MAY 11, 2020
Good afternoon IINE Colleagues,
I hope you had a good weekend.
Just a few updates to start the week:
FY2020 Employee Opinion Survey
Each Spring IINE asks all employees to share their feedback through an Employee Opinion Survey. Through your responses to the survey’s questions and prompts we hope to identify the things that IINE does well, any areas of concern, and any opportunities for improvement. IINE is continuously looking for ways to improve its systems and culture; we value and depend on the feedback you provide.
If you need the link to this year’s survey please contact Shayne.
The information gathered as part of this survey is kept anonymous; any names volunteered will be redacted or replaced for presentation purposes. Following a period of review and assessment, the aggregated data and key lessons drawn from this survey will be shared at an Allstaff meeting at each site. Additionally, please note that we share our key findings with the Board of Directors.
For a number of reasons, we’ve opted to limit this survey to regular staff only. On-call staff are encouraged to share any concerns, suggestions or ideas with me, separately.
I have made several changes to the survey since last year, including removing several of the demographics/employment status questions and adding a section on IINE’s response to COVID-19. The few remaining employment status questions are necessary for us to identify trends based on employees’ relationships with IINE and, consistent with the anonymity policy established above, will not be used to identify individuals.
We are asking all employees to complete this survey no later than Friday, May 22. Please make sure you review the instructions and notes at the outset of the survey, and be sure to read each prompt/question carefully.
Unfortunately, you must complete the survey in a single session. Please budget at least 20-30 minutes; the most detailed survey responses may require more time. I recommend setting aside time on you calendar just before or after the next allstaff meeting at your site.
Allstaff Check-in
I’ll be sending a calendar invite shortly for our next Allstaff Check-in, scheduled for this Friday, May 15, at 10:30AM. We’ll endeavour to keep the meeting to 45 minutes and rotate who is on the screen based on which site/program is being discussed.
Memorial Day
A friendly reminder that Monday, May 25, 2020 is Memorial Day, a federal holiday. All IINE sites will be closed for the day. Please make sure you are alerting interns, volunteers, and clients accordingly.
Q2 Performance Evaluations
Q2 Performance Evaluations are coming to a close. All completed evaluations are due by May 13, 2020 (no later than May 15, 2020). Unless you have received my approval for an extension, you and your supervisor should have either already met and discussed your evaluation, or should be scheduling a meeting to discuss your evaluation by this Friday.
Great job to everyone who has concluded the process thus far! We’ll be making changes to the form and process based on lessons learned this cycle. Please be sure to let me know if you have any feedback.
Additional Open Requests with Staff
I’ll be following up individually with employees (and their supervisors) who have not yet submitted one or more of the items below. If you’ve submitted all of these, you’re all set (please don’t resend anything unless I request it!); thank you to everyone for keeping up with all these requests!
- PPE Policy Acknowledgement (to be emailed to me)
- Resumes (to be uploaded via Wufoo)
- Coverage Plan (to be uploaded via Wufoo)
One-Time Reimbursement Request Submission Extension
Recognizing that folks may have intended to submit reimbursement requests prior to our suspension of in-person services on March 12, 2020, and that folks who have travelled since then may not have known how to submit requests, IINE is waiving it’s typical 45-day submission window through this Friday, May 15 for all travel conducted between January 27, 2020 and today, May 12. If you have miles, tolls, and parking receipts that you had intended to submit from within that period, please make sure you submit them to your Office Manager, cc’ing your supervisor, no later than Friday, May 15, 2020 at 3:00PM. After this Friday, we will expect everyone to submit reimbursement requests within the 45-day window.
The reimbursement process hasn’t changed since we’ve gone remote:
- You complete the reimbursement form
- You submit it to your Office Manager, cc’ing your supervisor
- Office Manager reviews it for formatting
- Office Manager OKs formatting
- Supervisor approves the travel
- Supervisor (or OM on their behalf) sends the approved request to Leona
The only deviation from our standard process is that, in lieu of printed signatures (because most of us don’t have regular access to an IINE printer), we’ll accept an email chain with the request attached as an indication of your intent to submit and an email chain with “request approved” as confirmation of your supervisor’s approval.
Supervisors, make sure you send Leona the full email chain, with your approval and the request attached, by Friday afternoon.
Please let me know if you have any questions. Otherwise, enjoy the rest of your week and I’ll see you Friday!
Sincerely,
Shayne