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COVID-19 Work Arrangements

Updated 3/24/21

The impacts of the pandemic  have dramatically changed the way we work. The university has taken a conservative and phased approach to returning employees to campus, with business operations relying on the support of both on-site essential reporting roles and a mostly remote workforce. As we progress to spring 2021 and with the cautious optimism stemming from the increased access to vaccinations and the lower prevalence of the virus, we are anticipating moving to a less restricted on-site presence.

On-site work

Updated 3/24/21

As announced on February 25, Stanford is planning for juniors and seniors to be on-campus for spring quarter, and certain employees will be needed on-site to support having more undergraduates return. However, we expect to continue to limit our total on-site population as a way to best support the health and safety of our community and maintain compliance with county, state, and federal requirements. Should overall conditions allow for increased on-site work (stage 3), our guidelines and policies will be updated to assist schools and units in decision-making to return more people in ways that are aligned to both the university’s long-term recovery and our reimagined workplace, including flexible and hybrid work models, augmented space utilization, and other options to meet local requirements.     

School/unit leaders will determine whether an on-site staff presence is required for spring, either fully or partially, and deans, vice provosts, and vice presidents (or an assigned delegate) must approve all recommendations for return to on-site work. Until entering stage 3, requirements for staff to return to work on-site should be based on operational/business need and include only those in roles that are truly essential to supporting the safety, well-being, and access to learning for all of our students and roles that are necessary to support research, teaching, students in residence, and patient care. Exceptions to allow staff to work on-site when their duties do not require them to return should be limited and must be approved by the Dean, Vice Provost, or Vice President (or assigned delegate). 

Staff invited to return to on-site work will be notified at least two weeks prior to the employee's scheduled return. 

Staff not returning on-site should expect to continue telecommuting through mid-June 2021, although greater access to on-site work may be possible sooner as noted above.

Note: Please see the university's Travel Guidance  for requirements for returning to the main campus or Stanford Redwood City campus after traveling more than 150 miles from Santa Clara County or San Mateo County.

Process:

Refer to the Emergency Essential Roles policy to help determine who is in essential reporting roles. Any position authorized to work on-site, either on a regular, occasional, or intermittent basis must be:

  • Approved by the dean, vice president, or vice provost, or their delegate.
  • Recorded in the On-site Reporting Management System (ORMS).
  • Comply with all related policies and procedures, including COVID-19 Best Hygiene Training and daily Health Check reporting when scheduled to be on-site.

Telecommuting

Updated 3/24/21

While Stanford continues a gradual resumption of on-site operations, we also need to minimize our total on-site population to best support the health and safety of our community and maintain compliance with county, state, and federal requirements. 

As spring quarter approaches, school/unit leaders (deans, vice provosts, and vice presidents or an assigned delegate) will determine and notify staff required to return, either fully or partially, to on-site work. 

To reduce the potential for exposure, telecommuting will be extended and employees not required to have an on-site presence will continue to work from home through mid-June  2021, although greater access to on-site work may be possible sooner as noted in the on-site work guidance above.

Updated temporary telecommute/remote work agreements are required when an employee changes their work location, particularly when working out-of-state for a period of 30 consecutive days. When telecommuting out of the area, the employee may need to change their health benefits.

Note:  If an employee is working 150 miles outside of Santa Clara or San Mateo County and is recalled to return to on-site work, per the university's Travel Guidance, they can return to the Stanford main campus or Stanford Redwood City campus after receiving a negative COVID-19 test 5 or more days after their arrival back (or after 10 days without a COVID-19 test).

Additionally, staff should not typically be approved to work outside the U.S. and if approved to do so, will be limited to a maximum of 30 calendar days.

Remote work

Updated 3/24/21

Remote work is defined as working from a location at a distance that prevents being readily available to work on-site, if needed. At this time, remote work may be granted for a temporary period by school/unit leaders (deans, vice provosts, and vice presidents or an assigned delegate), and should coincide with the current extended telecommute period. As spring quarter approaches, school/unit leaders will determine and notify staff required to return, either fully or partially, to on-site work. Staff invited to return to on-site work will be notified at least two weeks prior to the employee's scheduled return.

Staff planning to temporarily move out of the area should seek manager approval in advance, and should do so with no expectation to continue a fully remote work arrangement post-pandemic. It's also important to note that Stanford may recall an employee to work on-site at any time during this temporary period with reasonable advance notice. Additionally, staff should not typically be approved to work outside the U.S. and if approved to do so, will be limited to working during a maximum period of 30 calendar days.

Please see the university’s Travel Guidance for requirements for returning to the main campus or Stanford Redwood City campus after traveling more than 150 miles from Santa Clara County or San Mateo County.

As part of the long-term recovery planning effort, university leaders will evaluate recommendations for furthering remote work options.