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604-9 - Remote Work

Title: Remote Work
Owner: Human Resources
Last Updated/Revised: 11/06/2024

Policy: The University has many positions that can be done remotely, away from our physical building locations. This policy establishes guidelines for employees who work remotely, to ensure productivity, communication, and accountability.

The University employs individuals working both remote schedules and hybrid schedules. Eligibility requirements to work remotely include: department and role-specific requirements, job responsibilities, tax and other legal requirements, and the employee being in good standing. While all employees are required to follow each university policies regardless of where they complete their work, the University has added the following topics regarding remote work:

  1. Equipment: Non-adjunct employees working remotely are required to use university provided and approved equipment to complete all work duties and communications. Use of a personal device to complete university business is prohibited.
  2. Security: Employees working remotely should follow all security protocols and contact IT if any security concerns arise. Employees are prohibited from sharing their login information/password that access their university systems or equipment. If a breach or loss or damage of equipment occurs, it must be reported timely to IT.
  3. Work environment: Remote employees are responsible to maintain a suitable and safe working environment. Employees must ensure that they have reliable internet access and a quiet, distraction-free workplace.
  4. Time worked: Non-exempt employees must accurately record their working time, whether in the office or working remotely. Employees must log their time via the University’s time keeping system, and reach out to their supervisor, HR, or the Payroll department if they are aware of any timekeeping or pay discrepancies.
  5. Work hours: Employees working remotely are expected to maintain their regular work hours based on the University's business needs and standard hours of operations. Any flexibility in hours may be allowed with prior approval from the supervisor.
  6. Communication: Employees working remotely are required to regularly and timely communicate with their supervisors and others. Communication should be done via University approved communication platforms (i.e. University email, Microsoft teams). Failure to communicate appropriately may result in disciplinary action, up to and including termination.
  7. Productivity: Remote and onsite employees are held to the same productivity standards. This includes timely response time, being available for required and requested work meetings, delivery of high quality work, and meeting all deadlines and deliverables.
  8. Virtual interactions/Video Conferencing: To encourage virtual interactions, the University promotes the use of video conferencing during work meetings. Some departments may require that videos remain on during meetings. Employees must ensure that they have access to the internet, webcam, and microphone needed to interact in video conferencing meetings. Employees need to dress appropriately for video calls, as if attending an in-person meeting. Employees should attend video conferencing meetings in a quiet and appropriate location to minimize distractions and background noise. When the meeting includes confidential or sensitive information, employees must make proper arrangements to keep the information private. Conversations should not be overheard or viewed by unauthorized parties. Avoid conducting sensitive conversations in public spaces or shared environments.
  9. Travel while working remotely: Employees must notify their supervisor in advance of any planned travel. The supervisor may approve working remotely during travel, or may require the employee to take vacation time or unpaid time. Failure to disclose travel plans with this policy may result in disciplinary action, up to and including termination. The supervisor and/or University may restrict remote work while traveling for several reasons, including: role-specific requirements, performance issues, productivity concerns, communication issues, availability, data/security risks, and compliance and legal concerns.
  10. Moving while working remotely: Employees must notify their supervisor and HR in advance of any major relocation. Continued employment would be based on business and department/role-specific requirements, along with other legal and tax implications. Failure to disclose relocation plans with this policy may result in disciplinary action, up to and including termination.
  11. Costs: The University is not responsible for covering costs associated with the use of an employee’s remote work arrangement (i.e. telephone costs, internet costs)
  12. Ad hoc arrangement: At times, an ad hoc remote arrangement may be approved by the University.

Purpose: The purpose of this policy is to provide clarity on the University’s guidelines for employees who work remotely, ensuring productivity, communication, and accountability.

Scope: This policy applies to all University personnel.

Documents and Forms: None