POLICY: Remote work allows employees to work at home, on the road, or in a satellite location. Spoon River College considers remote work to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Most job duties are best performed on campus. An examples of good use of remote work time is a webinar. Remote work may be appropriate for some employees and jobs but not for others. Remote work is not an entitlement, it is not a college wide benefit, and it in no way changes the terms and conditions of employment with Spoon River College.
SCOPE:
This policy applies to all full-time employees, regularly scheduled part-time administrators and professional support, and regularly scheduled part-time classified staff.
Supervisors of eligible employees may permit their direct report to work remotely up to thirty-five hours per fiscal year. Part-time employees' remote work eligibility will not exceed their regularly scheduled work week. Remote work hours do not accrue.
This policy does not limit the amount of remote work available for employees whose job description explicitly states their position may work from home on a more regular basis.
PROCESS:
Either an employee or a supervisor can suggest remote work as a possible work arrangement. The supervisor and employee must both agree that the individual’s work can be successfully completed off-campus.
The supervisor should maintain documentation of the request, their approval or denial of the remote work agreement, the agreed date and time, and supporting documents. The supervisor is responsible for ensuring the employee does not exceed the maximum number of remote work days per fiscal year. Remote work days are considered time worked and reported in ADP accordingly.
Before entering into any remote work agreement, the employee and supervisor will evaluate the suitability of such an arrangement, reviewing the following areas:
Employee suitability: The employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters.
Job responsibilities: The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a remote work arrangement.
Equipment needs, workspace design considerations and scheduling issues: The employee and supervisor will discuss the physical workspace needs and the appropriate location for the telework.
An appropriate level of communication between the remote employee and supervisor will be agreed to as part of the discussion process. The remote employee will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved.
Most job duties are best performed on campus. Examples of a good use of remote work time are webinars or special projects.
DETAILS:
Pre-arranged: Remote work is not meant to be used in place of sick leave. It must be pre-arranged. Employees must consult with their supervisor at least one college business day prior to their remote work day.
Expectations: Remote work is not designed to be a replacement for appropriate child care. The focus of the arrangement must remain on job performance and meeting office demands. Prospective remote workers are encouraged to discuss the expectations of remote work with family members.
Equipment: On a case-by-case basis, Spoon River will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs. If necessary, the employee should work with IT to checkout a laptop and discuss other needs. Equipment supplied by the college will be maintained by the college. Equipment supplied by the employee will be maintained by the employee. Spoon River College accepts no responsibility for damage or repairs to employee-owned equipment. Spoon River College reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the college is to be used for business purposes only. The remote employee must sign an inventory of all Spoon River College property received and agree to take appropriate action to protect the items from damage or theft. Upon returning to campus, all college property will be returned to the college, unless other arrangements have been made.
Workspace: The employee will establish an appropriate work environment within their home for work purposes. Spoon River College will not be responsible for costs associated with the setup of the employee’s home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space.
Security: Consistent with the college’s expectations of information security for employees working at the office, remote work employees will be expected to ensure the protection of student, employee, vendor and customer information accessible from their home office. Steps include the use of locked file cabinets and desks, VPNs, regular password maintenance, and any other measures appropriate for the job and the environment.
Safety: Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the company’s workers’ compensation policy. Remote work employees are responsible for notifying the employer of such injuries as soon as practicable.
Time Worked: Remote work employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using ADP. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the remote worker’s supervisor and Human Resources. Failure to comply with this requirement may result in discipline.
Expense Reimbursement: Remote work is voluntary and not a requirement. All technology and resources are provided to employees while on campus. As such, the employee assumes all operating costs if they choose to work remotely. The College will not assume responsibility for the use of personal devices, data, operating costs, home maintenance, or other costs incurred by employees during remote work.