Staffing and Employment FAQs
It is important to note that per State and County Public Health Department guidance, most employees will continue to work from home through an uncertain date in the future. Even when your team is approved to return to campus, to the extent possible, those staff with duties conducive to remote work should continue to work from home. Below are FAQs regarding staffing and employment. This is a fluid situation and FAQs will be updated as situations change and information becomes available.
The situation is very fluid and the future return to campus is dependent on state and local health department guidance. This will be a slow and gradual phased return to campus, with the majority likely continuing to work from home through the fall if the position is conducive to remote work. Departments will be notified by their respective Cabinet member once approved to return to campus. Emphasis on remote work, where feasible will be encouraged for an extended period of time, even when a unit has been notified they can resume on-campus operations.
Those with positions conducive to remote work should continue to work from home. It is encouraged to the extent possible for supervisors to be flexible with schedules, while ensuring overtime is not incurred. If your office is tapped to return, reach out to your HR partner to discuss scheduling options.
Under normal circumstances, non-exempt employees should record actual hours worked on their timesheet.
Due to the current environment, starting with the pay period ending on March 31 and until further notice, non-exempt staff fall into one of the two categories for completing their timesheets:
- All benefits eligible non-exempt employees who are either not working or working reduced hours due to the shelter-in place order should record on their timesheet their regular scheduled hours; or
- For those who continue to work their regular hours, actual hours worked should be entered on their timesheet.
For either case above, vacation and/or sick leave reporting still apply. At this time, overtime hours should not be scheduled for non-exempt employees, however, if hours worked exceed their normal scheduled hours, the hours must be reported and the employee must be paid for actual hours worked. The overtime hours should then be discussed with the employee to ensure that overtime is not incurred in the future.
Falsification of timesheets is a violation of university policy and employment laws. Violators may be subject to disciplinary action. Supervisors may consult with HR and/or ask for task/status reports from direct reports.
Note: Special timesheet instructions apply during the shelter-in order: https://www.scu.edu/ts-covid-19/
To the extent possible and based on business needs, a rotating schedule is encouraged during the phased return.
There may be a need for adjustments to service levels, turn around times, and programming based on staffing levels. Temporary reassignments may also be explored for employees with a reduced workload.
If the position is conducive to remote work, the employee should continue to work from home. Supervisors and/or department leadership will determine which positions will return to campus based on business need. If due to personal circumstances an employee cannot return or does not want to return, your HR liaison should be consulted to discuss options. Flexibility is strongly encouraged.
The determination is made by the supervisor/department head and should be based on department business needs. Remote work should continue to the extent possible during COVID. Supervisors, in collaboration with department leadership, will determine which positions will return to campus based on business needs. If due to personal circumstances an employee cannot return or does not want to return, your HR Partner should be consulted to discuss options. Flexibility is strongly encouraged during the phased return.
Employees should be reminded that while they are working remotely, all employment and time reporting policies and laws continue to apply. Communicating this expectation during one-on-one meetings and staff meetings is a good strategy.
Policy 215: Meal and Rest Periods
If your work is conducive to remote work, you may continue to work remotely if you are able. If you are not able to work remotely, please contact leaves@scu.edu to discuss leave options.
Departments wishing to hire student employees for the summer should obtain the appropriate approval from Lisa Kloppenberg, John Ottoboni or Michael Crowley. Please note: student employee hire approvals made for the spring quarter do not automatically carry forward to the summer. Students may also be limited on space availability (with new safety guidelines) and/or department’s budget constraints.
Should there become a need for furloughs or layoffs, your HR Partner will provide supervisors with guidance.
In the event of a layoff, there may be a need for adjustments to service levels, turn around times, and programming based on staffing levels. Divisions may need to explore reassignments within their unit.
Ideas for cost-saving measures may be discussed with your business manager or department head.