Skip to content
Office of Human Resources

Workforce Planning: Returning On-Site and Remote Work

Workforce Planning: Returning On-Site and Remote Work

As President Mangelsdorf communicated in her video message to our community, the University is planning for the full reopening of our campuses and work locations, a return to in-person classes, and the gradual phasing out of the work-from-home requirement that impacted some of our employee community.

For some of our staff, this transition means returning to on-site work. For others, it means continued remote work or a hybrid approach of both on-site and remote work. The University has developed a remote work policy and supports the evaluation of positions for continued remote work, including hybrid approaches. Because each of our areas and teams have different needs, managers are responsible for making decisions regarding the future work locations for their staff and for communicating those decisions, along with any expectations and new processes for their department.

We recognize due to business needs, departments will be in varying stages of this assessment process. To support leaders throughout the evaluation process, we have developed guidance and tools and have placed them on the HR website for your use.

The below is an overview of what is available and the recommended processes and tools to use as you determine who should return to on-site work and who is a candidate for ongoing remote or hybrid work. These tools will also help you determine what may need to change in your workspaces in order to continue to provide a safe environment for staff. We anticipate health and safety guidelines will continue to evolve as we receive rapidly changing information from the CDC and New York State and understand how it affects our University environments. We ask that you remain flexible throughout this planning process and will provide as much transparency as possible moving forward.

When making decisions regarding returning staff to on-site work or developing a long-term remote work or hybrid plan, the following steps should be followed:

Step 1: Begin planning by reviewing and considering the following:

  • Review the Guiding Principles developed for remote work
  • Review the new Remote Work Policy
  • Consider the impact of decisions on staff retention and recruitment
  • Consider space, technology and communication needs

Step 2: Assess each position for eligibility for on-going remote work

  • Review the Remote Work Assessment to determine the business needs and eligibility of jobs for long-term remote work

Step 3: Follow the process for staff eligible for long-term remote work:

  • Use the Remote Work Proposal and submit your plan for review and approval using the approval process determined by your departmental leadership
  • Once approved, fine-tune with specifics from your department and sign the NEW Remote Work Agreement with each employee and notify your HR Business Partner of the plan. This agreement replaces what was issued in 2020.

Step 4: Plan the process of bringing identified staff back to on-site work:

  • Use the Returning On-Site Planning Guide as an optional tool available to you
  • Review departmental space needs and plan to meet the University health and safety standards for office space and social distancing in place at the time of transition. (We expect these will change over time so please refer to the COVID-19 Resource Center to keep up to date on changes.)
  • Use the following guide as a helpful tool: Working Safely in Shared Spaces

Step 5: Communicate with staff:

  • Utilize the Manager Communications Tips to ensure staff is kept informed of your progress and timelines
  • When possible, give staff a minimum of 4 weeks’ notice before changing to an on-site or hybrid work plan

 

Resources for Remote Work and
Returning to Work On-Site

Communications Tips for Managers

As the University plans for the full reopening of our campuses, managers will be responsible for communicating with their teams throughout the planning process and as teams experience changes associated with this transition, particularly as it relates to return to on-site work from remote work and assessment of opportunities for on-going remote work.

Important Employee Communications

Research indicates that employees prefer hearing news and receiving messages directly from their manager rather than organization-wide emails or other platforms.

The goal of this process is to create a safe and collaborative environment that is flexible for our staff. We want our staff to feel confident that our decisions are driven by business needs and will follow a clear evaluation process.

Staff may be feeling a range of emotions about the future of the way they will work at the University. The manager’s role is to acknowledge any anxiety and uncertainty and talk with employees about how they can assist in making transitions more comfortable. Managers can assist by pointing employees to resources that may be helpful given individual circumstances.

As we move forward, we anticipate that this will be an evolving process and ask managers to be flexible and understanding of individual situations and the many emotions that employees may feel as they experience more change

Planning and Transition Communications
  • When we begin the process of returning to on-site planning and the assessment of opportunities for longer term remote work:
    • Managers should acknowledge with staff that the University has announced a process for managers to assess who will return to on-site work and who may remain working remotely either in part or full-time.
  • At various points when appropriate during the assessment/proposal/approval period
    • Conversations should include the details of the process that are specific to your department (i.e. how these decisions are being made, who is making them, timeline, etc.)
    • You should involve employees in discussions about their specific role and what you thinking. They will have a perspective and it will be important to hear it.
    • If an employee requests a reasonable accommodation related to on-site or remote work, please contact your HR Business Partner.
  • When decisions are made related to returning staff to on-site work either in full or in part
    • A minimum of 4 weeks’ notice should be given for staff when possible to help them make plans for the change.
    • Managers should consider a transition period where appropriate that might allow employees to visit or spend some time working back on-site before returning full-time.
    • Other planning should begin to take place including space planning, technology needs, etc.
  • Beginning a few days after the transition managers should check in at regular intervals to evaluate the success of the arrangement, address challenges, and make any changes needed.
  • If an employee requests a reasonable accommodation related to on-site or remote work, please contact your HR Business Partner.
Returning On-Site Communications
  • Timeline and expectations for returning on-site
  • Schedule expectations and workspace/position specific guidelines
  • Plan for cleaning and disinfecting workspaces
  • Plan for visitors and vendors returning
  • Mandatory and/or optional training
  • Protocols for breaks, meals, restrooms, meeting rooms, and moving around campus
  • Protocols for meeting rooms
  • Guidelines for PPE and social distancing per current University guidelines
Remote or Hybrid Work Communications
  • Ensure there is a signed agreement and that expectations around schedules, etc. are clearly defined
  • Provide expectations for on-site reporting for meetings or events
  • Plan for virtual staff meetings, 1:1, etc.
  • Explain document sharing with team and other departments
  • Define processes related to any on-site needs (i.e. office space, mail delivery, fax pickup, etc.)
Other Communications Considerations

Managers should also communicate the following:

    • Expectations for attendance at in-person/virtual staff meetings, project meetings, etc.
    • Expectations for working as a team among staff both on-site and working remotely (including new hires)
    • Health and safety guidelines and regulations regarding visitors/vendors

Have questions?

Reach out to Human Resources

We’re here to support you, regardless of if you’re working on- or off-site. Visit our Contact page for ways to connect with us.

Contact HR

Return to the top of the page