Manager’s guidance for supporting staff working from home – coronavirus

(COVID-19)

As you will have seen from Professor Andy Collop’s message to all colleagues, we are
implementing measures to enable us to meet the educational and other needs of our
students while at the same time support our staff during what is a very difficult time.
This is a unique situation that we have not faced before and, as such, it needs to be
handled carefully and pragmatically, as it will inevitably evolve over time.
As an immediate step we have decided, in line with government guidance, to identify
staff that could work from home where possible. This does not mean that we have
closed the university, indeed DMU remains ‘open for business’, but where possible we
are changing the way we work, for example by providing teaching and other services
for students digitally and enabling staff to undertake their duties remotely. To support
this, we have produced working from home guidelines. This guidance has been
produced to further assist you in your role as managers to support your team members
with working from home over the coming weeks. This is a temporary position and we
will be continually assessing the situation over the coming weeks, with a formal review
being undertaken by 24 April 2020. Line managers should review any temporary
working arrangements every two weeks and must formally review prior to 24 April
2020.
This document and those related to it are not intended to have any express or implied
contractual commitments for staff and its continuation or otherwise is at the absolute
discretion of the university.
As managers, you will need to undertake these initial actions, as follows, to determine
if staff are able to work from home and agree with those staff the appropriate working
arrangements, contact arrangements, supervision etc. For staff that are not able to
work from home, please refer to the section at the end of this document.

Step 1: Assess business need and capability to work remotely

You may already have staff who are used to working from home and are set up to do
so. Alternatively, this may be something you do infrequently or have never done.
Recognising that this is an extremely unusual circumstance and that we are asking
you to respond quickly, we have used the Payroll and Pensions team as an example
to assist your planning.
Consider:
o On a team-by-team basis, what and how the work is undertaken. Then
consider whether it is possible for staff to do this work remotely i.e. undertaking
the tasks and responsibilities from home.
o Payroll can be run from home and the teams can work remotely if they
have the right equipment and access.
o What specialist support/equipment might they require?
 o To have access to a laptop.
o To have SAP access on a personal laptop.
o What other work requires them to be at DMU?
o There may be paper timesheets that need to be collected and manually
inputted.
o Can this work be done from home?
o Yes, as long as someone comes onto campus and collects the
timesheets
o Think about contingent actions, for example:
o Where would staff leave their timesheets and how would they be collected?
o Arranging a deposit system for hand-delivered timesheets, arranging a
collection rota, asking managers to scan or photograph documents
where they can submit them via email.
o From a customer perspective, what messages do we need in order to
communicate the changes?
o We will email all managers and staff to advise them of the revised
process and how to seek guidance if they have any questions.
o What follow-up actions do I need to take?
o Consider contacting ITMS, writing and circulating any customer
communications etc.

Step 2: Supporting colleagues working from home

Some people will already be well practised at working from home and will be equipped
and able to do so. There may be other staff who are not used to working from home
and find the sudden news that they have the option to do so worrying or unnerving.
Please remember that some staff may need reassurance that this is a short-term
measure and that you will still be available to support them, as will their team
colleagues.
As a manager, you might find that this new way of ‘distance management’ stretches
your usual working style and pattern and you may need some time to adapt. The
interim working from home guidelines include advice and support regarding health and
safety, IT equipment and more, but here are some practical issues you may face:

Think about how you are going to keep in touch with your team members…
You may wish to consider:
 Agreeing working patterns if different to normal.
 Ask staff to ensure their diaries are up to date and open to you.
 Regular check-in points in the week, such as team Skype calls, 1-1 Skype calls,
phone calls.
 Putting open time in your diary when staff can contact you should they need to.
 Ensure that staff know that they may be recalled to work in the office/faculty if
needed.
Working remotely relies on clear management of expectations and outcomes
and of course trust, so think about how you are going to ensure workload and
priorities are met…
You may wish to consider:
 Being extra clear about communicating your expectations of work activity,
particularly team-based activities, remembering that this is not about staff
stopping or reducing their work but undertaking their activities in a different
place and in a different way.
 Asking for progress and updates on work activities and ‘outputs’.
 Ensuring people know how to contact you for support if they should need it.
 Talking to your staff about ensuring working hours are monitored (people may
work too many or too few hours).

Most importantly – don’t be a stranger!

Your team still need support. As line manager, you still have a duty of care to your
staff and teams. Please ensure that you are regularly checking in with team members
and that you are considering their health and wellbeing. Even though they are ‘out of
sight’ it does not mean they should be ‘out of mind!’
 Keep in touch – formally and informally.
 Ensure you have up-to-date contact details – while in usual circumstances we
would not insist on personal contact details, it is reasonable that you can ask
for this in these extreme circumstances.
 Regularly ask how they are doing and feeling.
 Be mindful if people become ‘isolated’ and quiet.

Practical steps:
You will need help preparing your staff to work remotely on laptops or other equipment,
and ensure they familiarise themselves with how to access DMU’s services. This may
include Office 365, Skype, Microsoft Teams, ensuring safe use of VPN etc.
In addition, for those staff who do have a laptop but are still attending work, ask them
to take this home every day and keep a clear desk policy in case they need to suddenly
work remotely, for example due to the need to self-isolate.
We have relaxed our usual IT policy around staff using their own personal laptops and
IT equipment for this temporary and extraordinary situation, however, staff must follow
the guidelines in the new interim working from home policy.
Please also refer to the working from home policy regarding IT equipment and Display
Screen Equipment (DSE) support.
What we cannot offer staff
When working from home, unless there are exceptional circumstances, we will
not normally be able to offer financial support for:
 Telephone or broadband bills
 Fuel, electricity or other costs
However, in some circumstances it may be possible to reimburse costs, for example
if staff have to call in regularly to work and do not have unlimited minutes on their
mobile phone. In such cases – it will need to be agreed with managers in advance and
an itemised bill must be provided.

Step 3: For staff who cannot undertake their work from home
You may wish to consider…
 Alternative or staggered working days/times to minimise social contact between
staff (social distancing).

 Thinking about operating a ‘Team A/Team B’ approach, whereby staff are split
into two working groups. This would minimise cross-infection and build
resilience within the service. For example, if a member of staff was taken ill with
coronavirus in Team A, which could potentially disrupt the rest, or some of the
team, the other team (Team B) could continue to provide the services.

 Ensuring strict hygiene is followed and cleansing takes place (for example,
reminding staff about washing hands and keeping communal break areas
clean).

 How you will ensure that these staff take annual leave and appropriate breaks
if team numbers are reduced (see below) to ensure their continued health and
wellbeing.

Step 4: For staff who’s work requires them to be at DMU but they fall into the
‘at risk’ category in relation to COVID-19
Some staff may be at greater risk than other of serious illness were they to contract
COVID-19. In these cases, staff would not be required to come into work. You may
not know if your team members fall into these categories, as they may not have shared
with you their medical conditions, their pregnancy or their age. Please, therefore,
proactively raise the list of ‘at risk’ conditions with your team and urgently ask them to
speak with you if they fall into one of these categories.
Assuming they are not able to work from home then the following will apply:
Your employee has underlying health conditions
The government has issued advice regarding conditions that would place someone at
greater risk due to the virus. The list can be found here.
Not all underlying conditions are listed here, so if your staff member has concerns or
if you have any queries please contact HR on 0116 250 6168. HR may need to seek
authorisation on whether a condition can be categorised for this purpose. In this case
staff will be granted Special Leave. This arrangement is not intended to confer any
disability or other medical status on an individual, as it is a temporary arrangement in
response to COVID-19 in line with government advice.
Action for managers:
Either ask the employee to submit a request for special leave on the hub using the
code “S.L. COVID19 restriction” or enter it yourself on the ‘My Attendance tile’ as
“Paid Special leave” (there is no reference to COVID-19 available).

Your employee lives with or cares for a person who has underlying health
conditions
If a member of staff cares for or lives with a person who has underlying health
conditions, then again subject to prior agreement, paid Special Leave will apply if the
member of staff is not able to work from home.
Action for managers:
Either ask the employee to submit a request for special leave on the hub using the
code “S.L. COVID19 restriction” or enter it yourself on the ‘My Attendance tile’ as
“Paid Special Leave” (there is no reference to COVID-19 available).

Pregnancy
The government’s advice is for pregnant women to stay at home and to self-isolate.
Special Leave will be granted if they are not able to work from home.
Action for managers:
Either ask the employee to submit a request for special leave on the hub using the
code “S.L. COVID19 restriction” or enter it yourself on the ‘My Attendance tile’ as
“Paid Special Leave” (there is no reference to COVID-19 available).

Employees aged 70 years or older

The government has highlighted that people who are over 70 may be more at risk.
Special Leave will be granted if the member of staff is not able to work from home.
Action for managers:
Either ask the employee to submit a request for special leave on the hub using the
code “S.L. COVID19 restriction” or enter it yourself on the ‘My Attendance tile’ as
“Paid Special Leave” (there is no reference to COVID-19 available).
Step 5: dealing with other issues that may arise for staff
We recognise that there will be many other issues that will arise for you and your
team members over the next few days and coming weeks. We have prepared staff
FAQs answering many issues such as self-isolation, caring for others, school
closures, annual leave, and more. Please refer to these FAQs and to the new interim
working from home policy and guide. If you still have any queries, please contact HR
on HREnquiries@dmu.ac.uk or 0116 250 6168.

Final note: these guidelines will be regularly reviewed and updated. Please
ensure you check the latest copy on the new Coronavirus Advice and
Information website.