Supervisor Support Regarding Campus and Location Closure

Sunday, March 15, 2020 – 2 p.m.

A Message from Amy Bosley, Vice President, Organizational Development and Human Resources

I hope you have enjoyed your Spring Break and that you are well rested. The tasks we have ahead of us in the coming weeks will require the very best from our whole Valencia College team. As we prepare to work remotely (with limited exceptions for employees who will need to work from a campus), your role as a supervisor is of critical importance.

I’m writing today with a few updates and some reassurance as we move into uncharted territory. While we are working to communicate often with employees, students and our community, the situation is shifting quickly. We must respond in real time so some of this guidance may change as the days unfold. Please thoroughly read all messages that are coming from College leadership and ensure that your team members do the same.

While Valencia campuses and locations are closed to students and the large majority of employees for the next two weeks (expected to reopen Monday, March 30, 2020), there is much work to be accomplished. All exempt and many non-exempt employees will work remotely as we strive to serve our students, continue their learning and academic plans, and keep our business operations running.

Here are a few things to consider as you prepare to work remotely and lead a remote team for the next few weeks:

– The College’s decision to close the campuses and locations and to ask many employees to work remotely is effective (currently) until Monday, March 30, 2020. This is a temporary measure, not a permanent arrangement.

– Begin thinking about the work to be accomplished in your team to support students and business operations over the coming weeks. Stay connected to your leadership and seek to understand the direction about priorities so that you can implement these within your team. Talk with your own supervisor about work that can be accomplished remotely.

– Put a plan in place for your remote team to remain connected to you and their colleagues. Develop a plan for what activities/projects need to be completed and by when — and follow up to see what support may be needed. For the non-exempt members of your team who are working remotely, clearly communicate expectations for when work will begin and end so that you may accurately approve their hours worked.

– Ensure that, to the extent possible, individuals have the basic equipment to be able to work from home including an internet connection and computer. Again, this is a short-term solution so be mindful and measured in the response.

– Remember that timesheets and approvals are still needed so that our colleagues can be paid. You’ll find much more information about this in our employee FAQs.

– Read up! There are excellent resources available online to help you plan and manage remote work. The biggest key to success is frequent, open communication. Here are a few of my favorite recent articles/resources:

Information security remains a critical priority for us, and in times of emergency, it’s easy to let our guard down. Especially with colleagues working from home, it is of utmost importance to use good information security protocols including not using open/public WiFi networks to conduct College business, to avoid storing personal information about students or employees on flash drives or personal devices, keeping desktop applications and browsers up-to-date, using anti-malware protection on personal devices used to access work applications and data, and being mindful of not clicking on phishing emails.

For many more questions and answers, please see the employee FAQs on our webpage. We continue to update these on a regular basis so check back frequently. We also will continue to update our webpage with the latest information from the College.

Our ODHR team is here to support you with questions or concerns you may have. We also ask that you connect with your own supervisor for additional guidance. Please continue to focus on the short-term issue ahead of us and make the best decisions you can to support our colleagues and our students. If you need immediate assistance, please feel free to call me at 407-227-9200 or email me at Many thanks for your leadership. It matters.

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