Human Resources

Welcome

Welcome to the Human Resources' website. Whether you are a staff member, faculty member, applicant, student, or a member of the public, we welcome your visit and look forward to assisting you. Our website is designed to provide portals for site visitors based on the type of visitor: job seeker, new hire, employee, or supervisor.


Update: Reporting of Time and Leave During Emergency Closing Due to Hurricane Sally


As previously communicated on September 18, 2020, due to the impact of Hurricane Sally, the university payroll for the pay period of 9/6/2020 to 9/19/2020 was processed using a modified procedure to provide payment on the regular pay day of September 25, 2020.

Now that the university has reopened, the following actions should be completed:

  1. All University Work Force non-exempt, hourly employees (those that submit timesheets) should complete and submit their timesheet for the pay period of 9/6/2020 – 9/19/2020 to their supervisor for approval. This is required so employees can report any exception hours (i.e., Annual Leave or Sick Leave) and essential employees who worked during the closure can report Special Compensatory Leave Earned for those days.
  2. University Work Force and Faculty exempt, salaried employees (those that submit leave reports) who had exception hours (i.e., Annual Leave or Sick Leave) should complete and submit their leave report for the pay period of 9/6/2020 – 9/19/2020 to their supervisor for approval. Otherwise, no action is required since exempt employees do not need to report Administrative Leave during the closing.
  3. OPS Staff/Student employees were paid a default number of hours based on the established FTE for the position for the pay period of 9/6/2020 – 9/19/2020 and submission of hours was not required. However, supervisors should remind their OPS Staff/Student employees, that only actual hours worked will be paid for this current pay period of 9/20/2020 - 10/3/2020. These hours must be recorded and submitted via online timesheets as normal, by the 10/5/2020 deadline, in order to receive payment on 10/9/2020.

For additional information on time and leave reporting during the closure including instructions for the current pay period of 9/20/2020 to 10/03/2020, please view the Reporting Time and Leave During Emergency Closing document or contact Human Resources at hr@uwf.edu.


 

Payroll Processing Due to Impact of Hurricane Sally


Due to the impact of Hurricane Sally, the university payroll for the pay period of September 6th through September 19th will be processed using a modified procedure to provide payment on the regular pay day of September 25th.

All hourly paid, non-exempt employees (those that submit timesheets) will be paid a default number of hours for both weeks of the pay period that is equivalent to the number of hours of work per week established for the position. No submission of hours worked will be required by the employee or supervisor.

All salaried paid, exempt employees will be paid for both weeks of the pay period using the customary bi-weekly rate of pay established for the position.

Once the university reopens, additional information will be provided that outlines the steps for hourly paid, non-exempt employees to report any leave or exception hours that occurred prior to the university closure.

For additional questions, please contact the Controller's Office Payroll Team at payroll@uwf.edu.

 


 

COVID-19 News and Updates:

To keep up-to-date on what is happening with COVID-19 and how it affects employees of the University of West Florida, review the news and updates below.

 

Flex Schedule/Remote Work for K-12 School Choice

As the COVID-19 pandemic continues to affect all aspects of our lives, many UWF employees are faced with difficult decisions around childcare and K-12 school. We understand the stress involved in weighing your options and managing multiple priorities, including the impact on your work at UWF. Employees requesting adjusted working schedules (flexible schedule) or remote work due to the K-12 school choice for the upcoming school year must first speak with their supervisor, then fill out the appropriate form listed below.  Employees are only required to fill out one form.

If you report to one supervisor (i.e., Vice President/President), please complete one of the following forms:  

All others, please complete one of the following:

UWF Hiring Suspension FAQ

In response to the continuously changing circumstances involving COVID-19, the University is suspending all hiring, with the exception of faculty and student positions, effective March 19, 2020 until further notice. This includes E&G, Auxiliary, C&G, and Foundation funded appointments.

This temporary suspension also applies to all promotions, any permanent pay increases and reclassifications, effective immediately.

If you have any questions, please contact hr@uwf.edu.

How long will the hiring suspension last?

In response to the continuously changing circumstances involving COVID-19, the University has suspended all staff hires, including OPS, unless an exception is granted by the Associate Vice President for Human Resources and the appropriate division head. 

What positions are included in the hiring suspension?
The hiring suspension includes E&G, Auxiliary, C&G, and Foundation funded staff, including OPS, positions. Faculty and student positions are NOT included in the suspension and hiring for those positions may continue.

Are positions NOT included in the suspension (student employees and faculty positions) required to be approved by the division head and AVP of HR?

For the duration of the University’s remote operations, Human Resources recommends that you speak with your division head prior to hiring student employees.   

What are the applicable reasons for exceptions?

Reasons for exception may include positions critical to:

  • Campus and personal health and safety
  • Compliance with federal, state, and local laws and regulations
  • Delivery of essential University services
  • Courses necessary for timely graduation
  • Advancement of the academic mission

What is the process to receive an exception for a staff hire?

To request an exception, the hiring manager must email the request for approval, including the rationale for the request, to Jamie Sprague, Associate Vice President for Human Resources, and the appropriate Division Head, for review and consideration. If approved for recruitment, job openings will be advertised in accordance with the University's normal recruitment process.

Can I move a student employee to an OPS position during this time period?

OPS positions are under the same guidelines as staff hires, which are suspended unless an exception is granted by the Associate Vice President for Human Resources and the appropriate division head.

Can I offer a promotion or added responsibilities during this time period?

Unless an exception has been granted by the Associate Vice President for Human Resources and the appropriate division head, you cannot offer a promotion or added responsibilities during this time period.

COVID-19 Leave Pool Donation Plan and Form

COVID-19 LEAVE POOL DONATION PLAN

The University of West Florida has established a COVID-19 Leave Donation Plan (the “Plan”) in response to the developing global COVID-19 pandemic. The Plan allows a leave donor to donate their personally accrued leave (their choice of annual leave, compensatory leave, and/or sick leave) into a UWF-sponsored leave pool for use by other employees who have been adversely affected by this emergency and have exhausted all of their personally accrued leave. An employee is adversely affected if the disaster has caused severe hardship to the employee or to their immediate family members and requires the employee to be absent from work. Examples of hardship include personal medical emergencies, quarantine mandates, or inability to work or telework. A committee made up of six members (2 Faculty, 2 Exempt Work Force, 2 Non-Exempt Work Force, and Associate Director of Human Resources in case of a tie) will evaluate that an employee meets the hardship criteria before granting awards from the pool.

DONATING LEAVE

An eligible donor may contribute Annual Leave, Sick Leave, and/or Compensatory Leave.  The minimum amount to be donated is 8 hours. The amount of leave that may be donated by a leave donor may not exceed the maximum amount of leave that an employee normally accrues during the year.  The donating employee’s Annual Leave must be at least 182 hours and/or Sick Leave must be at least 104 hours after any donation is deducted.  Donations to the Plan pool will not be applied to any lifetime cash-out limits. All donations are made to the Plan pool for collective use and cannot be designated for any specific recipient.

If you meet the parameters outlined above, you may donate accrued leave via the COVID-19 Leave Pool Donation Form. Use any of the following leave types, to donate your leave hours:

  • Annual Leave
  • Sick Leave
  • Compensatory Leave

To find your annual leave, sick leave and compensatory leave balances, view your leave balance in my.uwf.edu following the path below:

Main Menu => Leave Balances

REQUESTING LEAVE

Eligible recipient employees must be in a leave-accruing position. Each recipient who receives donated leave will be paid at their normal rate of compensation. Plan hours may only be applied to absences related to the COVID-19 emergency as defined above. Hours will be proportionally awarded based on FTE, in increments of up to 80 hours, based on a 1.0 FTE. Upon exhaustion of all available leave accruals, a leave-accruing employee may request up to 80 hours, which after award, can be used over multiple payroll periods to provide prolonged income or to cover payroll-deducted benefit premiums. Employees may make multiple requests up to the established limit; however, all requests are considered in the order in which they are received. A recipient may not convert leave received under the Plan into cash in lieu of using the leave.

GUIDELINES

Leave may be donated, requested, and applied during the periods of time the disaster qualifies under the Families First Coronavirus Response Act (FFCRA) expiration of 12/31/2020 or the revocation of the Governor’s Executive order 20-91 whichever expires first. Per IRS Notice 2006-59, any unused donated leave remaining in the pool at the time the emergency no longer qualifies will be returned to the donating employees based on the prorated remaining balance for each leave type in proportion to the amount donated.  

Donor employees may not claim an expense, tax deduction, or charitable contribution for any leave donated through this Plan. Additionally, all paid leave granted to recipients is considered wages and is subject to Federal Insurance Contribution Act (FICA), Federal Unemployment Tax Act (FUTA), and other federal, state, local, or municipal tax withholding requirements.

COVID-19 LEAVE POOL DONATION FORM

You can find the COVID-19 Leave Pool Donation From on your MyUWF page by searching “COVID-19 Leave Pool Donation.”

EFFECTIVE DATE

Eligible donors can begin donating leave on April 13, 2020.

Relevant Provisions of HR 6201 - The Families First Coronavirus Response Act (FFCRA)

Emergency Family and Medical Leave Expansion Act

This portion of the bill makes the following changes to the FMLA related to the coronavirus public health emergency:

  • It adds the following as qualifying reasons employees are eligible for FMLA leave:
    • Employee cannot work or telework due to having to care for the child (eighteen years or younger) of an employee if the child’s school or place of care has been closed, or the childcare provider is unavailable, due to the coronavirus.
    • HR 6201 no longer provides leave to adhere to a requirement or recommendation to quarantine due to exposure to or symptoms of coronavirus or to care for an at-risk family member who is adhering to a requirement or recommendation to quarantine due to exposure to or symptoms of coronavirus. The FMLA likely already covers these circumstances as serious health conditions; however, these reasons would not entitle an employee to the two-thirds paid leave outlined below.
    • Employers may exclude health care providers and first responders from the definition of employee for purposes of public health emergency leave.
  • For purposes of these new FMLA coronavirus leave reasons only, the following changes are made to the definitions of “employee” and “employer”:
    • The definition of “employee” is changed so that an individual need only be employed for 30 days rather than 1 year to be eligible for FMLA leave.
    • The definition of private employer is changed from “50 or more employees for each working day during each of 20 or more calendar workweeks” to “fewer than 500 employees.”
    • However, the definition of a covered employer under the FMLA also includes “public agencies”, regardless of the number of individuals employed by a public agency. “Public agencies” includes SUS universities.
    • HR 6201 does not appear to remove “public agencies” from the definition of a covered employer. It also does not add a maximum number of employees like it does for private employers.  Accordingly, as written, the new FMLA coronavirus leave provisions appear to apply to the University of West Florida.
  • Employees who are eligible to take leave under the new FMLA coronavirus provisions, are entitled to the following new leave and pay benefits:
    • During the first ten days of leave, the employee has the right to elect either unpaid leave or use of accrued paid leave and the employer must accept this election.
    • For the remaining leave period, in addition to the leave being protected, employers must provide employees with paid leave at a rate of no less than two-thirds of the employee’s usual rate of pay and usual hours worked. As written, it appears that this entitlement is above and beyond any paid leave an employee may have accrued through an employer’s paid leave policy.
    • The paid leave is capped at $200 per day and $10,000 in the aggregate.
    • HR 6201 is silent regarding whether employees can use accrued paid leave to fund the missing one-third of pay but it is reasonable to assume they would be able to do so since they can use their accrued paid leave to cover one hundred percent of their pay under the current FMLA leave provisions.
    • Employers are required to use best efforts to find equivalent employment with the employer for employees who are laid off as a result of their position being eliminated due to coronavirus economic impacts.
  • The new FMLA provisions would take effect no later than 15 days after the date of HR 6201’s enactment and would be applicable through December 31, 2020.

Emergency Paid Sick Leave Act

This portion of HR 6201 is unrelated to the FMLA and provides employees with a separate and new entitlement of up to 80 hours of paid sick leave that is in addition to any accrued paid leave provided under an employer’s leave policy.  Presumably, employees would be able to use these hours of paid leave during the first two weeks of FMLA leave when they are entitled to choose whether and what kind of paid leave to utilize. The following provisions apply/

  • Covered employers include: (1) private employers with fewer than 500 employees; and (2) public employers with 1 or more employees.
  • Covered employers are required to provide: (1) full-time employees with 80 hours of paid sick leave, and (2) part-time employees with the same number of paid sick leave hours as they normally work on average during a two-week period.
  • Qualifying reasons for paid sick are:
    • Employee is subject to a Federal, State, or local quarantine or isolation order related to COVID-19.
    • Employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
    • Employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
    • Employee is caring for an individual who is subject to an order as described in 1 or has been advised as described in 2.
    • Employee is caring for a son or daughter of such employee if the school or place of care of the son of daughter has been closed, or the childcare provider of such son or daughter is unavailable due to COVID-19 precautions.
    • Employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor.
  • The paid sick leave provided to an employee on leave related to 1, 2 or 3 above is the employee’s regular rate of pay. The paid sick leave provided to an employee on leave related to 4, 5 or 6 above is two-thirds of the employee’s regular rate of pay.
  • The paid sick leave is capped at $511 per day and $5,110 in the aggregate if provided for leaves related to 1, 2 or 3 above. It is capped at $200 per day and $2000 in the aggregate if provided for leaves related to 4, 5 or 6 above.
  • Employers are required to post a notice informing employees of their rights to this paid sick leave in the same fashion as they provide notice of EEOC, workers’ compensation and other legal rights.
  • Employers may exclude health care providers and first responders from this paid sick leave entitlement.
  • Like the FMLA changes, the paid sick leave changes would take effect 15 days after the date of enactment of HR 6201 and expire on December 31, 2020.

 

Families First Coronavirus Definitions and Q&A

Families First Coronavirus Response Act (FFCRA) Definitions

  • “Paid sick leave” – means paid leave under the Emergency Paid Sick Leave Act.
  • “Expanded family and medical leave” – means paid leave under the Emergency Family and Medical Leave Expansion Act.

Families First Coronavirus Response Act (FFCRA) Questions and Answers

  • What is the effective date of the Families First Coronavirus Response Act (FFCRA), which includes the Emergency Paid Sick Leave Act and the Emergency Family and Medical Leave Expansion Act?
    • The FFCRA's paid leave provisions are effective on April 1, 2020, and apply to leave taken between April 1, 2020, and December 31, 2020.

  • Is UWF required to provide paid sick leave or expanded family and medical leave?
    • Yes.

  • How do I count hours worked by a part-time employee for purposes of paid sick leave or expanded family and medical leave?
    • A part-time employee is entitled to leave for his or her average number of work hours in a two-week period. Therefore, you calculate hours of leave based on the number of hours the employee is normally scheduled to work. If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, you may use a six-month average to calculate the average daily hours. Such a part-time employee may take paid sick leave for this number of hours per day for up to a two-week period, and may take expanded family and medical leave for the same number of hours per day up to ten weeks after that.

      If this calculation cannot be made because the employee has not been employed for at least six months, use the number of hours that you and your employee agreed that the employee would work upon hiring. And if there is no such agreement, you may calculate the appropriate number of hours of leave based on the average hours per day the employee was scheduled to work over the entire term of his or her employment.

  • When calculating pay due to employees, must overtime hours be included?
    • Yes. The Emergency Family and Medical Leave Expansion Act requires you to pay an employee for hours the employee would have been normally scheduled to work even if that is more than 40 hours in a week.

      However, the Emergency Paid Sick Leave Act requires that paid sick leave be paid only up to 80 hours over a two-week period. For example, an employee who is scheduled to work 50 hours a week may take 50 hours of paid sick leave in the first week and 30 hours of paid sick leave in the second week. In any event, the total number of hours paid under the Emergency Paid Sick Leave Act is capped at 80.

      If the employee’s schedule varies from week to week, please see the answer to Question 3, because the calculation of hours for a full-time employee with a varying schedule is the same as that for a part-time employee.

      Please keep in mind the daily and aggregate caps placed on any pay for paid sick leave and expanded family and medical leave as described in the answer to Question 7.

      Please note that pay does not need to include a premium for overtime hours under either the Emergency Paid Sick Leave Act or the Emergency Family and Medical Leave Expansion Act.

  • As an employee, how much will I be paid while taking paid sick leave or expanded family and medical leave under the FFCRA?
    • It depends on your normal schedule as well as why you are taking leave.

      If you are taking paid sick leave because you are unable to work or telework due to a need for leave because you (1) are subject to a Federal, State, or local quarantine or isolation order related to COVID-19; (2) have been advised by a health care provider to self-quarantine due to concerns related to COVID-19; or (3) are experiencing symptoms of COVID-19 and are seeking medical diagnosis, you will receive for each applicable hour the greater of:
      • your regular rate of pay,
      • the federal minimum wage in effect under the FLSA, or
      • the applicable State or local minimum wage.
    • In these circumstances, you are entitled to a maximum of $511 per day, or $5,110 total over the entire paid sick leave period.

      If you are taking paid sick leave because you are: (1) caring for an individual who is subject to a Federal, State, or local quarantine or isolation order related to COVID-19 or an individual who has been advised by a health care provider to self-quarantine due to concerns related to COVID-19; (2) caring for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons; or (3) experiencing any other substantially-similar condition that may arise, as specified by the Secretary of Health and Human Services, you are entitled to compensation at 2/3 of the greater of the amounts above.

      Under these circumstances, you are subject to a maximum of $200 per day, or $2,000 over the entire two-week period.

      If you are taking expanded family and medical leave, you may take paid sick leave for the first ten days of that leave period, or you may substitute any accrued vacation leave, personal leave, or medical or sick leave you have under your employer’s policy. For the following ten weeks, you will be paid for your leave at an amount no less than 2/3 of your regular rate of pay for the hours you would be normally scheduled to work. The regular rate of pay used to calculate this amount must be at or above the federal minimum wage, or the applicable state or local minimum wage. However, you will not receive more than $200 per day or $12,000 for the twelve weeks that include both paid sick leave and expanded family and medical leave when you are on leave to care for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.

      To calculate the number of hours for which you are entitled to paid leave, please see the answers to Questions 3-4 that are provided in this guidance.
  • What is my regular rate of pay for purposes of the FFCRA?
    • For purposes of the FFCRA, the regular rate of pay used to calculate your paid leave is the average of your regular rate over a period of up to six months prior to the date on which you take leave. If you have not worked for your current employer for six months, the regular rate used to calculate your paid leave is the average of your regular rate of pay for each week you have worked for your current employer.

      If you are paid with commissions, tips, or piece rates, these wages will be incorporated into the above calculation.

      You can also compute this amount for each employee by adding all compensation that is part of the regular rate over the above period and divide that sum by all hours actually worked in the same period.

  • May I take 80 hours of paid sick leave for my self-quarantine and then another amount of paid sick leave for another reason provided under the Emergency Paid Sick Leave Act?
    • No. You may take up to two weeks—or ten days—(80 hours for a full-time employee, or for a part-time employee, the number of hours equal to the average number of hours that the employee works over a typical two-week period) of paid sick leave for any combination of qualifying reasons. However, the total number of hours for which you receive paid sick leave is capped at 80 hours under the Emergency Paid Sick Leave Act.
       
  • If I am home with my child because his or her school or place of care is closed, or child care provider is unavailable, do I get paid sick leave, expanded family and medical leave, or both—how do they interact?
    • You may be eligible for both types of leave, but only for a total of twelve weeks of paid leave. You may take both paid sick leave and expanded family and medical leave to care for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons. The Emergency Paid Sick Leave Act provides for an initial two weeks of paid leave. This period thus covers the first ten workdays of expanded family and medical leave, which are otherwise unpaid under the Emergency and Family Medical Leave Expansion Act unless the you elect to use existing vacation, personal, or medical or sick leave under your employer’s policy. After the first ten workdays have elapsed, you will receive 2/3 of your regular rate of pay for the hours you would have been scheduled to work in the subsequent ten weeks under the Emergency and Family Medical Leave Expansion Act.

      Please note that you can only receive the additional ten weeks of expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act for leave to care for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.

  • Can my employer deny me paid sick leave if my employer gave me paid leave for a reason identified in the Emergency Paid Sick Leave Act prior to the Act going into effect?
    • No. The Emergency Paid Sick Leave Act imposes a new leave requirement on employers that is effective beginning on April 1, 2020.

  • Is all leave under the FMLA now paid leave?
    • No. The only type of family and medical leave that is paid leave is expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act when such leave exceeds ten days. This includes only leave taken because the employee must care for a child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.

  • Are the paid sick leave and expanded family and medical leave requirements retroactive?
    • No.

  • How do I know whether I have “been employed for at least 30 calendar days by the employer” for purposes of expanded family and medical leave?
    • You are considered to have been employed by your employer for at least 30 calendar days if your employer had you on its payroll for the 30 calendar days immediately prior to the day your leave would begin. For example, if you want to take leave on April 1, 2020, you would need to have been on your employer’s payroll as of March 2, 2020.

      If you have been working for a company as a temporary employee, and the company subsequently hires you on a full-time basis, you may count any days you previously worked as a temporary employee toward this 30-day eligibility period.
Employees Rights Under Families First Coronavirus Response Act (FFCRA)
Employee Request for Emergency Family and Medical Leave
COVID-19 Emergency Work From Home Agreement for OPS and Student Employees

As the university prepares for enhanced social distancing and maintaining operations, the COVID-19 Emergency Remote Work Procedure for OPS and Student Employees is now being activated.

The COVID-19 Emergency Remote Work Procedure provides for expedited approval for university OPS and Student employees to temporarily work remotely due to the COVID-19 pandemic. The procedure provides for departmental-level approval of emergency remote work arrangements to achieve the university’s objective to increase social distancing for employees.

Please always confer with your supervisor on work assignments and status of the university services. If you have been designated as a work from home OPS or Student Employee you should immediately review the Procedure document for guidance and visit Confluence for assuring you have activated your remote access to your University Desktop. (Call ITS HELP DESK if you need additional assistance (850) 474-2075.)

Please call Human Resources if you have any questions (850) 474-2694.

Tips for Supervisors of Remote Workers

Right now, remote working, or working from home, has become more than a trend. It's now a necessity at the University of West Florida due to the outbreak of COVID-19. Many of UWF supervisors are finding themselves suddenly supervising and managing a remote worker or a team of remote workers. Honestly, that can be scary, especially if it's the first time you've ever had to do so and didn't have a lot of time to prepare.

If that's you, this list of tips will help you set up yourself and your team for success:

  1. Have a Daily Check-In
  2. Communicate a Lot

Whenever possible, this should be one-on-one, and face-to-face via video. Phone conversations, text messages, and email go only so far. Your team needs to see you, and you need to see them. The good news is that services like Zoom or Google's Team Hangouts make this relatively easy. Although daily check-in is recommended, try not to go a business week without a face-to-face check-in with your employees.  The purpose is simple--set the agenda and provide the feedback and resources your team members need.

It probably goes without saying that you should be in regular communication with your team. One of the hardest things about working from home, especially if you're used to an office environment, is the sense of loneliness and isolation that can set in. That's especially true considering that many people are practicing social distancing. 

Remember to offer the Employee Assistance Program (The EAP-Aetna Resources for Living) to your employees.  The EAP has many resources for employees who are trying to cope with our new work situation.  The EAP user name and password is UWF.

  1. Take Advantage of Technology
  2. Manage Expectations

As a supervisor, your job is to keep your team connected. Communication tools like Zoom, Google Hangouts, and Google Docs are a simple way to keep everyone engaged. While email and text messages might be a short-term solution, these types of tools are far better suited for collaboration and communication. Some of the collaboration tools are even available free right now (Google Hangouts and Zoom).

Help your team figure out what they should do, and create realistic expectations for their work. By the way, "managing expectations" applies to you as a supervisor as well. Set yourself and your team up for success by clearly stating both the tasks and the reasons behind them, and help your team understand exactly how you will measure success.

That means defining the scope, deadlines, and deliverables for each task or project your team is working on. Otherwise, don't be surprised if a few weeks from now you find yourself wondering what everyone was doing. Which brings us to ...

  1. Focus on Outcomes, Not Activity
  2. Be Flexible

It's not possible to supervise every aspect of the work done by a remote team. For what it's worth, you shouldn't be trying to supervise every aspect of any team's work, but especially when your team is distributed across different locations. Instead of focusing on activity or hours worked, focus on the outcomes and measure your team accordingly.

Understand that, especially in the current environment, your team has a lot going on. That's not an excuse for not getting things done, but it is a reason to reconsider what productivity really means. Punching a clock for eight hours is out. Regular work hours are also probably out for many people. Instead, trust your team and give them the freedom and flexibility to get work done on the schedule that helps them be the most productive. That's good for your team in the long run anyway.

  1. Provide Alternate Assignments
  2. Research a topic in your area and provide a written summary of the research topic.
  3. Provide scholarly articles for the employee to read. Have them write a brief summary of the article.
  4. Read the department’s standing operating procedures and provide suggestions for edits.
  5. Professional Development—UWF has the following available for on-line learning:

During this time of remote work, you may have to provide alternate assignments to your employees.  Alternate assignments should be related to the department, their duties, etc.  Here are some examples of alternate assignments:

  • Hoonuit (formerly Atomic Learning): A video-based technology training tool. Students and employees can access training on everything from Microsoft Word, Excel, Access, PowerPoint, and basic computer literacy for PC and Mac. Students and employees can also access trainings on Adobe products, Google Docs, APA / MLA/ Turabian Research Formats, Web Development, Career Skills, etc.!  
  • Cross-Cultural Competency Certificate Program:University of West Florida faculty, staff, and students are eligible to earn the Cross-Cultural Competency Certificate. Participants must complete the Core Course as well as five additional online or in-person courses within a two-year period to earn a certificate. Contact inclusion@uwf.edu for more information.  

Hoonuit also includes such topics as:  communication, strategies for working with a group, how to create a unique presentation, customer service, etc.

Hoonuit can be found by searching Hoonuit on your MyUWF page.  There is a search bar at the top of the page to look for topics. 

  • Aetna Resources for Living (EAP) online training:The username and password are UWF.  You can sign up for the online training at the bottom of the page.
  • EVERFI (formerly Law Room): All courses that are available for employees to take are listed on each employee’s account page in EVERFI. EVERFI can be found by searching Law Room on your MyUWF page.
Tips for Remote Workers

Employees who work remotely often find it is different than they expected, requiring new skills and habits. The following tips can help:

DEFINE YOUR WORKSPACE

It can be easy to sit on the sofa with your laptop and expect to get work done. But keep in mind that we are creatures of habit and most of us are used to lounging with our laptops to read the news, watch TV, play games and chat with friends and family. Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work.

MASTER THE BASICS

Work with their supervisors to receive approval in advance and develop a plan that allows them to meet deliverables and maintain communication, productivity and efficiency.

A few steps to get you started:

  • Add your schedule to your email signature line.
  • Learn how to remote into the UWF network and access other online tools you regularly use. Visit Continuity Tools provided by ITS for more information.
  • Check out Zoom, Google Hangouts, Google Docs, or another instant messaging client to stay connected to your colleagues.
  • Plan for video calls/meetings by making sure you know how to turn on your computer’s camera and microphone and being aware that your colleagues may be able to see the background behind you. Note: Ceiling fans and lights are not a good combination for video call/meetings.

SET DAILY GOALS, TRACK THEM, AND SHARE YOUR PROGRESS

You may be surprised by how differently the workday passes without normal office interruptions that break up your day or influence what you do next. Start each day by writing down what you need to achieve and then track your progress. Pay attention to how long tasks take you and start adjusting your daily goals to match your current rhythm. Communicate with your supervisor and/or colleagues if you think your plan needs to be adjusted.

ELIMINATE DISTRACTIONS

If home is where your heart is then work from home can mean pets, children or a favorite hobby are only a few feet away. Depending on your living arrangements, you may need to hang a “do not disturb” sign so your family members don’t interrupt you. Pets often need a closed door to keep them away and headphones can help block out noise.

PRIORITIZE PRIVACY

Whether you are in your home or a common area, take five minutes to assess the privacy of your workspace. Can someone standing behind you read your computer screen? Are your windows open so your neighbor can hear your phone call? What information do you need to secure before grabbing a cup of coffee or heading to the restroom? Your personal privacy matters too, so see if there is anything around you that would not want visible during a video conference with others.

STAY CONNECTED

Many people say they do not call or instant-message colleagues who are working remotely because they don’t want to bother them. Remember, they are working too. You should feel confident about calling or messaging a fellow employee who is working remotely anytime you would walk to their office or call them if you were working on-site. You can even keep your daily coffee run – simply plan to call or video chat with a cup in hand at the time your crew would normally walk to your favorite spot.

DRESS FOR WORK

Just like sitting on the couch can make us feel a little too relaxed, wearing pajamas all day makes it hard to get into work mode. Dressing casually is definitely a perk of working at home but getting “ready for work” is a daily ritual that many who work from home swear by.

 

What You Need to Know if You Have a Work Related Injury During COVID-19

If you have a work-related injury on campus, or working remotely, please complete a Report of Injury form and submit it to Human Resources as soon as possible after the injury. Failure to report an injury may result in employee’s forfeiture of right available from workers’ compensation.  Please include as much detail regarding your injury on the form.

Human Resources will report your injury to Amerisys.  You will receive an email with a claim number and phone number to schedule your Workers’ Compensation related appointment.

In order to reduce the chance of spreading the Coronavirus, Baptist Occupational Health has sent guidelines we need to follow in order to be in compliance with fluid CDC guidelines with regard to protecting the employees and following the required social distancing with their patients and staff.

  1. Effective immediately WALK-INS ARE NOT BEING ACCEPTED AT THIS TIME other than an initial injury that requires same day triage. We do ask that you call ahead so we coordinate the correct procedure to protect your employee. 850.208.6400 Option 1
  2. All appointments will need to be scheduled, and limited to critical need services only. If an employee does not show up at the appointment time, we reserve the right to reschedule them for the next available time if possible for such services. Please advise all employees to not bring family members into the Medical Park building and Occupational Health clinic unless they are required for assistance. We may then ask them to wait in a separate location until the appointment is completed. Supervisors attending with employees should also be aware that limitations are in place and may be requested to wait in a separate location also.
  3. Only exams and physicals that are critical to employment status will be performed; new hire exams will be available for critical positions only.
  4. Respirator Fit Tests are limited to those that are part of critical need or new hire scenario only at this time. Please remember to send the employee with their mask. If they do not have a mask, we do not have the resources to supply one at this time and therefore the service will not be performed.
  5. Drug Screens will be performed for new hires critical position only, post-accident and reasonable suspicion only. Please call ahead to schedule these.
  6. Workers Compensation follow up visits are being scheduled based on provider assessed need and complexity. Please be aware this is to assist in managing the case appropriately at this time. We will be contacting you and your employee regarding this.

We are working diligently to stay focused on meeting the needs of our employees in these challenging times. Please be patient with us, and know that we are working in the best interest of our employees at all times.

For questions regarding Worker’s Compensation, please contact Human Resources at 850.474.2694.

Coping with Coronavirus

UWF's Employee Assistance Program (EAP) is providing resources to all employees for coping with COVID-19. If you have concerns, please visit the Aetna EAP site for information on the following and more:

  • National resources - information from the CDC and Aetna
  • Articles
    • Adjusting to remote work
    • Managing a remote team
    • Ways to stay connected without leaving your home
  • Infographics
    • Things to do while staying at home
    • Ways to stay CALM
  • Telehealth and Immunizations
    • On March 26, 2020, Governor DeSantis issued Executive Order #20-85 directing the Department of Management Services to amend its state plan documents with its health maintenance organizations (HMOs) and preferred provider organization (PPO) contracts to allow for telehealth services and immunizations in retail pharmacies. These services are available for the duration of the public health emergency period at no cost to the member, if network providers are used.  More details are provided in the Letter to Members provided by the Department of Management Services.


News and Announcements:

To learn more about what is happening in Human Resources and around campus, review the articles below.

 

Open Enrollment - October 19, 2020 through November 6, 2020

Once a year, employees have the opportunity to make changes to insurance enrollment without a Qualifying Status Change (QSC) event. Please review the Open Enrollment Overview page for various information, including:

  • Enrollment step-by-step guides and tips
  • Insurance plan information and 2021 Benefits Guide
  • What’s New for 2021
  • Schedule of Benefits Fair Webinars to learn more about your options

Employees who change benefits for Plan Year 2021 must provide a Confirmation Statement of People First enrollment to UWF Human Resources for proper processing to avoid lapses in coverage.

Special Announcement (Gabor Agency Open Enrollment)

UWF and the Gabor Agency are pleased to announce special open enrollment dates for the University’s Group Disability Insurance with The Standard and Group Whole Life Insurance with Mass Mutual Life.  

These Special Open Enrollments are being offered from October 5, 2020 to December 4, 2020 and are independent from the State of Florida’s annual benefits open enrollment

The COVID-19 Pandemic has affected most of us in one way or another and has certainly made us all aware of the overall importance of financial wellness and planning ahead. It is essential now, more than ever, to plan for your family’s well-being.

An overview has been provided on the Group Disability Insurance and the Group Whole Life Insurance plans for your review.

Please call Human Resources, if you should need any assistance: (850) 474-2694.

OPS Staff/Student Effort Recap is now a DocuSign Template

Effective immediately, OPS Staff/Student Effort Recaps are to be submitted using the "OPS Effort Recap" template in DocuSign. More information and instructions can be found on the Human Resources Time and Leave Reporting web page.

In order to be able to send documents through DocuSign you must take the DocuSign Sender training which is available through SCOOP and be set up as a Sender by ITS. Please refer to the "Obtaining DocuSign Sender Certification" process in Confluence. You will then be able to send an OPS Staff/Student Effort Recap using the “Use a Template” feature in DocuSign. If you have questions, please contact Carol Gentry at 474-2605 or Nicole Zamary at 474-2608.

Quick checklist for the coming June through November Hurricane Season and potential Campus Closings for 2020.
  • Please be sure to review your office procedure for closing and securing offices.
  • Instructions for leave reporting for each emergency closing will be posted to the Human Resources homepage.   
  • Remember to bring your leave reports and time sheets up-to-date prior to your departure.
  • Please print out a copy of the Insurance Contact Information details. 
  • Be sure to print out a copy of the Workers' Compensation Report of Injury‌ Form. 
  • You may want to bookmark the University Police  and Environmental Health and Safety web pages
  • Remember that official information regarding the closing and reopening for University of West Florida Employees is FM Radio 88.1 WUWF and the UWF Home Page.

Those who will be on the critical work team during the closing should confirm their contact information is up to date with their supervisor prior to departure and review the emergency Worker’s Compensation Injury reporting process for that period.

Shared Savings Program - New Video Released

Learn more about your State of Florida Shared Savings Program benefit and how you can get rewarded for shopping. More information is available now, including a new video training on how to earn rewards.

UWF Workplace Flexibility Program Manual

This is a manual to guide employees and supervisors in setting up a workplace flexibility plan. Additional information can be found in the UWF Workplace Flexibility Program Manual. The Telecommute Addendum is required to be submitted as part of the agreement.

 


To view our job openings, go to careers.uwf.edu.


 

General Data Protection Regulation

The University of West Florida (UWF), is committed to safeguarding the privacy of personal data. UWF is subject to the European Union General Data Protection Act (GDPR) if data is provided from a location in the European Union. For more information on whether the GDPR applies to your personal data, please visit the EUGDPR website. For detailed information and to learn more, please visit the UWF General Data Protection Regulation webpage or the UWF EU GDPR Privacy Notice. For information as to how this pertains to Human Resources, please visit the UWF Human Resources GDPR Privacy Notice.


Combined Annual Security & Fire Safety Report

The University of West Florida is committed to assisting all members of the UWF community in providing for their own safety and security. The 2019– 2020 Combined Annual Security and Fire Safety Report is available on the University of West Florida Police Department website.

The website and booklet contain information regarding campus security and personal safety including topics such as: crime prevention, fire safety, university police law enforcement authority, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. They also contain information about crime statistics for the three previous calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the University of West Florida; and on public property within, or immediately adjacent to and accessible from the campus.

If you would like to receive a hard copy of the 2018–2019 Combined Annual Security and Fire Safety Report which contains this information, visit the UWF Police Department at Building 94 or request a copy be mailed to you by calling 850-474-2022. This information is required by law and is provided by the University of West Florida Police Department.