Remote Work - Administrative/Professional & Support Staff

Summary

This procedure outlines the process by which the College may permit certain employee positions to work remotely on a temporary basis where appropriate to promote efficient and effective work while supporting the changing needs of our students and community. This procedure shall not apply to unionized employees, unless Delta College and the union representing those employees agree otherwise. This procedure is subject to revocation at any time by the College President or designee for any reason, at which time all remote work approvals issued under this procedure shall be automatically revoked and on-campus employment shall resume. 

Procedures

The College may permit certain employee positions to work remotely on a temporary basis where appropriate to promote efficient and effective work while supporting the changing needs of our students and community. The majority of our employees will work on campus to meet the needs of our students, faculty, staff and community.  This procedure addresses employee requests to incorporate a remote work arrangement for up to one day per week as part of a consistent work schedule. (requests to work remotely on an intermittent basis will be handled through the flexible schedule procedures)

Working remotely is not a substitute for childcare or dependent care.  The employee shall continue to make arrangements for care to the same extent as if the employee was working on campus. Failure to do so will result in loss of remote work privileges. Working remotely is not in lieu of sick, FMLA, vacation and/or business days.

Supervisors and the respective Executive maintain the responsibility for considering remote work arrangements. Final approval for remote work arrangements is subject to approval by the College President or designee. Approved Remote Work Request Forms will be filed in Human Resources as part of the employee’s file.   As needed, HR will review remote work arrangements for equity purposes.  Each remote work approval shall specify the dates approved for remote work.

Not all employee positions will be eligible for remote work.  Employees who are currently on a Performance Improvement Plan (PIP) will not be eligible for remote work.  Consideration for remote work schedules will be reviewed on a case-by-case basis considering the departmental needs, benefit to students and to the College, and the duties of the employee’s position, all as determined by the College.  Remote work should enhance the quantity, quality and productivity of the employee’s level of service and enhance the College’s ability to serve the students and community. 

Supervisors and the respective Executive must consider the following in evaluating a request for a remote work arrangement:

1. 1. Positions must have tasks which are portable and can be performed away from the main worksite;
   2. Remote work assignment must serve student/community needs as well as or better than being on-site;
   3. Employee demonstrates satisfactory performance and attendance;
   4. Employee does not need close supervision;
   5. Employee is able to work independently and has the desire to be successful in a remote environment;
   6. Employee is computer literate and has a designated space at the off-site location;
   7. Employee performance can be monitored with quantifiable tasks, quantity and quality measures;
   8. Excellent level of service can be maintained without hardship on students, coworkers, the department’s operations and other employees; and
   9. Remote work arrangements may be a key factor in securing a desirable candidate.

Supervisors who authorize remote work for employees are responsible for the following:

1. 1. Establishing expectations for and monitoring of employee performance;
   2. Identifying eligible positions suitable for remote work;
   3. Identifying eligible employees;
   4. Ensuring that your department on campus staffing levels are at or above 75% at all times (for departments with less than three employees, a plan should be in place for a minimum of one employee to be on campus to provide services during regular operating hours);
   5. Determining if equipment will be provided to the employee to use at home. Supervisors will be responsible for the inventory and maintenance of College-owned property;
   6. Establishing how the employee will maintain regular contact with office coworkers and management;
   7. Determining how the department will handle restricted access materials, security issues, and taking electronic or paper records from the primary work space;
   8. Ensuring practices are consistent and compliant with all College policies/procedures and laws in the use of technology;
   9. Ensuring that individual work schedules and reporting for non-exempt employees are in compliance with Fair Labor Standard Act (FLSA) regulations. Hours worked over 40 per week by non-exempt employees will be paid as overtime and must be approved in advance by the Supervisor;
   10. Employee will comply with the College’s office hours/holiday schedule and snow days;
   11. Establishing when employees should be on campus to be present for meetings, special events, professional development, etc.;
   12. Establish any peak volume or days that the employee will need to work on campus based on the department’s needs;
   13. Ensuring that each employee’s request to work remotely is considered in relation to the department’s operating and the College’s needs; and
   14. If more than one employee requests the same day to work remote, establishing a rotation for those days so that employees understand that they are not entitled to any particular day to work remote

The Supervisor, Human Resources Director, Executive, or the President or designee may deny or rescind a remote work arrangement based on individual work history or other institutional priorities at any time.

The employee’s conditions of employment remain the same for salary and benefits.  The employee shall adhere to all policies, procedures and regulations of the College while working remotely. 

A defined workspace and core hours are necessary to reduce the College’s exposure to risk and ensure work is conducted in a productive environment.  As a condition to remote work, the employee must verify that the facility to be used for working remotely is safe and suitable for the purpose of the work being performed.  It is their responsibility to setup an appropriate work environment within their home that is appropriately confidential and free of distractions/interruptions that may interfere with work.  Employees working remotely will need to find ways to maintain a distinct separation between work activities and personal activities.  The College will not be responsible for any cost associated with the setup of a home office. 

Office supplies such as pens and paper will be provided by the College.  The employee is expected to use their own furniture, telephone/cable lines and other equipment.  The College, however, may give permission for certain equipment such as computers to be used at the alternative work site

The employee is responsible for maintaining confidentiality and security at the alternate workplace.  The employee must protect the security and integrity or data, information, paper files, and access to computer systems.  All College policies on Information Technology and internet and technology use apply to working remotely as they would in the primary workplace.

An employee’s failure to comply with their remote work schedule may cause the immediate termination of the remote work approval and result in corrective or disciplinary action.

Process for initiating a Remote Work Request:

1. 1. Either an employee or supervisor may identify the need or opportunity for remote work. Together they assess whether work can be performed remotely and determine whether remote work is appropriate and will be pursued.
   2. An employee completes the Remote Work Request and Agreement form and gives it to their immediate supervisor for approval.
   3. The request must be approved by the employee’s immediate supervisor, appropriate Executive Staff Member and the College President prior to submitting the form to the HR Department for record keeping and oversight.

Notwithstanding anything to the contrary in this procedure, an employee with a disability may request remote work as a reasonable accommodation to perform essential job functions. The College will consider the request taking into account any undue hardship or safety risks that might result. Granting a request to work remotely shall be considered temporary and does not obligate the College to grant remote work as a continuing reasonable accommodation.

See procedures: Flexible Work Schedules – Support Staff and Schedule Adjustments – Administrative and Professional Staff

Revision/review dates
8/22