The purpose of this policy is to delineate the policy for employees who are approved to work remotely by their supervisors at alternate work locations for all or part of their workweek.

Policy Statement

In order to facilitate arrangements under which employees may work remotely as part of their work schedule, the University has adopted the following policy and procedure.

Reason for Policy

The purpose of this policy is to delineate the policy for employees who are approved to work remotely by their supervisors at alternate work locations for all or part of their workweek. Working remotely can improve productivity and job performance as well as promote administrative efficiencies (e.g. reducing office and parking space), reduce traffic congestion and transportation costs, support continuity of operations plans, and sustain the recruitment and retention of a highly qualified workforce by enhancing work/life balance.

Who Is Governed by this Policy

Non-union and Local 153 employees

Policy

Definition

Remote working entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a regular basis. In general, working remotely is a privilege which may be granted under appropriate circumstances to employees whose job responsibilities are suited to such an arrangement, and each request to work remotely will be decided on an individual basis under the guidelines set forth below.

Eligibility

Permission to engage in remote working is at the discretion of the school or administrative unit in which the employee is employed and subject to approval by the Office of Human Resources. Participation in remote working  is voluntary on the part of the employee, except in cases where the position requires it and notification has been provided to the employee at the time of hire.

Employees who wish to work remotely must first discuss the request with their immediate supervisor, who must support the request.

Each school and administrative unit should designate the individual who is authorized to approve remote working agreements. In general, this person should be the same person who gives final approval for other human resources transactions.

Generally, requests to work remotely should be contemplated when:

The employee has demonstrated sustained acceptable performance, and when the manager believes that the employee can maintain the expected quantity and quality of work while working remotely.

Quality of service can be maintained for students, faculty and other members of the University community.

Working remotely is appropriate considering the nature of the employee’s job.

Generally, requests to work remotely should not be contemplated when:

  • The nature of the job requires the employee’s physical presence (e.g. working remotely may not be appropriate where the employee must supervise the work of other employees), or efficiency is compromised when the employee is not present.
  • The employee’s observed productivity levels are problematic.
  • The employee requires close supervision as indicated, for example, by the employee’s consistent need for guidance on technical matters.
  • The employee’s current assignment requires frequent supervision, direction or input from others who are on-site.
  • The employee has received disciplinary action or has a demonstrated attendance problem.

Remote working is not intended to permit employees to have time to work at other jobs, care for their dependents,  or to run their own businesses. Failure to fulfill normal work requirements, both qualitative and quantitative, on account of other employment or caregiving responsibilities , may be cause for disciplinary action or termination of employment.

Permission to work remotely is dependent upon the employee having a suitable work location at the off-site premises, and on compliance with the requirements set forth below.

Guidelines

The following guidelines apply to remote working agreements:

  • A specific work schedule, including work days and hours, must be agreed upon in advance.
  • Employees must be on site as necessary to attend meetings, training sessions, or similar events or occurrences.
  • Employees must maintain a normal workload.
  • Employees who are unable to work due to illness must use sick leave and must report their absence to their supervisor.
  • Employees who wish to be relieved of responsibility for work on a particular day or days must use vacation or personal leave.
  • Employees are responsible for the safety and security of all University property and proprietary information.
  • For employees on Visas or who have open green card applications we strongly encourage them to contact Adelphi’s immigration service before signing their agreement.

Taxes

Employees should consult their tax advisor with respect to tax consequences, in particular if they are working out of state.

University Property

Equipment and services may be provided by and paid for by the employee’s department at the department’s sole discretion.  In many cases, employees will be expected to provide their own equipment, such as computers, internet access, etc., if they wish to work remotely.

Equipment such as computers, printers, software, and services provided on loan by the University remain the property of the University while on loan, and must be returned upon termination of the remote working agreement.

If University equipment is provided, each piece of equipment must be listed with its serial number when the employee takes possession.

Employees must return the equipment in the same condition in which it was originally received, minus normal wear and tear. Employees are personally liable for missing or damaged equipment.

Insurance

The University assumes no liability for injuries occurring in the employee’s home workspace outside of work hours.

University property such as computers, printers and other equipment loaned to an employee is the employee’s responsibility while it is not on University premises. It is the employee’s responsibility to ensure that their homeowners or renters insurance covers injury arising out of or relating to business use of the home.

Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. For the employee’s protection, employees should have their homeowners/tenants liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home.

Employees who live in rented property should be aware that their lease may not permit business use of the premises.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

A Remote Working Agreement must be executed prior to working remotely and can be completed online.

Forms

Remote Working Agreement

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

  • Last Reviewed Date: May 31, 2018
  • Last Revised Date: August 1, 2021
  • Policy Origination Date: TBD

Who Approved This Policy

Jane Fisher, Director of Talent Management and Labor Relations

Contacts

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