HR3160 - Remote Work Arrangement/Telecommuting

I.       Institutional Regulations

1. Remote Work Arrangement

A remote arrangement is considered a work arrangement available to regular employees of the College.  A remote work arrangement is an alternative work arrangement that is not on the assigned physical campus.  Remote arrangements are not meant to change an employee’s place of residence.  Work approved for a remote arrangement is generally work that can be optimally conducted electronically without the need for routine face-to-face interaction.

The ability to “work remotely” will be considered, on a case-by-case basis. It may be advantageous for the employee and/or employer. It should always be in the best interest of the College. A remote work arrangement does not change the terms and conditions of employment with the College or the expectation to be on Campus whenever face-to-face is needed or when not on approved remote assignment.  Exempt employees, who need to take work assignments home at the end of the day, or on weekends, are not considered to be in a remote work arrangement situation.  Remote work arrangements will be reset each fiscal year and employees must reapply for remote work arrangements every year.

2. Online Position

Online work is a posted position advertised to work in a virtual setting 100% of the time. An Online Faculty or Staff position must be approved before posting.   There are a limited number of positions considered to be 100% online.  If a position is approved to be 100% online, the supervisor must post the position as online and then provide the employee supports to be able to do the job in an online/virtual environment. Those positions will be posted for application as online and are not required to reside in the state.  Employees selected for an online assignment must live in the contiguous 48 states, must make HR aware of their state of residence, and will not be required to report to campus.  An online employee must transfer into a regular position if there is a desire to change the work arrangement.

3. This procedure is not meant to cover accommodation requests, those situations are covered by the HR accommodation procedures.  If a medical condition exists, the accommodation procedure will address any requested work schedule changes.

II.     Eligible Employee Groups 

1. Regular Campus Faculty - Instructional work arrangements are dictated by the instructional options offered by DMACC and may not be eligible for remote work. The majority of College faculty are hired to work on campus and to serve students in a face-to-face format. DMACC recognizes that many faculty will have a schedule that includes a portion of their load teaching online or virtual classes. During any one term, an instructor may work remotely to deliver online or virtual classes or may be teaching face-to-face.  They will be required to be physically present for face-to-face classes and a minimum of five weekly office hours, unless there are special circumstances that allow for a short term or ad hoc remote assignment.  The ability to work remotely to teach online/virtual classes will be contingent upon supervisor approval/support to ensure that all department-related coverage, appropriate office hours and Institution Building/service to the College expectations are being met.
2. Exempt Administrative/Professional - Exempt Administrative Professionals may be eligible for remote work either in regular long term, short term or ad hoc arrangements.
3. Nonexempt Employees - Nonexempt employees are those performing work that is subject to the overtime provisions of the Fair Labor Standards Act. Because non-exempt positions generally provide support to other staff, a campus/work site, and/or to students, remote work will only be granted on a limited basis. These positions may be considered for short term remote (Section III, A, 2.) or may be approved for remote work on a limited basis. The number of nonexempt employees approved for remote work will also be limited due to the nature of these positions.  Nonexempt workers will only be approved for remote work arrangements when the supervisor and the employee have entered into a clear understanding of work hours, availability, expectations and assurance that the supervisor is adequately tracking the hours worked. In the situations when a non-exempt employee is approved for a remote work arrangement, the employee is required to accurately and timely report all hours worked and any leave time used on their timesheet in Web Time Entry.
4. Temporary/Part-time Employees may in rare circumstances be offered the ability to work remotely.  These remote arrangements will be allowed to ensure continuity and delivery of work product. 

III. Procedure

1. Remote Arrangements for Regular Faculty or Staff

1. Long Term: Long term remote arrangements require supervisor approval and must be based on business need.  Most approved arrangements are one or two days per work week and are considered a hybrid arrangement where the employee splits time between campus and a remote location.  Supervisor approval is required prior to an employee establishing a long term remote work arrangement. 

A discussion with the supervisor is recommended prior to making a formal request. After a discussion with the supervisor, the requestor (department or employee) must complete a Remote Work Arrangement Application and submit it to the immediate supervisor for approval.  The supervisor is required to confer with the next higher supervisor, with final approval required by the appropriate VP or department head for departments that report directly to the President.  By signing the application the supervisor and employee agree to the rules for remote work and the work arrangement parameters developed by the supervisor.  A change to the work arrangement requires an updated application. The decision of the VP/department head (for departments that report directly to the President) to either approve or deny the application is final. 

2. Short Term: Supervisors, on a case by case basis, may determine that a remote work arrangement will be available for no more than 14 calendar days per event. A short term remote work arrangement is not intended to circumvent leave provisions if an employee needs to be absent for any reason in which leave would normally be utilized. While the job is normally considered face to face, there may be circumstances, for which a supervisor determines it is appropriate to approve a remote work arrangement for a short timeframe. For situations where the remote work arrangement is approved for no more than 14 calendar days, an email from the supervisor to the employee stating the specific reason for the short-term remote work arrangement will suffice as approval.
3. Ad Hoc/Assignment Based: There may be instances where an employee, due to a meeting, training, or appointment is approved to work remotely because it is more convenient, efficient, and productive than reporting to the physical office setting.  These instances are based on the circumstances and merely need supervisory approval.  These are not meant to be regular remote arrangements.

2. Remote Office Requirements for Regular Faculty or Staff
   1. Before a remote work period may begin, DMACC must issue a laptop to each employee approved to work remotely on a regular or extended basis. It is expected that all remote work be performed from the DMACC issued laptop. Personal equipment will not be supported by DMACC Tech Support.

2. Internet service is required meeting the following requirements:

1. A secure internet connection, sufficient to complete the tasks assigned to the position within expected timeframes.

2. The College recognizes that actual internet service performance may vary widely, but reserves the right to require an employee to change providers if the current provider delivers lower capacity than what is needed to perform the work of the position in the remote environment.  In the event acceptable internet service is not attainable, the remote work arrangement situation may be discontinued.

3. Phone service is required. This may be a cell phone or landline, or another electronic medium. The supervisor will determine which method is preferred for communication. Any costs for phone service will be borne by the employee.

4. The remote office environment must present itself as a professional environment and be free from interruptions or distractions during work hours that would interfere with the completion of duties.

5. Employees approved for remote work must be available during predetermined business hours, or other scheduled time approved by the supervisor. Use of approved leave is required when not available for work during these times.

6. Employees are required to conduct business from their remote offices with full access to the tools they need to conduct their work. Employees will be required to document/verify time as required when in a remote arrangement as directed by the supervisor. 

7. Employees in remote arrangements are expected to ensure the protection of confidential and proprietary College, student and employee information accessible from their remote offices.  Security measures include, but are not limited to, use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job.
8. Remote employees may not perform work duties using public wireless internet. A home connection is required.
9. Expense Reimbursement

1. The College does not reimburse remote work arrangement employees for remote office expenses such as office supplies, printer cartridges, paper, etc.  The College also does not provide reimbursement for the following items: Internet installation, upgrade or monthly service fees, phone expenses, office furniture, shipping and/or postage expenses.

2. Supervisors must approve any business and travel related expenses.  If an employee working remotely must report to their assigned campus for any reason, the employee is not eligible for mileage reimbursement.

10. Reporting to Campus: Employees approved for remote work arrangements may be required to report to Campus for meetings or other work related purposes as required by their supervisor and/or other higher level authority.  Employees approved for a remote work arrangement may be required to attend professional development activities, in person or via preapproved electronic means. Employees in remote arrangements may be required to share common/unassigned office spaces when on campus. There should not be an expectation that meetings, professional development and work-related events will be rescheduled to accommodate remote work days.  Supervisors will work with employees to give as much notice as possible for these events.

11. Ineligibility or Discontinuance of a Remote Work Arrangement

1. Restrictions:  Remote work arrangements will not be approved for employees who are not in good standing, meaning, they have demonstrated needs improvement level behavior or performance in the last 12 months, they are under a performance improvement plan or those who have received a disciplinary action within the last 12 months.

2. A remote work arrangement can be discontinued at any time at the discretion of the College.  A supervisor reserves the right to discontinue a remote work arrangement whenever necessary or appropriate.

3. Employees may request to discontinue the remote work arrangement.  The supervisor may consider the feasibility of performing the function at a campus. In some cases, the request to office on a campus may not be practical.

12. In the event of an emergency, the College may establish emergency remote work procedures.
13. Employees approved for remote work must be a resident of Iowa and able to report to the assigned campus within two hours. This doesn’t apply to positions that are advertised and filled as 100% online.

 

Cross Reference:
Board Policy 407 - Employment Authority

Adopted: October 14, 2021
Revised:
June 2, 2022

June 26, 2024

June 27, 2024

 

Related Form: Remote Work Arrangement Application