INFORMATION FOR COLLEAGUES

Working remotely

This information is aimed at making working remotely as easy and safe as possible for you. Further guidance for managers regarding managing team members who are working from home is available on ourHuman Resources webpages.

If managers have any questions that aren’t covered by this guidance, they should contact the HR team on0113 812 6100 oremployeerelationsteam@leedsbeckett.ac.uk.

Helpful tips for working from home

The health and safety of colleagues who are working remotely is of importance to us. Here is a checklist of factors to be aware of: 

  • Be mindful of how to handle heavy items at home.
  • Individuals with health conditions, previous back injuries, new and expectant mothers, etc, should assess the need for handling items.
  • Be mindful of posture when setting up and using a laptop.
  • Ensure that sufficient/frequent short breaks are taken to avoid prolonged periods without change of posture.
  • Ensure your working environment is free from hazards such as trailing cables.
  • Visually check any electrical cables or items to ensure they are free from obvious defects such as cuts/damage.
  • It is a mutual responsibility of the manager and team member to ensure regular contact is maintained.
  • As far as practicably possible, managers have a duty to ensure that remote workers do not contravene the Working Time Regulations and colleagues should report any concerns about excessive working hours to their manager.

Colleagues who meet the conditions of ‘homeworking’, as defined by HMRC, are eligible to claim a tax allowance which would provide a reduction in tax. The online portal is available for colleagues to access and undertake this process on an individual basis.

Please speak with your manager about any equipment you need to support you to work remotely. Where required, we can arrange for items to be delivered to your home.

  • It’s important that you are able to access all files, programmes and equipment when working remotely. Our IT Services Working from Home page provides information on who to contact for support. 
  • People and Organisational Development have IT development resources to support remote working. 
  • MS Teams Resource Hub acts as a single webpage to help colleagues easily access Teams training and resources. 
  • There is a guide which shows how to access iTrent and VTS remotely, two of our key HR systems.
  • To maintain the safety and security of LBU information, systems and equipment, ensure that work is not viewed by others at home and store any sensitive information securely at home.

The university has a responsibility to consider the security implications of homeworking, and the need for any risk mitigation.

Along with this the university may need to collect and use personal information about individuals in order to deal with Coronavirus (Covid-19). However, it is important not to forget that, although this could be a time-sensitive issue, the requirements of data protection law will still apply to any personal information that the University uses for these purposes.

When using information about individuals for the purposes of dealing with the coronavirus outbreak, the golden rule to remember is that the position under law has not changed. Although this is a novel factual scenario, the same principles and considerations will apply around the principles of:

  • Lawfulness, fairness and transparency
  • Purpose limitation
  • Data minimisation
  •  Accuracy
  •  Storage limitation
  •  Integrity and confidentiality (security)

We have added to our overarching privacy notices explaining how the university will collect, use and protect data specifically with regards to the Coronavirus (Covid-19) pandemic.

A Data Protection Impact Assessment has also been carried out. Further information on handling information securely and the privacy rights of individuals is available on the university’s information compliance webpages.

Working from home FAQS

Colleagues who have agreed reasonable adjustments in place to support a physical or mental health condition should initially discuss how these will be managed at home with their line manager. As far as is practically possible, adjustments should be continued at home, through appropriate risk assessments. Further advice can be sought from Occupational Health, please discuss with your line manager if this is required.