4.11 Remote Work Policy

Title: Remote Work Policy
Number: AP 4.11
Adopted: December 2018
Reviewed:
Revised:

Nicolet College offers the possibility of working remotely to employees whose work can be seamlessly performed at locations other than workspaces provided by the College. A remote work arrangement allows an employee to work either part or all of the workweek without being physically present on campus if approved by his or her supervisor.

Supervisors (in consultation with Human Resources), are authorized to approve remote work arrangements with agreement from the appropriate member of the Executive Leadership Team. Employees must complete the Remote Work Request form (add hyperlink) and submit the form to their supervisor. The employee and supervisor meet to discuss the request. If approved, job expectations and responsibilities will be clarified, and methods of communications by the remote worker should be established with co-workers.

Eligibility

Full-time regular exempt and non-exempt employees may be eligible for consideration for remote work after successful completion of a 6-month probationary period.

In addition to holding a position with responsibilities appropriate for remote work, employees must have the discipline and the ability to demonstrate success in a remote work arrangement.

Employees who are in corrective action (discipline) status and/or have an active Performance Improvement Plan will have eligibility determined on a case-by-case basis.

Prior approval to work remotely may be forfeited by employees who become subject to corrective action and/or who are placed on a Performance Improvement Plan.

Responsibilities

Remote work does not change the terms or conditions of employment or required compliance with College policies, procedures and/or work rules.

Tax and other legal implications may be incurred for business use of the employee’s home based on IRS and state and local government restrictions. Responsibility for fulfilling all obligations in this area rests solely on the employee.

Employees are responsible to ensure an ergonomically appropriate and safe work environment.

Hours Worked/Time Reporting

Non-exempt, hourly employees will be required to record all hours worked in accordance with College policy. For hourly, non-exempt employees, hours worked in excess, or outside of normal scheduled hours will require advance approval of the supervisor. All employees must use the appropriate leave benefit for time away from work.

Remote Work and Personal or Family Obligations

Employees are required to maintain a professional work environment when working remotely. An accepted definition of a professional work environment is maintaining the ability to communicate with internal/external customers and participate in conference calls without distractions or interference. Anything that might cause disruption in a remote location should be proactively addressed. Remote work arrangements are not intended to enable employees to provide care or perform other work unrelated to their employment during work time. An employee’s schedule may be modified to accommodate child, spouse, or elder care needs, but the focus of the arrangement must be on job performance.

Human Resources can suggest resources for information on how to be successful as a remote worker.

Information Security

Employees working remotely are expected to ensure the protection of proprietary and confidential College, student and employee information. Steps may include use of locked file cabinets and desks, regular password maintenance, and any other appropriate measures.

Expenses/Equipment

In general, remote work arrangements should not create additional cost to the College. The College will not purchase or reimburse employees for the cost of an internet service provider, internet use, or phone expenses.

Insurance

Workers Compensation: Injuries sustained by employees while at their home office or other remote location and in conjunction with their regular work duties are normally covered by the College’s workers compensation policy. Remote workers are responsible for notifying the College of work-related injuries or illnesses in accordance with our workers compensation procedure. In the event of an alleged work-related injury that results in an indemnity claim, the remote work location may be visited to conduct a claims investigation.

Homeowners Coverage: The College’s liability coverage does not extend to the employee’s home or other remote work location. The College may require the employee to obtain personal insurance to cover College-owned equipment (incidental business

coverage endorsement), or depending on the circumstances, the College may require payment of the value of a College asset if damaged. Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. Employees may want to review their policies and have their homeowners/tenants liability policies endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home. For coverage questions, employees should contact their personal insurance agent.

Termination of Remote Work Agreement

The remote work agreement may be discontinued at any time at the request of either the employee or supervisor. The supervisor reserves the right to immediately suspend the arrangement in case of unanticipated circumstances regarding employee performance or operational needs.