WVU will return staff to on-campus work over time in a coordinated process to ensure
appropriate physical distancing and availability of personal protective equipment
(PPE).
The University will assess expanded staffing levels on campus based on operations
that must be completed onsite, the ability to control and manage specific work
environments and the necessity to access onsite resources.
The need to minimize the overall number of people on campus (i.e., density) to
meet physical distancing requirements will continue for some time.
Departments and units that can effectively work remotely likely will continue to
do so until restrictions are eased for larger gatherings. Expanded on-campus
staffing will be controlled and coordinated to mitigate potential risks and ensure
the safety of employees and WVU’s broader campus community.
Faculty and staff who will be working on campus this fall will be required to complete
COVID-19 testing. Employees who will be exclusively working remotely this fall
will not be required to undergo testing at this time. Visit
go.wvu.edu/COVID-19-testing for more information.
Departments and units should not increase staffing levels on campus beyond current
needs to support onsite operations.
As on-campus staffing increases and operations expand, University officials will
closely monitor and assess the potential spread of COVID-19 as well as existing
policies and procedures to mitigate the spread of the virus.
If localized outbreaks emerge, tighter restrictions and reduced on-campus staffing
levels may need to be implemented.
Once staff members have been instructed to return to on-campus work, there are
several options departments and units should consider to maintain required physical
distancing measures and reduce population density within buildings and workspaces:
Remote Work – Staff who can work remotely and fulfill their work duties
should continue to do so to reduce the number of individuals on campus and
the potential spread of COVID-19. These arrangements, which should be approved
by the employee’s immediate supervisor, can be done on a full or partial day/week
schedule as appropriate. Employees who work remotely must complete a
Telecommuting Agreement, which is subject to the following terms and conditions:
Duration – The agreement will be reevaluated as the COVID-19 situation
changes and additional guidance is issued from local, state and federal public
health agencies.
Work hours – A remote employee's work hours typically will replicate
their standard working day. However, operational needs may necessitate modifications
to work hours. Limited variations in work schedules must be approved by the
supervisor in writing.
Overtime Eligibility – Employees will remain in “pay status” while working
remotely:
Non-exempt positions – Any additional hours worked beyond the standard
37.5-hour work week require prior written approval from the supervisor.
All worked hours must be reported appropriately through WVU’s timekeeping
system. Hours worked in a work week between 37.5 and 40 will be eligible
for straight time pay. Hours worked in excess of 40 will receive pay at
time and one-half the employee’s regular pay rate.
Exempt positions – The employee’s time worked in excess of 37.5 hours
per work week is not compensated nor considered overtime.
Business-owned equipment – While working remotely, the employee must
be available via phone and email and have access to all necessary resources
available at their on-campus work location. Any expenses incurred from working
remotely are the sole responsibility of the employee. Any technology equipment
used by the employee must comply with ITS and departmental standards for
data encryption, security, anti-virus protection and other concerns.
Liability – WVU will not be liable for damages to the employee’s property
that result from participation in the telecommuting program.
Reimbursement – The University will not be responsible for operating
costs, home maintenance or any other incidental cost (e.g., utilities) associated
with the use of the employee's residence. However, the employee does not
relinquish any entitlement to reimbursement for authorized expenses incurred
while conducting business for WVU.
Workers' Compensation – The employee is covered under the Workers' Compensation
Law if injured in the course of performing official duties at the telecommuting
location. Appropriate and prompt reporting of any occurrence is required.
Work assignments – The employee will meet with their immediate supervisor
via phone or meeting technology (e.g., Zoom or Microsoft Teams) to receive
assignments and review completed work as necessary. The employee will complete
all assigned work according to work procedures mutually agreed upon by the
employee and their direct supervisor. Remote work will be evaluated through
monitoring assignment and project deadlines, responsiveness to client communication
and the volume of work completed.
Records – The employee will apply approved safeguards to protect WVU
records from unauthorized disclosure or damage. Work performed at a remote
location is considered University business. All records, papers, computer
files and correspondence must be safeguarded for their return to the primary
on-campus location.
Alternating Days – To limit the number of individuals and interactions on
campus, departments and units may consider scheduling partial staffing on alternating
days. These schedules support physical distancing (especially in areas with large
common workspaces).
Staggered Reporting/Departing – The beginning and end of the workday typically
bring many people together at common entry/exit points of campus buildings. Staggering
reporting and departure times by at least 30 minutes may reduce traffic in common
areas, which would support physical distancing requirements.