Previous Remote Work Arrangements

Spring 2021 Staff Work Guidelines 

For the Spring semester, we will continue to work under our current remote work guidelines for staff as outlined for last Fall semester. However, as per the recent provost’s announcement, this is subject to updates as per the University’s decision covering the resumption of partially face to face classes. Each unit manager and area head will implement the appropriate staff attendance on campus to meet the operational needs of their unit while allowing as much flexibility as possible for individual staff members.

In case there is a change in the current remote work arrangements, staff members should fill in the Spring 2021 remote work request form.

If you don’t fill a new form, then you will continue with your last approved arrangement.

  1. Only in case you will change your current approved arrangement.

  2. It is expected that remote work guidelines will be effective throughout the Spring 2021 semester, but they are subject to change.

    • Employees who are at higher risk of COVID-19 (“high risk”), these include: 
      • Employees who are 65 years or older
      • Employees suffering from a serious underlying medical condition (e.g., chronic lung disease, serious heart condition, immunocompromising condition, severe obesity, diabetes, chronic kidney disease, liver disease, etc….) or women who are pregnant

    *Employees seeking to work remotely, due to a serious underlying medical condition or who are pregnant, must submit their request to the Office of Medical Services.

    *Employees are not required or expected to disclose their personal medical conditions to their managers.

    • Employees who do not have childcare support for their children of 12 years or below, as a result of COVID-19 (e.g., due to a school or day-care closure or any other temporary condition). Employees are  however expected to arrange for another reasonable childcare alternative
    • Employees who live with or is a primary caregiver of a high-risk relative
    • Employees returning from abroad; number of quarantine days will be determined according to governmental decisions

    Employees who do not meet the criteria above may still be permitted to work remotely, subject to the individual discretion of their respective managers. Managers can consult the Office of Human Resources in this respect.

  3. While we expect these guidelines to remain effective throughout Spring 2021, they are subject to modification at any time. This can be the result of any unforeseen developments on campus, any updates of public health guidance from the Egyptian government, Centers for Disease Control and Prevention, or World Health Organization.

  4. All staff members are required to plan ahead with their managers in order to consume their annual leaves during the coming period till end of June 2021. Managers are also asked to approve staff’s annual leaves as per business needs.

 

Fall 2020 Staff Work Guidelines 

Effective September 1, we will continue under our current remote work guidelines for staff as outlined for July and August. However, in light of the need to support an increased level of campus activity, the guidelines will be relaxed to permit more access to campus for staff, provided that all safety measures are fully enforced. Each unit manager and area head will implement the appropriate staff attendance in campus plans to meet the operational needs of their unit while allowing as much flexibility as possible for individual staff members.

For Fall 2020 Remote Work Request Form, click here.

  1. These guidelines are meant to reduce the risk of spread of COVID-19 on campus. 

  2. These guidelines are essential in order to sustain a healthy campus and ensure the safety and health of AUC community.

  3. It is expected that remote work guidelines, will be effective throughout Fall semester 2020, but they are subject to update. 

  4. All safety guidelines related to social distancing, masks, occupancy levels must be followed at all times.

  5. Remote work requests should be submitted by September 3, 2020.

  6. Supervisors and managers should submit requests, to be reviewed and approved by their respective area heads. 

  7. Managers/supervisors are advised to show flexibility while considering their staff's remote work arrangement requests, especially in the following cases and provided that the position is not required to be essentially present on campus.

    • Employees who are at higher risk of COVID-19 (“high risk”), these include: 
      • Employees who are 65 years or older
      • Employees suffering from a serious underlying medical condition (e.g., chronic lung disease, serious heart condition,  immunocompromising condition, severe obesity, diabetes, chronic kidney disease, liver disease, etc….) or women who are pregnant

    *Employees seeking to work remotely, due to a serious underlying medical condition or who are pregnant, must submit their request to the Office of Medical Services.

    *Employees are not required or expected to disclose their personal medical conditions to their managers.

    • Employees who do not have childcare support for their children of 12 years or below, as a result of COVID-19 (e.g., due to a school or day-care closure or any other temporary condition). Employees are  however expected to arrange for another reasonable childcare alternative
    • Employees who live with or is a primary caregiver of a high-risk relative
    • Employees returning from abroad; number of quarantine days will be determined according to governmental decisions

    Employees who do not meet the criteria above may still be permitted to work remotely, subject to the individual discretion of their respective managers. Managers can consult the Office of Human Resources in this respect.

  8. While we expect these guidelines to remain effective throughout Fall 2020, they are subject to modification at any time. This can be the result of any unforeseen developments on campus, any updates of public health guidance from the Egyptian government, Centers for Disease Control and Prevention, or World Health Organization.

  9. Any amendments or updates will be published on the Human Resources website here and they will be effective from the date of the publishing.

  10. Employees are expected to work their regular number of working hours and to complete their job tasks.

  11. The employee is encouraged to discuss alternative options with their supervisors (e.g. discuss professional development options or handle other needed tasks). The non-retaliation policy applies to these accommodation requests.

  12. Each employee can discuss with his or her supervisor/manager the most appropriate arrangement to balance remote work with required physical presence.

  13. An employee may choose to use AUC transportation service, or may choose to use public transportation or drive to campus.

  14. The University places the health and safety of members of AUC community as top priority. Click here to check campus operations and safety measures guidelines.  

July – August 2020 

The following guidelines will apply effective July 1, 2020, in alignment with the extension of the remote work arrangements until further notice.

As per the remote working guidelines, staff will fall under one of the following categories:

A) Staff who are currently working remotely with supervisor approval according to the remote work guidelines previously announced will continue working remotely as per their job description and assigned tasks by their line manager. Employees under this category will apply for leave following the University’s current policy and procedures for leaves.

B) Staff whose presence on campus is essential for their job duties and are currently working will continue working as per the assigned schedule by their supervisors. Employees under this category will apply for leave following the University’s current policy and procedures for leaves.

C) Staff whose nature of work may not be performed remotely and they currently can’t come to campus because their job tasks are not currently being performed may consider one or more of the following options with their supervisor’s approval:  

1. Work remotely on online activities or projects within the same area/department/school.

2. Work on self-development and e-learning through AUC provided courses or through the School of Continuing Education and Executive Education utilizing staff scholarships. Staff can also utilize any external cost-free training channels of their choice. Supervisors may also suggest to HR unit-specific professional development.

3. Consume summer leaves during July and August as is customary.

4. Be re-assigned to other tasks either online or requiring physical presence, with supervisor and area head approval.

5. Mix and match all of the above to create the maximum flexibility.

 

May - June 2020

This memorandum outlines a pilot program during the COVID-19 emergency to authorize employees meeting certain criteria to work from approved remote locations, usually their homes. The purpose of this pilot program is to enable the continuation of critically necessary functions while minimizing the presence of employees on campus during the emergency. These guidelines and procedures will be in effect until June 30, 2020, or as the Senior AVP for Human Resources may extend beyond that date.  

Staff who are requested to remain off campus during the COVID-19 emergency and to streamline the work remote procedures we are requesting them to follow the following procedures and obtain all necessary approvals.

While individual position responsibilities vary, standard policies and criteria apply to the approval and management of all remote work arrangements. Many forms of desk work and customer service may be performed from remote locations through electronic means, provided that the work output is readily and objectively measurable. Simple time spent at a desk does not constitute measurable output. Effective performance management is important to the success of the remote work program.

Following clear and consistent performance management principles and techniques should result in a seamless transition for managers and their employees moving to remote work arrangements. 

  1. The staff member who believes that his or her duties may qualify for execution at a remote location on either a full or part-time basis must apply for remote work by completing this google form.
  2. The request should meet the following conditions:

       A.  Type of Work

  • The staff member’s duties must not require a continuous physical presence in interactions with customers or personnel, or accomplishment at a physical location within the University.
  • Accomplishments should be well-defined, measurable and verifiable by supervisors.
  • Deadlines for each task/deliverable must be clearly stated.

       B.  Agreement from Supervisor

  • There must be a clear understanding between the staff member and the supervisor as to how monitoring, verification, and supervision will take place remotely. Monitoring must happen regularly.
  • The supervisor must confirm that the staff member has been responsible and diligent, and has demonstrated commitment in the usual performance of his/her duties, such as requiring only occasional monitoring and supervision throughout the day.
  1. The supervisor will recommend final approval or denial of the employee’s completed application to the school dean (academic area) or functional head (other areas). Just as in normal physical presence work on campus, managers are always accountable for continuous monitoring of their employees’ performance and accomplishment of well-defined work also when they work from a remote location.
  2. The approved forms will be automatically forwarded to the concerned HR Business Partners.
  3. The HR Business Partners will validate approvals on the forms, compile a detailed report to be shared with respective area heads on the bi-weekly basis and retain records. Supervisors must continue to evaluate the performance of employees working from remote locations, in accordance with normal performance evaluation practices for work performed on campus.  
  4. The supervisor/director/unit or area head, or the senior associate vice president for human resources, may cancel or suspend any remote work arrangements for any employee at any time. 
  5. It is the responsibility of the employee and his/her supervisor to coordinate directly with the IT services office about their technical needs.

The following is a flow chart detailing the action points taken by either the staff member, requesting to work remotely, or management and human resources:

 

1.

Identify need or opportunity for remote work as per the above criteria

The staff member and direct manager

2.

Assess whether work can be performed, monitored, and measured remotely

Direct manager

3.

Fill the form online

Staff member

4.

Review all forms and approve/disapprove

First and second level managers 

5.

Reviews all requests approved by managers and renders final validation in communication with respective area head 

HR business partner, managers, and area heads

6.

Communicate with IT for any needed technical assistance

Staff member, manager, IT

7.

Review implementation and performance evaluation regularly. Modify the arrangement, if needed, to meet business needs 

Staff member, and management 

8.

Consider possible continuation on a full or part-time schedule or cancellation of the remote work request

Staff member, management, and HR