Supervisor Resources

Scope, Expectations, and Limitations 

These preliminary guidelines for work arrangements apply to all CNS staff positions.  First-line supervisors will determine which job function(s) are eligible for remote/hybrid work, flexible schedules or other arrangements.   

Management Considerations 

• Each employee-specific remote work, hybrid work, or flexible schedule arrangement — including changes to existing arrangements — will require written documentation.  
• Remote or hybrid work is not a substitute for childcare. Departments should afford all employees the flexibility to meet intermittent childcare needs (e.g., illness, unanticipated school closures, etc.) but employees requesting remote or hybrid work arrangements are responsible for ensuring ongoing childcare arrangements to allow for uninterrupted work time and focus.
• Each new arrangement (or modification to an existing arrangement) should include a trial period of no more than six months.  
• Requests for remote work locations outside the state of Texas requires additional approvals. Each request will be reviewed on a case-by-case basis and should only be made when there is a significant business reason for an individual to perform services outside of Texas.  
• Prior to the implementation of flexible work arrangements for a team, managers may choose to select one or two days per week in which all employees must be present at work to allow scheduling of all-team meetings, special events, etc. These dates should be documented in the agreement, such as: 
  • If a day chosen for an employee’s flexible schedule falls on a university holiday, the employee cannot switch days that week.   
  • If a day chosen for an employee’s flexible schedule has a critical customer or team meeting scheduled, the employee will be expected to work in the office that day.
• Should an unexpected or urgent need arise, managers reserve the right to request the employee be present in the workplace on a day they are scheduled for a flexible work arrangement.  
• Management reserves the right to require all employees to be present in the workplace based on business needs (i.e., times of peak volume). It is recommended that these days be communicated in as much advance notice as possible.    

Anticipated IT Support Needs 

The initial return to campus is likely to require IT support of updating and trouble-shooting equipment, especially if it has been unused for long periods of time. It is strongly encouraged to give significant advanced notice to IT for support requests, and staggering initial returns to campus is advised. We appreciate your patience and understanding during this time of transition. The CNS IT team has provided this guide to returning to campus technology after COVID-19 remote work with step-by-step suggestions. For IT questions related to your return to campus, please visit: https://cns.utexas.edu/information-technology/help-desk

Technology Requirements  

Remote or hybrid work arrangements should account for technology requirements. Additional guidance will be provided in the final recommendations but at the outset include but are not limited to the following: 

• Internet: Employees are responsible for providing internet connectivity and bandwidth that allow them to work effectively from remote locations. Technical requirements may vary depending on an employee’s function and the technology required for essential job functions. 
• Standard IT services: The university is responsible for providing standard IT services, technology and training to support remote work. 
• Equipment: Computers and other equipment required to perform the essential functions of the job should be provided by the org/unit unless the employee requests to use personal equipment. Approval for equipment requests should be managed at the unit level. 
• Data security: Employees with access to sensitive data are responsible for maintaining the security of that data while working remotely. 
• Existing policies: All university and departmental IT policies apply in remote, hybrid, or on-campus work situations. 

Telework and Flexible Work Tools: https://it.utexas.edu/telework-and-flexible-work-tools

• Microsoft Teams: This can be used for chat, file sharing, video meetings, and project management 
  • There are many trainings available for teams on Linkedin Learning
    • Quick Tips
    • Essentials Training
    • Managing Projects
• Slack: The university does not pay for this platform but a limited free version is available. Primary function is chat
  • Introduction to Slack training 
• Google Products: There are some security concerns with using Google products, so be sure to consult with your IT team before using for any confidential or secure materials
  • An overview can be found here: https://grow.google/remotework/ 
    • Google Hangout 
    • Google Meet 
    • Jamboard 
    • Chat

Time Management 

• To help stay focused on a task try using a Pomodoro Timer
• Use Outlook for Time Management; learn more here 
• Schedule a daily check-in on off-campus days or have team office hours to come together to discuss projects and being on task

Articles 

• Remote Teams: How to build a culture of accountability 
• Tips for scheduling a hybrid team 
• University of Michigan Staff Survey Report