Classified Staff: Telework Form Renewal Process Reminder
Classified staff are now required by the Commonwealth to use the Commonwealth of Virginia (COV) Application system when renewing their telework agreements. Previously renewals for the same number of days of telework went through dynamic forms. Going forward, all renewals will need to be processed through the COV App system.
The Faculty and Staff Engagement Team will be initiating a renewal form in the COV App system based on the expiration date of your current agreement. You do not need to request a renewal form to be initiated. Once a form is initiated, you will receive an automated email from CovApps (VITA) covapps@vita.virginia.gov.
The CovApp system uses the same login information as Cardinal. If employees have not previously set up their Cardinal login or located their Cardinal ID in Patriot Web, use the directions here to do so. Once a login is set up, follow the state’s guide detailing how to complete your form as an employee.
With the state requirement change, the “Standard Telework” dynamic form has been updated to the “New and Temporary Standard Telework form” and will only be used to request a new COVApp form initiation or to request temporary telework (14 calendar days or less).
Review some of the FAQs below, regarding the changes:
What is the difference between the New and Temporary Standard Telework Request Form and the COV App?
The New and Temporary Standard Telework Request Form may be used by Classified Staff to either submit a temporary telework request (less than 14 calendar days duration) or to notify the Faculty and Staff Engagement Team that you need a new COV App initiated.
For temporary requests (14 calendar days or less) all signatures and final approvals will stay in dynamic forms.
For those requesting a new telework agreement or a renewal, the dynamic form will serve as the first step. Employees will use an abbreviated version of the form to notify HR they need to use the state COV App system. Once the dynamic form is completed, the Faculty and Staff Engagement Team will manually initiate a form using the COV App system. You will receive an email from covapps@vita.virginia.gov once the form is initiated. The employee will then need to submit the COV App form.
The COV App asks if the form is a “Renewal of Current Agreement”. What does that mean?
The employee should only indicate “Yes” if the form is a renewal of a previously approved agreement without changes.
If the form is for a new agreement or a renewal with changes, the employee should answer “No” to this question.
I’m a supervisor, how do I access telework forms in the COV App?
You will receive an email from covapps@vita.virginia.gov if an employee you supervise has submitted the Telework COV App. Please review the state’s guide on how to process forms as a manager.
Please note, justification comments are required from both the employee and supervisor. In the comments box, please provide a summary of the employee’s role and why the level of telework requested is appropriate.
Note: You will need your Cardinal login credentials to access the COV App system. To set your Cardinal login credentials, please follow these instructions.
If you run into issues setting your Cardinal login credentials, please contact the Cardinal help desk ticket by emailing vccc@vita.virginia.gov and put “CARDINAL” in the subject line.
For further details on renewals, access to CovApp, workflow approvals, etc., please visit the Flexible Work website. Questions may also be sent to engagehr@gmu.edu.