Who can work remotely? 

• BU is committed to providing a vibrant residential campus experience to our community. In order to do so, staff and faculty will be expected to come back to campus to support this effort, as well as in support of our current classroom LfA model.
• Department on-campus staffing plans are approved by the Dean. Speak with your unit supervisor regarding your on-campus work expectations.

How do I best prepare myself to work remotely regarding technology? 

• To ensure that continuity of operations is VPN usage, call forwarding from office phones to cell phones, functional proficiency in online platforms and databases etc. in effect and to conduct regular business will require the following: proper accesses (e.g. VPN where applicable), current passwords for access to University databases, ability to move files from shared drives to the OneDrive to reduce burden on  
• Tools such as Zoom and Microsoft Teams will be essential for remote access and continuous internal and external communications while we maximize social distancing while maintaining productivity.  Classes will continue to use QuestromTools as the learning management platform for course materials, readings, and assignment submission. For live class sessions, faculty and students will use Zoom.  
• Reach out to questromhelp@bu.edu for IT needs and remember to be patient as the ITS team fields a multitude of issues and requests during this time.   
• For more information on remote-work readiness visit https://www.bu.edu/tech/support/working-teaching-remotely/, or go to www.bu.edu/tech for information on upcoming IS&T drop-in sessions.  

What is expected of me when I am working remotely? 

• The expectation is that in a remote work situation staff are actively working during their designated times (as opposed to “being on call” or waiting/reacting to incoming work). Other duties may be assigned to ensure work is available, work with your supervisor about such arrangements. If prolonged, sustained work is not available other options can be considered such as use of paid time off or FMLA. Reach out to Courtney Hudson (hudsonc@bu.edu) to discuss options. 
• Staff members may not engage in business activities other than for the Questrom School of Business during their designated working hours. 
• In general, staff members working from home must strive to replicate as closely as possible the conditions of their Questrom office and limit engagement in activities that would not be taking place on campus. 
• Observe core business practices:  
  • Maintain your normal work hours unless altering your schedule to accommodate students/stakeholders in different time zones.   
  • Take breaks and lunch as you would in the office. 
  • When using video technology ensure the visual you are projecting is professional. 
  • Communicate with your internal and external stakeholders frequently.   

Can union employees work remotely? 

Union employees are eligible to request remote work if job responsibilities allow for such an arrangement. 

Any specific instructions regarding hourly payroll regarding remote work?  

• Employees who are required to work on campus record that time as hours worked. 
• Employees who are authorized and able to do any work from home should code those hours as time worked.     
• Hourly employees should not work more than their normal scheduled hours, unless overtime is explicitly authorized by their supervisor with prior approval. All hours should be recorded with actual times noted. 
• Employees who are not able to do their work from home, or they can only do a portion of their work from home—should code the scheduled hours that they have no work to do as Department Closure 2033.    
• Of course, in any case, if employees become ill or are caring for an ill family member—the time would be coded as sick; if they are choosing to take a day off, it would be coded as vacation or personal.   

How are student and temporary workers impacted? 

• Student and temporary workers may work remotely if the type of work they do can be done in this setting.  They will not be provided BU equipment to compete remote work. 
• Student and temporary employees working on-site must be supervised, either by their regular supervisor or a “proxy” supervisor who is in the office. 
• If there is no work for students remotely and they have financial concerns they should be directed to BU Financial Assistance at 617-353-2965 or finaid@bu.edu. 
• As of 3/19/20 there is a hiring freeze for all temporary employees.
• Student employees can continue to be hired. Hiring paperwork for student employees can be found on the QuestromWorld Administrators Tool Kit under “payroll.” As is always the practice, students must be hired in to the payroll system before they can start working. 

Should I still log paid time off while working remotely? 

• Yes, vacation, sick leave, and other types of leave for days/hours used during remote work arrangements must be requested and logged as if the staff member was working in their on-campus office location. 
• In response to the COVID-19 Pandemic, BU has introduced a supplemental paid leave program for staff, providing up to ten (10) additional days of COVID-19 Paid Absence leave. You may use this paid leave time if you are unable to work because of your own COVID-19 related illness or other COVID-19 related disruptions that require you to care for immediate family members. You can request these just as you would request Sick or Vacation absences in Employee Self Service (ESS). You can access instructions here.
• If you would like to request Paid Family and Medical Leave, you may do so via Matrix Absence Management. You can also contact Courtney Hudson at hudsonc@bu.edu with any questions about this process. 

What are the communication expectations while working remotely?  

• All staff must clearly communicate their remote work schedule/status to their supervisor, such as use of paid time off. 
• Continue monitoring of phone calls and voicemails, as well as emails: 
  • Forward BU phones to home/cell 
  • Check voicemail remotely: https://www.bu.edu/tech/support/working-teaching-remotely/#phone 
  • Get voicemails delivered as emails: https://www.bu.edu/tech/services/cccs/phone/voice-messaging/user-guide/faculty-and-staff/personal-options/email-delivery/ 
  • Enable Single Number Reach on your phones:  https://mybuphone.bu.edu/ucmuser 
• Maintain regularly scheduled meetings, either in person (if fewer than 10 people) and/or using resources such as Zoom or Microsoft Teams. 
• Check in on one another.  Social distancing does not have to mean social isolation.   
• Over communicate!  
  • “It’s better to tell someone something they already know than to not tell them something they needed to hear.” 

What are some productivity tips for working remotely?  

• Maintain boundaries between work and home spaces (as much as possible).  
• Try to create a comfortable, functional workspace, that limits distractions (Use headphones!). 
• Practice strict time-management – organize your day ahead of time, and block times to work on certain tasks.    
• Set up a routine for eating and taking breaks (proper nutrition and hydration).  
• Set consistent routine for your day, (ex: to help match beginning and end times of a workday).  
• Establish a daily habit to transition from work to home (change clothes, step outside, close computer).  
  • Schedule something socially stimulating to do after or before work.  Consider online resources such as online fitness classes or facetiming a friend while we are following social distancing recommendations.  
• Be proactive with your manager and establish a standard method for updating your manager on progress. 
• Look for opportunities to reach out to your peers.  Do regular check in as you consider appropriate. 

What are specific supervisor expectations while most/all staff are working remotely? 

• Supervisors should keep track of who is at the office, and who is remote, daily. 
• Maintain their team’s personal and emergency contact information. 
• Ensure all team members have access to the systems/programs/tools typically required to do their job. Also, consider that the appropriate (additional) security and data privacy measures are in place while accessing/sending/receiving, information, including paper copies of documents they may have at home. 
• Set communication process for discussing need for time off or other issues that will require team members to be unavailable or alter their normal work schedule. 
• Continue to set and maintain performance goals:  
  • Clarify and communicate unit/team/individual goals. 
  • Agree on deliverables to measure success, especially around how this might change in a remote work environment. 
  • Ensure that everyone understands and adheres to expectations and performance outcomes. 
  • Communicate and hold team accountable for goals, deliverables, and outcomes. 
• Be available (even if remotely) to team, continue regular meetings and be open to ideas/suggestions/feedback as we navigate this new work environment. 
  • Check-in on your team, especially regarding how they are navigating this new remote environment, both professionally and personally.  Many people may be feeling isolated and fearful.  Remind team members of resources such as the Faculty Staff Assistance Office or our HR Business Partner (as well as Courtney Hudson, hudsonc@bu.edu). 
  • If a team member shares that they do not feel well, please refer them to their medical provider and call Occupational Health Center (617-353-6630). 
• Set boundaries and expectations regarding response time:
  • What are the expectations of response time to teammates, stakeholders?  
  • What are the expectations with engaging using technology? Active on Teams throughout the day? 
  • Share team/team member success stories and best practices!  Celebrate the wins! 

What equipment will be provided to me if I am working remotely? 

When available and appropriate, employees may be issued university-owned equipment (such as a laptop or iPad) for use in remote work arrangements; however, the equipment is to be used only by the employee to perform authorized university business. The employee is responsible for protecting it from theft, damage, and unauthorized use. Computer security requirements must be met for all staff members working remotely.  

Be aware that Questrom does not assume responsibility for operating costs, equipment, home maintenance, or other costs incurred by employees in the use of their homes or other alternative work locations.  

What other resources can I access regarding remote work support? 

• University technical support:  www.bu.edu/tech 
• LinkedIn Learning:   https://www.linkedin.com/learning/ 
• Questrom Faculty and Staff Microsoft Team