a Telecommuting Process based on the Telecommuting Guidelines set forth by the District. Also, employees have been provided with the Telecommuting Acknowledgement Form within the Employee Learn Center for completion. Please contact your Supervisor or Local Human Resources Office for more information. We recognize that not all positions are suitable for working remotely and that during this period some employees may not be able to accomplish all of their usual job duties in a remote setting. Employees may be asked to take on other tasks or may be assigned other work that is not part of their usual job duties. In these remarkably unusual circumstances, we ask our employees to be flexible, patient, and understanding — and work with their supervisors to do their best to work remotely.

Employees should work with their supervisor to address any concerns regarding their schedule or working remotely.

Access to Work Location

Employees, unless directed by their supervisor, should not go to their College or District Office during this period unless they are designated to work in essential service areas. Employees not on the list of approved to work in essential areas for the College/District Office should follow the procedure defined at their work location.

Leave Plans and Provisions

During this period of remote and altered operations, if you cannot work due to sickness, caring for someone else who is sick, caring for children or other personal reasons, please contact your supervisor and follow the standard time and attendance and leave reporting procedures. Employees with leave balances will be able to submit leave requests per policy and procedures. However, if you are unable to work due to COVID-19, Emergency Leave options will be available.

If you have any questions, please contact your local HR office.

Timesheets and Payroll

Employees should report their time based on their regularly scheduled hours of work. For part-time/temporary staff, please work with your local College HR regarding the computing of standard work hours for this remote work period. The exception is Federal Work-Study Students for whom time must be submitted using the code: 00 C19 - COVID-19 Closure Work Study.

Please submit your time electronically through HCM. Supervisors must review and approve each employee’s time and absences per the current process. Non-exempt staff must obtain prior approval for overtime from their supervisor.

If you have any questions, please contact your local HR office.

Vacancies and Recruitment

New employees with a scheduled hire date will start as planned provided that the new employee can work remotely as determined by their supervisor. Employee Eligibility Verification will be conducted remotely by Human Resources. New Employee Orientation will be conducted remotely. Supervisors should be prepared for these employees to begin work remotely.

College and District Office HR Recruiters will contact hiring managers, if they have not already done so, regarding the status and plan for positions which are currently open.

During this period of remote and altered operations, any non-critical temporary staff hiring will be restricted based on operational needs and taking into account safety and compliance requirements.

Human Resources is operational with staff working remotely.

Resources and Support for Employees

Information and resources to assist employees and their families in dealing with circumstances resulting from the COVID-19 outbreak are available on the District’s COVID-19 website. Frequently Asked Questions are listed on the FAQ webpage. Employees may submit a question through the form on the bottom of the site or via email to covid19@domail.maricopa.edu.

Reporting a COVID-19 case or exposure

Members of the Maricopa Community Colleges may notify Risk Management if they are diagnosed with COVID-19 or if they believe they have been exposed to COVID-19. Information about reporting COVID-19 is available on the Coronavirus (COVID-19) Reporting webpage.

Students or employees can report Potential Exposure to COVID-19 through this form.

Students or employees can report a Confirmed Case of COVID-19 through this form.

Information Technology

For employee information about anywhere computing or temporary telecommuting and remote work please click here.

Human Resources

HR questions should be directed to your Local HR Office or sent to the appropriate HR group listed below:

Employees may also submit questions through the Ask HR Form. If you are unable to access the form, please email askhr@domail.maricopa.edu .

It is important to reiterate that this decision does not change anything for our faculty and students who have already moved existing in-person and hybrid classes to alternative or online learning environments for the remainder of the Spring semester.

Please continue to check maricopa.edu for the most up-to-date information and advisories. Thank you for your patience and professionalism during this transition.

Stay safe and healthy,

Steven