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Manager Resource Guide:
Staff Working Remotely
March 18, 2020
Table of Contents
Managing a Virtual Team 4
Requesting Time Off 5
Payroll, Records, HRIM, Pension and Benefits Information 6
Responsibility for Protection of IT Resources 8
Talent Acquisition Student Redeployment Service 9
Talent Development Service Delivery 9
UIT and Telecom Resources 10
Parking Guidance 10
Mail Service 10
Pay Considerations 11
Health, Safety and Well-Being Resources 13
Building Access Arrangements 14
Appendix A: Working from Home Protocol March 9, 2020
Appendix B: Memorandum Working from Home March 13, 2020
As a follow-up to President Lenton’s community message earlier, to ensure the health and safety of our
campus communities, support government recommendations and to prevent the risk and spread of
COVID-19, York has moved to required services only on our campuses. This means that effective by end
of day on Thursday, March 19, 2020, buildings on our campuses will close with limited access as needed
for required services. Only staff who are required to be physically present on York campuses to deliver
services will remain. All other staff will be working in virtually mode. We intend to operate virtually as
much as possible. Please note that while the University has moved to a required services model,
employees may be redeployed to other critical work priorities while working remotely. Managers should
be guided by their Business Continuity Plans regarding the assignment of work.
i. These guidelines have been developed to help managers to navigate working from home
arrangements and they supersede the previous Working from Home communications of
March 9th and March 13th, appended for your reference to this resource guide.
ii. Appendix A should be signed as a best practise. If this isn’t possible as your staff who are not
required to be physically present on campus to deliver services are working remotely
beginning March 20th, e-submission to the Manager can follow.
Principles for Working Remotely
• Working from a remote location or alternate work site (e.g. from an employee’s home) is an
arrangement whereby the employee will continue to perform the duties of their position and
will be expected to continue meeting the requirements of their position.
• The arrangement is only in effect during the time strictly established by the University due to
the COVID–19 outbreak. Once the working from home arrangement ceases, the employee
returns to performing the duties of their job at the designated University campus. The work
from home arrangement may be terminated at the sole discretion of the University at any time
without the requirement for the University to provide any advance notice.
• The working from home arrangement does not change the employee’s basic terms and
conditions of employment with the University under the applicable collective agreement,
employment contract, policies and laws.
• The approval of a working from home arrangement in response to COVID-19 is not a guarantee
that the employee will be approved for working remotely e.g. working from home, in the future.
Managing Your Team Remotely
• Managers will engage in discussions with staff to confirm their work plan(s) while staff are
o Set clear expectations, objectives and standards
o Set core hours based on operational requirements
o Communicate on a regular basis – let employees know that you are there for them,
provide regular feedback
o Establish schedules for regular updates with employees both individually and as a work
o For safety reasons, employees cannot meet with students, coworkers, clients at their
o Trust your staff
▪ Don't check up all the time e.g. calling early in the morning to make sure that
they are at work
▪ Don't ignore your staff
▪ Don’t expect things to go smoothly all the time
▪ Don’t expect perfection – there will be a need for adjustments
▪ Do provide support
▪ Do encourage them to reach out to you with questions
▪ Do continue your regular work pattern with your staff to the extent possible as
facilitated by alternate means of technology enabled interactions
▪ Do continue to have regular discussions about work priorities and other matters
that relate to the work
Look for the 2020 Managing a Virtual Team Resource Guide prepared by Talent Acquisition and
Development on the YU Link Managers Resources site https://yulink-new.yorku.ca/group/manager-
resources/ for further helpful information. Coming soon, you and your staff can also access a 2020
Employee’s Guide to Working Remotely at https://yulink-new.yorku.ca/group/yulink/employee-
https://yulink-new.yorku.ca/group/manager-resources/ https://yulink-new.yorku.ca/group/manager-resources/ https://yulink-new.yorku.ca/group/yulink/employee-resources https://yulink-new.yorku.ca/group/yulink/employee-resources
Requesting Vacation, Overtime, Personal Days, etc.
• Normal processes apply for seeking approval for requesting vacation, personal days, overtime
and other absences. For clarity, working from home arrangements, in and of themselves, shall
not trigger overtime. Contact your HR/LR representative if you have questions.
• Managers shall not require an employee to take vacation time or utilize vacation time. Vacation
time may be granted, if requested by the employee. York has sought legal advice in this matter.
As a regular business practise, York hasn’t scheduled mandatory employee vacations. To do so,
in this circumstance, could cause reputational harm. Staff may not feel as though there is really
a vacation for them to take at this time given travel, food and entertainment restrictions.
• Any absence request must be entered and approved, in advance, in the Time Reporting Tool
(TRT) or tracked by email and maintained per department practice for those employee groups
who don’t utilize TRT.
Payroll, Records, HRIM, Pension and Benefits Information for processing transactions
York University has announced initiatives from the Emergency Operations Centre to address the COVID-
19 pandemic. Effective immediately, the Records, Payroll and Pension & Benefits Departments are
implementing the following procedures to support and maintain the continuity of Operations during this
Employee Transaction Form (ETF)
High priority Employee Transaction Forms (ETFs) will be accepted by email with supporting approvals, as
described below, to firstname.lastname@example.org with a copy to email@example.com. These email addresses are
monitored by numerous staff who triage inquiries. As such, emails sent to individual staff York email
inboxes will not be processed.
Below is a list of the high priority transactions. To support electronic workflow routing please adhere to
the following subject line format when submitting ETFs and other pay transactions via email:
1. ETF – Hire/Rehire
2. ETF _ Pay Rate Changes
3. ETF – All Leaves (Paid/Unpaid)
4. ETF – Termination and Retirements
5. Honorarium and Invigilation payments
6. Excess Vacation Payout
All other ETF changes are to be held until the University returns to normal operations. To avoid duplication
of transactions, it is the Department’s responsibility to retain the original for future access.
Acceptable supporting Approvals:
1. The individual under the role of “Approved by” signatory directs the “Completed by” signatory
by email to complete the ETF.
2. The “Completed by” signatory completes the ETF, provides electronic back up documentation, if
applicable / required and emails the attachment to firstname.lastname@example.org as well as email@example.com.
The “Approved by” individual must be copied on the email request.
3. In situations where the ETF needs to be approved by the Provost office the “Approved by”
signatory should direct the “Completed by” signatory by email to complete the ETF. The
“Completed by” signatory completes the ETF, provide electronic back up documentation, if
applicable / required and emails the attachment to firstname.lastname@example.org as well as email@example.com
with a copy to the “Approved by” and the Provost office.
Email is the most effective means of communication to support continuous operations therefore please
email us at firstname.lastname@example.org and email@example.com.
Important to Note:
1. Payroll schedule deadlines will remain the same as posted on YU link under Forms &
mailto:firstname.lastname@example.org mailto:email@example.com mailto