COVID-19 Update: Guidance and Resources for Teleworkers

Dear Colleagues,

Working together, our on-site workforce and teleworkers have made tremendous contributions to the Institution’s phased reopening. As we continue to make important progress, please remember that the Smithsonian remains in a state of enhanced telework. The number of staff and affiliated persons on site has been significantly limited to reduce person-to-person interaction and mitigate the spread of COVID-19. This approach helps protect the health and safety of those employees who must be on site.

For each phase of reopening, your unit has an approved reopening plan that includes details regarding which employees may physically return to the workplace and for how long. All other telework-eligible employees should remain teleworking. Please follow the guidance from your unit director and supervisor regarding your work status. If you believe you need to come into a facility to retrieve materials, complete an office-specific task, or work in a lab, this is acceptable only with permission from your unit director and supervisor.

Central support units, from OCIO and OHR to Smithsonian Libraries, are providing resources to assist teleworking employees with their productivity, health, and well-being. Several of these resources and tools are highlighted below for your convenience. Adapting to telework has been challenging, but the Smithsonian workforce continues to rise to the occasion.

If you have questions about your work status or the protocols in your unit, please reach out to your supervisor, HR Liaison, or your unit’s EOG representative. Please also share questions, suggestions, and ideas with the COVID-19 Response Team and Reopening Task Force by emailing si-coronavirusinfo@si.edu. Thank you for your commitment to the health and safety of our community.

Stay well,

SI COVID-19 Response Team
si-coronavirusinfo@si.edu

PRODUCTIVITY

• Ergonomics: The Office of Safety, Health, & Environmental Management provides numerous tips, videos, and recommendations on its website for creating a functional home work space. The page also features a recording of one of the webinars hosted this spring From Card Tables to Countertops: How to Create a Healthy Ergonomic Workstation at Home.
• Purchasing SI equipment and supplies: If you find that you do not have the office supplies or equipment you need at home to complete your work, speak with your supervisor about your needs. On a case-by-case basis, when specific criteria have been met and subject to approval, units may provide certain supplies and equipment that are required for the telework employee to do their job.
• Meeting your IT needs
  • Get IT help when you need it: If you are encountering technological problems in getting your Smithsonian work done, OCIO is here to help. You can reach the OCIO Service Desk via ServiceNow to submit an IT Request or report an IT problem or incident. You can also email the OCIO Service Desk (OCIOServiceDesk@si.edu) or phone them at (202) 663-4000.
  • Telework Remote Access: Many of the tools you rely on daily and that you used to access through Citrix are now available through Telework Remote Access, or si.edu. The Telework Remote Access article explains the capabilities of this new offering.
  • Keep your system working well: Keeping up to date with performance and security patches and following best practices keeps your gear in good order. Read about it in this knowledge base article.
  • Hardware and software discounts for personal purchases: Many technology vendors have extended discounts to Smithsonian and/or federal employees for personal purchases.
• Smithsonian Libraries and Archives: Learn more about the digital collections and electronic books, journals, and databases accessible remotely. For questions related to library services, contact your branch librarian or Ask a Librarian (AskaLibrarian@si.edu); for archival services, contact the Reference Team (OSIAREF@si.edu).
• Smithsonian Gardens digital backgrounds: Enliven your next Zoom meeting with beautiful, downloadable digital backgrounds from Smithsonian Gardens.

HEALTH

• Free flu shots: Vaccinations are more critical than ever this year, especially if you are considered at high-risk or are working with the public. Walk-up flu shots will be available at SERC on 10/29/20 or schedule your appointment for a flu shot at one of the open clinics by calling (202) 633-WELL (9355). Complete instructions for preparing for your appointment, including a link to the electronic Flu Screening Questions and Consent form, are available here. Note: You must be signed into the SI Network to access the Screening Questions and Consent form.
• Daily health screening: Before any visit to the workplace, thoughtfully answer the health screening questions. If you answer “yes” to any of the questions, reach out to your supervisor and do not come into the workplace. Those who are regularly reporting to the workplace should complete the health screening questionnaire every day before coming on site.
• Reporting a positive case: Upon receiving a positive diagnosis or learning that one of your direct reports has been diagnosed, report your positive case to the COVID-19 Response Team (si-coronavirusinfo@si.edu). The Response Team will follow up and provide advice.

WELL-BEING

• Managing stress: Feelings of anxiety and uncertainty are understandably higher right now. The resources in the Wellness section of the COVID-19 Response Team web page can help you manage your physical and mental well-being during these stressful times.
• Smithsonian Ombuds: Employees and affiliated staff can bring any work-related problem, concern, or complaint that cannot be resolved through normal channels to the Ombuds. The Ombuds will respect confidentiality when requested, listen to the problem, and discuss steps to help you reach a fair resolution.
• Employee Assistance Program: Should you need more support, the Employee Assistance Program (EAP) is working to provide you with free, confidential services by phone. EAP has also partnered with Inova Employee Assistance to provide additional services. More information may be found here. Your username is Smithsonian, and password is EAP.

Related posts:

COVID-19 Update: What does “closed to the public” mean to me? ICYMI: Highlights from the week that was Feb. 8 – 14, 2020 Remembering Michael Collins The past, present and FUTURES Collide