Workplace Setup/Health & Safety
What is USF’s position is on remote work? USF has developed Policy 0-612 to cover flexible work arrangements.
You can read more about the policy and flexible work agreement here.
How do I know how flexible my department can be? Use the flexible workplace readiness questionnaire to look at the big picture of your department.
Use the flexible workplace readiness questionnaire to look at the big picture of your department, future goals and how best to serve our students, staff, faculty and community. This can help you determine who needs to be where.
Share the Flexible Work Assessment with your employees to guide the conversations about desired outcomes. The assessment helps to provide a consistent and fair method for how to determine who can work remotely. For example, you will want to look at the essential functions of the job and overall job performance.
I received an email indicating my employee completed the Flexible Work Assessment for Employees. What should I do? What steps do I need to take?
The great news is that the tool instigates conversation. Ask the employee what he/she/they
learned from the tool and then have a conversation about how he/she/they answered
Complete the Supervisor’s Assessment and discuss the results. Make sure to review any differences with the employee and that the goals you expect of the position are indeed being achieved.
The employee and supervisor should review Policy 0-612 and complete a flexible work agreement in GEMS Self-Service. As a best practice, employees are recommended to have “smart” goals for their work to measure success and to aid in continuous conversation. As the supervisor, if the essential functions require in person work, you always have the right to address those items and require they meet the essential functions of the position.
Fairness: How do I explain to employees that they need to be on campus while others do not? This can be hard, but early conversations about job functions can help.
Talk to your team early about your unit's goals how you will best serve our students, staff, faculty and community. There should be a shared understanding of who needs to be in place to reach the department's goals.
Show that you are using the same set of standards across the board. By giving all of your employees the opportunity to complete the Flexible Work Assessment, you can reach a shared understanding of why an employee may or may not be a fit for remote work as determined by the same rubric. The assessment helps to provide a consistent and fair method for how to determine who can work remotely. For example, you will want to look at the essential functions of the job and overall job performance.
What is being done to keep the campus heatlhy and safe? USF has been following CDC guidelines. Additionally, hand sanitzer vending machines are available throughout each campus and vaccines are highly recommended.
Spray hand sanitizer is available through vending machines strategically placed around campus. All students and employees with a valid USF ID card will be able to get two (2) 4 oz. complimentary bottles every 30 days. Check the Hand Sanitizer Vending Locations for each campus.
At this time, USF strongly encourages anyone who is eligible to receive the vaccine. For the most current updates about vaccines and other ways to stay healthy, visit USF's official COVID update page.
My employee has already been working successfully in a remote/hybrid arrangement. We plan to keep the arrangement as-is. Do we still need to take the Flexible Work Assessment?
It is a best practice to complete a flexible work assessment.
While the assessment is not mandatory, it is always in everyone's best interest to have everything documented. The assessment can be helpful in identifiying any items for discussion that might have been missed when remote work started as a result of the pandemic. The assessment is also a tool to provide fairness and reasoning in a scenario where some employees are able to work remotely while others are required to be on campus.
Is there required training for remote employees and/or their supervisors? All training is highly reccomended but not mandatory.
We recommend that all employees (including supervisors) read the Employee Guide to a Flexible Workplace for an overview of elements from the Flexible Work Policy and Flexbile Work Agreement. This training will also help with safety and ergonomic concerns, security, communication and productivity for those working remotely. There is extra guidance on communication, equity and performance management for supervisors.
Supervisors should read the Guide to the Hybrid Workplace. This is based on the most current research and best practices, providing a holistic view of employee wellness, benefits and issues connected with hybrid workplaces. It also offers more detail and examples of performance management and communication expectations.
I am looking for help with performance management. All employees, remote and traditional, should have goals and metrics. The new normal will highlight the need to see measurable outcomes from employees. This is nothing to fear, as it presents a great opportunity for growth.
View this recent LinkedIn Learning course about Virtual Performance Reviews and Feedback (46 minutes).
Performance management, when done correctly, is one of the best things you can do for your employees. You are your employee's compass. Without feedback, they may wander. If you are looking for help setting employee goals, try using SMART goals.
Visit the Employee Success Center for Performance Management for Success. This information includes the yearly cycle, goals and recommended LinkedIn Learing courses for employees to develop competencies.
PRC203, Performance Management, is offered on a regular basis.
This course has two components: An online training course in LinkedIn Learning which introduces participants to processes and skills for managing, evaluating, and improving performance, and a one-hour instructor-led course which covers topics that are specific to USF.
How do I handle employees that do not want to return because of COVID concerns? There may be many different situations, all with different ways of handling.
For some, it may be reassuring to know that USF is following CDC guidelines with a plethora of measures.
If your employee has general anxiety about returning, life and personal help is available through our Employee Assistance Program. Some of the recent resources deal with emotional and financial challenges by offering online webinars, tip sheets, articles, discounts and personal assistance finding services. For specific COVID-19 tips sheets, click here.
For particular health concerns, your employee may need to explore eligibility for ADA accommodations. HR's Working Beyond Covid page is regularly updated with resources about taking leave, working remotely, the Employee Assistance Program and HR contacts.