For Employees

In compliance with the IATF guidelines on the implementation of Community Quarantine in the Philippines, the Labor Advisories of DOLE and the advisories of CHED for the prevention, control and mitigation of the spread of COVID-19 in higher education institutions, CEU formulated guidelines for the employees who are working on campus and those who are working from home.
 

WORK ON CAMPUS

  1. Guidelines on Making Request for Work on Campus During the COVID-19 Quarantine Period

Narrative Procedure, Manila Campus
Narrative Procedure, Makati Campus
Narrative Procedure, Malolos Campus

      2. Guidelines on Making Request for Entry on Campus During the COVID-19 Quarantine Period

Narrative Procedure, Manila Campus
Narrative Procedure, Makati Campus
Narrative Procedure, Malolos Campus

WORK FROM HOME

      3. Improved Guidelines in the Preparation and Submission of Summary of Work Hours and Output Reports Per Cut-Off Period
 

 

WORK ON CAMPUS

Guidelines on Making Request for Work on Campus During the COVID-19 Quarantine Period

1. OBJECTIVES

1.1 To ensure that only those with approved requests shall be allowed to work on campus

1.2 To ensure compliance with the health protocol requirements

2. SCOPE

This guideline is applicable to all employees with request for work on campus.

POLICIES

3.1 The members of the Administrative Council shall determine what departments/units under their office will have personnel allowed to work on campus.

The number of employees to work on campus in one department on a particular day shall be determined by the AC member concerned on a week-to-week basis taking into consideration the community quarantine status of the campus and the requirements on physical distancing.

Some departments are given priority to work on campus, like Accounting, HRD (Payroll staff), Health Services Department (those assigned to work on preparations for the return-to-work of employees), PPFD and Security Department.

3.2 The heads of department shall determine who among their staff shall work on a specific schedule in consideration of the Health Protocol set by the Health Services Department.

The number of hours that an employee will work on campus shall be agreed on between the employee and the head of unit.

3.3 There shall be no work on campus during Saturdays, Sundays and non-working holidays.

3.4 Requests for overtime work rendered without prior approval from the Vice President concerned shall not be processed.

3.5 Any change in the plan for work on campus shall be updated in the submitted work plan per department.

3.6 Requesting parties shall accomplish the Request Form and the Health Declaration and Clearance (HDC) form.

3.7 All requests from academic departments in CEU Manila shall be submitted to the Vice President for Academic Affairs for approval.

3.8 All requests from non-academic departments in CEU Manila shall be submitted to the respective Vice President concerned for approval.

3.9 All requests from CEU Makati and CEU Malolos units shall be submitted to the Vice President of the campus for approval.

3.10 All approved requests together with the HDC form must be forwarded by the Vice President concerned to the Health Services Department at least two (2) to three (3) days prior to the intended date/s of entry on campus.

3.11 The HDC form accomplished by the employee shall be assessed by the Health Services Department. The HSD forwards action taken to the Human Resource Department (Manila) or VP for Makati or VP for Malolos.

3.12 A travel pass shall be issued to the requesting employee by the Human Resource Department (Manila) or Vice President for Makati or Vice President for Malolos.

3.13 The approved request form together with the Health Declaration and Clearance form shall be sent by the Human Resource Department (Manila) or Vice President for Makati or Vice President for Malolos to the Security Department.

3.15 If for valid reason, the Health Declaration and Clearance form was not processed before date of entry, the employee shall fill out the form to be given by the Security personnel at the entrance gate after which the latter shall forward the form to the physician-in-charge for clearance.

3.16 The Security Department shall allow entry only to those with approved request.

3.17 Employees shall fill out the Health Declaration and Clearance Form at the entrance gate every time they report for work.

3.18 Employees shall use the timekeeping machine/biometrics twice only, that is, for time-in and time-out.

3.19 Employees shall take note of the Daily Checklist for Entry to or Work on Campus During the Covid-19 Pandemic.

3.19. The Dress Code shall be relaxed during the quarantine period. The following shall be observed:
3.19.2 Maong pants are allowed but not the ripped/tattered/distressed style
3.19.3 Employees should bring extra clothes to change once inside the campus

 

4. NARRATIVE PROCEDURE (Manila Campus)

Responsibility/ Authority

Activities

Requesting Department

1. Accomplishes Request for Entry/Work on Campus and Health Declaration and Clearance (HDC) forms and updates the work plan of the employee

2.Sends through email the accomplished forms to the Vice President concerned for approval.

 

Vice President Concerned

3.If approved, forwards approval to Health Services Department at least 2 to 3 days prior to entry.

 

4.If disapproved, informs requesting department.

 

Requesting Department

5. Informs the employee of disapproval of request

 

Health Services Department

6. Assesses the accomplished Health Declaration and Clearance form

 

7. Whether cleared or not cleared, sends to the Human Resource Department through email the action taken on the health declaration and clearance together with the approved request form.  

                                 

Human Resource Department

8. If cleared by the Health Services Department,

a.sends to the Security Department through email the action taken on the health declaration together with the approved request form.

b.issues a travel pass to the employee who will enter/work on campus

 

9. If not cleared by the Health Services Department, sends notice of disapproval to Requesting Department

 

Security Department

10. Allows entry for employee with approved request.

5. NARRATIVE PROCEDURE (Makati Campus)

Responsibility/Authority

Activities

Requesting Department

1. Accomplishes Request for Entry/Work on Campus and Health Declaration and Clearance (HDC) forms and updates the work plan of the employee

 

2. Sends through email the accomplished forms to the Vice President for Makati for approval

 

Vice President for Makati

3. If approved, forwards approval to Health Services Section at least 2 to 3 days prior to entry.

4. If disapproved, informs requesting department.

 

Requesting Department

5. Informs the employee of disapproval of request

 

Health Services Section

6. Assesses the accomplished Health Declaration and Clearance form

 

7. Whether cleared or not cleared, sends to the                Vice President for Makati through email the action taken on the health declaration and clearance together with the approved request form.      

                             

Vice President for Makati

8. If cleared by the Health Services Section,

  1. sends to the Security Section through email the action taken on the health declaration together with the approved request form.
  2. issues a travel pass to the employee who will enter/work on campus

 

9. If not cleared by the Health Services Section, sends notice of disapproval to Requesting Department

 

Security Section

10.Allows entry for employee with approved request.

 

6. NARRATIVE PROCEDURE (Malolos Campus)

Responsibility/Authority

Activities

Requesting Department/ Section

1. Accomplishes Request for Entry/Work on Campus, Health Declaration and Clearance Form at least 4 to 5 working days prior to entry.

 

2. Sends through email the accomplished forms to the                        Office of the Vice President for CEU Malolos for appropriate action.

 

Office of the Vice President for CEU Malolos

3. Evaluates and approves the request and forwards this, to the Health Services Section for medical assessment, at least 2 to 3 days prior to the entry.

If request is disapproved, informs the requesting department/ section

 

Requesting Department/Section

 

4. Informs the personnel of the disapproval of request

 

Health Services Section

5. Assesses the accomplished Health Declaration and Clearance Form and sends the action taken through E-mail to VP for CEU Malolos

 

VP for CEU Malolos

6. Issues the Travel Pass/Travel Authority, the approved Health Declaration and Clearance Form and the Request for Entry/Work on Campus to the personnel who will enter/ work on campus.
Informs the Security Section on the list of personnel who are allowed to enter / work on campus.
Copy Furnish Human Resource Department.

 

Security Section

7. Allows the personnel to enter the campus, upon presentation of the soft copy of the approved request for Entry/Work on Campus, Medical Declaration and Clearance Form and Travel Pass/ Travel Authority

Guidelines on Making Request for Entry on Campus During the COVID-19 Quarantine Period

1. OBJECTIVES

1.1 To ensure that only those with approved requests shall be allowed to enter the campus
1.2 To ensure compliance with the health protocol requirements

 

2. SCOPE

This guideline is applicable to all employees with request for entry on campus.

3. POLICIES

3.1 All requests for entry on campus shall be for the purpose of getting materials, equipment, or other necessary things needed to do work from home tasks.

3.2 Requesting parties shall accomplish the Request Form and the Health

      Declaration and Clearance (HDC) form.

3.3 All requests from academic departments shall be submitted to the Vice President for Academic Affairs for approval.

3.4 All requests from non-academic departments shall be submitted to the respective Vice President concerned for approval.

3.5 All requests from CEU Makati and CEU Malolos units shall be submitted to the Vice President of the campus for approval.

3.6 All approved requests together with the HDC form must be forwarded by the Vice President concerned to the Health Services Department at least two (2) to three (3) days prior to the intended date/s of entry on campus.

3.7 The HDC form accomplished by the employee shall be assessed by the Health Services Department. The HSD forwards action taken to the Human Resource Department (Manila) or VP for Makati or VP for Malolos.

3.8  A travel pass shall be issued to the requesting employee by the Human Resource Department (Manila) or Vice President for Makati or Vice President for Malolos.

3.8  The approved request form together with the Health Declaration and Clearance form shall be sent by the Human Resource Department (Manila) or Vice President for Makati or Vice President for Malolos to the Security Department.

3.9 If for valid reason, the Health Declaration and Clearance form was not processed before date of entry, the employee shall fill out the form to be given by the Security personnel at the entrance gate after which the latter shall forward the form to the physician-in-charge for clearance.

3.10 The Security Department shall allow entry only to those with approved request.

3.11 Employees shall take note of the Daily Checklist for Entry to or Work on Campus During the Covid-19 Pandemic

4. NARRATIVE PROCEDURE (Manila Campus)
 

Responsibility/ Authority

Activities

Requesting Department

1. Accomplishes Request for Entry/Work on Campus and Health Declaration and Clearance (HDC) forms

 

 

2. Sends through email the accomplished forms to the                        Vice President concerned for approval

 

Vice President Concerned

3. If approved, forwards approval to Health Services Department at least 2 to 3 days prior to entry.

 

4. If disapproved, informs requesting department.

 

Requesting Department

5. Informs the employee of disapproval of request

 

Health Services Department

6. Assesses the accomplished Health Declaration and Clearance form

 

7. Whether cleared or not cleared, sends to the Human Resource Department through email the action taken on the health declaration and clearance together with the approved request form.   

                                

Human Resource Department

8. If cleared by the Health Services Department,

  1. sends to the Security Department through email the action taken on the health declaration together with the approved request form.
  2. issues a travel pass to the employee who will enter/work on campus

 

9. If not cleared by the Health Services Department, sends notice of disapproval to Requesting Department

 

Security Department

10. Allows entry for employee with approved request.

 
 

5. NARRATIVE PROCEDURE (Makati Campus)
 

Responsibility/ Authority

Activities

Requesting Department

1. Accomplishes Request for Entry/Work on Campus and Health Declaration and Clearance (HDC) forms

 

2. Sends through email the accomplished forms to the Vice President for Makati for approval

 

Vice President for Makati

3. If approved, forwards approval to Health Services Section at least 2 to 3 days prior to entry.

 

4. If disapproved, informs requesting department.

 

Requesting Department

5. Informs the employee of disapproval of request

 

Health Services Section

6. Assesses the accomplished Health Declaration and Clearance form

 

7. Whether cleared or not cleared, sends to the                    Vice President for Makati through email the action taken on the health declaration and clearance together with the approved request form.      

 

Vice President for Makati

8. If cleared by the Health Services Section,

  1. sends to the Security Section through email the action taken on the health declaration together with the approved request form.
  2. issues a travel pass to the employee who will enter/work on campus

 

9. If not cleared by the Health Services Section, sends notice of disapproval to Requesting Department

 

Security Section

10. Allows entry for employee with approved request.

6. NARRATIVE PROCEDURE (Malolos Campus)

 

Responsibility/ Authority

Activities

Requesting Department/Section

1. Accomplishes Request for Entry/Work on Campus, Health Declaration and Clearance Form at least 4 to 5 working days prior to entry.

 

2. Sends through email the accomplished forms to the        Office of the Vice President for CEU Malolos for appropriate action.

 

Office of the Vice President for CEU Malolos

3. Evaluates and approves the request and forwards this, to the Health Services Section for medical assessment, at least 2 to 3 days prior to the entry.

4. If request is disapproved, informs the requesting department/ section

 

Requesting Department/Section

 

5. Informs the personnel of the disapproval of request

 

Health Services Section

6. Assesses the accomplished Health Declaration and Clearance Form and sends the action taken through E-mail to VP for CEU Malolos

 

VP for CEU Malolos

7. Issues the Travel Pass/Travel Authority, the approved Health Declaration and Clearance Form and the Request for Entry/Work on Campus to the personnel who will enter/ work on campus.

8. Informs the Security Section on the list of personnel who are allowed to enter / work on campus.

 

9. Copy Furnish Human Resource Department

 

Security Section

10. Allows the personnel to enter the campus, upon presentation of the soft copy of the approved request for Entry/Work on Campus, Medical Declaration and Clearance Form and Travel Pass/ Travel Authority

 
 

Improved Guidelines in the Preparation and Submission of Summary of Work Hours and Output Reports Per Cut-Off Period
 

These updated guidelines in the preparation and submission of the summary of work hours and output reports are based on Inter-Agency Task Force for the Management of Emerging Infectious Diseases (IATF) Resolutions Nos. 106 and 106-A, both issued on 27 March 2021, and 106-B issued on 28 March 2021, particularly Section B, Par. 10 thereof, declaring that the Education sector shall operate in accordance with Guidelines issued by, among others, the Commission on Higher Education (CHED).

 CHED issued Advisory No. 8 dated 28 March 2021 as supplemental policy to Advisories No. 6 and No. 7 dated 13 April 2020 and 28 May 2020, respectively, whereby HEIs in areas placed under ECQ are allowed to deploy skeletal workforce on-site for the following essential services and personnel:

 

  1. Essential administrative services- include workers in charge of payroll, salaries, and employee assistance, IT administrators, accounting staff, and security personnel.
  2. Essential academic services- teachers and faculty who rely or depend on the internet connectivity, engineering and technology laboratories in their institutions for facilitating online classes of students;
  3. Essential academic administration services- registrars and other academic administrators in charge of grades, assessment, and student credentialing in preparation for completion of the academic year or semester.

 The private educational institution shall deploy skeletal workforce only when work from home arrangements are not possible, and shall be subject to compliance with all applicable rules of DOLE on work arrangements during ECQ, and relevant IATF Guidelines on health and safety protocols.

For a more coordinated work plan in CEU, we shall follow the following guidelines in determining and implementing the work arrangement of our personnel:

 

  A. During ECQ, MECQ

Work on campus shall be monitored to allow essential functions like those of the OUR, Accounting, HRD, Internal Audit, PPFD, Health Services and Security Department and other departments when necessary with the primary consideration of the safety of personnel and of our responsibility to protect others.

   B. During GCQ, MGCQ

Work on campus shall be allowed as determined and approved by the respective VPs, Deans and Heads per department with the primary consideration on the observance of the maximum number of staff per department and strict observance of social distancing and other health protocols.

1.The Vice President/ Dean/ Department Head shall:

 

1.1 determine the number of hours per week required to accomplish all the assigned tasks

 

1.2 identify what tasks their department/unit must accomplish and important work assignments which can be done from home or work which can be done to support other departments. The Heads are urged to be very discerning and judicious in making this identification.

 

1.3 discuss with their personnel who among them will do the identified tasks and what kind of flexible work arrangement (using DOLE guidelines) each will have:

Reduction of Work hours and/or Workdays

Rotation of Workers

Work from Home

Work on Campus

Combination of any of the above

Forced leave

 

   Some matters to keep in mind if the staff works from home:

∙ Availability of resources at home like data sources, computer/laptop and internet connection

∙ Home environment e.g., staff may have a role that makes them unable to work from home.

2. There shall be no work on campus during Saturdays, Sundays and non-working holidays.

3. No hours for work from home during Sundays and non-working holidays shall be placed in the work plan.

4. Prior approval of overtime is required.

5. All employees who are working on a regular work schedule should observe the regular eight (8) hours per day schedule.

6. All employees shall observe their official rest day.

7. The Vice President/ Dean/ Department Head shall:

∙ submit to HRD the General Work Plan and Specific Work Plan and Output Report using the approved template

∙ monitor the output of each staff in terms of deliverables/ required reports. 

∙ submit to HRD a copy of the documentation on the consultation meeting conducted with the staff on the work plan preparation

8. Deadlines for submission of the General Work Plan and Specific Work Plan and Output Report shall be announced every cut-off date.

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