Guidelines and procedures

Procedures

  • Use the Remote Work Assessment tool to determine if remote work is a good fit for the job and remote location.

  • If the assessment indicates that remote work is a viable option, review the Remote Work Expectations Worksheet to help the conversation between you and your employee.  This will help you identify how you will continue to communicate, collaborate, and fulfill your job responsibilities as you work remotely.

Guidelines

Note: BOR regulations are in black. Additional explanations are in grey.

This regulation applies to all university employees who are not on approved leave.  

Remote work refers to an employee working at any other place other than a University of ÑÇÉ«Ó°¿â on-campus location. Employees may work remotely for a variety of reasons. These may include checking email while on vacation, working from a hotel room while in travel status for attending a conference, meeting a potential donor at their office, working from home two days a week on a regular basis, etc.  The Remote Work regulations (R04.01.051) apply to all employees working remotely no matter the frequency, the location, or the circumstances. However, many of these remote work situations do not require a formal remote work agreement.  These guidelines are to help employees and their supervisors to understand remote work, the obligations of employees and supervisors in a remote work situation and the process for when a formal remote work agreement is needed. 

Employees who are on any kind of approved leave are not working, and this regulation would not apply.  For example, faculty on sabbatical are considered to be on leave from their university duties.  Other scenarios include employees that are taking care of a family member while on continuous Family Medical Leave, employees on annual or sick leave, etc. 

Remote work is a management-approved arrangement in which the employee works at a location away from a university managed workplace. Under this arrangement, the employee maintains close contact with their supervisor and coworkers through various forms of communication technology and fulfills all performance expectations.

Remote work requirements

Work Hours and Scheduling 

  • The employee shall be reachable by supervisor approved communication methods during the employee’s work hours. To the extent possible, the work hours should align with the university’s normal operating hours.
  • The employee shall be on-site at their department or program to attend required meetings and training sessions, and to perform work as requested by the supervisor. 

Remote Work Location and Safety 

  • The employee shall maintain an appropriate remote workplace. The university is not responsible for costs associated with setup, maintenance, or utilities (including telecommunications) of a remote work location, or the tax, benefit, insurance and other legal implications of remote work. The responsibility for understanding and fulfilling all such obligations shall rest solely with the employee. 

Utilities include internet, phone, electricity, water, heat, etc.  The university does not normally provide office furniture at the remote location such as desks and chairs, etc.  

Contacting emergency services (e.g., 911) when working remotely should be done from a personal landline or mobile device. 

  • An employee with a disability who desires a remote work arrangement as a reasonable accommodation under the Americans with Disabilities Act shall submit a request in accordance with University Regulation 04.02.033 and engage in the ADA process.
  • The university reserves the right to access the remote workplace in order to assess the occupational safety of the workplace, or to investigate any claims against the university arising out of or connected with the remote workplace.  The university will, as needed, arrange such access with the employee at a mutually convenient time during normal business hours.  

An assessment for the occupational safety of the workplace does not, in most cases, require an onsite inspection.  These assessments can occur in many different formats such as a self-assessment questionnaire, submission of photos of the work site, video or Zoom inspection, etc. If an on-site assessment is needed, this will be coordinated through the university risk services office. 

There are some situations in which an onsite inspection would be required. For example, employees who are injured at the remote workplace while completing their duties may have a workers compensation claim that needs to be investigated and may require photos or inspection of the physical location. This claim would require the university of a university representative to visit the site.  

Visits to the remote workplace will be arranged in advance and at a mutually negotiated date and time. 

  • The employee shall immediately report to the supervisor any work-related injuries occurring at or which are related to the workplace.  
  • The university is not responsible for injury to any other person or to property arising out of the use of or activities at the remote workplace. 
  • The employee shall not hold in-person business visits or meetings at the employee's remote workplace unless specifically authorized in writing by the employee's supervisor.

Equipment 

  • Pursuant to Board of Regents’ Policy P04.10.010, the use of university equipment is governed by the ÑÇÉ«Ó°¿â Executive Branch Ethics Act and may not be used to benefit personal or financial interests.
  • All equipment, records and materials provided by the university remain the property of the university and shall be immediately returned to the university upon separation of service or upon request, whichever occurs first. 

For example, if you terminate your employment, you will return your equipment. Supervisors and employees should take into consideration how equipment will be issued and returned to the university. University procurement, receiving, and accounts payable processes must be followed as appropriate.

  • Employees are responsible for maintenance and repair of personal equipment.  

Equipment includes personal technical devices, but also desk, chairs, book shelves, etc. 

  • The university is not liable for loss, damage, repair, or wear to employee owned equipment.
  • Information Resources Equipment
    1. The university shall follow the procedures applicable to university-owned equipment in Regents’ Policy and University Regulation 02.07 for all work done in remote locations.
    2. Any use of personally-owned information resource equipment is subject to . 
    3. Supervisors may prohibit use of personally-owned information resource equipment.  

Using personal equipment exposes university to risks and requires employees to give up certain rights (i.e. confiscation of personal property). It is better for the university to provide the equipment to make sure security measures are kept up to date on computers.

Supervisors should be following their department/institutions best practices when assessing whether or not to allow use of personal devices. In general, employees should use university-provided equipment. 

The university does not generally provide phones or cell phone allowance. Use of