Department of
Veterans Affairs Memorandum
Date: MAR 1-6 2020

From: Executive in Charge, Veterans Health Administration (10)
Subi: Coronavirus (COVID-19) Guidance for Telework, Scheduling, and Duty Location

To: VHA Senior Leaders

1. Many of you may have seen the memorandum that was published by the Office of
Management and Budget (OMB) (M-20-13, ?Updated Guidance on Telework Flexibilities
in Response to Coronavirus", dated March 12, 2020) that encourages Federal agencies
to maximize telework and leave flexibilities whenever possible during this
unprecedented response. Veterans Health Administration (VHA) leadership
has reviewed the memorandum and the following information is provided to you to
better understand how VHA is responding.

2. The safety of our employees and patients is our highest priority and one that we take
very seriously. Our primary mission is to provide care to our nation?s Veterans. OMB
communications are broad so that each organization can use the information in ways
that makes sense for them. VHA is the backbone of the American healthcare system,
and one of our core missions in times of national emergency is to provide healthcare
resources if the community becomes overwhelmed. We need to keep our hospitals
open, especially in a time of crisis.

3. It is critical that we prioritize access to the VA network for our healthcare providers so
the VA can continue provide healthcare via telehealth or telework to our Veterans;
therefore, telework decisions for administrative personnel and those not providing direct
patient care will be critically assessed and, where appropriate, denied based on our
highest priority of delivering health care to Veterans.

4. The OMB Memo M-20-13 expands the pool of those who can request to telework
during 9 but does not require management to approve telework if there is
justification for denial. Many positions in VHA are not feasible for telework. Other factors
that may be considered in evaluation of a request to telework include availability of IT
equipment and scheduling concerns. Reasonable accommodation requests fortelework
must be evaluated on a case by case basis and undue hardship considered in whether
to approve, disapprove, or propose an alternative accommodation.

5. New telework approvals should only be made for clinical staff who will be using the
remote connection to provide healthcare. New telework approvals should not be
approved for non?clinical staff without the approval of a second level supervisor. VHA
must preserve network access for the mission critical provision of healthcare. A review
of non-clinical staff currently on telework agreements may need to be conducted as
information about the availability and speed of the network becomes available. All

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Coronavirus Guidance for Telework, Scheduling, and Duty Location

supervisors are directed to conduct a review of telework agreements currently in place
to determine if staff should temporarily shift their duty locations or modify their
schedules during this emergency to ensure mission essential functions can continue
uninterrupted.

6. This guidance should not be taken to diminish the role of non-clinical staff. For
administrative staff who have a vital role in maintaining our operations we need them to
be physically at work, to the extent feasible, to preserve our bandwidth for clinical
needs. We are carefully screening our patients, visitors, and staff, prior to entering to
provide the safest environment possible for staff to work. All employees, whether clinical
or administrative, are critical to the work we do for Veterans.

7. We also know that widespread school closures are creating significant strain on our
employees who have children in the home. In light of this, we are recommending
approval of leave or telework for a limited period in order to make appropriate long-term
childcare arrangements. Absent undue hardship, long term school closures may not be
a reason to approve new telework agreements.

8. OMB Memo M-20-15 (?Updated Guidance for National Capitol Region on Telework
Flexibilities in Response to Coronavirus?, dated March 15, 2020) recommends that

. .agency heads should develop an operational plan that maximizes resources and
functional areas to most safely and efficiently deliver these mission-critical functions and
other Government services (including but not limited to staggered work schedules and
other operational mitigation measures).? In support of these efforts, leaders are
encouraged to work with their employees to explore alternative schedules, including
shift work, weekend work, split shifts, expanded use of compressed work schedules,
flexible start and stop times, and part-time work.

9. Please remember that alternative work schedules for Title 5 and Hybrid Title 38
employees may not be subject to the exclusions that apply to taking action in an
emergency or other management rights identified in 5 U.S.C. 7106(a)(2). Managers
should consult with their local HR representatives to ensure that appropriate employee
relations and labor laws and collective bargaining agreements are considered.

10. Employees who are working remotely are encouraged to take actions to reduce the
strain on IT bandwidth:

- Take advantage of offline work

0 Check email periodically throughout the day using mobile devices

0 Log off when not actively working email, during meetings

0 Eliminate unnecessary activity like using Skype for meetings (use VANTS),

unnecessary email (thank you, you?re welcome, 0k, etc.)
Suspend non-mandatory TMS training

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Coronavirus Guidance for Telework, Scheduling, and Duty Location
0 Employees in local commuting areas of hub of?ces, increase office presence
when able and when permissible, as determined by managers.

11. For further questions, contact the Office of Workforce Management and Consulting

at wmc@va.gov.

Richard A. Stone, M.D.

Attachment:

Workforce Management and Consulting Combined Frequently Asked Questions