Remote Work and Flexible Work Schedule Policy

Purpose

As a Catholic, Marianist university committed to the service of others, on-site and in-person work is critical to the mission of the University of Dayton and to meet the needs of our students in classrooms, residence halls, dining facilities and worship spaces, given our highly residential campus community. We are a national research University where hands-on and face-to-face work in the laboratory, field, and studio is critical to fulfilling commitments to sponsors and collaborators, and maintaining our outstanding research rankings. On-site and in-person work remains our primary mode of working as it builds community and relationships among our faculty and staff, which in turn facilitates effective and efficient support of our mission.

However, the University recognizes that under certain circumstances, judiciously working remotely and/or flexibly may be possible and appropriate, improve recruitment and retention, and promote a positive work/life balance. In order to facilitate arrangements under which employees may work remotely and/or have flexible work schedules, the University has adopted the following policy.

Scope

This policy applies to University staff employees. The decision to authorize remote work and/or flexible work schedule arrangements is within management’s discretion, and some staff employees may not be eligible to work remotely and/or have flexible schedules, based on the nature of the work they perform.

Policy History

I.  Effective Date: January 3, 2022

II.  Approval: March 26, 2022

III.  Policy History:

• Approved in its original form December 17, 2021.  While the University's Remote Work & Flexible Work Schedule Policy was first issued in December 2021, many of the concepts in it already existed in the University's Telecommuting Policy which first became effective in September 2007.  The Telecommuting Policy was archived with the issuance of this Remote Work & Flexible Work Schedule Policy.  
• Approved as amended:  March 26, 2022

IV.  Maintenance of Policy: Vice President of Human Resources

Definitions

For purposes of this policy, the following definitions apply:

(a) “Staff” includes all employees, except bargaining unit, faculty, graduate assistants, and student employees.

(b) “Remote work” is working from a location other than the traditional office setting for at least part of the workweek. This arrangement is granted as an exception to the expectation that employees work on-site. Occasional work off-site for exempt employees, including work while traveling on University business or after hours work that extends beyond the typical workday, does not constitute remote work and does not require the formal arrangement described in this procedure.

(c) “Flexible work schedule” is a work schedule that includes some portion of the employees’ work hours that are performed outside of the core business hours of the University (8am – 5pm). This arrangement is granted as an exception.

Policy

Remote Work

In cases related to eligible staff (i.e., staff whose work can be done safely and effectively remotely), the employee can request remote work, up to a maximum of two (2) workdays per week, as a possible work arrangement. In limited exceptional circumstances, Deans and Vice Presidents may consider allowing staff to work remotely more than two (2) days per week.

Flexible Work Schedules

Eligible staff working on-site or remotely may request to work flexible starting and ending times, but with the understanding that the majority of their work hours must be performed within the university’s core business hours (8am – 5pm) to enable effective engagement with co-workers

There are no informal, i.e., unapproved or undocumented, remote work or flexible work schedule arrangements. It may be necessary for supervisors to prohibit remote work and/or flexible schedules during certain days, weeks, and/or events, based on the operational needs of the University.

A remote work arrangement changes the location at which an employee performs their work, but it does not change the employee’s expected work hours or the quality, quantity, or any other aspect of the expected work product. As it is expected of employees working on-site, remote work requires the full effort of the employee and personal activities must not disrupt or interfere with the performance of their work. Non-exempt employees who have an approved remote work arrangement must accurately record their time worked on a daily basis.

All remote work and/or flexible schedule arrangements must be formalized (i.e., clearly documented with the agreement of supervisor and employee) and require the approval of the Dean/Vice President and the Vice President for Human Resources in order to comply with this policy. All approved arrangements should be reviewed for their ongoing appropriateness and effectiveness on a semi-annual basis. Notwithstanding the foregoing, there may be situations where an employee would be required to work remotely based on the University’s needs. Additionally, campus emergency, health, safety and other situations that arise may result in university-wide protocols that establish remote work requirements for a certain limited period of time; remote work in compliance with any such protocols as they may exist from time to time does not necessitate the additional approval of the applicable Dean/Vice President and Vice President for Human Resources.

Terms and Conditions

Remote work and/or flexible work schedules are arrangements where individual job requirements and supervisory interactions are suited to such arrangements.  The determination as to whether an employee is eligible to work remotely and/or a flexible work schedule is at the discretion of the University.  It is not an entitlement or a university-wide benefit; and it in no way changes the terms and conditions of employment with the University.  Because of the nature of our business and our mission, and the need to interact with faculty, staff and students, not all work is suited to be performed remotely or on a flexible work schedule. The following are examples of situations where remote work would not be appropriate in most circumstances:

• The employee’s job performance is not meeting expectations.
• The employee has an active disciplinary action.
• The nature of the job requires the employee’s physical presence (e.g., jobs that require providing in-person service to or supervision of students, or the preparation or maintenance of materials on-site), or efficiency is compromised when the employee is not present.
• 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 onsite.

Remote work and/or flexible schedule arrangements should maintain or enhance the productivity of the employee completing their work assignments. The quality of the employee’s work product should also be maintained.  The arrangement should benefit, or at least not cause problems for the department as well as the employee.  Other employees in the department of the employee with a remote or flexible work arrangement should not be expected to take on additional duties or burdens as a result of such an arrangement. 

Supervisors of employees who work remotely must determine when, how often and by what means employees and supervisors will communicate with each other. The work that is to be accomplished while working remotely must be quantifiable and this should be discussed by the supervisor and the employee prior to the arrangement commencing.

Supervisors may require an employee who is working remotely to return to the employee’s office on a day(s) they are scheduled to work remotely, should the work situation warrant such an action.  If an employee is frequently required to return to the University during day(s) they are regularly scheduled to work remotely, the supervisor will re-evaluate the compatibility of the employee’s position and job responsibilities with remote work.  

When employees work remotely or on a flex work schedule, they are obligated to comply with all University rules, policies and procedures. Violation of such rules, policies and procedures may result in immediate cessation of the remote work or flex work scheduling arrangement and possible discipline up to and including termination of employment.

Employees who work remotely will continue to be covered under workers’ compensation while performing duties associated with their position with the University, and must follow the University’s procedure for reporting job-related injuries.  Employees must also provide themselves a safe working environment while working remotely.  The Office of Environmental Health & Safety should be contacted to work with the employee and the supervisor to ensure a safe alternate work environment and the safety of any University equipment that may be used.  The employee may be liable for any injuries sustained by visitors to their work site. Employees who work remotely are required to allow access to their remote work location for purposes of investigating safety incidents or concerns.

If employees who work remotely do not use University-provided equipment (e.g., a laptop), they are responsible for providing the equipment and facilities that are necessary to work from home, including Internet connectivity.  The University will not be responsible for operating costs, home maintenance, or any other incidental costs.  Employees must obtain required, routine office supplies from the work location.  Incidental business expenses may be reimbursed with prior supervisory approval. 

If an employee who is working remotely is sick or taking vacation, the employee will report hours worked, and sick leave or vacation time for the hours not worked. The availability of remote work as a flexible work arrangement can be discontinued at any time.  Every effort will be made to provide 30 days’ notice if such a change must be made.

Employees who receive approval to work remotely are responsible for determining any income tax implications of maintaining a home office area. The University will not provide tax guidance, nor will it assume any additional tax liabilities. Employees are encouraged to consult with a qualified tax professional to discuss income tax implications.  An employee undertaking a remote work arrangement agrees, by taking on that arrangement, to hold the University harmless for any income, payroll or other tax compliance issues arising from that remote work arrangement.

Remote work arrangements should be made with the expectation that the employee’s routine work location remains relatively local. Any exceptions must be approved by the Associate Vice President, Audit Risk & Compliance and, depending on the situation, the Assistant Treasurer.

Working Remotely in Emergencies

On occasion, and in a personal emergency that prevents a staff employee from working on-site, the employee may work remotely, provided approval has been granted by the supervisor. Supervisors are encouraged to work with employees to facilitate remote work in emergencies, but should carefully evaluate if the full effort that is required to maintain job performance expectations can be achieved, and if not, paid or unpaid leave should be considered.  All policies and procedures that apply to the formal remote work arrangement, as noted above, apply in these instances as well.

Remote Work and Flexible Work Scheduling as Accommodations

For all employees requesting to work remotely or with a flexible work schedule as an accommodation for a qualified medical condition under the Americans With Disabilities Act (which can include a pregnancy-related medical condition), please see the Policy on Disability Accommodations for Employees and Applicants.

Technology Standards for Working Remotely

Equipment Procurement and Support

Employees working remotely may use their UD-owned or personally-owned equipment for remote work. UD does not provision or provide IT support for personally-owned software or hardware. Remote internet access is the responsibility of employee and will not be provisioned, reimbursed or supported by the University.

Data Security

Employees working remotely are responsible for adhering to the University’s IT Remote Access Policy and Electronic Use of Confidential Data Policy. Guidance around device maintenance and data access procedures to meet these policy requirements, for employees using UD or personally-owned equipment, is available at Working Remotely

Reference Documents

1. University of Dayton Office of Human Resources’ Policies and Procedures Handbook for Professional and Support Staff
2. University of Dayton Policy on Disability Accommodations for Employees and Applicants
3. University of Dayton IT Remote Access Policy
4. University of Dayton Electronic Use of Confidential Data Policy
5. University of Dayton Team Dynamix Remote Work and Flexible Work Schedule Request Form