Administration

This webpage is to provide directors, managers, and staff to resources that will let them to continue their essential operations IF there is a disruption. It does not cover all circumstances, nor does it apply to all types of departments. It provides some potential solutions to situations that might arise. The resources in on this page will also be valuable in planning for other types of disruptions. 

Basic Principles 

If you are sick 

Please follow campus advice; call your doctor to see if you should self-quarantine or make arrangements to be tested.  If you are unable to come to campus, notify your supervisor.

If you are not sick

Plan for the situation that your staff might be unable to come to campus because they are ill or quarantined. You may not have to do anything special. You should, however, anticipate and prepare for the possibility that you may have to perform essential functions in alternate ways or the usual staff being unavailable. 

UCLA Telecommute Policy

• Telecommuting is permitted if it meets the business needs of the department, the nature of the work is suitable for performance at a remote site, and there is a suitable workspace. Normally used for exempt positions.
• Telecommute arrangements must continue to meet data protection requirements and use of University equipment policies. 
• Model Telecommuting agreement and telecommuting considerations are available.
• Prior to implementing telecommuting arrangements, it is highly recommended that departments use the model telecommuting agreement issued by Campus Human Resources, consistent with campus guidelines on telecommuting.
• Visit UCLA Ergonomics for more information on telecommuting and workstation setups. Supervisors should contact UCLA Ergonomics for assistance with employees who report musculoskeletal discomfort related to off‐site workspaces.

Communications

If you have to close your office or relocate operations, you may need to communicate the length of an outage, the impact on services, when to report to work, alternate locations, and more. You may also need to communicate this information to staff, students, parents, and other stakeholders. 

Issues to consider:

• Do you have a phone tree for your most important contacts? Who are your stakeholders? Examples: staff, students, faculty, vendors, sponsors, parents, software users, and clients. 
• What will your stakeholders need to know if you could not continue operations as usual? Examples: your department’s status (e.g. open, closed, canceled services), how to contact your office, alternate locations, when and where to report to work. 
• How will you communicate — Examples: social media, websites, signage, recorded phone messages, listservs, etc
• Who is responsible for your department’s communications? Are staff cross-trained to post information or to send information to stakeholders? 

Getting Assistance

IT Support Center

IT Service’s IT Support Center is available to assist with access to UCLA systems using UCLA logon IDs and multi-factor authentication (MFA). Twenty-four hour support is provided for UCLA Logon and MFA (multi-factor authentication), with escalation available as required. During regular hours (8 a.m. – 8 p.m. weekdays), assistance is also available for Google Apps for UCLA, Box, Zoom, VPN access, campus network access, and campus phone systems. Please also utilize this resource for general IT inquiries. Staff will be able to either assist directly or refer you to departmental experts for additional help. 

Contact the IT Support Center at (310) 267-HELP (4357); help@it.ucla.edu; or visit the IT Support Portal.  

IT Support Center's Tools For Working Remotely Webpage

UCLA Information Center

Directory and general information assistance is available through the Information Center. Phone: (310) 825-4321