How will new administration policies affect the Smithsonian?

Secretary Bunch and his leadership team explain the changes to Smithsonian policies and procedures regarding telework and return-to-office; the federal hiring freeze; and our diversity, equity and inclusion initiatives.

 

UPDATED February 7
Guidance on Return-to-Office and Telework

(This message is distributed on behalf of Deputy Secretary and Chief Financial Officer Meroë Park)

As a follow up to the Secretary’s message dated January 28, regarding the Smithsonian’s decisions related to recent executive orders, I wanted to share additional guidance with those individuals affected by the shift to in-office work.

By April 21, most Smithsonian staff will be working in the office full time. This is a significant adjustment for some, and we will do our best to support individuals through that change. We will continue to support the many collaborative tools that have become part of our work culture over the last five years, such as MS Teams and Zoom. And there are efforts underway to review our office space to identify areas where insufficient seating is an issue.

To implement our new in-office work posture, the Smithsonian encourages employees in telework-eligible positions to request an ad hoc telework agreement. This agreement will allow for employees to request telework hours or days, so long as they are not regularly scheduled or recurring. First-line supervisors may approve these agreements and requests.

Directors will have the flexibility to evaluate their operational needs and other factors when exercising additional telework allowances beyond ad hoc. For example, certain unit-wide functions may be exempted for good cause and/or in consideration of other factors, such as insufficient office space. Directors may also consider individual employee circumstances in appropriate cases. For these exceptions, directors will need to obtain approval from their relevant Under Secretary, Assistant Secretary, and in some cases, the Deputy Secretary and Chief of Staff to the Secretary.

Before and after the April 21 deadline, managers and supervisors should engage staff in conversations to consider other workplace flexibilities, including alternative work schedules, that are available to telework-eligible and other positions. Information about these flexibilities can be found here: Hours of Duty and Work Schedules.

The guidance OHR provided to supervisors is available here and includes additional information for employees on remote work agreements.

January 28

From the Secretary: Recent Executive Orders and their impact on Smithsonian operations

Throughout my tenure at the Smithsonian, I have seen true commitment and dedication to public service from all those who served the Institution.  I continue to see that every day, as we deliver on our mission and continue to increase and diffuse knowledge across our nation and around the world.

Over the last week, a number of new governmental policies have been issued by the Administration which could change how we work to achieve that mission.   We have a process in place to review all of them and consult appropriately with the Board of Regents, and we want to summarize the expected changes from three in particular.

Return to Work

The first directs federal employees to return to in-person work. After engaging a number of internal and external stakeholders, the Smithsonian will similarly adjust its telework stance to more closely align with the rest of the federal workforce.  Beginning no later than Monday, April 21, 2025, federal and trust full-time staff will be required to work in the office five days per week.   Telework agreements should be updated to reflect this change by that date, and we will be revising the appropriate Smithsonian policy documents to reflect this requirement.

We recognize that this change may be difficult for some, and this decision was not made lightly. Telework has offered flexibility to many employees, and it will continue to be a tool available to employees and supervisors.   A full-time in-office presence strengthens collaboration and innovation, enhances organizational culture, and leads to more effective teamwork and mentoring.  Our workplace culture has for years fostered excellence, allowing all individuals to thrive, and in-person work supports our success.

Directors may recommend that certain unit-wide functions be exempted from this requirement for good cause and/or consider other factors to recommend an exemption, such as insufficient office space. Directors may also consider individual employee circumstances that justify a reasonable delay beyond April 21st, or exempt arrangements that were agreed to as part of the hiring process.

Individual supervisors can still approve ad hoc use of telework for those in positions already designated as telework eligible. As before, employees may also work with their supervisors to maximize flexibility by considering alternate work schedules and other options that are available through our existing flexible workplace practices.

The Smithsonian has very few employees on remote work.  OHR will provide more detailed instructions over the next week regarding remote work, as well as guidance on how to adjust your telework agreements and the process for seeking an exception.

Federal Hiring Freeze

The second directs executive agencies to freeze federal hiring with some exceptions. Given the Smithsonian’s uncertain federal budget picture for FY25, we also will institute a federal hiring freeze effective immediately. This freeze will not apply to trust positions.

In practical terms, we will cease posting federal positions and screening/hiring candidates, regardless of whether they are new positions or backfills for existing positions. We will be exempting certain positions from this freeze, such as those that deal with life and safety, as well as others, similar to the freeze actions executive branch agencies are taking.  This freeze will not affect internal promotions.

OHR will be providing specific instructions for what units need to do and how to communicate with candidates. OHR also will be developing a list of proposed exempted categories to communicate back to OPM so that we can continue to post those positions on USAjobs, the primary vehicle for advertising Federal vacancies. We will be seeking Director input as we develop the exempted list.

Diversity, Equity, and Inclusion

The third addresses a number of actions related to diversity, equity, and inclusion (DEI).  Our core values of fairness and equity for all remain unchanged; as each of you knows, this is one of my key values as an individual and a leader.  We are creating a better shared future for our nation through our impactful research and sharing the vibrant American story with our visitors and learners.  Great teams produce great things, and we will continue to focus on ensuring our staff are implementing our mission for the benefit of the American people.

There are a number of provisions within the new policy that we will need to address over the coming weeks and months, but the first step we are taking is to close our Office of Diversity.  We will continue to use every tool at our disposal to find and nurture excellence in our workforce.  We will continue to expect and demand that our workplace is free from discrimination and harassment, and we will adhere to our long-held principles of fairness and equality.  We have long told the stories and embraced the experiences of all Americans, and we will keep doing so in line with our mission.

Access Smithsonian—which was absorbed into the Office of Diversity when that Office was created in 2022— is a longstanding program with a mission critical to our ability to effectively serve all of our visitors, both in-person and on-line. Beth Ziebarth, a long-time Smithsonian trust employee who is deeply committed to the Institution and its people, will lead “Visitor Accessibility,” which has been renamed to better describe its focused but critically vital function. We are fortunate to have Beth and her staff addressing an important pan-institutional priority.

The Smithsonian has been made better by our commitment to excellence reflected in you – the talented staff who represent the breadth, complexity and strength of our nation.  Excellence knows no color or gender, and we will continue to seek and build upon the exceptional talent you bring to the Smithsonian.

We recognize that change is challenging and that these adjustments to our operating environment will have an impact on many of you.  As part of our cherished 179-year old American institution, you work every day to deliver on our mission, and your contributions are greatly valued. Our leadership team is here to support you, and there are many resources available across the Smithsonian if you need assistance or have questions.