Measures to stop the circulation of the virus are supported by the publication of specific regulatory provisions that are rapidly evolving and adapted to the needs of each region or department.
2021: The working conditions as we knew them before the holidays also apply until January 23rd included, for those who are not concerned by the preparation of the beginning of the student year in person.
1. Individual situation of staff members
1.1 - What happens if I want to come to work in person but my manager is against it?
As specified in the regulations, "employees whose duties can be carried out totally or mainly at a distance must in principle be teleworked five days a week".
Teleworking contributes to the prevention of the risk of virus infection by limiting the use of public transport and the presence in offices and shared spaces.
Staff safety is the priority. If the manager considers that face-to-face work is not necessary, I have to work remotely. However, the manager will have to assess the requests taking into account the personal situation of the agents (conditions of remote work at home, psychological situation, etc.).
1.2 How does the written expression of an agent wishing to work on site work ?
The agent must declare himself/herself as a volunteer by e-mail or mail.
1.3 - What happens if my manager asks me to come but I don't agree?
In case of absolute necessity of service (to be determined by the person in charge, such as the impossibility of carrying out the activities remotely), work on site can be requested, unless the SUMPP recommends the implementation of telework for health reasons, especially in the case of contact COVID and vulnerable persons. These are in particular logistics, maintenance, etc..
When there is no absolute need for service, face-to-face work is still possible on a voluntary basis (hence the need for a written request from the staff member) and in accordance with the arrangements set out in the President's e-mail (low overall occupancy of the premises).
1.4 - Who can be placed on special leave of absence (ASA)?
As indicated in the circular of October 29, 2020 of the Ministry of Public Transformation and Civil Service, the agents have the vocation to carry out their functions remotely or in person. The only situations in which a SAA is required are as follows:
- Staff identified as at-risk contacts whose missions are not teleworkable
- Vulnerable staff whose missions are not teleworkable (the decree defining the criteria for identifying vulnerable staff will be amended in the next few days).
- A parent who has to provide care for a child under the age of 16 due to the closure of their crèche, school or college, or when their child is identified as a risk contact case.
1.5 - Can an officer declare him/herself as a SAA when he/she has the means to work remotely? Including personal equipment?
No, the placement in a SAA is the responsibility of the person in charge, if necessary on the recommendation of the occupational physician. A staff member cannot refuse to work remotely with the AMU tools made available to him/her. On the other hand, there is no obligation to use personal equipment. If he cannot work remotely, he must carry out his activities in person.
1.6 - Is it useful to ask to telework when telework is becoming the norm?
The two modalities are independent; telework is a degraded mode that is justified by the health situation. Since November 2, staff who wish to telework are invited to formulate their requests as part of the procedure put online on the "HRD" pages of the website > "telework" section.
1.7 - Does the day of absence apply in case of sick leave?
To date, it does apply (but it is possible that the regulations may change).
2. Monitoring of work organization by managers
2.1 - What is the limit for face-to-face work set at 30% (letter from the President AMU-Info dated 29 October 2020)? What is the perimeter to be retained?
This limit is understood in a flexible way, by structure. In all cases, simultaneous attendance must be limited and preference must be given to the occupation of an individual office, staggered working hours, rotations for offices occupied by several agents.
2.2 - I do not have computer equipment in my home. How is the transfer of office equipment organised? Is it authorized? What follow-up?
The transfer to the agent's home of the computer workstation is often requested by agents who do not have personal equipment but wish and can work remotely. However, the massive relocation of this fixed equipment is neither desirable nor possible: risks of breakage, network configuration incompatible with a home network, etc.
Here is what is proposed:
- In the research units, workstations are not managed by the DOSI: the Unit Director will appreciate the opportunity to respond to a request to move the workstation. If need be, he or she will give his or her express permission (in writing, an e-mail will suffice),
- As a component, directorate, common service, the ISD administers the workstations: moving them requires handling on a case-by-case basis to manage network access in particular. This has already been configured, for the workstations in its perimeter, by the Aix-Schuman DOSI, but not for the other sites. Consequently, upon authorization by the person in charge of the structure and validation by the DOSI Campus Aix, the move may be authorized,
- Occasionally, and to a limited extent, the movement of peripherals whose handling is less risky (screen, keyboard, mouse) may be authorized by the person in charge of the structure, when this facilitates remote work,
NOTE BENE: A follow-up must be organised at the level of each structure for each agent and equipment concerned. The equipment remains under the responsibility of the agents and cannot be moved without the agreement of the person in charge (and the DOSI if applicable).
- In all other cases, DOSI proposes to provide temporary laptops which are in stock and more easily configurable/deployable than fixed posts. If the staff member does not have personal equipment and is able to work remotely, the head of the structure will forward to the DOSI a dematerialized request for the temporary provision of portable equipment: https: //amuinfotd.univ-amu.fr.
- The officers in charge of the management operations provided for in the Business Continuity Plan will be given priority.
2.3 - Should the presence of agents on site be monitored?
Each structure must be able to know the situation of its agents on a day-to-day basis (face-to-face work, distance work, ASA, leave).
At this stage, and in order not to burden the work of the laboratories, components, and management, no nominal and weekly monitoring feedback is requested as during the first containment episode.
2.4 - Who should be contacted if a manager perceives that an employee is in difficulty?
You should contact the campus HRDs and the staff's preventive medicine department. It is important that managers pay particular attention to staff who were vulnerable during the first confinement.
3. Consequences of confinement on HR activities
3.1 - Will pay transactions be impacted by reconfinement?
To date, the HRD and the accounting agency are mobilising to ensure the planned operations. It is possible that restrictions may be communicated to us by the Regional Public Finance Department. For the time being, November and December payrolls are prepared without restrictions.
3.2 - Are the internal mobility commissions maintained? Are agent mobility follow-up interviews, followed by probationary periods, maintained?
Interviews can be conducted by skype or face-to-face if all participants are voluntary (in compliance with the above-mentioned protection rules).
3.3 - Are the trainings maintained?
Yes, the trainings are maintained as soon as they can take place by skype. Additional sessions can be organized after the confinement for agents who would not have access to skype.
3.4- Can the taking up of posts by newly recruited staff be postponed?
No, this postponement is not possible if the staff member has received the e-mail confirming his recruitment. On the other hand, the renewal of the probationary period can be considered if the conditions of integration and distance working justify it.
3.5 - How to contact the campus HR departments? My career and pay manager?
Agents are invited to give priority to contacts by e-mail and skype - The use of the telephone is not recommended due to the deployment of teleworking.