In response to the national call to prevent the spread of COVID-19 virus by avoiding large numbers of people and practicing social distancing, Line Managers are being requested to seek alternative working solutions for their teams in keeping the University functional until  15 April 2020 when Recess ends.

Yesterday, all students were requested to vacate their on and accredited off-campus residences and return to their homes where they are better placed to self-isolate. 

New arrangements

In line with the principle of reducing staff numbers on campus and allowing people to work at home where possible, Line Managers will devise new working arrangements that may see staff rotate and / or work from home / host virtual meetings and the like to continue academic and PASS work.

The proposed solution will be dependent on each division’s particular needs and agreements reached with line management.

This is in addition to the critical services, such as Protection Services, Catering, ICT and Communication, that needs to continue, albeit with skeleton staff  on the ground. The University will also systematically shut down those facilities not needed during Recess, once they have been deep cleaned in line with the institution’s supporting sanitisation plans.

Entry points

Furthermore, to better manage the day-to-day operations, the number of entry points to the various University campuses will also be decreased and personal sanitisation efforts increased. All staff must carry their staff cards to enable monitoring of our e-register. Line Managers must ensure that hard copy registers are completed daily.

Working remotely

This is part of the self-isolation measures encouraged nationally to prevent the spread of the pandemic in South Africa. Staff are expected to perform their duties remotely including working from home as far as reasonably possible. Working arrangements should be achieved in consultation with direct Line Managers and will vary from division to division.

Where possible, face-to-face meetings must be limited, as employees are encouraged to self-isolate. Contact should mostly be telephonic or through digital platforms. Consideration can be given to rotational work arrangements where suitable.

Leave Management

Since the University operations must continue, staff  are not on leave. Staff who are unable to perform their function on campus, e.g. Horticultural Services, are not expected to apply for leave. Line Managers will ensure operations continue and critical services are not compromised.

Any planned leave arrangement stands. If the leave status changes as per University practice and policy, staff  must liaise with their Line Manager.

Hygiene etiquette

As a reminder, please practice social distancing (a distance of 2m) and sneeze or cough into your elbow.

The University Staff Portal https://staff.mandela.ac.za/ contains the link to the coronavirus website with relevant information.

The toll-free University hotline number during office hours is 0800 504 911 and the national outbreak number is 0800 029 999. All consultations must be telephonic to reduce the spread of the virus. DO NOT physically go to:

• Student Health Services
• Occupational Health and Wellness
• A doctor or hospital

e-HR OPERATIONAL GUIDELINES DURING LIMITED SERVICES ON CAMPUSES

Please take note of the interim arrangements to ensure that Human Resource critical operations continue:

1. HR General Queries

Send HR-specific queries through the CRM portal on https://staffrequests.mandela.ac.za/ to log a case; queries submitted through email will be delayed.

The Dynamics 365 system creates a case and automatically acknowledges requests. Requests are assigned to HR staff  who will process requests, send responses and close the case.

How to use the HR On-Line system:

1. Log in to the CRM portal on https://staffrequests.mandela.ac.za/
2. Use the SEARCH bar
3. Type a word eg OVERTIME (or expand the relevant HR services to find the correct service)
4. Select the relevant service;
5. Some services offer FAQ-type information on the left (“what you need to know”)
6. Log a case on the right (“what we need to do”). Use the DESCRIPTION box for your instructions to complete the request so that can be actioned.

Conclusion

These are unprecedented times. While none of us knows what will unfold, we do know that the virus can have dire consequences and therefore, it is upon us all to do what we can to prevent its spread.

Human Resources