3.31 Remote Work

A.    Purpose

To establish remote work standards for employees.

B.    Policy

Remote work arrangements may be appropriate for certain positions depending on employees’ job duties. These arrangements require appropriate administrative approval. It is the responsibility of the supervisor to ensure the effectiveness of the arrangement and that the employee is productive in their work performance.

C.    Procedures

Though remote work might be a viable option for many employees, it is not a right. It is an option that can be modified or revoked by the college at any time. Employees whose work cannot be performed remotely are not eligible.

Employees will be selected for a remote work assignment based on the suitability of their job and the benefit to the college. An evaluation of their likelihood of being a successful remote worker, and an evaluation of their supervisor’s ability to manage remote workers will also be considered

Supervisors/departments may require a certain length of employment prior to approving remote work to determine whether an employee possesses the necessary skill level and work ethic to successfully work from an alternate location.

Remote work employees are required to complete the Remote Work Agreement form and have the appropriate approval from their supervisor and/or department head, vice chancellor, and chancellor.

Remote work employees must maintain a permanent workspace at an approved location.

Full-time faculty whose primary teaching assignment is online or hybrid, must complete the Remote Work Agreement form. The Remote Work Agreement form is not required for instructors whose primary assignment is teaching at an on-site location, adjunct instructors, or intermittent work performed by employees to supplement the work they regularly do at an OTC location.

Employees working remotely must agree to abide by all college employment policies, including normal business hours, professionalism, and employee benefit usage such as vacation and sick hours.

Employees working remotely are expected to attend assigned department meetings and activities in person or virtually when required, and clearly communicate their plans, work schedules and activities with their supervisors.

Employees must accurately report work hours consistent with college policies, and applicable laws, including the Fair Labor Standards Act (FLSA). Any overtime for non-exempt employee must be pre-approved by the employee’s supervisor.

Employees will maintain the confidentiality and security of any and all confidential materials that they may access in the performance of their job and respect the copyrights and license to the materials they are authorized to access.

Employees will refrain from using the college equipment, software, and supplies for personal use.

An assessment of remote work performance will be conducted on a regular basis.

An employee may terminate participation in remote work at any time unless working remotely was a “condition of employment.” Two-week’s notice to the college is required.

A supervisor may terminate the employee’s participation in remote work at any time for reasons to include, but not limited to, declining performance and organizational benefit. If feasible, two-week’s notice will be given to the employee.

A suitable remote work environment must contain all of the following:

A designated workspace that is safe and professional in its appearance.

Reliable internet access to meet job requirements.

An electronic device capable of completing their work duties.

Telephone line/cell phone that is accessible during scheduled working hours.

With the exception of college-provided equipment, employees approved to work remotely will, at their own expense, be responsible for setting up their workspace. The college is not responsible for any remodeling or furniture costs.

After the initial review of the employee’s remote workspace, should the need arise to verify a suitable and safe workplace, the employee should permit a representative from the college to make an on-site inspection or a virtual inspection through the use of web conferencing technology of the designated workspace at a mutually agreed upon time.

Unless otherwise agreed to in writing, prior to any loss, damage or wear, the college does not assume liability for loss, damage, or wear of employee’s workspace or personally owned equipment. If the college provided equipment is lost, stolen, or damaged from the employee’s personal vehicle or home, it may be the employee’s responsibility to replace it and they must notify their supervisor immediately.

The employee understands they are covered under the college’s Workers Compensation plan per law and agrees to maintain the designated workspace within the remote work location in a safe condition, and agrees to bring to the immediate attention of their supervisor, and human resources, any accident or injury occurring while working at the remote work location. The supervisor and/or assigned representative will investigate all accident and injury reports immediately following notification to determine if the injury is directly work related.

Employees approved for remote work must ensure that all dependent care and other personal responsibilities will not interfere with or impede their work performance.

Employees may request office supplies required for working remotely as long the request is reasonable and comparable to those working on campus.

Employees are solely responsible for any and all tax implications related to working in an alternate location (e.g. home office deduction).

Travel between an employee’s home and any remote work location is considered part of an employee’s normal commute and is non-reimbursable.

Temporary remote work arrangements may be determined for individual circumstances such as inclement weather, special projects or business travel. These arrangements are determined on an as-needed basis only, with no expectation of permanence, and a Remote Work Agreement form does not need to be completed.

In emergency situations, the college may determine employees must work remotely on a temporary basis.

D.    Definitions

Remote working is when an employee is working at an alternate location other than a college-owned campus/center or an institutionally leased space.

A suitable and safe workspace is a designated workspace that is free of recognized defects and hazards (such as frayed or loose electrical wires); floor surfaces that are clean, dry and level; and does not have any damaged or ergonomically incorrect seating and furniture; improper lighting, etc., or other dangers to the employee and college equipment.

E.    Authority

This policy is maintained under the authority of the chief human resources officer.

F.    Related Policies

2.73 Full-time Faculty Workload and Expectations

3.25 Employee Attendance, Absences, and Recording Time

G.    Implementation

Purpose, Procedures, Definitions, Authority and Related Policies sections approved and adopted by the chancellor’s cabinet on 07/3/20.

Policy approved and adopted by the Board of Trustees on 08/10/20. Set for review in fiscal year 2023-2024.