RESPECT  |  TRUST   |  INCLUSION  |  DISCOVERY  |  EXCELLENCE

Manager in Name Only:

Cultivating Accountability

An employee in a department works remotely. There is a reorganization within the group, and the employee now reports to a different manager. The manager is not familiar with the project the employee primarily works on and does not review the employee’s offer letter or position description to understand the role. When asked, the employee assures the manager all aspects of the job are going well.

A report is received through the Speak Up program regarding the employee hosting sales events for an outside activity and engaging in a home-based private business activity during their Duke working hours. The person reporting the concern indicates several other team members in the department have seen social media posts and received invitations for these events. There is also confusion as to whether the employee still works at Duke.

Duke’s Values in Action

Duke Values In Action: Professionalism and Duty of Care

We improve our knowledge, work and community by conscientiously applying our time and talents, and demonstrate and practice genuine concern and respect for others. We encourage questions, dialogue, and challenges, holding individuals and organizations accountable for their actions and decisions..

Relevant Policies:
Remote Work Policy

HR Standards of Conduct & Performance/Corrective Action Policy

Dual Interests and Outside Activities

Resources:
Duke Staff Handbook
Duke Speak Up Program
Duke HR: A Manager’s Role
Remote Work Resources

Fact finding and intervention:

After reviewing the concern, the following details are determined:

  • The employee is hosting sales parties on social media during their Duke working hours, which may include the use of their Duke computer and other Duke resources, including compensated time.
  • The manager cannot provide information on the employee’s contributions to Duke projects over the past six months.
  • The employee’s offer/appointment letter and position description are out of date and reflects activities no longer performed in this unit.

The outside activity may be allowable, but the activity occurring during business hours with possible use of Duke resources is problematic.

Resolution and action plan:

  • The unit contacts their area HR to assist in reviewing performance for possible counseling per policy, updating the employee’s position description, drafting a remote work letter and assessing departmental needs.
  • HR and the unit indicate remote work does not relieve the manager of responsibility for their team’s assignments and performance.
  • The unit schedules coaching sessions for the manager to guide them to understand their role as a manager, which includes awareness of and accountability for their team’s daily activities, performance and time management.
  • The employee is informed these sales events cannot occur during business hours without prior approval and use of PTO.
  • The employee is reminded the use of Duke resources for outside activities is prohibited.

*This vignette is loosely based on real cases received through Duke’s Speak Up program and/or other investigatory offices.  Creative license was taken to protect the identities of those involved.*