Inter-American Adventist Theological Seminary

Remote Work Handbook

December 2022

INTRODUCTION

The purpose of this document is to present a guide to comply with the requirements established by the Inter-American Adventist Theological Seminary for remote work during times of emergency or when necessary. It is in the process of review and approval, therefore, it is possible that modifications may be made at a later date.

DEFINITION OF REMOTE WORK

Remote work is defined as any work that is performed at a non-centralized location. For IATS, this means that when there is a justification authorized by management, whether due to weather emergencies, impassable roads, health situations or any other issue that makes it impossible to work from the offices, the remote work resource may be used. In the specific case of the period when the access bridge to the IATS offices will be under construction, the authorized remote work means that work will be performed in person at the offices on Mondays and Thursdays. On Tuesdays and Wednesdays, work will be done from home using the tools provided by the Seminar (the days may be changed by the administration depending on the need). On remote days, the immediate supervisor will hold an early meeting to establish the tasks to be performed during the day. Everyone should log in at devotional time (9:00 a.m.).

REMOTE WORK SCHEDULE

The Seminary administration has stipulated a weekly frequency for remote and face-to-face work. As needed during 2023, on Mondays and Thursdays the work will be face-to-face and on Tuesdays and Wednesdays in remote mode. This schedule may vary at the discretion of the Administration, based on the needs of each department and/or institutional interest. It should be noted that holidays or assigned days will follow the schedule authorized by the Seminar. Any changes that arise will be reported through your immediate supervisor, or at a staff meeting as stipulated by the administration through the Human Resources manager. If there are any employees who have the ability to come to the offices without endangering their health or safety, and wish to remain working in the offices, they must request authorization from their immediate supervisor.

COMMUNICATION

For effective remote work, communication is essential. Remote work is centered on a framework of flexibility, mutual trust and accountability in the accomplishment of tasks. It is important to emphasize that communication should be done through “Zoom”, Hangout, email or text messaging (Whatsapp or Messages). In this way, clear evidence of what was discussed and agreed upon is maintained. It is important that each employee knows what is expected of him/her and what is the chain of command to be followed. Understand that whatever situation arises, the first link to contact is your immediate supervisor. It is in communication with your immediate supervisor that cases will be worked on in the first instance. If necessary, the supervisor will discuss the situation with his or her superiors and take the appropriate action. Once the agreement is made, the Human Resources manager should be informed so that he/she is aware of it.

EQUIPMENT – USE AND MAINTENANCE

During remote work, the institution will provide you with the equipment necessary for your effective performance on a loan basis. Should any situation arise with the equipment, the employee must follow the following steps:

1. Inform your immediate supervisor of the situation.
2. Request in writing the assistance of the Information Technology (IT) officer. The IT officer, in coordination with the immediate supervisor, will coordinate the required assistance. If it is necessary to replace equipment or resolve connectivity problems, the IT officer will make the necessary arrangements to meet the need.
3. The IT officer will submit a brief report of the solution to the situation to the director of Institutional Effectiveness, Strategic Planning and Distance Education.

Some of the equipment being provided are: laptop, headphones, or any other equipment established by the employee’s supervisor. The Institutional Effectiveness, Strategic Planning and Distance Education office promotes a “paperless” office, however, if any documents need to be printed, plans should be made to use the printers on days assigned to face-to-face work.

OFFICE SUPPLIES

Each employee should be organized so that he/she can purchase the necessary materials from the warehouse on the days of face-to-face work. If any unavailable materials are needed, coordinate with your supervisor to acquire them.

CONNECTIVITY

The Seminary understands that remote work consumes the employee’s personal internet and in some cases there are employees who have internet services with sufficient capacity to maintain effective communication and use of remote equipment. For such purposes, the employee will receive a contribution of $____ to contribute to the payment of the internet.

DOCUMENT ARCHIVING

Since we will be working intermittently between on-site and remote, it is important that documents are always archived in the “cloud”. This will allow access to them at any time and from anywhere. The Seminar provides unlimited Google Drive service. All employees should ensure easy access to their documents. If you have any questions regarding the use of Google, you may contact the IT manager or refer to the IATS platform to access the recordings of the workshops provided.

VIDEOCONFERENCES – DEVOTIONALS, WORKSHOPS AND STAFF MEETINGS

As part of the constant communication to be maintained, daily meetings will be held. All videoconferences will be conducted through the “Zoom” platform. The different types of meetings are described below but are not limited to these:

Devotionals

Spiritual nourishment that everyone is expected to be present, will be held every day at 9:00 a.m. On face-to-face work days, meetings will be held in the Israel Leito Meeting Room. On remote work days, meetings will be held via “Zoom” at our respective work sites. The IT officer will be responsible for sending the link to the devotionals. If any guidance or questions regarding the link for devotionals are needed, they should be channeled through him.

Staff meetings

These meetings will be called by the administration when deemed necessary to give new instructions, make institutional announcements, or any other aspect that the administration considers pertinent to meet. It may be virtual or face-to-face. It shall be called by one of the administrators. In the case of a virtual meeting, a communiqué will be sent with the corresponding Zoom link. If you have problems creating the link, please contact the IT Officer, who will provide the Zoom link if necessary.

ATTENDANCE TO WORKSHOPS

The Institutional Effectiveness, Strategic Planning and Distance Education department will provide the schedule of workshops for faculty and staff at the beginning of the year. Attendance is mandatory.

USE OF CAMERA AND AUDIO

The use of camera and audio during meetings is highly recommended. If you have any emergency or inconvenience you may inform your immediate supervisor. In this way we promote a face-to-face space within our virtual space. The use of the camera encourages effective communication and team interaction and aids in language comprehension with non-verbal communication. The use of headphones during meetings is required in order to maintain the confidentiality of conversations during meetings. For this reason, dress code, etiquette, area and work environment should be observed.

DRESS

Appropriate attire is required for meeting times. Clothing should be comfortable, but appropriate for the job. A working image must be presented even when we are at our residences. The use of pajamas, nightgowns, necklines, muffs or bathing suits, among others, is not permitted during meeting times.

WORK AREA AND ENVIRONMENT

It is necessary for the employee to select his or her virtual work space. Although it is not compulsory that it is a fixed area, it is important that it promotes concentration, eliminates distractions and represents an appropriate work area even when we are remote. It is important that you feel comfortable, that it has good ventilation and lighting. Try as much as possible not to have windows or lighting in your back during videoconferences. Make sure your space is pleasant and allows you to maximize your remote work. If there are additional people in the home during your work time, explain to them the purpose of your work and its importance. We suggest that you put up a small sign to remind your family that you are working remotely.

EMPLOYEE LUNCH AND BREAK TIME

Your health and disease prevention are very important to the Seminar. That is why we recommend that you schedule your lunch time. Additionally, take short breaks to get up from your area and stretch. Hydrate yourself and focus your eyes on pleasant scenery to avoid eyestrain.

EMPLOYEE EMERGENCY SITUATIONS

If the employee must be absent due to a situation that has arisen, he/she should contact his/her immediate supervisor and report the situation. If necessary, indicate any tasks that need to be completed so that their work has continuity and services are not affected. If authorized by the supervisor, the work may be completed at a mutually agreed upon time. This time will not be considered overtime pay. If the employee is unable to complete the absent hours, he/she must fill out the attendance record sheet indicating which item will be charged (vacation, illness, illness of a family member, funeral, personal), and send it to the Human Resources manager. We are aware of your high commitment to God’s work, as this is how we recognize our work. However, know when to stop, be a good steward of your body and faithful to your family by being prudent in the hours you dedicate to work and not to affect yourself. We trust that God will direct you during this time when we will not have the privilege of seeing you in person every day.