Remote Working Protocol | COVID-19

Working from Home Protocol

Remote Working / Working from Home Protocol | COVID-19

Introduction

As a result of the COVID-19 outbreak and in line with government recommendations, remote working arrangements have been put in place to facilitate continuity of service across the University and reduce the risk of exposure to the virus. The University is committed to the health, safety and wellbeing of staff who should liaise with their Manager to put all the appropriate and necessary arrangements in place facilitate remote working.

The following information 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.

Duration of the Arrangement

With effect from 27th March (and following the announcement of an Taoiseach), all staff were advised to stay at home. In view of this, remote working arrangements will continue for all staff up until 5th May (with the exception of those involved in essential services).

Given the evolving situation, the University will be guided by the government to any changes or extension to this date.

General Principles

The following outlines the guiding principles for working remotely / from home.

  • Remote working / working from home is a temporary arrangement that has been introduced in response to the COVID-19 pandemic in line with government advice and guidelines. The operation of this temporary arrangement will be reviewed on an on-going basis as the situation evolves.
  • The arrangement is in place to ensure the safety, health and wellbeing of staff while ensuring the continuity of university business and delivery of service to our students.
  • All remote working arrangements should be agreed in advance with Line Management and discussions should take place regarding work to be undertaken during this period.
  • All staff are required to follow the advice of the DCU Data Protection Officer regarding Data Protection – Working From Home
  • All staff are required to follow the advice of the Information Systems Services department regarding Remote Working - ISS
  • Regular contact and communication with updates on progress should be maintained between staff and Line Managers.
  • Ideally, staff will work in line with the standard University hours, however flexibility shall be applied where staff have other commitments including for example, childcare or care for older relatives.
  • Staff working in identified essential service areas (as communicated by the COO) will continue to attend the campuses while following all the relevant HSE advice and guidelines.
  • Where the nature of the work undertaken by certain employees is not possible to be carried out remotely, alternative work arrangements and /or opportunities should be explored with the staff member to support the ongoing work of their department, the wider university or public service.
  • The Health and Safety of all staff is paramount and staff working remotely must ensure that they do not place themselves or others at risk whilst working at home during the period of this arrangement.
  • Please ensure to follow the HSE Advice and Guidelines in relation to the COVID-19 at all times.
  • Further details and updates about the coronavirus is available on the DCU Website.

Guidance for Line Managers

  • Ensure you have up-to-date contact details of all staff in your team to enable on-going communication as required.
  • Agree work to be carried out while staff are working remotely / from home. It is important to clarify expectations and outcomes for all parties.
  • Ensure staff are sufficiently equipped with the necessary equipment and resources to enable them to carry out their work from home / remotely.
  • Please ensure you follow the advice of the Data Protection Officer about Data Protection – Working From Home.
  • Please ensure to follow the guidelines issued by the Information Systems & Support Department ISS Advice Remote Working.
  • The Health & Safety of staff is a priority, so please check in with staff and ensure they are well, taking regular breaks in line with the Working Time Act.
  • Regular one to one or team meetings are more important than ever. Normal contact should be maintained by phone, Zoom or any other methods available. The Teaching Enhancement Unit provide information for staff about Zoom on the Loop Staff Support Page. Find out how to set up a Zoom account and schedule meetings.
  • In addition to work related matters, take the opportunity to check in with staff regarding their overall health and wellbeing. Ensure they are keeping well and offer any appropriate supports they may need at this time. Remind staff about the availability of the University’s Employee Assistance Programme (EAP).
  • Be mindful that certain employees may require flexibility in the hours that they work due to childcare or other family related reasons.
  • Ensure that staff are aware that the normal reporting requirements in relation to all University policies and procedures remain in place including those relating to absences, annual leave etc.
  • Where a staff member reports an absence relating to COVID-19, HR should be informed as soon as possible to ensure staff can avail of the Special Leave with Pay arrangement.

Guidance for Staff

  • Agree work to be carried out with your Line Manager while you are working remotely. Make sure you are clear about what is expected of you
  • Ensure you have up-to-date contact details of your Manager and Team to enable regular communication
  • Maintain regular contact with your Line Manager regarding your work and any challenges or issues you have
  • Be available for calls and meetings by phone, zooms or other agreed methods
  • Stay in touch and keep connected with your team, colleagues and friends at the University
  • Inform your Line Manage and HR if you have been medically diagnosed with COVID-19 or instructed to self-isolate so you can avail of the Special Leave with Pay arrangements. Ensure you to seek the appropriate medical attention and follow the advice given. Do not resume work until certified fit by HSE/medical advisor
  • Please ensure you follow the advice of the Data Protection Officer about Data Protection – Working From Home
  • Please ensure to follow the advice of ISS Advice Remote Working
  • Ensure to follow all the advice and guidelines of the HSE
  • Please be aware that the normal reporting requirements in relation to all University policies and procedures remain in place including those relating to absences, annual leave etc.
  • Please remember it is your responsibility to ensure that you do not place yourself or others at risk whilst working at home during this arrangement.

Stay Safe!

 

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