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Work from home guidelines

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Prepared by: Meghana TrivediProject Learning Officer
Reviewed by: Sharad MishraProject Lead
Approved by: Dr. Sanjeev SinghProject Investigator
First shared on21st May 2021
Last updated28th December 2021

Priorities & Essential Work​

Evaluate the responsibilities and priorities of your tasks, considering customer/collaborator impact and feasibility of completing some or all of it remotely (with or without adjustments). Share your thoughts with your supervisor.

Technology​

At a minimum, employees need a computer, internet, and phone access. You are responsible for ensuring that you have suitable equipment to perform your tasks. You are responsible for following all Institute practices and policies to maintain security on your device.

Home Environment​

Consider whether your home environment is conducive to remote work. Factors include the demands of other household members, household construction, appropriate lighting, seating, and other basic conditions. Set expectations with others in your home regarding your interactions and availability. In case you are outside Delhi or planning to shift from your current location, please inform your supervisors.

Contact Information​

You must be contactable throughout normal working hours by the supervisor and other Institute employees. Provide multiple forms of contact information to your supervisor. Update your emergency contact information in workday, which is viewable to administrative managers.

Calendar​

All the project employees are required to update and maintain their google calendars as per their meetings with Universities/works assigned to them. You are required to share your calendars with your supervisors as well as sundari.bafila@samarth.ac.in. Google Calendars have to be created according to the-

  • Daily assigned tasks

  • Recurring weekly and mothly tasks

  • Meetings scheduled with the University/HEI

Meetings​

Institutions define what tools you will use to hold meetings virtually. Within your purview, identify which upcoming meetings can/should be rescheduled if necessary. Attending the virtual meetings would be mandatory in order to perform your duties from a remote site. Install MS Teams (https://teams.microsoft.com/) as we will be using it as a medium of communication. You are required to be available on teams during the office hours.

Communicate regularly with your manager regarding your work priorities, deliverables, timelines, etc.

Time & Performance​

Record the actual time worked. Use Jibble Desktop app (app.jibble.io) to log your work hours.

Work Schedule​

  • Institute of Informatics and Communication (IIC) works for 6 days a week - Sunday will be Week Off-day.
  • The standard work from home hours are 9:30 a.m. to 7:00 p.m. You are required to be available to all team members during the work hours.

Attendance​

  • Each one has to mark their attendance through the Jibble Desktop App. It is mandatory to download the app on your systems.
  • Each employee must mark themselves in to clock in at 9:30 a.m. Employees shall be considered on leave if she/heclocks in after 10:10 a.m.
  • Human Resource Team will track jibble accounts, logged work hours and prepare attendance and leave records.
  • The attendance record shall be approved by the team leads and approved attendance record will be sent to IIC office/Agency to generate salaries based on the hours jibbled in.

Note: Jibble in would be allowed only from the desktop application. Web application and Mobile application will not be considered. Number of working days shall be counted based on the hours logged in and consequently salary will be generated.

Mandatory tasks​

Three mandatory tasks have to be completed by everyone at end of the day:

  1. All email threads with the University/HEI needs to be closed by the accountable employees.
  2. Configuration Document has to be created for each handholding meeting conducted with the University/HEI.
  3. Whether the docs.samarth.ac.in has been shown during the meeting to the University/HEI.

Daily Progress Updates​

  • The project employees must submit their daily progress update on the IIC portal (iic.samarth.ac.in).
  • New joinees should also send their daily progress updates through e-mail/slack to their team lead and supervisor in addition to reporting on iic.samarth portal. Progress updates on mail will continue till the supervisor instructs otherwise.
  • The project employees who are put under review must also send their daily progress updates through e-mail to their Team Lead and Supervisor in addition to reporting on iic.samarth portal. Progress updates on mail will continue till the supervisor instructs otherwise.
  • HR Team shall check regularly if the reports are duly submitted by the employees. S/he would bring the defaulters in notice for their supervisors.
  • Flagging defaulters:
    • Yellow card - Will be issued in case an employee misses to submit daily reports consecutively for two days or more than 5 times a month.
    • Red Card - Will be issued if three yellow cards are issued in a quarter. Red card calls for review of the employee.
    • Those not complying with any aspect of the guideline shall be marked as defaulters and necessary action will be taken.

Mandatory tools and Requirements​

  • Slack
  • Mail Client
  • Jibble (Desktop App)
  • GitLab (project.samarth.ac.in)
  • MS Teams
  • Mac/Linux Machine (Ubuntu/Centos)
  • Minimum 8 GB RAM
  • Display 16 inch minimum
  • PHPStorm IDE
  • SqlYog /MySQLWorkbench
  • Sublime Text
  • Git GUI - Sourcetree / kraken / github for desktop

NOTE: These guidelines are an extension to the standard employment terms and conditions. The instructions listed here shall take precedence in work from home / remote working scenario.