duContinuity Planning: Business Resumption Information for Supervisors and Staff
What should Supervisors / Managers do?
Supervisors / Managers should have a list of employees and their contact information for home and work, both in the office and at home.
If phones are still in operation, supervisors should contact their staff as soon as possible after the disaster to find out if staff are available to come in to work.
If there has been a staff death, the department should report the death to the Benefits Office within Human Resources so they can assist with matters related to the situation.
Managers should have current job descriptions for every position so that emergency hires can be made quickly and/or current employees can complete required tasks. Additionally, managers should encourage employees to create work process manuals. In some cases, work process manuals are more helpful as a process backup than an actual job description.
Managers should refer to the appropriate operational policies and guidelines according to the employee class they are working with (i.e. faculty APT document, employee handbook, union contract).
Frequently Asked Questions
Labor and Employee Relations Questions:
Q - Can I order my staff to come in?
A - Staff can be directed to come in to work. If an employee states that s/he cannot come in, the matter should be handled as a leave request. Supervisors should follow their normal protocol in approving or denying the requested leave.
Supervisors can also require employees to work overtime.
In all instances, supervisors should follow the overtime provisions set forth by the Department of Labor, Fair Labor Standards Act.
Q - What are the consequences if staff do not come in to work?
A - Supervisors should handle this on a case-by-case basis and exercise good judgment. In this instance, supervisors may have to balance the personal needs of the employee with the needs of the department.
If a supervisor does not grant the employee leave, the employee will be considered absent without approval and will not be paid for the time. The decision whether or not to take formal disciplinary action is a decision to be made on a case-by-case basis in consultation with Human Resources.
Q - Can staff be required to perform work normally performed by employees in other classifications?
A - Yes, if they possess the necessary skills, knowledge and ability and meet all other requirements of the position.
Q - Will special consideration be made for people who are caretakers of children or the elderly?
A - Supervisors should take such demands into consideration, but may require some proof or written documentation that the employee is required to be present and be the caregiver. It may be that the supervisor and the employee can reach some agreement regarding hours of work or a reduction in time. Again, this should be handled on a case-by-case basis.
Q - Can staff use vacation time if they do not come in?
A - Staff can use accrued vacation time off if approved by the supervisor in accordance with University policy. Operational needs will need to be taken into consideration when granting any type of leave.
Q - Are staff required to fill out timesheets during this time?
A - To the extent that staff are present or can fill out timesheets via some other form of communication, timesheets should be completed in accordance with University policies. If employees are not available, timesheets may be delayed or may have to be amended at a later date.
Q - How is time accounted for if the Chancellor declares a “campus closure”?
A - Time will be accounted for, consistent with the University’s emergency closure policy found in the Employee Handbook.
Q - How do we account for staff’s time?
A - Supervisors and managers should follow departmental procedures. Supervisors or managers with questions regarding hours of work, leave of absence, vacation and sick leave should consult with Human Resources.
Q - Can staff work alternative work schedules?
A - The supervisor and division head in accordance with departmental and divisional business operations must approve all alternative work schedules.
Q - Can staff change their work schedule?
A - Changes in work schedule must be approved by the supervisor and if permanent, must include the division head, in accordance with departmental and divisional business operations.
Q - Can we require employees to work overtime?
A - Employees can be required to work overtime. Management has discretion to assign overtime as they deem necessary.
Q - Will staff be given time off to go to run personal errands?
A - Staff are free to use breaks and/or lunch time as they wish. Supervisors may also approve the use of vacation or permit the employee to use a flexible schedule and ensure the missed time is worked during that same workweek.
Q - Will employees be granted any administrative leave?
A - The decision to grant administrative leave must follow University policy.
Q - Is a supervisor’s presence required for staff to perform work?
A - Depending on the output required, a supervisor’s presence may be necessary for staff to perform work; however, in most cases, a supervisor’s presence is not necessary. A supervisor or manager should be available to employees if questions arise. Only a supervisor can give a direct order, impose discipline, reschedule the employee, assign overtime, and make determinations regarding health and safety issues.
Q - Will background checks be required for new hires?
A - All employees and volunteers are subject to successful completion of a background check before commencing work. Temporary exceptions can be made in an emergency only with the approval of Human Resources.
Q - Can volunteers work for money?
A - No, volunteers cannot be paid. The receipt of money for services performed would render these individuals “employees”. If a volunteer situation presents itself within an area, the department must work with Human Resources to determine if, in fact, the relationship meets the definition of “volunteer.”
Q - Can we offer to pay our volunteers?
A - No, we cannot pay volunteers, but appropriate action can be taken to hire them as employees.
Q - Whom do I call regarding University policy and procedure questions?
A - You should consult with Human Resources regarding any questions on University policy and procedure.
Q - Can we hire contractors? What types?
A - Yes, you must contact the Controller’s office to determine if an individual meets independent contractor status. The type of contractor needed should be based on business operational requirements.
Q - How will we advertise that we are hiring?
A - Advertising for contractors can be handled through the current on-line posting process.
Q - Can we use temporary agencies to hire staff?
A - Yes, you can use temporary agencies to hire staff.
Q - How do we contact these agencies?
A - The Human Resources Department has a list of temporary agencies; however, if you know of a temporary agency, you may contact them directly.
Q - Who is in charge of working with these agencies?
A - The supervisor requesting the help is allowed to work directly with the agency to hire the temporary staff needed to perform the duties required.
Q - How do we fill out time sheets if someone works for multiple departments?
A - Non-exempt employee timesheets are subject to each department in which they work. Employees working in multiple departments are required to disclose the additional working relationship with their supervisor as there are legal matters which may require overtime payment should an employee exceed working 12 hours in one day and/or 40 hours in one week. If an exempt level employee works for multiple departments, they too are required to disclose the additional working relationship with their supervisor as there are legal matters which may affect their exemption classification. Departments should work with Human Resources when a situation arises.
Q - Will I continue receiving benefits?
A - Your benefits will continue as long as your employment makes you eligible to receive them.
Q - How do I receive medical services?
A - Continue to use your medical plan as usual. If you need to pay out of pocket to receive service, please keep your receipts and contact your medical plan directly to file a claim for reimbursement.
Q - If I am out on a leave, how do I pay my benefits premium?
A - Employees on leave are responsible for paying their benefits premiums. They should contact the Benefits Office to arrange for payment.
Q - What if I am out on disability or need to go out on disability? How would this work?
A - If you are already out on disability, your benefits will continue as long as they are approved by the Plan. If you need to file a new disability claim, contact the Benefits Office and request a Disability Packet to begin the disability process.
Q - When will employees get paid?
A - The University will make every effort to maintain the normal payroll schedule.
Q - Will staff be paid by paper check or direct deposit?
A - Payments will be made consistent with the employee’s payroll arrangement whenever possible.