What is Workplace Transformed?

We learned a lot in 2020. We learned to be flexible, agile, creative and adaptable. We learned to work smarter and become better engaged with our colleagues and employees. Based on these lessons, we’re helping SLCC supervisors and employees modernize where, how and when our teams work, through Workplace Transformed.

The SLCC Workplace Transformed model aims to maximize efficiency and effectiveness in the workplace by making innovative updates to our management philosophy, considering telework and flexible work hours, and staying curious about all the new ways employees and supervisors can connect while continuing to transform the lives of our students. It all starts with compassionate and equitable conversations between supervisors and employees about how best to maintain on-campus vibrancy, presence and culture in an evolving workplace.

As we implement Workplace Transformed, the health and safety of our community remains our top priority. We will continue to follow COVID-19 safety procedures and protocols; please see #SLCCSafe for updated information.

Guidelines

We believe we’re better when we work together! Moving forward, these guidelines and implementation steps will ensure consistency in how we collaborate across teams, organizations and divisions through Workplace Transformed.

College Operations & Work Schedules

To ensure standard availability for students, student-facing services will be staffed as a minimum from 8:00 a.m. to 7:00 p.m., Monday through Thursday; 8:00 a.m. to 4:30 p.m. on Fridays. Remember, we open to serve students from 7:00 a.m. to 10:00 p.m. Monday through Saturday during Fall/Spring semesters. The college is not opened on Saturdays during summer terms.

To ensure efficient internal operations, internal operating services (non-student facing) will be staffed as a minimum from 8:00 am to 4:30 p.m. Monday through Friday.

Supervisors may extend the staffing of front desk and student-facing services as necessary.

Where feasible and based on departmental needs, employees may arrange alternative work hours (earlier or later) with supervisor approval, as long as the proposed hours meet the needs of the position (i.e. 40 hours for 1.0 FTE).

Supervisors, please ensure that employees working alternative hours have the capacity meet, collaborate and communicate effectively with college colleagues.

Workplace Transformed Designations

Campus-Based:

  • Work primarily at a single space in a regularly assigned on-campus location.
  • Job functions may require location-specific work, or to spend most of the time at their workspace.
  • Are assigned a primary workspace within their regularly assigned campus or campuses.

Hybrid:

  • Provide flexibility of work locations for employees whose responsibilities are flexible and/or work functions require some in person interaction or job responsibilities.
  • May be required to report to and work in the office location as requested by their supervisor.

Remote:

  • Remote work provides a qualified employee the opportunity to work at a place other than a regularly assigned office location, such as the employee’s residence or an alternate location approved by the employee’s supervisor.
  • On the days the employee is not scheduled to work remotely, the employee will report to their regularly assigned work location.
  • In most cases, the employee’s workspace while on campus will be a shared workspace. Remote employees’ official work location will be an approved alternate location as agreed on in the Employee’s Acknowledgement and Remote Work Agreement.
  • Employees may be required to report to and work in the office location as requested by their supervisor. Remote employees will be in the state of Utah, including rural Utah. If you are interested in exploring out of state employment, contact Human Resources at hr@slcc.edu.

Implementation Steps

Supervisors will review and classify positions as “Remote,” “Campus-based,” or “Hybrid.” Please note, these categories do not apply to faculty! As part of the process, consider the “surge teleworking” requirement from SB15.

If you are unsure how to classify your employee’s job, please join us at a one of our drop-in training sessions listed below.

Once you’ve classified your team’s positions, please complete relevant documentation by May 27, 2021. This process is required of all supervisors and will be submitted to AVP/Dean-level employees for approval. Cabinet members will receive a report for their area.

We recommend:

  • Supervisors, submit documentation to AVP/Deans by May 20 (cc: line supervisors)
  • AVPs and Deans, submit to HR by May 27
  • Supervisors will communicate position identification to employees by the end of May.


Future position descriptions will include “Remote,” “Campus-based” or “Hybrid” classifications. We will establish best practices for hiring and onboarding to create a sense of inclusion and belonging for all remote and hybrid employees.

Remote and Hybrid employees will need to submit a teleworking acknowledgement by June 14, 2021. Please note: there may be some flexibility across seasons. You may work with your supervisor to create a summer-focused agreement with different fall or longer-term arrangements, for example.

COVID/High Risk Arrangements

If you are considered high-risk or have another COVID-19 related situation, you may submit a request for a short-term teleworking arrangement. Please submit forms and ask questions at diana.molina@slcc.edu. Requests will be evaluated on a case-by-case basis. Prior to approval, you may need to coordinate with your supervisor about details of your request, such as the duration of your arrangement, reasoning behind your request, documentation from a medical provider (if needed), availability of a reliable internet connection, etc.

Telecommuting Agreement for Remote and Hybrid Employees

We know we work better together, so additional review and discussions will be important. Supervisors should consider the following:

  • How will individual employee arrangements impact my team?
  • How will I ensure all employees are part of the team and work is being completed?
  • Have I made equitable arrangements, striving to account for the strengths and needs of my team members and the needs of the operations I lead?
  • Have I coordinated my team decisions with others who rely on my team? Or those on whom my own team relies?
  • How will my decisions affect collaboration and communication across the college?


As we move forward, we will regularly evaluate work arrangements with an eye toward adaptability and supporting our students, operations and employees. Institutionally, we will determine when position identification results in change of workspace (facilities), we will establish technology standards for each position identification, including what tools will be provided by the college at remote work locations (OIT/PWC) and we will invest in technology to enhance our capacity for hybrid meetings and virtual student support functions.

Supervisor Guide

As we transform our workplace, it is imperative we keep our Mission, Vision and Values at the center of our decisions. We want to keep an eye to the vibrancy and energy that makes SLCC a great place to work, while creating compassionate and equitable conversations around evolving workplaces.

As a supervisor, it’s your responsibility to review and evaluate your team’s positions fairly, consistently and equitably, and create appropriate work arrangements. To assist supervisors in reviewing work options within the department, we have established three key steps to guide this process: 1) Position Review, 2) Employee Review, 3) Home Environment.

We created the following document to assist in your thought process, though it is not required to complete and submit. We suggest working to complete the position assessment with any of your employees who are interested in telework. Read each of the sections below and check the box that most accurately describes the position and/or employee. You may ask employees to conduct a self-assessment to help you decide if telework is suitable from their perspective. If you have questions about the position, contact the HR Employment Team. If you have questions regarding the employee review, contact the Employee Relations Team.

After completing this review, if you believe this position and employee have the capacity to telework successfully, the next step is to discuss their schedule. The Workplace Transformed – Telecommuting Agreement for Remote and Hybrid Employees (coming soon) will need to be completed once finalized and prior to implementation.

Download as PDF 

At the end of the assessment, you should be able to answer each question below affirmatively to allow for telework. If it is unknown, you can look at the more detailed prompts in the assessment chart.

  1. Is the position conducive to teleworking?
  2. Does the employee exhibit qualities and work habits that would lead to success in a teleworking arrangement?
  3. Does the employee have the right home environment?

Employee Name: _______________________________________

Position: ______________________________________________


Assessment 1 – Position Review

Is the position conducive to telework?

Job responsibilities that can be arranged so that there is no difference in the level of service provided?
Yes No

Job responsibilities that will not require the transportation of documents which may include personally identifiable information (PII) or protected health information (PHI) ?
Yes No

Minimal requirements for direct supervision or contact with the students and other customers/clients?
Yes No

Low face-to-face communication requirements with the ability to arrange days when communication can be handled by telephone/e-mail/web conferencing?
Yes No

Minimal requirements for special equipment?
Yes No

Ability to define tasks and work products with measurable work activities and objectives?
Yes No

Ability to control and schedule workflow?
Yes No

Possible tasks/ideas conducive to teleworking:
Analysis, Data Entry, Editing, Project Management, Research, Auditing, Design, Graphics, Reports, Word Processing, Work Evaluations, Reading, Teleconferencing, Batch Work, Record Keeping, Writing, Calculating, Drafting, Graphics, Reports, Word Processing.


Assessment 2 – Employee Review

Is the employee conducive to telework?

Employees poised for success as teleworkers are able to develop regular routines, prioritize and set and can have set deadlines.
Yes No

The employee will need to be self-motivated, self-disciplined, and able to work and solve problems independently.
Yes No

The employee effectively manages time while generally completing projects on time with minimal supervision and feedback and is the employee productive without direct supervision.
Yes No

Is the employee knowledgeable of job duties and does the employee have a track record of satisfactory performance?
Yes No

Does the employee have strong organizational and time-management skills; and is the employee results oriented?
Yes No

Does the employee have the ability to remain focused on work while teleworking and not be distracted by nonwork-related conditions?
Yes No

Is the employee comfortable working alone and/or through tele/video conferences?
Yes No

Would the employee work neither too much nor too little (keep to their schedule and required hours)?
Yes No

Does the employee know how to effectively complete assignments/tasks in accordance with the departments & colleges procedures and policies?
Yes No

Does the employee have well-established work, communication, and social patterns at the office?
Yes No

Does the employee have an effective working relationship with coworkers such that there would be no disruption in the employee's ability to provide support to coworkers and maintain adequate in-office communication while working at home?
Yes No

Is the employee adaptable to changing routines and environments and willing to come into office on a regularly scheduled telework day, if necessary?
Yes No

Is the employee an effective and consistent communicator and team player (i.e. communicates well with their supervisor and co-workers?
Yes No


Assessment 3 – Home Environment

Is the home environment conducive to telework?

A safe, comfortable workspace where it is easy to concentrate on work?.
Yes No

The level of security required by the organization can be achieved?
Yes No

The office equipment and software meet college standards? 
Yes No

A telephone, soft phone with voice mail?
Yes No

Utilize chat programs like Jabber, MS Teams?
Yes No

Supplies and equipment (both departmental and employee-owned) are in good condition?
Yes No

The employee can provide reliable internet access?
Yes No

The office area is suitable for working?
Yes No

Surge protectors are used for any applicable College equipment?
Yes No

Access to systems and technology tools/software?
Yes No

Training Schedule

Strategies for Working Hybrid or Remote

This presentation will cover strategies for both supervisors and staff members to be successful in primarily remote or hybrid nature roles as we are moving into our new workplace transformed.

Wednesday, June 16, 2021
Virtual Training Session
12:30 pm – 1:30 pm

Prior to the workshop, you will receive a link to join the meeting.

 

More Information and Registration

  • You must register for each training event.  View the Registration Tutorial.
  • Register in the MySLCC Employee Training Portal. Search under “Staff Development.”

*The above sessions will be recorded and found on the Staff Development website!


Training on technology:

Training on managing performance, not presence:

Training on communication, inclusion and belonging:

Training to support mental health, well-being and stress management:

People & Workplace Culture is presenting a training session to help staff prepare for the challenge of the hybrid work environment. As we transition toward returning to campus, meetings and presentations will require a combination of attendance: some will attend in person, while others will attend simultaneously online. Adjusting your meeting and presentation formats and how you facilitate them to this unique situation will take care and planning. Join one of the following Zoom presentations to learn more.

  • June 11th 10:00 AM - 11:00 AM

Join Zoom Meeting

Please email preston.lindhardt@slcc.edu with any questions.

 

Strategies for Working Hybrid or Remote

This presentation will cover strategies for both supervisors and staff members to be successful in primarily remote or hybrid nature roles as we are moving into our new workplace transformed.

Wednesday, June 16, 2021
Virtual Training Session
12:30 pm – 1:30 pm

Prior to the workshop, you will receive a link to join the meeting.

 

More Information and Registration

  • You must register for each training event.  View the Registration Tutorial.
  • Register in the MySLCC Employee Training Portal. Search under “Staff Development.”

*The above sessions will be recorded and found on the Staff Development website!


Training on technology:

Training on managing performance not presence:

Training on communication, inclusion and belonging: 

Training to support mental health, well-being and stress management:

Frequently Asked Questions

It kind of depends on your position. The first part of Workplace Transformed involves evaluating all employee position descriptions and determining their suitability for remote work, which is informed by the department’s business operations needs, and whether or not an employee is in good standing.
If you disagree with the classification of your position, this is a good opportunity to have some productive dialogue with your supervisor. (Also, see our answer to "What are the eligibility requirements for long-term telecommuting?")
  • Campus-based: Work primarily on campus.
  • Hybrid: Arrangements that provide flexibility of work locations.
  • Telework: Work done at a place other than an assigned office location
We will provide hybrid and remote employees with technology, training, and connection to the college. We’re also establishing a completely remote professional development series for remote workers, including training on technology. We plan to explore and offer alternative Employee Wellness benefits.

We’re launching a professional development track for working and supervising remotely, which includes technology training, training to manage performance not presence, and training on communication, inclusion and belonging. We’re also providing drop-in sessions for group discussion on innovative work arrangments and individual consultation as needed. (See the Training Schedule!)

We will ensure widespread adoption and standardization of digital tools (Jabber, Teams, Google, SharePoint, Office 365, Adobe sign, DocuSign, Zoom, etc.). 

We will continue to utilize Zoom for college-wide information sharing events. These events include President’s Forums, supervisor sessions, and other multi-campus information sharing events. Try considering ways to supplement these with in-person opportunities instead of the other way around.

We will continue to evolve conferencing and classroom technology to allow better two-way communication in group settings

We will continue our commitment to enhance focus in the workplace, such as Focus and Learn Day, along with our commitment to providing and investing in professional development, wellness, and other employee support in multi-modalities (in person, hybrid, and virtual).

It is doubtful that any changes will be made to your position description, but it really depends on the business operations of your department.
The college has taken every protective measure to ensure all campuses are safe. A big thank you to our custodial personnel who continue to make on-campus operations possible!
If your position is hybrid, your workspace could become a shared workspace. In the end, it’s up to your supervisor.
It could! It all depends on the needs and business operations of your department. Double-check with your supervisor.
Good question! Any student-facing position is not eligible for long-term telework. Additionally, front-line positions such as facilities, custodial, groundskeeping, architectural, mail services, athletics, HVAC and public safety positions are not eligible for long-term teleworking.
Currently, many courses are taught remotely, but Workplace Transformed does not apply to faculty members at this time. Academic Affairs will continue to make decisions based on student enrollment, nature and subject matter of the course, availability of instructors, etc.
This one’s important. When we anticipate red air days, the college will communicate to departments with enough time to arrange employee work schedules for remote work.
You can return to your workplace on campus. Welcome back! Be sure to coordinate with your supervisor.
Before we classify you as a hybrid employee, you’ll need to have a conversation with your supervisor.
To receive this position classification, please initiate a conversation with your supervisor.
It’s possible! It all hinges on having that conversation with your supervisor.
Right. Well, performance management will be evaluated by performance measurements like production, quality, attendance and effectiveness, along with other performance characteristics. Tools like the GPS and regular one-on-ones will still be in use.
Establishing and setting clear expectations with employees will help maintain consistency, no matter the category and variation across your team. We suggest using instant messaging applications like Jabber, holding huddles and mini meetings, etc.
Chat with your supervisor to determine which electronic devices will help you work best.
It is doubtful! That said, it may be possible to arrange an alternate work schedule, i.e. 4 10-hour shifts, etc. Talk with your supervisor about your preferences and ideas.
Evaluating each position from the lens of diversity, equity and inclusivity begins by asking the question: “how does the position work best in a hybrid situation?” Then, your supervisor will evaluate your position, the business operations of your department and consider your preferences.

Here are a few resources:

  • Your reliable supervisor
  • The Training Plan contained on this website
  • Also, LinkedIn Learning has some helpful courses with a focus on adjusting to hybrid and remote work
  • The SLCC Health and Wellness Dept.
  • EAP (Employee Assistance Program)
  • Center for Health and Counseling

PWC plans to measure the success of Workplace Transformed through a variety of surveys and feedback.

 

If your supervisor has evaluated your position, the business operations of your department and considered your preferences, the next step is for you and your supervisor to have a conversation about long-term telework.
The college will provide equipment needed for you to perform your job at its on-campus location. You must have reliable internet service and a space suitable for working without distractions.