Supervisor Support: Timesheets, Encouraging Continuity and Peripheral Equipment

Monday, March 23, 2020, 1:40 p.m.

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

We did it! In just a week’s time, we transitioned more than 90% of our classes to an online environment. Learning Support and Student Services are now available virtually as well. This is a major accomplishment that would have been impossible without your innovation, leadership and collaboration.

Additionally, supervisors have led their teams through a transition to remote work, helped navigate technology issues, role-modeled change management and provided the necessary support, humor and care to their teams throughout our college community. Kudos!

As you continue to manage your teams remotely, please remember to support your non-exempt staff members (who complete time-sheets) through accurately recording their time. Here are a few reminders about Web Time entry.

  • All full-time, non-exempt employees should document the hours they actually worked during the campus and location closure in the Web Time entry system. Full-time, non-exempt employees who did not work 40 hours should enter the hours they were scheduled to work during the closure but did not work as “Leave with Pay” in the Web Time entry system.
  • Part-time hourly faculty and staff members (including night-shift employees) should document the hours they were scheduled to work during the designated period as “Leave with Pay” in the Web Time entry system. Existing timesheet deadlines will still apply.
  • For employees who do not have access to technology, please click “Submit” the day after the timesheet entry deadline and then “Change Record” to enter their hours for them. Once entered, please click “Save” and then “Approve.” Make sure that any corresponding leave requests are also submitted.

As Sandy indicated in his email yesterdaywe will remain primarily a remote team through at least the end of the spring term and will not consider returning to our normal patterns of work until at least Monday, April 27, 2020. This additional time working remotely causes us to think critically about how to maintain the continuity of our services and operations and engage our teams at a distance. Here are a few tips to help you in that effort:

  • Setting expectations: It is important to clearly set expectations at the beginning of each week. Work with your non-exempt staff to determine a clear work schedule, with a start and end time that considers their personal situation and the operational needs of the College. Remind your staff members that overtime must be preapproved and make sound decisions about the circumstances that would necessitate overtime.
  • Determining the work: We want as many employees as possible to actively contribute during this period of remote work. Determine what tasks need to be accomplished and by whom. In addition to your day-to-day work, now is the perfect time for you and your team to complete departmental projects that are otherwise difficult to work on. Think creatively about what can be done and communicate those expectations to your team. For more tips on managing productivity remotely, click here.
  • Supporting your team: It can be challenging to support your team during these times of uncertainty. In addition to communicating with your team often, remember to have empathy and compassion as some team members may have difficulty adjusting to this new way of working. For tips on supporting your employees during unfamiliar times, click here.

Lastly, please note that any technology requests for you or your team will be distributed this week. Due to the extended time for remote work, Valencia will allow employees to retrieve their permanently assigned monitor, keyboard, and mouse from their work location. Click here for more guidelines on peripheral equipment.

We truly appreciate your continued leadership and partnership in leading during the period of remote work. We recognize that this is a challenging time for many in our Valencia community, in our professional and personal lives. Please continue to support each other, lean on each other and reach out for assistance if you need anything.

As a supervisor, you may feel a sense of duty or obligation to get your team through this time, and it is important that you identify how you plan to maintain a work-life balance, reach out for support and take time for yourself. You are best equipped to support others if you are taking care of yourself, and your actions will serve as a model for your team. If we can be of any assistance in helping you navigate this, connect with any of our Organizational Development and Human Resources (ODHR) team for support.

To further extend our support to you, a member of the ODHR team will be contacting you before the end of the week to learn about the ways we can support you and your team.

If you have any questions before then, please contact ODHR at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-299-5000, extension HR4U (4748). You are also welcome to contact me directly at abosley@valenciacollege.edu.

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