Staff Information

 

Quick Links:

 

Information and Helpful Tips Administrative Leave Dining and Transportation Other Services Travel
Events Commencement Other Information Resources Stay Informed

Information and Helpful Tips for Staff

Working Remotely
UNC Charlotte's commitment to safely and effectively meeting the public health challenge presented by COVID-19 extends to ensuring that University employees can work from home or another remote location whenever necessary. All non-mandatory employees should plan to work remotely until further notice if they are able. 
 

There are still options if non-mandatory employees can’t telework
If there is a non-mandatory employee who cannot reasonably telework, there may be other work that can be done in a safe and social distancing manner (e.g., landscapers, BES staff or any number of others throughout the campus). The principle, again, is to encourage teleworking where possible, or work on-campus in a legitimate way through social distancing. Department managers should think flexibly and consult with HR with any questions or issues. 

Supervisors and employees should review University Policy 101.22 Flexible Work and Telework Arrangements to understand possible teleworking scenarios.  Guidance on Supplies and Equipment Expenses While Teleworking should also be reviewed by supervisors and employees.

The Difference between Mandatory and Non-Mandatory Employees

University Policy 701 “Adverse Weather and Emergency Events” provides guidance on the difference between mandatory and non-mandatory employees.

Your supervisor will determine your status and let you know if you are mandatory. Those employees whose presence has been determined to be mandatory to University operations during certain types of adverse weather or emergency events and whose services support critical University activities or infrastructure are considered mandatory employees. When required to report to work during these events, the employee is expected to use sound judgment with respect to maintaining personal safety given their individual circumstances, but also to make a substantial and good faith effort to reach the work site in a timely manner.

Mandatory employees will receive notice from an appropriate supervisor, requiring that the employee report to work on campus regardless of operating condition.

Please note: An employee can be designated mandatory by their supervisor at any time. It is also possible for an employee to be designated mandatory for only part of an emergency situation. In other words, it may be possible to be required to report to campus week one but be able to work remotely week two -- or vice versa. 

Everyone is still important to the success of the University
This does not in any way imply that one being mandatory and required to report and work on campus is more important than one who might be non-mandatory and allowed to work remotely/telework, if possible. In fact, for most who can work remotely and who are not necessarily required to work and provide a service in person on campus, it is safe to assume that such teleworking non-mandatory employees are and should be engaged in many critical and important tasks, just providing such work and service remotely versus in person.

Student and Temporary Employees
UNC Charlotte encourages supervisors to be flexible and creative in considering temporary telework arrangements so that the work of your department continues. Supervisors of these employees should do the following:
  • Determine if the work their student or temporary employee is doing can be done remotely.
  • Ensure that employees can accurately account for their work and timekeeping is handled appropriately.
  • Assess if their employee has the necessary access to work remotely, especially when handling sensitive data.

  • As outlined above, managers with student and non-temporary employees who cannot telework but may be able to work safely through social distancing in a meaningful way have discretion to consider on-campus work arrangements.  

If the situation meets the above criteria, then the student or temporary employee may work remotely or safely on campus. 

Please contact Tracy Worthey at 704-687-0670 or Teresa Shook at 704-687-0671 for more information. 

PLEASE SEE BELOW FOR ADMINISTRATIVE LEAVE INFORMATION. 

Understanding the Supervisor’s Role

Supervisors are responsible for designating their employees mandatory or non-mandatory and working through the teleworking arrangements. Supervisors should use good judgment and rationale in the days ahead to balance the essential business needs of the University with the health and well-being of their employees, with maximum flexibility provided to employees whenever possible. 

Guidance for Supervisors in Managing Teleworking Teams
  • Understand the Technology: Make sure your employees have the technology and system access they need to work remotely and are comfortable using it. 

  • Get on the Same Page: Talk with your team together and each person about your and their expectations of working remotely. Create working agreements and goals to encourage accountability and measure success. 

  • Don’t Stop Meetings: Continue team meetings and one-on-ones, check in throughout the day to ask if they need anything. This may look different for different employees depending on their needs and experience level.

  • Find New Ways to Connect: Use WebEx, with video, for meetings when possible. As appropriate, continue to connect via phone, email, Jabber or Google Hangouts, etc. 

  • Trust Matters: Trust your employees just as you would if they were in the office and manage accordingly. Great employees will still be great employees when working remotely! 

  • Build Culture: Identify team norms and encourage positive cultural aspects. For example, some teams are very collaborative -- find ways to continue that virtually.

  • Establish Office Hours: Working remotely does not mean working 24/7. Identify, discuss and respect boundaries such as “office hours."

  • Be Flexible: Periodically review working agreements and modify as needed to ensure work is getting done and employees stay engaged.

Download Eight Tips for Managing a Teleworking Team. 

Guidance for Employees to Be Successful Teleworking
  • Know Your Tools: Avoid frustration and maintain productivity by testing technology and accessing files remotely before you need it. Consider forwarding your calls and learn to access voicemail remotely.

  • Set Your Space: Find a comfortable, quiet spot where you can focus and maintain an ergonomically-sound work environment

  • Structure Your Day: As appropriate, keep your same work hours and structure your day like you were going into the office. It’s important to maintain boundaries around hours. Plan for meal breaks just like you would in the office.

  • Communicate: You won’t “see” everyone in the hallways, but it’s very important to stay connected with your coworkers and clients. Use all of your tools to stay connected -- Skype, MS Teams, phone calls and emails are just a few.

  • Be Proactive with Your Manager: Keep your manager up to speed on your accomplishments, struggles and areas in which you need assistance. Plan to provide regular and frequent status reports as appropriate.

  • Avoid Distractions: Plan your work space and schedule to minimize distractions. Limit interactions with family members, friends, and pets to break periods or after your work day ends.

  • Stay Healthy: Make sure you periodically stretch, walk around, and frequently look away from your screen. Use your calendar if you need a reminder!

  • Adhere to UNC Charlotte’s Policies: While you are working remotely, you are still “at work” so be sure to follow UNC Charlotte’s policies including downloading apps and visiting websites on work computers.

Download Eight Tips for Teleworking Success 

Administrative Leave

Additional information on the changes to Administrative Leave can be found in the June 26 HR message.

After consultation with the Office of State Human Resources (OSHR), the UNC System Office recently issued new guidance on work and leave provisions effective July 1 and in place until revised or rescinded. For Administrative COVID-19, the following changes are in effect:

  • Employees who cannot telework: Employees who cannot telework due to the nature of their jobs may continue to use the modified Administrative Leave COVID-19. However, the amount of administrative leave to be used has been reduced to one-third of the employee’s pay for the scheduled hours they cannot telework. 

  • High-risk employees: Administrative Leave COVID-19 is no longer available for high- risk employees. Employees not working due to high-risk situations must use their own leave or leave without pay. Employees who are considered high risk or are caring for individuals who are considered high risk must submit either a Request for High Risk Special Consideration Form or Request to Return to Work Form to HR.

  • Elder care needs: Employees who need to use Administrative Leave COVID-19 for elder care needs due to COVID-19-related elder care facility closings can receive administrative leave at the original two-thirds rate for a maximum of 12 weeks. This mirrors the childcare provisions of the Families First Coronavirus Response Act (FFCRA). Once an employee has exhausted 12 weeks at the two-thirds rate, the administrative leave will be reduced to one-third rate, as long as administrative leave is still in effect. 

As a reminder, employees can choose to supplement the Administrative Leave COVID-19 pay with their available leave. Leave will be used from their available leave balances in the following order: Compensatory Time (all types) > Sick Leave > Vacation Leave > Bonus Leave (BONSAL, then BONSPL, then BONREG).

Families First Coronavirus Response Act 

The federal Families First Coronavirus Response Act (FFCRA) was enacted to address the impact of COVID-19 in the United States. This includes two types of leave that apply to the University and provide paid leave benefits to eligible University employees. This regulation is effective April 1, 2020, and expires Dec. 31, 2020. More information and resources are available on HR’s FFCRA webpage.

COVID-19 Leave Bank

The new guidance from the System also allows for the opportunity for institutions to create a “leave bank” so employees can donate leave to colleagues who cannot work due to COVID-19 but who have exhausted their accrued leave, similar to the voluntary shared leave program. Unlike the voluntary shared leave program, donations for this new program are made to a leave bank, not to individual recipients. The donations will be equitably distributed to all employees who meet eligibility criteria.

For more information on both donating and receiving leave, please visit the HR website.

Dining and Transportation

Dining and transportation information can be found on the Auxiliary Services website.

Other Campus Services

Most campus services are operating in a virtual capacity. To find more information on specific areas, offices and services of the University, visit the respective area's webpages for hours of operation and other changes.

Travel

Please review these travel FAQs for the latest information. 

Events

Camps -- All in-person camps at UNC Charlotte scheduled for July and August have been canceled. Any camps that can transition to an online or remote delivery may continue. 

Events and Conferences -- All other events and conferences at UNC Charlotte and those sponsored by the University at off-campus locations are canceled through July 31. Information about events and conferences beginning Aug. 1 will be shared by June 30.

Commencement

Visit the commencement website for more information and up-to-date information.

Other Information

Return-to-campus guide
As faculty and staff begin to return to campus ahead of the start of fall classes, the University has developed a guide with information regarding health and safety practices, cleaning standards and other resources. This guide can be found on the Niner Nation Cares website homepageWe also know all the information you need won’t be found in this version of the guide. There are still questions to be answered, and we are working diligently to get the needed information to you. We will provide an updated version of this document before classes resume. A similar document will be developed for students and families, too.

Campus Signage
A working group is developing a variety of signage options for the return to on-campus operations as part of a comprehensive fall operations communications strategy. Departments and units are asked to please refrain from making their own signs. More information and ordering should be available to managers in the next one to two weeks. In the meantime, please reach out to ba-comms@uncc.edu with any questions. 

Parking Information

Mail and Package Services
Mail Services will deliver to mailrooms on campus on Mondays, Wednesdays and Fridays through the end of July. Departments are encouraged to have their outgoing mail ready for pick up by 10 a.m. View all of Mail and Package Services’ operational updates.

Faculty Staff Textbook Loan Program
Faculty and staff who took advantage of the Faculty Staff Textbook Loan (FSTL) Program should either contact Linda Burke (lburke10@uncc.edu) to set up a time and date to return their textbooks or mail them back to the store at their own cost.

Building Access
Most buildings will remain on swipe access from 6 a.m. until 6 p.m., Monday through Friday, which means a 49er ID card will be required to enter buildings. This excludes the Student Health Center, Student Union, Facilities Operations and Parking Services (FOPS), Cato, Prospector, Auxiliary Services and the Facilities Management and Police and Public Safety building (FM-PPS). All buildings are in normal (locked) conditions from 6 p.m. until 6 a.m., Monday through Friday, and all day Saturday and Sunday. Faculty and staff who have already secured swipe access to a building will remain able to access that building during the normal locked conditions.

Resources

Emergency Fund for Students
For those who are able, there is still time to make a donation to the Student Emergency Fund. To date, the University has awarded more than $333,000 to approximately 900 students thanks to the generosity of donors. However, more than 700 additional students have requested support from the fund. All donations go to meeting that need.

Employee Support
UNC Charlotte offers employees experiencing economic difficulties access to emergency loans up to $250. Donations to the emergency loan fund can be made via the UNC Charlotte giving website. The North Carolina State Health Plan has also made some changes to further assist employees during this time, including the elimination of any co-pay requirement for COVID-19 testing.

Stay Informed

This continues to be a rapidly evolving situation, and we will share more details and information as it becomes available. The University will stay in touch with you through: 

  • NinerNotices: We will send notices as more information becomes available.
  • Website: We will continue to keep the Emergency Management website and FAQs updated with the latest information. 
  • Social Media: We will communicate with you on social media via the NinerAlerts Twitter and Facebook accounts and the University’s main Twitter and Facebook accounts. 

This page was last updated on Thursday, July 2, 2020.