Team Meeting Discussion Template for Managers on Returning to Campus Fall 2021

This is a team meeting discussion template that is designed to be used by managers, including suggested speaking notes. It can be customized for appropriate usage as managers involve their teams in discussions about returning to campus. The outcomes of a team meeting are used to inform decision- making; decisions on remote/hybrid work arrangements are the responsibility of the manager. DELETE THIS SLIDE BEFORE USE

Return to Campus - Fall 2021 [insert name of Team] Meeting [insert date]

Foundational Principles Safety remains our top priority; Our decision to move forward with returning to campus this fall is grounded in the latest health guidelines and scientific research. Vaccinations are critical to enabling us to resume in-person operations. The university experience is often tied to the vitality of the campus. The fall is a transition period,not the long-term approach. There are benefits to working together in person that we have been missing (team dynamics, work relationships, culture, informal interactions, social contact). Many have enjoyed remote working and would prefer ongoing flexibility; there are benefits to the employee and the employer . Most will have the opportunity to continue some remote working in some capacity, provided their role can be effectively performed remotely. Most faculty and staff have proven they can work effectively from anywhere. By early September, we expect faculty and staff will return to campus in some capacity, appropriate for the nature of their work and position. Remote working will look different as the pandemic eases. Make sure to secure arrangements for family care (e.g. children, aging parents, pets). Decisions around continued work from home requests will be based upon nature of the work and the job. Directors/Managers define further parameters and expectations with their team(s). 3

[insert name of Faculty/Unit] Guidelines and Principles [insert guidelines/principles] 4

Key Milestones Between now and June 30 Most employees will continue working remotely as they have been during the pandemic. Between July 1 and August 31 Managers and employees explore options for operations starting in September; consideration to hybrid/remote working options where feasible. Gradual return to campus. September Employees will return to the university campus in some capacity, appropriate for the nature of their work and position. With approval from managers, employees may establish a hybrid working arrangement. 5

Group Discussion What are you looking forward to the most about being back on campus? Do you have concerns related to returning to campus? What What excites you about remote working? concerns do you have about remote working? 6

Team Discussion Can our team effectively do our work remotely or in a hybrid mode? If we had some or all of our team working a portion of their time remotely, what are the opportunities? If we had some or all of our team working a portion of their time remotely, what are the potential challenges and/or gaps? If a significant portion of the team is working in hybrid mode, what kinds of events/meetings should we gather in-person for? How should we onboard/train new team members in this new mode? What guidelines should we consider?

Request for Remote/Hybrid Arrangements Assessment of the Job and the Work Will the remote working request create gaps in staffing and/or work distribution? Will there be a disruption to the continuity of service to internal or external clients? Is service delivery more effective in person? Will students and other employees being back on campus create an expectation for face-to-face service delivery? Will the established job tasks, duties and expectations remain reasonable?

Request for Remote/Hybrid Arrangements (cont'd) Assessment of the Faculty/Staff Member s Ability to Work Remotely Is the employee able to perform at a level required to meet job expectations and commitments, while producing high-quality results? Is the employee able to maintain self-discipline and work effectively with minimum supervision? Does the employee have a suitable remote work environment (high-speed Internet, ergonomically sound work area, work space free from distraction, access to required tools and resources)? Is the employee well-suited to work from home? Are they proficient using technologies to communicate in a timely and effective way? Is the employee able to be present on campus as requested for specific activities or events?

Request for Remote/Hybrid Arrangements Assessment of the Impact on the Team Will remote working affect the team s ability to work collaboratively? Will there be a negative effect on co-workers and/or direct reports where some continue to work remotely? Will the established job tasks, duties and expectations remain reasonable? Will the request allow for staff to be treated equitably?

Frequently Asked Questions How do I request continued working from home or a hybrid remote/on-site arrangement? Should I come to work on campus if I feel sick? Will my faculty or unit purchase furniture and/or equipment for me when working remote? Will I be able to work remotely if my child(ren) are sent home to isolate? 11

Join our Journey to 2022 The university will define our long-term approach to remote working over the coming months. This work will begin with an in-depth community engagement where we will gather input and ideas from leaders, faculty, staff and other stakeholders. Program design will be based on the input received and will launch in early 2022 as a pilot. 12

Resources Homewood Health Embracing Workplace Change The Working Mind Building Personal Resilience Building Resilience Through Connection Staff Wellness Campus Mental Health Strategy UAdvance: Exploring Change UManage: Leading Your Team through Change LinkedIn Learning Return to Campus FAQs 13

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