If I have been working remotely, am I required to begin working on campus June 23rd?
More information, including a forthcoming updated remote work policy, and additional guidance to assist employees and managers regarding expectations will be shared soon. In order to appropriately provide excellent service and resources for our students and faculty, not all requests for remote or hybrid work schedules should be expected to be approved.
Is there standard syllabus language?
What is remote work?
Remote work is a work arrangement in which some, or all, of the work is performed from home or another off-site location. In general, regular office hours are worked and deviations from that schedule require supervisor approval.
Who is eligible for an extension of a tenure-earning probationary period?
All presently employed tenure-earning faculty who will apply for tenure during or after the 2020-2021 academic year are eligible. If you are currently scheduled to submit your tenure dossier in August 2020, you are eligible.
Those excluded from this opportunity are faculty members who have already been considered for tenure this academic year (that is, those who submitted their dossier in fall 2019, and those tenure-track faculty who will begin their employment with UCF on or after April 1, 2020).
How should faculty respond to students in the classroom who are not wearing a face covering?
Students who come to class without a mask should be asked to leave. The UCF COVID-19 Return to Campus policy says:
A student may be asked to leave a facility or a classroom if they are not abiding by the university’s health and hygiene rules as outlined in this policy. A student who refuses to leave a facility or classroom may be referred for student disciplinary action for causing a disruption.
A student who refuses to comply with this should be referred to Student Conduct (see, e.g., https://scai.sdes.ucf.edu/report-an-incident/). They have no choice in this matter, just as they have no choice in other matters of conduct (e.g., they can’t disrupt a class). Students who intentionally refuse to wear a facial covering will face increasing penalties, up to dismissal.
If I am eligible, how do I request an extension of my probationary period?
Submit the request to your chair/director (or dean if there are no departments/schools in the college) using the tenure clock extension COVID-19 form. A recommendation is made to the dean, who forwards a recommendation to Faculty Excellence. The extension is issued by Faculty Excellence. It is understood that such requests will be presumptively approved.
Which jobs are suited for remote work?
Remote work is easiest to implement for jobs or tasks that require reading, writing, research, working with data and talking on the phone. In general, and at leadership’s discretion, a job is suited to remote working if the job or some components of it can be done off-site without disruption to the flow of work and communication.
I had a year’s extension due to my taking parental leave. Will I still be eligible?
Yes. A year will be added to the adjusted time period following the previous extension.
What does being “flexible” with students who fall ill entail?
All faculty should plan for the potential for students to need additional flexibility with courses, particularly courses with an in-person component.
- Attendance requirements should be relaxed as much as possible without compromising the learning objectives of the course.
- Faculty should use the videoconferencing capabilities of the classroom to livestream and record lectures.
- Faculty should have clear instructions and adequate resources online for students to make up work or complete work asynchronously when necessary.
Which jobs are not as well suited for remote work?
It is not uncommon to require employees in positions needing in-person contact/customer service or that rely upon specific equipment or supplies to work on site. Management and/or supervisory roles may be excluded from consideration for remote working arrangements unless a department finds such an arrangement practical in meeting job responsibilities. Some jobs that may not seem appropriate at first may be modified, with your college or division HR lead’s approval so that employees can work remotely.
I came to UCF with tenure credit. Will I still be eligible?
Yes. A year will be added to your original dossier submission date. You will still be able to request a withdrawal of some or all of your tenure credit per regulation 3.015 if you would like to do so at a later date.
What if I get sick?
We are asking each faculty member to be proactive and have a plan. The Teaching in the Fall Taskforce has put together these recommendations:
- Identify at least one faculty member who can serve as an instructional backup for each course section, taking into consideration course modality, faculty expertise, and availability.
- Develop a transition plan for shifting to backup instructors. The plan should include details on how the change will be communicated to students, how access to the syllabus and other instructional materials needed to continue course instruction will be provided, and a plan for regular communication among primary and backup faculty to facilitate a smooth transition.
- Create plans for two scenarios: a short-term (2-3 weeks) and a long-term (3 weeks or longer) need.
- Place as much course information (e.g. assignments, exams, etc.) as possible for the entire semester in Webcourses at the beginning of the term.
- Make similar contingencies for thesis, dissertation, and independent study supervision backups.
As a supervisor, how can I make sure I'm managing remote employees effectively?
Remote work works best when employees and supervisors communicate clearly about expectations. The following checklist will help you establish a foundation for effective remote working, continued productivity, and service to the University community.
1. Review technology needs and resources.
Identify technology tools employees use in their daily work and determine whether the resources will be accessible when working from home. Also, ensure employees know how to access the appropriate technical support, should they need assistance.
- Confirm that employees know how to set up call forwarding and how to access their voicemail from home, if available. The UCF Cell Phone Policy may apply.
- Determine which platform(s) you will use to communicate as a team, clarify expectations for online availability and confirm everyone has access to the technology tool(s). UCF employees have free access to Skype for Business, Zoom, Microsoft Teams and your department may have additional tools or resources.
- Ensure alternative worksite safety.
2. Review work schedules.
Remote working can be confused with flex work. Be clear about your expectations with employees for maintaining their current work schedule or if you are open to flexible scheduling based on employee needs.
- For employees who are eligible for overtime, certain activities — such as travel to and from required meetings that occur during scheduled work time — are included as hours worked.
- OPS employees should continue to work, as long as there is work available, as agreed to by department/college head and HR lead. Timesheets or LAPERS will be managed through email as attachments to ensure employees will be paid for their remote work leave and hours worked. Submit LAPERs and timesheets to your supervisor and payroll processor.
3. Draft a work plan.
Review the questions below with employees and work through answers together.
- What routine responsibilities/tasks cannot be fulfilled while working remotely and how will it impact operations or other people? What are ways to reduce any identified impacts?
- Are there cross-training opportunities to identify backup employees who can do critical work within or between departments? Plan for employee absences.
- What key processes have been identified for each area/or department? Will there be specific platform access necessary to fulfill these processes?
- What routine responsibilities/tasks require regular communication and collaboration with others? Proactively contact each other to confirm how you will communicate while everyone is working remotely.
- Are there critical work activities that are vulnerable to the absence of a small number of key employees?
- Identify which teams or individuals have limited or no experience with remote work.
- What training will be necessary for remote work tools and technology?
- Identify and agree on strategic priorities during this time.
- Implement a test exercise to test your plan.
- Oftentimes employees experience fewer interruptions while working remotely. Are there any special projects, tasks, or online training that you can advance while working remotely?
- What events or meetings are scheduled during the time in which the temporary remote working arrangement is in place? Will they be postponed or canceled, or will they take place using technology?
- What follow-up should occur due to postponements or cancellations? What circumstances require on-site attendance?
- Identify employees who may need special requirements or currently have work accommodations, and plan accordingly.
- Identify employees who will have access to the building, labs, or facilities.
- Provide resources or the process for technical support.
4. Make a communication and accountability plan.
Supervisors should tell employees how often they should send updates on work plan progress and what those updates should include. Supervisors should also communicate how quickly they expect the employee to respond and the best ways for the employee to contact the supervisor while working remotely. Current performance standards are expected to be maintained by employees.
- If you normally make daily rounds to visit employees at their desks, you can give them a call during this period. Maintain team meetings and one-to-one check-ins, altering the schedule if needed to accommodate any alternative schedules that have been approved.
- Conduct regular check-ins. Consider starting each workday with a phone, video, or instant message chat. Your employees will be eager for connection and information during the disruption, and the structure will help everyone create a positive routine. Every other day or weekly check-ins may be fine, so long as you are in contact frequently enough that your employees are in sync with you and/or with one another.
- Prepare an emergency communication plan. Identify key contacts (with backups), chains of communications for tracking business and employee statuses.
5. Be positive.
A positive attitude and a willingness to trust employees to effectively work remotely is key to making such arrangements successful and productive. Working remotely presents an opportunity for supervisors to become better managers. Instead of focusing on how many hours your employees are working, re-emphasize a focus on measuring results and reaching objectives—regardless of work arrangement. The employee’s completed work product is the indicator of success, rather than direct observation. By focusing on the employee’s work product, supervisors will improve their organizational abilities and their own skill in managing by objectives.
6. Debrief after normal operations resume.
Employees and supervisors should review work plans when work returns to normal, assess progress on the employee’s work plan and prioritize any unresolved or new work that resulted from temporary operational disruption.
Will the standards for tenure be set higher for me because I’ve had an extra year toward tenure?
No. The standards specified in your department/school and college governance documents, as well as Regulation 3.015, remain in effect when your tenure review occurs. The department/school and college standards will be applied without prejudice.
Can face-to-face staff and group meetings resume?
Meetings, training sessions and other group discussions should continue to occur in virtual platforms, rather than traditional face-to-face meetings, as much as possible. Some of the available tools are Skype, Teams and Zoom. Continued physical distancing remains critical to prevent further spread of COVID-19.
What are some tips for working remotely?
Define your workspace
Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work. Wearing the same attire you do to the office even if it is your “casual Friday,” may be a helpful cue. You should remain capable of reporting to work if your presence is requested by your supervisor.
Master the basics
- Set up call forwarding, and be sure you know how to access your voicemail from home, if available. The university’s cell phone policy may be applicable.
- Know how to remote into the UCF network and other online tools you use regularly.
- Use Skype for Business, Zoom or another instant messaging client to stay connected to colleagues. Additional support for campus employees can be found at it.ucf.edu/faculty-and-staff-support
- Plan for video calls/meetings by making sure you know how to turn on your computer’s camera (if available) and microphone and being aware your colleagues may be able to see the background behind you.
Set daily goals, track them and share your progress
Consider starting each day of remote work by writing down what you need to accomplish and then tracking your progress. Pay attention to how long tasks take you and start adjusting your daily goals to match your current rhythm. Communicate with your supervisor and/or colleagues if you think your telecommuting plan needs to be adjusted.
Home can mean pets, children or a favorite hobby are only a few feet away. Depending on your living arrangement, you may need to hang a “do not disturb” sign so your family members don’t interrupt you. Pets often need a closed door to keep them away, and you might need headphones to block the noise.
Whether you are in your home or a common area, take five minutes to assess the privacy of your workspace. Can someone standing behind you read your computer screen? Are your windows open so your neighbor can hear your phone call? What information do you need to secure before grabbing a cup of coffee or heading to the restroom?
Your personal privacy matters too, so see if there is anything around you that you would not want visible during a video conference with your boss or colleague. Keep in mind the work employees do while working remotely, even on their personal devices for University work conducted, remains subject to University and other applicable regulations including Public Records law, FS 119.
Continue to employ best security practices
Situations like these are prime phishing opportunities. Remain vigilant for security concerns and be sure to report suspicious emails as recommended by the UCF Security Incident Response Team (SIRT).
- Caution needs to be taken when dealing with personal health information (“PHI”) and HIPAA matters while working from home or another off-site location. If you have questions, contact your department/division HIPAA officer or HR Lead.
- VPNs can also allow you to safely connect to a remote network of computers as if you are there. If you are dealing with sensitive information and want to explore VPN, you can learn more on the UCF IT UCF Virtual Private Network (VPN) Access page.
- Additional information can be found within the UCF Faculty and Staff Guide for Working Remotely.
- You are expected to follow the telecommuting equipment safeguards outlined in the university’s Telecommuting Manual.
Many people say they do not call or instant message colleagues who are working remotely because they don’t want to bother them. Remember, they are working, not vacationing at home. You should feel confident about calling or messaging an employee who is working remotely anytime you would walk to their office or call them if you were working on-site.
What if the promotion and tenure requirements change?
If a faculty member has a majority of their tenure earning credit by the time new tenure criteria are adopted, they shall be evaluated for tenure under the criteria as they existed prior to modification unless the employee notified the university in writing at least 30 days prior to commencement of the tenure consideration that they choose to be evaluated under the newly adopted criteria.
Will faculty be notified if a student tests positive?
If a student in an on-campus class falls ill, tests positive, etc., they report it via the UCF COVID Line at 407-823-2509. This triggers a public health response. If everyone in a class has been wearing face coverings and staying physically distanced there will be minimal risk of COVID transmission. The health officials will determine whether there is a reason to test others in the class, isolate anyone, or contact anyone.
How do I conduct an online final exam?
What if I don’t want an extension to my probationary period? Do I have to do anything?
No. As per regulation 3.015, faculty may choose to be considered for tenure on the regularly scheduled time period (in the sixth year for faculty not in the College of Medicine and the eighth year in the College of Medicine).
Which factors should departments/units consider when determining if remote work is possible?
- Operational requirements
- Security of work data
- Technological capabilities and equipment necessary to perform job duties
- Accuracy of records reflecting time worked by non-exempt employees
I am teaching a face-to-face course, am I required to use the video/remote technology in the classroom?
Is there a time limit when I have to apply for a COVID-19 tenure clock extension?
Yes. If you are scheduled to submit your tenure dossier after August 2020, then you must file your tenure clock extension request by September 1, 2020.
How do I care for my students who are scared?
When can I formally apply for the extension?
Beginning April 1, 2020, you can formally apply for the extension.
Can my department order cleaning and disinfecting supplies on its own?
Departments should proceed as they normally would with regular orders for office items such as soap, hand sanitizer, paper towels and other cleaning supplies. These items are especially important as employees begin returning to work and have the need to clean their personal workspaces, and departments should continue with their normal processes for procuring these supplies at their own cost.
Departments with additional needs for cleaning and disinfecting supplies beyond their regular orders should seek authorization prior to purchasing by directing their requests to email@example.com. It is important that any new requests for items intended to prevent further spread of COVID-19 funnel through this centralized request system in case there is a possibility for future reimbursement.
If I work from home as a result of the coronavirus, will UCF reimburse my internet and phone bill?
Consistent with the university’s telecommuting manual, we will reimburse for high-speed internet when employees incur additional costs to their personal home internet access. For example, if an employee does not have high-speed internet access, the university will reimburse for the installation and monthly service for a dedicated business-related access line for the pro-rata time period in which the employee works from home. If the employee has personal internet access and incurs additional costs associated with working remotely such as increased data needs or bandwidth, the university will reimburse for the pro-rata time period in which the employee is working from home. If employees already have access to high-speed internet and will use the same access for university business and incurs no additional costs, no reimbursements will be paid. Departments may temporarily assign Wi-Fi hotspots to employees while they are working remotely, if available.
Cell phone reimbursements will be paid according to the UCF Policy 4-009. We encourage departments to limit reimbursements to only additional costs employees may incur while working remotely.
What cleaning responsibilities do I have? What about students?
UCF Facilities is providing sanitizing wipes in each classroom. Faculty and students are responsible for wiping down personal workspaces with provided sanitizing wipes. Classrooms will be cleaned daily.
What do I do if a student tells me they have COVID-19?
Am I expected to hold in-person office hours?
No. But if you would like to hold in-person office hours, you can as long as you follow the physical distancing and face covering guidelines.
What can faculty do about cheating?
What assistance is available to me to help me cope with COVID-19 or other life events?
Counseling and Psychological Services (CAPS) is UCF’s mental health resource for students. You can visit CAPS’ website for information about and resources for coping during this time. Students can also schedule phone or virtual consultation with CAPS by calling 407-823-2811 or visiting their website.
Student Care Services continues to work remotely with anyone who needs additional academic or personal support during this time.
UCF offers our Employee Assistance Program (EAP) to all non-student employees. This program provides resources to help employees and their dependents cope with these types of life events. The EAP, administered by Health Advocate, provides confidential, short-term counseling at no cost to the employee.
Health Advocate Toll-Free Number: 877-240-6863
Health Advocate Website: HealthAdvocate.com/members
What if I only teach remote? Am I allowed on campus?
Yes. Speak with you supervisor, fill out the COVID-19 self checker and be sure to wear your face covering.
Can I work remotely if I am ill?
Communication with your supervisor is more important than ever when you are working remotely. You should keep your supervisor informed about your health status and decide together whether you are well enough to work remotely or need to use accrued leave to cover any hours not worked.
What’s most important to starting a productive remote work arrangement?
Clearly outlined and executed remote work arrangements can prove beneficial to employees and supervisors alike. Supervisors should articulate clear procedures regarding check-in times and hours of availability. With proper planning, communication problems can be minimized.
I have a lot of questions. Where can I go for more information?
The COVID-19 emergency is an unprecedented situation that is developing rapidly. Employees and supervisors alike have a lot of questions, so it is critical to keep lines of communication open and be patient with each other as we move forward together into uncharted territory.
Employees are encouraged to reach out to UCF Human Resources with questions about working remotely, benefits, and leave. HR is continuously updating its COVID-19 Information page with answers to new questions and available resources as we respond to the COVID-19 situation.
Critical updates and information are available on the UCF Coronavirus website.
Can I still use my p-card? Are there any special restrictions?
You may use your p-card as usual. Follow the routine guidelines and procedures. All F&A procedures remain status quo until further notice.
Do I have to use my own accrued leave if my supervisor sends me home even though I think I’m well enough to work?
The Florida Board of Governors, which oversees state universities, has directed UCF, along with the state’s other public universities, to extend our period of remote learning through the end of the spring semester. This important and necessary action will protect the health and safety of our students, faculty and staff.
Faculty and staff who are working remotely should expect to continue to do so for the immediate weeks ahead. We will continue to keep you informed about remote working guidelines as decisions are made about campus operations for the remainder of the spring semester.
How can I access the self-checker in the UCF Mobile app?
How can I best set up a work station at home?
Working remotely during this pandemic brings significant challenges. Finding a correct ergonomic set-up at home to do computer work for 8 hours (or more) per day is a challenge, but critically important. Although taking the laptop to your bed or couch may be tempting, you should avoid it as it will likely result in awkward postures that will affect your body and productivity.
Here’s some tips from UCF Environmental Health and Safety about tips for setting up your space for remote work.
Is there remote access to the university’s applicant tracking system, PageUp?
Yes, PageUp can be accessed via mobile, tablet, laptop or desktop utilizing single sign-on credentials.
My child’s school or day care is closed due to COVID-19 and my child is not sick. I have no other childcare arrangements. Can I work remotely with my child at home?
Bringing a child to work is not recommended or advisable whether you are working remotely or on site. However, we recognize the unprecedented nature of the COVID-19 emergency and understand that working remotely with your child may be possible, and in some cases, necessary. Decisions can be made on a case-by-case basis by your department head or designee. If you are not able to work remotely with your child, the following options are available, although not all options will be available in all situations depending upon the nature of your job responsibilities:
- Use accrued sick or annual leave, due to the threat of exposure to illness.
- Make up the work on an hour-for-hour basis during the same workweek for non-exempt (hourly paid) employees with supervisory approval. UCF’s workweek begins at 12:00 a.m. on Friday and ends at 11:59 p.m. on the following Thursday.
- Exempt employees may make-up the work on an hour-for-hour basis during the same pay period with supervisory approval, or if absent for a full workday, may use accrued leave.
- Request a Leave of Absence (annual leave usage for pay) or Leave of Absence (without pay) if you will be out more than 10 days.
- Use a combination of the options above.
Please note that on March 18, 2020, the Families First Coronavirus Response Act was signed into law and became effective on April 1, 2020. University leadership is now working to understand how this new law may apply to UCF employees. More information will be provided when it becomes available, so please check back for details in the coming days.