Staff Information

 Coronavirus Circular Letter 0051/2020: Arrangements for all Public Service employees

In line with the current health advice, the wearing of face coverings is strongly recommended in all indoor public spaces and teaching spaces. The wearing of face coverings may help prevent people who do not know they have COVID-19 from spreading it to others by reducing the spread of respiratory droplets.

It is important to note that this is an additional measure to help prevent the spread of the virus and in no way replaces the existing public health advice of:

• Washing your hands properly and often

• Covering your mouth and nose with a tissue or your sleeve when you cough and sneeze

• Practicing social distancing

How to wear a face covering

It is important that face coverings are worn correctly and as such should:

• cover the nose and go under the chin,

• fit snugly but comfortably against the side of the face,

• be secured with ties or ear loops,

• include at least 2 layers of fabric,

• allow for breathing without restriction.

The HSE have provided guidance on how to safely wear a face covering which is available on the HSE website.

We are aware that face coverings may not be suitable for everyone and in line with public health advice you do not have to wear a face covering if you have an illness or impairment that would make wearing or removing a face covering upsetting or uncomfortable. If this is the case please let us know and we will discuss alternatives with you.

Order your face covering

If you require a face coverings please order here.

 

For Further information regarding WIT's Covid-19 Face Covering Policy click here

If you are notified by an employee that they are experiencing symptoms associated with COVID-19, please do the following:

1. Reassure the employee that their health and safety and that of their colleagues is the primary concern.

2. Isolate the employee and follow the procedure to accompany the individual to the designated isolation area via the isolation route, keeping at least 2 metres away from the symptomatic person and also making sure that others maintain a distance of at least 2 metres from the symptomatic person at all times.

3. Provide a mask for the individual presenting with symptoms if one is available. The employee should wear the mask if in a common area with other people or while exiting the premises.

4. Facilitate the individual presenting with symptoms remaining in isolation if they cannot immediately go home and facilitate them calling their doctor. The individual should avoid touching people, surfaces and objects. Advice should be given to the person presenting with symptoms to cover their mouth and nose with the disposable tissue provided when they cough or sneeze and put the tissue in the waste bag provided.

5. Assess whether the unwell individual can immediately be directed to go home and call their doctor and continue self-isolation at home.

6. Advise the employee to isolate themselves from colleagues immediately – ideally they should return home or to hospital for medical assessment; however, where this is not immediately possible they should move to a designated private space away from colleagues until transport home can be arranged.

7. Arrange transport home or to hospital for medical assessment. Public transport of any kind should not be used.

8. Advise the employee that they must call their GP for advice. Advise the employee to call you straight away with the outcome of this advice – you should provide them with your phone number if they don’t already have it.

9. Carry out an assessment of the incident which will form part of determining follow-up actions and recovery.

10. Arrange for appropriate cleaning of the isolation area and work areas involved.

11. Ask the employee about their movements around the building in order to identify areas which may require cleaning.

12. Notify HR as soon as practically possible.

13. Contact Estates and request that the employee’s workstation and any other relevant areas be cleaned as soon as possible.

14. Await the update from the employee concerned, but do not discuss the case with other colleagues at this stage in order to protect dignity and confidentiality.

15. If the employee concerned has been advised by their GP to return to work, they should do so. You should discuss with them a suitable arrangement to ensure business continuity. Working from home should be implemented where possible. In all instances refer to your organisations return to work arrangements.

16. It is up to managers to discuss with the employee whether they should return immediately or the following day or work from home. If they have been advised to self-isolate, then at all times you should follow all HSE guidelines.

Flexi-time arrangements in the sector were re-introduced with effect from 24 August 2020. However, this arrangement applies only in circumstances where employees are attending the employer’s work premises and are working their normal, pre-COVID work attendance patterns e.g. a staff member working on campus 5 days per week if this was your previous pattern pre Covid – 19.  

For those employees where flexi-time remains temporarily suspended, this arrangement does not preclude WIT from using clocking in and out arrangements for monitoring purposes.  Further update on this will be provided by HR. 

Flexi-time arrangements will be re-introduced with effect from 24 August 2020 and/or commencement of WIT’s next viable flexi period. This arrangement applies only in circumstances where employees are attending the employer’s work premises and are working their normal, pre-COVID work attendance patterns.

For those employees where flexi-time remains temporarily suspended, this arrangement does not preclude employers from using clocking in and out arrangements for monitoring purposes.  Further update on this will be provided by HR.

Whilst the Protocol notes that temperature testing should be implemented in line with public health advice, the HSE currently does not recommend temperature testing in the workplace, with the exception of certain healthcare settings.

When the recommended period of self-isolation is passed, please follow medical advice and/or HSE guidelines on return to work/return to duties when working from home.

Any non-COVID-19 illness will be recorded as ordinary certified sick leave and the usual rules governing sick leave will apply.

1. Change your posture often: It’s crucial that you vary your posture throughout the day, because sitting in the same position or chair all day can lead to back, neck and shoulder pain.

2. Designate a work space: As much as it is tempting to just wake up and work from the comfort of your bed, in the long-term it isn't going to aid productivity and you will soon begin to feel the strain it will have on your neck, shoulders and back.

3. Set yourself working hours: Set some rigid working hours. Don't forget to take breaks to stretch your legs or have a quick 15 minute yoga session.

4. Posture watch: Set an alarm for every 45 minutes. This will help to alert you to make sure that you are sitting correctly at your workstation.

5. Stretch at your desk: Stretching is important. It not only helps you loosen up but also it gives you a little energy boost. Please see information on gentle desk stretches

6. Adjust your seat: If you are sitting at the kitchen table try placing a thin pillow or fluffy towel underneath your seat to make your chair more comfortable. If you’re someone who suffers from low back pain try rolling a towel and placing it between your chair and lower back.

It is important to emphasise that any employee who is feeling unwell should not attend the workplace. This applies to any transmissible illness during this Covid-19 emergency period.

If, in the course of your working day, you experience symptoms associated with COVID-19 (e.g. cough, shortness of breath, breathing difficulties, fever or chills), you should immediately:

1. Report your health concerns, preferably by telephone or email, to your manager. If your manager is unavailable, contact your HR office at [email protected]

2. You will be asked to isolate yourself from your colleagues in the first instance – in most circumstances this will mean going home; however, where this is not immediately possible then you should move to a designated space away from colleagues until transport home can be arranged. If possible arrange for someone in your household to collect you rather than using public transport or a taxi – this is for your own welfare as well as the welfare of others. If you must use the latter options practice good hygiene etiquette to limit any potential spread of the virus.

3. Avoid engaging in any direct contact with colleagues and practice good hygiene etiquette as you make your exit.

4. You should immediately contact your GP for further advice.

5. You must call your manager to let them know the outcome of the medical advice. This advice will inform your next steps.

6. If you are advised by your GP that you are well enough to continue working you should do so.

7. If you are required to self-isolate, you should follow all HSE guidelines and keep your manager/HR rep informed, adhering to your organisation’s procedures.

8. Before you return to work you will need to complete a self-declaration and a pre-return to work form.

9. You need to inform your employer if there are any other circumstances relating to COVID-19, not included in the form, which may need to be disclosed to allow their safe return to work.

10. You will need to participate in any induction training provided by the employer on their return to the workplace.

If you fall into any of the self-isolation categories as published by the HSE:

1. Telephone your manager before 10am on the first day of isolation/restricting your movements to update them on the situation.
2. If you are advised to self-isolate/restrict your movements you will be required to give your manager the following information:
3. Date of commencement and number of days advised to self-isolate/restrict movements
4. Advice received from your GP, HSE, Hospital or Other (you will be required to specify what that is)
5. If you have been advised to restrict your movements as a precaution but you are well, you will be asked to work from home.
6. Please note that Public Service employees cannot claim DEASP COVID-19 illness benefit in cases where they are receiving special leave with pay. Any claim for DEASP COVID-19 illness benefit whilst on special leave with pay will be treated as a disciplinary matter.
7. You may be asked to sign a self-declaration on return to work, including written confirmation of the above details.
8. By applying for special leave with pay, you agree that in the event of non-compliance with the provisions of special leave with pay (including the requirement to provide bona fides confirmation of self-isolation/ /diagnosis/restricting your movements for COVID-19) existing procedures, including disciplinary measures may be invoked.

Fortunately, given the efforts of the Irish public and the hard work and dedication of our health care workers, we have moved to Phase 3 of the Government Road Map. As organisations move back towards resuming business as usual, there is agreement across the civil and public service to deactivate the operation of the existing scheme, with the facility to reactivate quickly should the need arise to meet a resurgence of Covid-19.

The TAS was set up on 18th March 2020 to support the health and wellbeing of all our citizens during COVID-19. Organisations’ senior leadership teams were asked to determine which services were essential at the time to critical business continuity in the context of their organisational Business Continuity Plan and to identify roles and employees for temporary release to ensure essential public services across all the public sector continued to be delivered.

The scheme had great support from both the civil and public service, and resulted in a large number of employees being made available for placements to support crisis areas. The system proved to be extremely useful by quickly matching assignees with essential roles when required. There were also significant transfers of staff under the temporary assignment policy between departments and sectors in advance of the TAS panel.

Procedure for employees

1. Telephone HR at 051 302020 or [email protected] before 10am on the first day of isolation as would normally be the case for sick leave. You will be required to notify HR of number of days you have been advised to self-isolate. You will be required to complete a self-declaration and/or provide confirmation/medical certification where available. HR will advise your line Manager on your absence. 

2. Please note that Public Service employees cannot claim DEASP COVID-19 illness benefit in cases where they are receiving special leave with pay. Any claim for DEASP COVID-19 illness benefit whilst on special leave with pay will be treated as a disciplinary matter. 

3. You must apply for special leave with pay on return to work, including providing appropriate confirmation, with certification where available. 

4. By applying for special leave with pay, you agree that in the event of non-compliance with the provisions of special leave with pay (including the requirement to provide bona fide confirmation of self-isolation for COVID-19) existing procedures, including disciplinary measures may be invoked. 

Procedure for managers

1. Employees who are advised to self-isolate must inform HR as per sick leave requirements. 

2. HR will ask the employee to provide dates and confirmation/medical certification where possible. HR will advise the employee’s line manager of their absence. 

3. Managers should make employees aware of the need to stay in regular contact and advise the staff member of the employee assistance programme available to them. 

4. Managers should alert the employee to any follow up actions that are required on their return to work (for example, self-declaration, return to work protocols etc.). 

 Download the lead worker information

Usual procedures for employee relations processes such as performance management, dignity at work, discipline and grievance should continue and can be conducted remotely where necessary or appropriate. The objective is to continue facilitating a fair and timely process, whilst protecting the health and safety of the various parties involved. 

Employees who purchased a travel ticket through the TaxSaver scheme should contact the HR Department for further information. Please email [email protected]
 

Civil and Public Service employers are obliged to provide a safe workplace, which may include the processing of health data in order to ensure that safety. Articles 6(1)(c), Articles 9(2)(b) and (g) of GDPR, along with section 53 of the Data Protection Act, 2018 (which permits the processing of special categories of personal data for purposes of public interest in the area of public health) will likely be the most appropriate legal bases for processing this data. For further information please visit the Data Protection Commission website. 

 Download the What to do if you are a Close Contact

In all instances where COVID-19 is positively confirmed in an adult (including a student aged 18 years or over) attending an IoT or TU, either through symptomatic or close contact testing, Public Health will be immediately notified and Public Health will decide on what action, if any, needs to be taken. The Institution may also notify the HSE directly if they are notified by a lecturer or other staff member or by the on-campus health teams of a positive case. Although not strictly necessary, this additional measure is welcome in that it offers further assurance to the on-campus community. 

 Download the protocols for individuals who feel unwell

Here's your Checklist for Staff prior to returning to campus

WIT has developed and implemented a COVID-19 Response plan based on the Return to Work Safely Protocol. This response plan sets out the steps WIT has taken in order to ensure the workplace is safe during COVID-19. The response plan is a live document with regular updates on continuing progress and can be located at H&S Covid-19 Documents.

Please link in with your direct line manager on any queries with regards to return to campus or the risk assessments or protocols in place for your return to work.

All employees have a critical role in ensuring that the procedures of the Protocol are followed to suppress COVID-19 in their workplace. Cooperation between employees, the lead worker representative(s) and management are fundamental to ensuring that the measures are adhered to, including maintaining contact logs, completing induction training and answering the pre-return to work questions.

As per the Government announcement of 18 August, employees should only attend the workplace where it is essential for them to do so. WIT will determine what roles are required to be done in the workplace to ensure that important services continue to be provided to the public. The advice states that these measures will be in place until at least 13 September 2020. 

Where employees are required to attend the work premises, WIT may consider the continuation of temporary alternative arrangements or new temporary arrangements, e.g. flexible shifts, staggered hours, longer opening hours, blended working patterns, weekend working etc. to continue to facilitate social distancing and public health requirements, where feasible. WIT is in the process of drafting a remote working policy for any such continued or new arrangements which will be subject to information and consultation with staff and staff unions. 

WIT has implemented a COVID response plan in compliance with the Roadmap and Return to Work Safely Protocol and managers are continuing to work on a manager checklist including risk assessments for their areas to facilitate more staff to return to campus. All employees have a critical role in ensuring that the procedures of the Protocol are followed to suppress COVID-19 in their workplace. It is incumbent on all employees returning or who have returned to the workplace to fully comply with WIT’s COVID response plan. Cooperation between employees, the lead worker representative(s) and management are fundamental to ensuring that the measures are adhered to.

 Download the Close Contact flowchart

Flow chart for unwell individuals

Case Reporting

Coronavirus (COVID-19) can make anyone seriously ill but for some people with medical conditions, the risk is higher. The HSE have identified the “at-risk” groups as very high risk/extremely vulnerable and high risk. Guidance on the medical conditions associated with each of these categories is attached. Information in relation to these measures are available from the Health and Safety Office. H&S Covid-19 Documents.

As a member of staff, if you have not previously self – declared to Mary O’ Doherty, please self- disclose if you fall into either the very high risk/extremely vulnerable or the high risk category by contacting Brenda McMahon, the Health and Safety Office – [email protected]

All self-disclosures will be held by Brenda McMahon and Sue Hurley (HR Manager treated confidentially in accordance with GDPR legislation and used for completing COVID-19 risk assessments only. 

WIT will continue to facilitate this group where possible in terms of flexible working arrangements, including working remotely where such arrangements are appropriate to the business needs. WIT is working to implement measures to ensure the safety of the workplace for all employees, as provided for in the Return to Work Safely Protocol. 

High risk employees who are required to attend the work premises, in accordance with HSE advice, should take extra care, practice social distance, washing your hands regularly and properly and wearing a face mask.  Appropriate measures may need to be considered for employees in the high risk group in the work premises where maintaining social distancing is difficult.   

As a member of staff, if you have not previously self – declared to Mary O Doherty , please self-disclose if you fall into either the very high risk/extremely vulnerable or the high risk category  by contacting the Health and Safety Office at [email protected] See relevant documentation relating to declaration H&S Covid-19 Documents. All self-disclosures will be held by Brenda McMahon and Sue Hurley (HR Manager) and will be treated confidentially in accordance with GDPR legislation and used for completing COVID-19 risk assessments only. 

WIT’s Occupational Health service will be consulted for employees in the very high risk category, or to determine if an employees’ falls into this category. If WIT is unsure whether or not an employee falls into the very high risk category, advice may be sought from the Occupational Health Practitioners for WIT. 

Employees deemed to be very high risk should be facilitated to work from home to the maximum extent possible. Where an employee is very high risk, is cocooning, and working from home in their current role is not feasible, then they may be assigned work outside their usual core duties/given a new role.  

Employees who are required to attend the workplace and who live with very high-risk individuals should follow the HSE guidelines to protect themselves and to minimise risk of transmission. The implementation of the Return to Work Safely Protocol is intended to minimize the risk of transmission in the workplace. 
 

The return to work access form is one of the measures designed to assist with the safe return to the workplace following the COVID-19 lockdown.

Any employees who were not present in the workplace are required to complete the return to work form. Access to the relevant form can be found at www.wit.ie/campus-access

Fulltime return to work on campus

To help prevent the spread of COVID-19 in the workplace, every worker must complete and sign the return to campus form before returning to work on campus. Depending on your answers, you may be given permission to return to work on campus or may be advised not to return immediately. In the latter case, Health & Safety and/or your line manager will then get in touch to discuss how you continue to work and plans for your future return to campus.

Ad hoc access to campus

The Roadmap for Reopening Society and Business provides for home working to continue where possible. Home working will continue as and when deemed appropriate by WIT. Any continuation of home working must be balanced with the requirement to continue to provide the most effective and efficient services to the public.

For those staff approved to continue to work from home, they may still require limited access to campus. To do this, please follow these steps:

• Get the approval of your line manager

• Fill in the Campus Access form. You will need to do this every time you access campus

All staff must complete the COVID induction before returning to Campus.This is included in Moodle - the staff member will use their normal log in for access to the induction.

Link: https://moodle.wit.ie/course/view.php?id=168063

Enrolment Key: wit

The Return to Work Safely Protocol requires that each workplace should appoint at least one lead worker representative who will assist employees and together with the employer be responsible for ensuring safety measures are being followed. Lead worker representatives will be clearly identifiable, and WIT will ensure they receive the necessary training to carry out the role.

Lead worker representative(s) should:

·        Work collaboratively with the employer to ensure, so far as is reasonably practicable, the safety, health and welfare of employees in relation to COVID-19.

·        Promote good hygiene practices such as washing hands regularly and maintaining good respiratory etiquette along with maintaining social distancing in accordance with

         public health advice.

·        Assist with the implementation of measures to suppress COVID-19 in the workplace.

·        Monitor adherence to measures put in place to prevent the spread of COVID-19.

·        Consult with colleagues on matters relating to COVID-19 in the workplace.

·        Make representations on behalf of their colleagues on matters relating to COVID-19 in the workplace.

An employee with no COVID-19 symptoms will be medically/HSE advised to restrict his/her movements for 10 days if he/she is a close contact of a confirmed case of COVID-19 or lives with someone who has COVID-19 symptoms. This is to avoid contact with other people and social situations as much as possible.

An employee who has been advised to restrict his/her movements and is medically fit for work, remains available for work. If remote working in an employee’s role is not feasible, then the assignment of work may be outside of their core duties.

An employee who has been advised to restrict his/her movements must complete a Declaration Form at Appendix B and return this form immediately to [email protected], accompanied by medical certification (GP/HSE). Please contact [email protected] for relevant forms.

Where medical diagnosis changes the employee must inform WIT immediately.

The institute is currently reviewing capacity of Academic office’s based on the 2 metre advice public health advice.  This will mean that in some areas office capacity will be reduced for staff.  In order to protect everyone, it is essential that you liaise with your colleagues to agree a timetable for using the Office.  The Institute will provide each office with cleaning materials to allow you to clean your own workspace/Office.  It is advised that you clean your workspace/Office on entering and leaving the area.

You should continue to work as normal. If your co-worker tests positive, the HSE contact tracers will contact you if you are identified as a close contact.  They will advise if you need to self- isolate and go for a COVID test. If you start to feel unwell please contact your GP immediately.

The HSE will inform any employees via the contact tracing process who have come into close contact with a diagnosed case. The HSE will contact all relevant persons where a diagnosis of COVID-19 is made. The instructions of the HSE should be followed and employee confidentiality is essential at all times. A contacts log should be maintained by each staff member on a daily basis when on campus to log details of contact with any fellow colleagues. The Contacts log can be downloaded through the following link: H&S Covid-19 Documents. Employees are encouraged to download the Contact Tracing App to their mobile device as this will assist with the contact tracing process.

 

Flow chart for unwell individuals

Case Reporting

The HSE sets out the latest criteria for restricted movements following close contact on the HSE website.

Special leave with pay does not apply to employees who are required to restrict their movements as a precaution as they are not ill.

WIT must therefore facilitate working from home. If remote working in an employee’s current role is not feasible, then the assignment of work may be outside of their usual core duties. Employees must cooperate with all such flexibilities while they are restricting their movements.

In all such cases, employees remain available for work whilst at home, where they have been advised to restrict their movements as a precautionary measure.

This FAQ does not apply to employees who are required to restrict their movements arising from a decision to undertake non-essential travel abroad against government advice.

Circular 2/1976, which covers special leave with pay should only apply in lieu of sick leave for COVID-19 when an employee is advised to self-isolate and is displaying symptoms of COVID-19 or had a positive test. Medical or HSE advice should be followed. Special leave with pay for employees who are not required to work due to COVID-19 should be based on basic salary and fixed allowances only. This excludes premium payments.

The HSE sets out the latest criteria for self-isolation on the HSE website.

The general principles applying to the management of sick leave, for example the requirement of employees to contact managers, and for ongoing contact with employees who are on special leave for this purpose, will apply.

Any special leave with pay granted for the purpose of self-isolation or any diagnosis of COVID-19 will not be counted as part of the employee’s sick leave record. The application of special leave with pay will apply for the number of days advised by the HSE/doctor. Appropriate medical/HSE confirmation of the need to self-isolate and/or a diagnosis of COVID-19 will be required.

When granting special leave with pay, as per clause 31.2 of Circular 2/1976, “the officer will be expected to comply at once with any directions which may be given by [their] Department and to take all practicable steps to resume duty as soon as possible. Otherwise, unless adequate reason is shown for non-compliance, the question of withholding pay will arise”. Employees are not entitled to days in lieu of bank holidays whilst in receipt of special leave with pay.

In the event of non-compliance with the provisions of special leave with pay (including the requirement to provide bona fide confirmation of self-isolation/diagnosis of COVID-19) existing procedures, including disciplinary measures may be invoked.

Further details on the application for special leave is available through [email protected]

If an employee is displaying symptoms and/or has a positive test for COVID-19 then it should be recorded as special leave with pay. Special leave with pay for COVID-19 is being used in place of sick pay. As noted, special leave with pay should only apply when an employee is advised to self-isolate and is displaying symptoms of COVID-19 or had a positive test. Medical or HSE advice should be followed. Appropriate medical/HSE confirmation of the need to self-isolate and/or a diagnosis of COVID-19 will be required. In the event that written confirmation is not available, the recording of medical or HSE advice to self-isolate will take the form of a self-declaration. This does not mean that employees can voluntarily choose to self-isolate. Medical/HSE advice will be required, however the reporting of same may take the form of a self-declaration. Further details on the application for special leave is available through [email protected]

Public Service employees who can avail of the special leave with pay for COVID-19 are excluded from claiming the special DEASP COVID-19 illness benefit payment. Any instances of civil or public servants found to be in receipt of both special leave with pay and the COVID-19 illness benefit will be subject to disciplinary action.

There is no special paid leave available for COVID-19 caring arrangements during this time.

Any employee who wishes to avail of existing leave allowances during this time is entitled to have such requests considered by their employer, as always, including parental leave, annual leave etc. 

Staff with shorter working year/term time already approved should continue to take this time as planned. Approved term-time cannot be cancelled and there is no option for reimbursement.

In exceptional circumstances managers may agree to defer, subject to business requirements where term time can be taken later this year or in rare circumstances moved instead to next year. This would be based on discussion and approval by your Manager. In the event the term time is approved to be moved to another date, HR must be advised of the new dates.

It is important that you liaise directly with your manager regarding the scheduling of your annual leave for this year if you have not done so already. This will allow for managers to consider the requests in line with operational requirements for the remainder of this year.

Staff will be allowed to carry forward a maximum of 7 days into 2022 (If working half-time that would be applied pro-rata i.e. if working half time then max 3.5 full days carry forward into 2022). Note however that we will extend the cut off period to where any leave in excess of 7 days must be taken to no later than Friday 7th January 2022.

Four days have been taken from your annual leave balances already to allow for Christmas shutdown. Section 20(1) of the Organisation of Working Time Act provides that the times at which annual leave are granted are determined by the employer.

Following the dramatic rise in working from home (WFH), as a result of the COVID-19 crisis, queries have arisen on WFH policies for public service employees. The following represents the current position from DPER, having regard to existing public service arrangements on WFH.

Public service employers should not pay a daily allowance (e.g. €3.20 per day) to their employees in respect of WFH. It is open to employees to make claims directly from Revenue in respect of actual costs incurred in working from home at the end of the relevant tax year, in accordance with the relevant tax laws. Any claim in this regard is solely a matter for the individual concerned. Further details for individuals on how to claim expenses on tax returns are available on the Revenue website.

The Government has advised that the safest thing to do is not to travel overseas.

Anyone coming into Ireland (apart from Northern Ireland and individuals arriving in Ireland from locations with a security rating of normal precautions “green”), is required to restrict their movements for 14 days. Responsibility to provide for the period of restricted movement arising from non-essential travel overseas is a matter for each individual employee.

In order to protect public health, employees are required to advise their employer of any intention to travel overseas.

Where there is an intention to undertake non-essential travel overseas to a non “green” country, all employees must make provision by way of an annual leave or unpaid leave application for the additional period of restricted movement, in line with the normal rules applying in the relevant sector. This arrangement is applicable to all civil and public servants regardless of whether they can work from home.

Should an employee return from a “green” country there will be no requirement to restrict their movements. However, employees should continue to notify their employer of their intention to travel overseas. The security rating of countries will be regularly reviewed and may change, and employees should be aware that whatever restricted movement requirements are in place on their date of return to Ireland will apply to them. Employees should log on to www.dfa.ie immediately prior to their return to Ireland to ensure they are fully apprised of any changes to the security rating of countries, and any necessary requirement to restrict their movements.

No. The COVID-19 pandemic unemployment payment was designed as a short-term response for those individuals working in the private sector who became unemployed as a result of the pandemic.

Employees currently on temporary assignment will be contacted by HR.

A flexible and pragmatic approach to the management of probation for both new entrants and promotions should be adopted. The assessment of a probationer’s performance should continue and can take place remotely where necessary. Managers should ensure that probationers have clearly defined objectives and duties that continue to be evaluated on an ongoing basis, in line with the usual probationary process. Managers should continue to support and develop these individuals in their roles.

As noted in previous guidance, in exceptional circumstances it may not have been possible to proceed with the probation process and it was advised that it may be paused. A probationary period which has been paused will be resumed when the probationer returns to duties that allow for probation to be assessed adequately. If a probation process has been paused, HR will formally and clearly communicate to the individuals a timeframe for resumption. 

For WIT's Probation Policy please click here

WIT's Remote Working Protocol during COVID-19 can be found here

In circumstances where one parent/guardian/partner is an essential healthcare worker, the other parent/guardian/partner will be supported by their public sector employer to remain at home to care for the child(ren) so as to ensure that the essential healthcare worker is able to go to work.

In the first instance, flexible working arrangements will be put in place for the other parent/ guardian/partner such as working from home or working adjusted hours/ shifts. Though not anticipated, in the event that flexible arrangements do not allow the essential healthcare worker to attend work it will be dealt with on a case by case basis.

Following the Government announcement on 1 May 2020 to launch the roadmap for reopening society and business, remote working continues throughout the five stages for all employees that can do so. Public service employees will continue to stay at home, unless they need to attend the workplace for an essential service that cannot be done from home.

Employees should follow any guidance issued by their Manager in relation to home working. The Health and Safety Authority (HSA) has produced guidance for temporary home working arrangements during COVID-19. Further information is available on MS teams files at the following link H&S Covid-19 Documents

Where workplace attendance has been deemed essential, Managers will work with their team members to implement arrangements which support segregation of the workforce and social distancing measures. For example, this could include flexible shifts, staggered hours, longer opening hours and weekend working. Please contact your manager directly if any queries in this regard.

Staff are advised to work from home by arrangement with direct line management. Where alternative working arrangements in the employee’s current role is not feasible, then he/she may be temporarily assigned to work within WIT or the wider Public Service.

We are suspending the requirement for clocking during this period and HR will record staff for their basic hours. Overtime is not required during this period without prior approval from their direct line Manager. 

If an employee is displaying symptoms and/or has a positive test for COVID-19 then it should be recorded as special leave with pay. Special leave with pay for COVID-19 is being used in place of sick pay. As noted, special leave with pay should only apply when an employee is advised to self-isolate and is displaying symptoms of COVID-19 or had a positive test. Medical or HSE advice should be followed. Further details on the application for special leave is available through [email protected]

Appropriate medical/HSE confirmation of the need to self-isolate and/or a diagnosis of COVID-19 will be required. In the event that written confirmation is not available, the recording of medical or HSE advice to self-isolate will take the form of a self-declaration. This does not mean that employees can voluntarily choose to self-isolate. Medical/HSE advice will be required, however the reporting of same will take the form of a self-declaration. Further information is available through [email protected].

When the recommended period of self-isolation has passed, medical advice and HSE Guidelines should be followed regarding return to work.

Where the employee is already on special leave with pay due to self-isolation and subsequently contracts COVID-19, then the special leave with pay may continue for the duration of the illness, subject to medical certification being provided to WIT. This should be supplied to [email protected].

Staff that are unavailable due to sick leave must contact HR as per normal procedure by contacting HR at [email protected] 

Public Service employees who can avail of the special leave with pay for COVID-19 are excluded from claiming the special DEASP COVID-19 illness benefit payment. Any instances of civil or public servants found to be in receipt of both special leave with pay and the COVID-19 illness benefit will be subject to disciplinary action.

No, all non-essential business related travel should not planned at this stage.

The Irish authorities advise against all non-essential travel overseas until further notice.

Where there is an intention to undertake non-essential travel overseas, all employees must make provision by way of an annual leave or unpaid leave application for the additional period of restricted movement

The Irish authorities require anyone coming into Ireland, apart from Northern Ireland, to restrict their movements for 14 days.

Special leave with pay should only apply when an employee is advised to self-isolate and is displaying symptoms of COVID-19 or had a positive test. Medical or HSE advice should be followed. Special leave with pay for COVID-19 is being used in place of sick pay. Employees are not entitled to days in lieu of bank holidays whilst in receipt of special leave with pay.

The HSE sets out the latest criteria for self-isolation on the HSE website

Further details on the application for special leave is available through [email protected]

The business of the institute is continuing where possible and WIT has put in place business continuity plans to support this. Staff are advised to work from home by arrangement with direct line management. Please check with your line manager to put in place necessary flexible working arrangements.

The business of the institute is continuing where possible and WIT put in place business continuity plans to support this. Staff are advised to work from home by arrangement with direct line management. Please check with your line manager to put in place necessary flexible working arrangements. Where alternative working arrangements in the employee’s current role is not feasible, then he/she may be temporarily assigned to work within the wider Public Service.

Special leave with pay is not available for COVID-19 caring arrangements. In this scenario the staff member and manager must discuss their approach to ensure business continuity and employees should work from home where possible. This may be possible through flexible shifts; staggered shifts; longer opening hours and weekend working.

Managers will assist the staff member with such flexible working arrangements to support employees to manage caring responsibilities whilst continuing to work. Staff must stay in regular contact with their managers at all times throughout the period.

These arrangements can support employees to manage caring responsibilities at home (including facilitating shared caring arrangements with partner).

WIT may grant special leave with pay to an employee where appropriate medical or HSE confirmation of COVID-19 diagnosis or recommendation to self-isolate is provided, in accordance with the HSE Guidelines. Staff should make contact with [email protected] to apply for special leave.  

The HSE sets out the criteria for self-isolation on the HSE webpage. An employee cannot voluntarily choose to self-isolate.

Where HSE or medical advice is that the employee must self-isolate then special leave with pay may be granted by WIT.

In the event that written HSE or medical confirmation to self-isolate is unavailable, an employee must complete a Self-Declaration Form to record the HSE or medical advice received. This form is available through the HR office at [email protected]. The completed form should be forwarded by the employee to WIT HR as soon as possible.

The HSE advice on at risk groups is on the HSE webpage

An employee should self-declare where he/she considers there is a high risk of serious illness from COVID-19. Where the employee is not ill, WIT will facilitate alternative working arrangements e.g. working from home. Please self-declare to Mary O’Doherty [email protected]  advising which “at-risk” category you fall into. Following the self-disclosure, a risk assessment will be arranged in consultation with the staff member. All self-declarations will be held in accordance with GDPR legislation and used for completing COVID-19 risk assessments only. Your manager will engage with you on flexible working arrangements.

Where alternative working arrangements in the employee’s current role is not feasible, then you may be temporarily assigned to work within the wider Public Service. Further details are available at paragraph 12 under circular 0026/2020.

The HSE sets out the criteria for restricted movements on the HSE webpage.

An employee who has been advised to restrict his/her movements is available for work. An employee cannot voluntarily choose to restrict his/her movements.

Where medical advice is that the employee who is not ill should restrict their movements, the staff member is available for work. The employee will be assigned work and flexibility for working from home should be discussed with their direct manager over the phone/ email. Where alternative working arrangements in the employee’s current role is not feasible, then he/she may be temporarily assigned to work within the wider Public Service. See circular 0026/2020 for more details.

Under the terms and conditions of the Sick Leave Scheme, ordinary illness e.g. viral type respiratory illness will be recorded by HR on our Core System. If you are subsequently diagnosed with COVID-19, the special leave with pay can be retrospectively applied in lieu of Sick Leave through provision of medical certification.

An employee on special leave with pay is not permitted to claim the DEASP COVID-19 Illness Benefit payment.

Please contact HR at [email protected]

Similar to the general principles applying to the management of Sick Leave, the employee must contact the HR Department where any of the circumstances apply (see link to circular 0026/2020). Where circumstances or diagnosis changes, the employee should inform the employer as soon as possible.

The HR Department at WIT must be notified of the absence as soon as possible.

When granting special leave with pay compliance with provisions of special leave with pay shall apply. In the event of non-compliance with the provisions of special leave with pay (including the requirement to provide bona fide confirmation of self-isolation/diagnosis of COVID-19) existing procedures, including disciplinary measures may be invoked.

Please note that employees on special leave with pay are excluded from claiming the special DEASP COVID-19 illness benefit payment.

Special Leave with pay for employees will be based on basic salary and fixed allowances only. This excludes premium payments.

Any special leave with pay granted for the purpose of diagnosis of COVID-19, self-isolation or restricted movements will not be counted as part of the employee’s Sick Leave record. The special leave with pay entitlement will apply for the number of days advised by the HSE/doctor.

There are special leave with pay arrangements that are available under specified conditions – see attached circular 0026/2020 issued from the HEA. Similar to the general principles applying to the management of sick leave, the employee must contact WIT where any of these circumstances apply. 

Under this Circular, an employer may grant special leave with pay to an employee where appropriate HSE or medical confirmation of COVID-19 diagnosis or recommendation to self-isolate or to restrict his/her movements is provided, in accordance with the HSE Guidelines
 
Employees need to contact HR at [email protected] to apply for this leave

An employee on special leave with pay is not permitted to claim the DEASP COVID-19 Illness Benefit payment. 
 

Yes in accordance with DPER guidance, all public servants who are not medically advised to self-isolate must be available to carry out work either to deliver services within their own sector (as a priority) or for temporary assignment within the wider public service. 

This temporary assignment will be managed on a structured, centralised basis through the Department of Education and Skills and the Public Appointments Service. Further details on the practical arrangements for this will be advised shortly. 
 

The wellbeing of our staff, students and our wider community is of paramount importance to us. We are a caring institute and we will do all in our power to steer our organisation successfully through this emerging crisis. Below is an update following An Taoiseach’s most recent announcement:

1. Physical classes in the Institute ceased on 12 March 2020.

2. The Institute’s Academic Council has planned for this and arrangements are in place for continued support for students via Moodle. Students will be encouraged to study as normal in advance of semester 2 exams which will be replaced with alternative assessment.

3. Students will continue to be supported through this period in their learning and all staff are required to be available for work to facilitate student learning per the academic calendar. 

4. Staff are advised to work from home by arrangement with direct line management. Only those employees whose physical presence is required in the workplace to deliver essential services should be required to attend. 

5. As the situation unfolds, further information will issue and staff should continue to check email and remain in contact with your line manager for advice.  

We continue to be a supporting community and I know that we will work through this together. Remember, “Be smart and inform yourself about coronavirus”, “Be prepared”  and, very importantly, “Be kind and support each other”.

Dear colleague,

Following last night’s announcement by An Taoiseach we have decided to fully close all buildings across all campuses over the next two weeks with full confidence that we can continue to operate effectively as we have been doing over the last two weeks.

For the majority this will not impact you greatly as you are already working and teaching remotely and doing so with great innovation, enthusiasm and dedication. Indeed you have proved that as a third level institute we can continue to operate well and deliver education and research services through online teaching and remote working by all staff across the Institute.  You achieved this with no advance warning, and I know that it took huge personal effort from each and every one of you, and for this I thank you.

For the small number who have been on campus, thank you especially for the vital role you have played in these difficult times. As we move to full remote working, you may have questions on how you continue to work. Your line manager or other senior management in your area will help you with these questions so please contact them in the first instance.  My thanks to the whole community: academic, management, administration, research, library, technical, support and the management team.

Considering the seriousness of the situation and the increase in deaths from Covid-19, we believe this is the best response to protect ourselves, each other and our institute. The Executive and I continue to monitor the situation and provide regular updates to you. The Covid-19 monitoring committee will also continue to remotely monitor the situation and ensure that action is taken if required.

Aside from your safety, our main priority is to ensure that our students can complete their courses this year and, following a meeting of the Academic Council yesterday, we have established a clear pathway for the delivery of alternative assessments.  The Registrar will provide more detailed information to staff and students on Monday.

Finally, continue your excellent work, stay safe and be assured that we are here to provide you with whatever support you require.

Kind regards,

Willie

The Institute’s Academic Council has planned for this scenario and arrangements are being put in place for continued support for students via Moodle. The Academic Council has announced (30 March) that all semester 2 examinations scheduled for May are to be replaced by alternative assessment.

Please contact your Head of Department if you have specific questions about course delivery.