Skip to main content
Search Icon
SEARCH

Telework Resources

Last updated 3/20/2020

First I want to thank all of you for the work and time you have put into the pandemic planning and responses to the COVID-19 planning . All faculty and staff have been helpful, cooperative, supportive and willing to do whatever it takes to make sure that our students receive the education and services they need and deserve. Thank you to all of the employees, including student workers and graduate assistants, in offices that helped to make it possible for mandatory telework and to those who will be keeping the lights on for our students still residing on campus.

Thank you all,
Deb Kerkaert
Vice President for Finance and Administration

 


Communications

Return to Top

Housekeeping Items

  • This spreadsheet should be used to track any expenses related to COVID 19 that your office/program budget has incurred. We do have a separate cost center to which we will move approved expenses. For example the costs associated with travel that could not be refunded.
  • If you have student workers or graduate assistants that have worked on pandemic planning or COVID19 items, please track their hours worked on those activities on this spreadsheet also. For example, this the TRC workers helping to get laptops ready or he public safety students who have placed signage on doorways, etc.
  • For employees (faculty and staff), the system has created new codes to use in the ISRS e-timesheet system to record time spent on pandemic planning and/or administrative leave related to COVID-19. The COVID-19 leave rule changes are in effect as of March 18, so no changes should be made retroactively prior to March 18. Please refer to the Tracking COVID-19 Related Activities PDF.
  • For payments that need to be made to vendors, the approval of an invoice can be done through email while we are teleworking.
    • The email should include the following information
      PO # _________________ Final Payment? Yes or No
      Amount Approved ___________________________
      Date Items Received:__________________________
      Date Approved ______________________________
      and the PO# is P0xxxxx.
    • If you are able to scan and attach the invoice and email approval, please follow the usual Marketplace process. Otherwise, email the invoice with your approval to accountspayable@smsu.edu
  • If you will be on campus, please have your SMSU ID with you. Students, staff and faculty are welcome on campus as needed but we want to eliminate the general public as much as possible for the health and safety of our students, staff, and faculty. Therefore, our Public Safety personnel, may ask you to identify who you are so as to understand if you should be on campus or not.
  • If you want to transfer or forward your office phone to your home phone or cell phone, there are various options available. Please contact the Technical Resource Center (TRC) at 6111 to discuss the various options that best fits your situation.
Return to Top

Virtual Learning regarding remote work

Virtual Learning: Essential strategies and skills for teleworking

Whether you lead a team or are a team member, take advantage of these two virtual learning courses to help you boost productivity and work more efficiently from a distance.

Essential Skills for Managing Remote Workers

This course equips managers and supervisors to understand the demands of remote employees, how to coach them, and strategies to lead during a crisis. FREE

  • Tuesday, March 24 from 9 a.m. to 10:30 a.m.
  • Wednesday, March 25 from 1 p.m. to 2:30 p.m.
  • Friday, March 27 from 10:30 a.m. to 12 p.m.

Essential Skills for Remote Workers

This course provides practical guidance for teleworkers to learn the essential strategies and skills to produce your best work with the least amount of disruption to your work life balance. FREE

  • Tuesday, March 24 from 11 a.m. to 12:30 a.m.
  • Wednesday, March 25 from 3 p.m. to 4:30 p.m.
  • Friday, March 27 from 1 p.m. to 2:30 p.m.

How to Register?

Courses are available for the first 50 people who register. Register through Self Service. Select ELM. Select Find My Learning. Type “Essential” in the Search Finder bar and look for the course title.

  • Collaborate.
    Join an interactive virtual classroom to learn essential strategies and skills on teleworking.
  • Learn strategies.
    Join an interactive virtual classroom to learn essential strategies and skills on teleworking.
  • Gain best practices.
    Gain best practices for collaborating with your colleagues, staying connected with your manager, staying focused on your work, and keeping a work life balance.

Questions?

Contact ETD at etd.training@state.mn.us or 651-259-3646.

We are monitoring demand for the course and will continue to offer more dates as needed.

To request a reasonable accommodation and/or alternative format of this document, email ETD or call 651-259-3646.

Return to Top

Supervisor Information

Late in the afternoon of March 17,2020, Chancellor Malhotra sent a memo to Leadership Council regarding staffing continuity of operations/mandatory telework and flexible work options during the COVID-19 outbreak. Until further notice, all college and universities are directed to take immediate action to implement telework for all employees unless work responsibilities require an employee to be physically present on site. With the exception of the employees whose duties must be performed on site, all employees are expected to work from a remote location by the end of the business day on Friday, March 20, 2020.

MMB Telework Policy

  • Supervisor will need to create a remote workplace plan for their department by Friday, March 20, 2020 (see example).
  • Supervisor and employee will need to create a plan detailing how the duties of the employee will be met through telework or a combination of telework and on-campus presence by Friday, March 27, 2020 (see template).
    • Many of our employees have young children at home or other barriers that make it challenging to work remotely during their normally scheduled shift. Please keep this in mind as you meet with employees and try to accommodate by changing days of work, shifts, or hours of work.
  • Supervisors must inform employees if they are required to report to campus. Any on-campus presence must be identified in the work plan.
  • Employees cannot elect to be on campus unless required as per their work plan. However employees may come to campus to pick up work, if needed.
  • Work plans are fluid and may change or be updated as needed.
  • Remote working will change the nature of the job as there may be less interruptions. Below is a list of suggested other duties that can be assigned to employees so they are able to fulfill the required hours of their normal workday.
  • Please consider options for employees in positions that are required to be on campus to maximize social distancing such as adjusting work schedules, staggering shifts, moving to separate offices, etc.
  • We are recommending supervisors set up weekly Zoom meetings or conference calls with employees.

Other duties may include, but are not limited to:

  • Assigning on-line ELM training through the State of Minnesota Self Service
  • Create position manuals which document employees duties and how to perform them (great for succession planning)
  • Update departmental forms
  • Update department webpages
  • Process workflow documentation
  • Review departmental policy and procedures through an equity lens
  • Update position descriptions
  • Projects that have been put on hold
  • Assist other departments outside of current position that are in need of additional help

Thank you for your efforts to continue service to our students during this difficult time. Your patience and partnership is greatly appreciated.

Return to Top

Contacts

Technology Resource Center

Center for Online Learning and Teaching (COLT)

BA 539, Southwest Minnesota State University
1501 State St.
Marshall, MN 56258

Last Modified: 3/20/20 5:30 PM