Remote Work for Non-Faculty Employees Policy

Purpose:

Willamette provides a residential education with the distinctive value of personal interactions, both formal and informal, among faculty, staff, and students. Staffing must prioritize and support in-person campus engagement and, in the words of the university’s mission statement, promote a “vibrant campus community.” At the same time, the university recognizes that all work does not need to be done on campus, and that the need for staff to be present on campus for their entire work schedule will vary based on the operational and other requirements of their departments and positions. Working remotely can also decrease the need for parking and office facilities, and decrease traffic congestion and air pollution while providing flexibility for employees. As such, the University encourages and allows the use of remote work arrangements within the bounds of good practice, business operations, and resource limitations.

This policy provides the process and requirements for an employee to request and a supervisor to approve remote work for a portion of the employee’s weekly schedule. Approval to work remotely is granted at a supervisor’s discretion in accordance with this policy and the unit’s operational needs.

Definitions Related to the Policy:

Alternate Work Locations means approved locations, other than the employee's on Campus workplace, where official university business is performed. The most common alternate work location is the home of an employee.

Campus refers to Willamette’s Salem, Oregon campus and its campus(es) in downtown Portland, Oregon, as well as other locations owned or operated by Willamette, including Zena Forest.

Remote Work/Working means a work arrangement where the employee enters into a formal agreement with the university to perform their usual job duties in an Alternate Work Location on a more than occasional basis.

Policy:

Requirement - Work Performed in Oregon - All Alternate Work Locations must be in the state of Oregon. Any exception to this requirement must be approved by the Assistant Vice President responsible for Human Resources and either the Provost or Chief Operating Officer, as relevant.
Eligibility for Remote Work - Remote Work is a voluntary work alternative that is appropriate for some employees and positions. No university employee is entitled to or guaranteed the opportunity to work remotely.
1. Certain categories of positions are inappropriate for Remote Work because of operational needs or the duties and responsibilities of the position. Positions that do not require regular face-to-face interaction, or allow for interactions to be scheduled, may be eligible to work remotely. The need for specialized material, equipment, or materials secured at Willamette, must either be minimal or flexible.
2. Supervisors have discretion to decide whether a position is eligible for Remote Work. Whether a particular employee may work remotely is a decision made on a case-by-basis taking into consideration an evaluation of the job duties and the likelihood of the employee succeeding in a Remote Work arrangement. Employees on performance improvement plans or with recent disciplinary action will typically not be eligible for Remote Work.
3. Remote Work will be granted for a maximum of two days per week for a full time employee. A request to work remotely for more than two days per week requires permission from the Assistant Vice President for Human Resources, and the Chief Operating Officer or the Provost, as relevant to the division. When evaluating a Remote Work request, departments should take into account specific position requirements, the service needs of the community, impact on a team, employee’s demonstrated conscientiousness about work time and productivity, the employee's ability to be self-motivated, the need for in-person meetings, consultations, and other factors impacting whether the employee can effectively perform the job duties of the position while working remotely.
4. Remote Work agreements can be terminated at any time if the supervisor determines that the Remote Work is no longer serving the best interests of the department or division.
Incidental or Occasional Remote Work or Work-Related Travel: Not Covered By This Policy - This policy does not apply to employees' occasional, infrequent work from home that may be approved on a case-by-case basis or employees doing incidental work while out of the office, such as fulfilling on-call or off-hours work obligations as part of job (i.e. responding to urgent issues from off-Campus). This policy also does not apply to employees who travel frequently (e.g. weekly or bi-weekly) for work. Employees traveling frequently for work may require a more flexible work schedule and should work with their supervisor about the required time on Campus.
Adherence to University Policies and Procedures - An employee working remotely is subject to all the same conditions of employment as employees working on Campus, including compliance with all policies and rules of the University.
Requirements for in-person attendance (e.g., hands-on training) - Instances may arise where in-person attendance is required and may override regular Remote Work schedules. Managers should discuss such instances with the employee. Expectations for timely completion of work to established standards, attendance at meetings, responsiveness to clients/customers, and other performance criteria are the same for those working remotely or on Campus. Departments should apply the same performance standards.
Equipment, Supplies and Expenses - Employees must consult with their supervisor and WITS regarding the availability of equipment to work remotely.
1. Remote Work may be denied or limited based on availability of equipment and supplies. If equipment and/or software are provided by Willamette for Remote Work, such equipment and software shall be used exclusively by the Willamette employee and for the purposes of conducting Willamette business. If Willamette provides equipment, the Remote Worker is responsible for safe transportation and set-up of such equipment. Willamette employees are responsible for the safeguarding and proper care of the equipment provided to them whether on or off Campus.
2. If an employee is using home equipment and/or software to perform Remote Work, such equipment and software must be password protected and that password may not be accessible to any person but the employee. For example, if an employee is using a home computer that is shared with family members, the employee must have a separate password that is exclusively used by the employee and the employee must not store any Willamette data on the computer. Employee is responsible for all maintenance of the computer.
3. Willamette will not provide equipment beyond that which would be necessary to work from Campus, for example, Willamette will not pay for duplicate equipment or supplies, including but not limited to desks, chairs, computer stands, printers, or other items that are available on Campus. Out-of-pocket expenses for supplies normally available in the office will not be reimbursed. Remote Workers are responsible for purchasing secure and adequate internet and phone services to work remotely and Willamette is not responsible for these incidental costs. The University assumes no responsibility for an employee’s expenses related to heating, electricity, water, security, insurance, and usage of personal residence.
Communication - An employee must be available and reachable through the agreed-upon methods during agreed-upon work hours while working remotely. The employee and supervisor shall agree on turnaround time and the medium for responses.
Personal Business & Dependent Care - Employees shall not perform personal business during hours agreed upon as work hours. Remote Work is not a substitute for childcare or other dependent care. Remote Workers shall make or maintain dependent care arrangements to permit concentration on work assignments.
Again, this policy does not apply to occasional Remote Work (e.g., working from home due to inclement weather), when providing dependent care while working may be permitted with supervisor approval.
Work Site - The Remote Worker must establish and maintain a workspace that is quiet, clean, and safe, with adequate lighting and ventilation. The Remote Worker will not hold business visits or meetings with professional colleagues, students, or others at a Remote Worksite.
Hours of Work - Employees working remotely will work an agreed-upon schedule that complies with the Fair Labor Standards Act (FLSA) regulations. Overtime work for a non-exempt employee must be pre-approved by the supervisor. Employees and managers must ensure accurate recording of hours worked.
Inspections - In case of injury, theft, loss, or tort liability related to Remote Work, the employee must allow agents of Willamette to investigate and/or inspect the Remote Worksite.
Injuries - An employee who is engaged in Remote Work will be covered by workers' compensation for job-related injuries that occur in the designated workspace, including the Remote Workers home, during the defined work period. In the case of injury occurring during the defined work period, the employee shall immediately report the injury to the supervisor. Workers' compensation will not apply to non-job-related injuries that might occur in the home. Willamette does not assume responsibility for injury to any persons other than the Willamette employee at the Remote Worksite.
Security of Confidential Data and Information - Employees working remotely are required to ensure that the expectations for information and data security are met as specified in Willamette’s Information Security Policy and Data Storage Guidelines. Restricted access or confidential material shall not be taken out of the primary worksite. An employee working remotely is responsible for ensuring that non-employees do not access Willamette data.
Travel - Employees working remotely will not be paid for time or mileage involved in travel between the Remote Worksite and the primary worksite.
Remote Work as an Accommodation for Disability or Pregnancy - Employee requests to work remotely as a disability or pregnancy accommodation are handled through the accommodation process. Employees should discuss requests for accommodation-related Remote Work with Human Resources.
Application Process - The following process will be followed for Remote Work:
1. Employees discuss their request to work remotely with their supervisor.
2. Employee completes the Willamette Remote Work Agreement.
3. Supervisor reviews Agreement and approves, or makes edits.
4. When and if approved, the Agreement is sent to Human Resources to be included in the Employee's Personnel File.

Effective Date: 2022
Responsible Person/Primary Contact: AVP for Human Resources
Responsible University Office: Human Resources