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Human Resources

Human Resources

HR Updates regarding COVID-19

Due to the current COVID-19 pandemic and resulting closure of the University, the majority of HR staff are working remotely to ensure continuity of the HR service.

Details of support available and any changes or updates to the HR service or activities will be posted here.

All queries should be directed as normal to the relevant HR contact. If you are unsure who to contact please refer to the following HR contact details or email askhr@dcu.ie.

HR Supports

The following outlines particular arrangements that have been introduced in response to the COVID-19 pandemic. Important support information and links to other useful resources are available here.

Special Leave with pay for COVID19 absences

DCU Staff

Illness related to the Coronavirus will be recorded as special leave and will not affect your sick leave entitlement, subject to appropriate confirmation. DCU staff who have been asked to self-isolate or to self-quarantine in line with medical or HSE advice should contact Susan Healy in HR on (01) 700 8398 or via email to susan.healy@dcu.ie at their earliest convenience.

This will enable us to put the appropriate arrangements in place to ensure they can avail of the special leave with pay arrangement and that your sick leave benefits and entitlements are unaffected.

Further Information:

Remote Working / Working from Home

Remote Working / Working from Home protocol during COVID-19

The Remote Working / Working from Home protocol aims to outline the University’s position in relation to the temporary arrangements put in place to facilitate remote working / working from home for staff as a result of the COVID-19 situation.

Staff working from home on a full or part-time basis could qualify for tax relief .  Find out more about e-Worker Tax Relief.

Health and Safety

During this period of COVID-19, the DCU Health & Safety Office has put together some Health and Safety Tips for working from home.   Staff are also reminded and encouraged to consult local departmental Safety Statements.

Tips and advice for staying well while working remotely

Please see below some tips and resources which may support you adjusting to working from home.

Linkedin Courses:
Working Remotely Coach Mike Gutman reveals how you can create a productive work environment at home or around town by structuring your day correctly and avoiding distractions. He also explains how to build rapport with remote colleagues so you feel like you're part of the team and succeed in your remote career. Access Course.
The chapter, Successful Remote Meetings, provides tips on how to make the most out of online meetings.

Leading from a Distance  For managers and leaders making the jump from in-person to virtual leadership can be challenging. In this course, instructor Kevin Eikenberry lays out how to lead effectively from a distance.Access Course.

Zoom Video Conferencing
Zoom provides a remote conferencing service that combines video conferencing, online meetings, chat, and mobile collaboration.
The Teaching Enhancement Unit is providing a wide range of supports to staff in the use of Zoom. Find out how to set up a Zoom account and meeting functionality. A full range of supports are available on the Loop Staff Support page.

Additional resources
For those new to remote working, this article shares some tips on how we make it remote working work!
23 Essential Tips for Remote Working.

Employee Assistance Programme (EAP)

EAP

Don’t forget that the Employee Assistance Programme is available for all staff. It is a confidential service which is designed to support employees and their immediate family members to resolve personal or work related concerns.

You can contact the EAP through the 24/7 freephone number (1800 817435) or by visiting their website. You can also access their online support hub which provides instant access to a range of online information, guidance, screening and intervention tools.

Further information can be found on the EAP Webpage

Other Useful Websites / Resources

 

HR Update

The following outlines updates or changes to HR related processes or procedures during the period of the COVID-19 Pandemic

Leave Arrangements

Parental Leave

Cancellation of an existing Parental Leave / Reduced Hours /Job-sharing arrangement is not feasible at this time. Staff availing of such arrangements shall continue to work the agreed reduced hours until the expiration of the current arrangement.

Future applications for a Parental Leave / Reduced Hours /Job-sharing arrangement should be discussed with the Head of School/Unit in the first instance.

The Parental Leave Policy and associated application form can be found here.

Annual Leave

Annual Leave arrangements will be updated on an ongoing basis as the COVID-19 situation evolves. Please keep an eye on this website for these updates.

General Principle
As the University continues to operate using remote working the same principles of annual leave as outlined in the DCU Annual leave policy will at present continue to apply.

Best Practice
We would encourage staff to continue to take time off using annual leave. In line with normal best practice we would recommend that staff take two weeks leave during the summer period and possibly another week elsewhere in the year (usually Easter or Autumn). During this crisis period it is important now more than ever to balance home, work and family demands and annual leave is a useful tool in achieving this. Line Managers are conscious of these demands and will where possible continue to facilitate annual leave requests subject to business needs.

Cancellation of Leave Requests
The University acknowledges that the current COVID-19 crisis may affect many staff members' immediate annual leave plans. If a staff member wishes to cancel an annual leave request already approved by their Line Manager, they will need to submit a request in writing to their Line Manager, copying their HR Business Partner and the Core Time team at coretime@dcu.ie. Such a request will then be reviewed and approved by the Line Manager. Please note that if the request is for a one or two week period and was originally intended as a holiday (e.g. Summer break) where possible a staff member should outline when they plan to take an alternative one or two week break to ensure business continuity.

Future Leave Requests
Despite this period of uncertainty staff members should aim to use their annual leave entitlement as normal within this annual leave year and, if possible, not have a build up of leave towards the end of the year. This is because the University could face a scenario of a large number of staff trying to take leave at the same time and if this were to happen, it is unlikely that all leave requests could be facilitated.

Line Managers will consider requests based on a number of factors including: current University business needs; academic calendar; team resources, sick leave and other leave requests. To avoid the potential loss of annual leave during this annual leave year staff are strongly advised to plan their annual leave and consult with their Line Manager as early as possible.

Recruitment and Selection

Recruitment and Selection

Due to the current campus closure, HR staff are working remotely and are endeavouring to maintain support in the area of recruitment and selection as close to normal levels as possible.

The advertising of both internal and external roles will continue as normal. The applications for such roles will be processed and assessed as normal. Applicants should continue to apply for roles in line with the advertised closing date and time.

Where appropriate, interviews will be conducted remotely on the basis of a preliminary or final assessment.

For all recruitment and selection queries, please contact your HR Business Partner.

Staff Request Application 

The Staff Request Application (SRA) remains operational and should be used for all staff requests for fixed term contracts. If you require a new user to be set up or if you require any changes to approvers in your area please contact Joe Maxwell or Yvonne Kennedy.

Core HR

Core Portal

Core Portal is available as normal to staff. The following can be accessed or submitted using CorePortal

  • Payslips
  • Annual Leave Requests
  • Training & Learning Course Requests.

Flexi-time

The accrual of Flexi leave is suspended during the COVID-19 emergency.

Flexitime balances will be restored to the values as at 16th March when the normal working arrangements resume (please note - missed clockings between 11- 13th March may be requested through Coreportal and they will be approved in the usual manner by the line manager.

Staff working from home are expected to carry out their duties as agreed with their line managers. Staff members who are without childcare arrangements may need to adjust their normal working hours and work outside of core hours. In such cases, the staff member should liaise directly with their respective line manager.

Learning and Development

HR, Learning & Development are maintaining a regular schedule of courses which are being delivered online (via Zoom) in group or one-to-one format. For full details please see the Learning & Development Schedule. Upcoming courses will also be communicated to all staff by email.

Don't forget the wealth of courses also available to all staff via LinkedIn Learning. If you need help accessing the platform or need a reminder of your activation code please contact us on learning.development@dcu.ie

Garda Vetting

The University Garda Vettiing Policy together with its associated processes and procedures will operate as normal during the period of the COVID-19 pandemic with the exception of the Identity Check Verification Process.

In light of the current situation, we will accept a verified electronic version of the Vetting Invitation Form and the Identity Check Verification Form along with verified electronic versions of the identification documents (ie. Headed bill, drivers licence). Please note that you may be required to attend in person at a later date, in line with the normal University policy requirements.

If you have any queries regarding Garda Vetting or the updated verification process please contact paula.hennessy@dcu.ie in the first instance.

Garda National Immigration Bureau (GNIB) Card Holders

For our non-EU colleagues who are currently in possession of a GNIB Card (Stamps 1 - 4) please note that due to the current COVID-19 crisis the Minister for Justice has announced that if your Irish Residence Permit is due to expire between the dates of 20/03/2020 to 20/05/2020 it will be extended by a further two months. Full details of this announcement can be found < a href="http://www.justice.ie/en/JELR/Pages/PR20000037">on the Department of Justice and Equality website and detailed FAQ's can also be found here.

Additional Supports
While HR is not normally directly involved with immigration and/or visa queries/issues we will as much as possible try and assist staff with any issues they might have in relation to this matter during this period of crisis. For further support please contact our colleagues Anne Hennessy (anne.hennessy@dcu.ie 01-7005934) or Gemma Boyne (gemma.boyne@dcu.ie 01-7005277) who will try and assist with you with your particular query.