HR3160 - Remote Work Arrangements

A. Remote Work Arrangement

A remote work arrangement is available to Regular employees of the College as an alternative to working on an assigned physical campus or worksite. Regular employees, regardless of full-time or part-time status, are eligible for benefits. Adjunct, Temporary, Student, or Work Study employees are not considered Regular employees. Work approved for remote work arrangements typically involves tasks that can be completed electronically without requiring regular face-to-face interaction.

Remote Work Arrangement Applications will be considered on a case-by-case basis and may benefit both the employee and the College. It must always be in the best interest of the College. A remote work arrangement does not alter the terms and conditions of employment with the College or the expectation to be on campus or at the worksite whenever face-to-face interaction is required or when not on an approved remote assignment. Exempt employees who take work assignments home at the end of the day or on weekends are not considered to be in a remote work arrangement.

Remote work arrangements will be reviewed annually. Employees must reapply for these arrangements by July 1 each year or before starting any new work arrangement. If an employee needs to modify their current work arrangement, they can submit a new application for review and approval by their supervisor.

B. Online Position

Online work refers to positions advertised for a virtual setting, where work is conducted entirely online. An online Faculty or staff position must be approved before posting, and a limited number of positions are considered 100% online. Once a position is approved, the supervisor must post it as an online position and provide the necessary support for the employee to effectively perform their job in a virtual environment.

Online positions will be advertised as 100% online and do not require the employee to reside in Iowa. Employees selected for an online assignment must reside in the contiguous 48 states (excluding Hawaii, Alaska, or any US territories), notify HR of their state of residence, and will not be required to report to campus or worksite. If an online employee wishes to change their work arrangement, they must transition into a position that reports to campus.

Employees in online positions should not complete a Remote Work Arrangement Application.

Faculty hired to work on campus or at a worksite to serve students face-to-face should report to campus unless there is an approved remote work arrangement (see II.A.).

C. This procedure does not cover accommodation requests addressed by HR’s accommodation procedures.

II.  Eligible Employee Groups

A. Regular Campus Faculty - The instructional options offered by DMACC dictate work arrangements and may not be eligible for remote work. Most College Faculty are hired to work on campus or at a worksite and serve students face-to-face. DMACC recognizes that many Faculty members will have schedules that include teaching online or virtual classes as part of their load. During any given term, an instructor may work remotely to deliver online or virtual classes or teach face-to-face. The ability to work remotely to teach online or virtual classes will be contingent upon supervisory approval and support, ensuring that all department-related coverage, appropriate office hours, and institution-building and service to the College’s expectations are met.

Faculty members are required to be physically present for face-to-face classes and maintain a minimum of five weekly office hours (on campus and online) unless special circumstances permit a short-term or ad hoc remote assignment.

B. Exempt Administrative/Professional - Exempt administrative professionals may be eligible for remote work arrangements, whether regular long-term, short-term, or ad hoc.

C. Nonexempt Employees - Nonexempt employees are those whose work is subject to the overtime provisions of the Fair Labor Standards Act. Because nonexempt positions typically support other staff, a campus or worksite, and/or students, short-term remote or fully remote work will be granted only 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 employees will only be approved for remote work arrangements when the supervisor and the employee have reached a clear understanding of work hours, availability, expectations, and assurance that the supervisor adequately tracks the hours worked and work performed. When a nonexempt employee is approved for a remote work arrangement, they must accurately and timely report all hours worked on their timesheet in Web Time Entry.

D. Temporary/Part-Time - In rare circumstances, employees may be offered the opportunity to work remotely. These remote work arrangements will be permitted to ensure the continuity and timely delivery of assigned work.

III. Procedure

A. Remote Work Arrangements for Regular Faculty or Staff

1. Long-term: Employees with a regular and routine remote work arrangement have a long-term arrangement. Long-term remote work arrangements require supervisor approval and must be based on business needs. Most approved arrangements involve one or two days per workweek and are considered hybrid arrangements, where employees split their time between the campus or worksite and a remote location. Supervisor approval is required before an employee can establish a long-term remote work arrangement.

Employees should discuss with their supervisor the possibility of working remotely before applying. After this discussion, the requester (a department or an employee) must complete a Remote Work Arrangement Application and submit it to their immediate supervisor for approval. The employee’s supervisor can approve requests to work remotely one day per week. Requests for remote work for more than one day per week will require approval from the appropriate Vice President 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. Any changes to the work arrangement require an updated application. The decision of the supervisor, Vice President, or department head to approve or deny the application is final.

Employees with long-term remote work arrangements should anticipate that other employees may use their on-campus or worksite workspace on the days they work remotely.

2. Short-term: Supervisors may, on a case-by-case basis, determine that a remote work arrangement is appropriate for up to 14 calendar days per event. A short-term remote work arrangement is not intended to bypass leave provisions. If an employee needs to be absent for any reason that typically requires leave, they should use the corresponding leave option.

For jobs normally considered face-to-face, there may be circumstances where a supervisor deems it suitable to approve a short-term remote work arrangement. 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 is approved to work remotely due to a meeting, training, or appointment, as it is more convenient, efficient, and productive than reporting to the physical office setting. These instances are based on specific circumstances and require only supervisory approval. These arrangements are not intended to be regular remote work arrangements.

B. Remote Office Requirements for Regular Faculty or Staff

1. Before a remote work period begins, DMACC must issue a laptop to each employee approved to work remotely on a regular or extended basis. All remote work must be done using the DMACC-issued laptop. DMACC Tech Support will not support personal equipment.
2. Remote employees must have a secure and reliable internet connection that meets the speed and capacity requirements for completing assigned tasks within expected timeframes. While the College acknowledges that internet service performance may vary, it reserves the right to require employees to switch providers at their own expense if their current service does not meet the minimum standards needed for their role. The remote work arrangement may be discontinued if an acceptable internet connection cannot be established.
3. Phone service is required, which may be provided via a cell phone, landline, or another electronic medium. The supervisor will determine the preferred method of communication. The employee will be responsible for any costs associated with the phone service.
4. The remote office environment should be professional and free from interruptions or distractions.
5. Employees must maintain a professional appearance during all work hours, including remote work hours. This includes dressing in appropriate work attire that reflects the College’s standards and ensures a professional image during video calls and virtual meetings.
6. Employees approved for remote work must be available during predetermined business hours or other scheduled times as approved by their supervisor. Employees who are unavailable during these times must use approved leave.
7. Employees are required to conduct business from their designated remote offices and are not permitted to work from other locations without advance approval from their supervisor.
8. Employees in remote work arrangements are expected to protect confidential and proprietary College, student, and employee information accessible from their remote offices. Security measures include, but are not limited to, the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job.
9. Remote employees working away from their designated remote office with supervisory approval must use an internet connection approved by their supervisor and the Information Solutions department.
10. Expense Reimbursement

a. The College does not reimburse employees in remote work arrangements for expenses related to their remote office, such as office supplies, printer cartridges, and paper. Additionally, the College does not reimburse expenses for internet installation, upgrades, monthly service fees, phone expenses, office furniture, shipping, or postage.

b. Supervisors must approve any business and travel-related expenses. Employees working remotely who need to report to their assigned campus or worksite for any reason are not eligible for mileage reimbursement.

11. Employees approved for remote work arrangements may be required to report to a campus or worksite for meetings or other work-related purposes as directed by their supervisor or higher-level authorities. They may also need to attend professional development activities in person or via pre-approved electronic means. Remote employees may be required to share common or unassigned office spaces when working on campus or at a worksite.

There should be no expectation that meetings, professional development, or work-related events will be rescheduled to accommodate remote workdays. Supervisors will work with employees to provide as much notice as possible about these events.

12. Ineligibility or Discontinuance of a Remote Work Arrangement

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

b. A remote work arrangement can be discontinued at any time at the discretion of the College. Supervisors may discontinue a remote work arrangement at any time whenever necessary or appropriate.

c. Employees may request to discontinue the remote work arrangement. The supervisor will assess the feasibility of performing the function on campus or at a worksite. In some cases, the request to work on campus or worksite may not be practical.

13. The College may establish remote work procedures during emergencies.

Employees approved for remote work must be residents of Iowa and able to report to the assigned campus or worksite within two hours. This requirement does not apply to positions advertised and filled as 100% online.

Relevant Policy: Board Policy 407 Employment Authority

Related Form: Remote Work Arrangement Application

Cross Reference:
HR407 - Employment Authority Policy

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

June 26, 2024

June 27, 2024

April 17, 2025

June 3, 2025

 

Related Form: Remote Work Arrangement Application