3.43 REMOTE WORK
Effective: August 15, 2024
Purpose: To outline the requirements and eligibility for positions eligible for remote work.
Scope: This policy applies to all University employees in positions that are eligible for remote work.
Responsible Office: Human Resources
Policy Statement: Remote work, also known as teleworking, allows ESU employees to electronically complete their job duties from locations other than campus, on occasion, on a regular basis, or full time. Supervisors have latitude to approve temporary, special, informal arrangements as one-time circumstances may warrant. This work is different than being permanently or temporarily assigned to a work location other than main campus, where employees are expected to physically report to work. The University reserves the right to implement campus wide remote work in qualifying situations, such as a pandemic or a natural disaster. The University reserves the right to change, modify, or sunset this policy at any time.
Eligibility
Positions may be designated by Emporia State University as remote work eligible, or employees may voluntarily apply to their administrative supervisor for remote work opportunities. Divisions may utilize the guidelines and procedures outlined in the Emporia State University Procedures Manual or may develop and follow their own procedures. These procedures must align with University guidelines. Academic schools may similarly develop separate procedures for faculty. All remote work agreements approved under this policy shall be filed in the employee’s personnel folder, maintained by the Office of Human Resources. Supervisors are responsible for ensuring that staff position descriptions are appropriately updated to reflect remote work schedules and submitted to the Office of Human Resources.
Not all employees or positions are a fit for remote work. Remote work is at the discretion of the University and is not an entitlement of employees. Agreements are approved on a case-by-case basis with primary consideration given to the needs and mission of the University, division, school, and academic or working unit. Decisions to approve or deny remote work based upon protected class or otherwise not allowable reasons are strictly prohibited. On-going remote work for the purposes of providing dependent care, convalescence, or other care for a family member or other member of the household are outside of the scope of this policy and are generally considered ineligible reasons for approval of an employee’s request. Vice Presidents are responsible for establishing division approval authorities for remote work.
Expectations
Employees working remotely are subject to all policies, regulations, and laws, just as they are when reporting to a University work location. Similarly, employees maintain protections under applicable policies, regulations, and laws.
While some remote work locations will certainly have the presence of pets, family members, or house guests, the employee is responsible to ensure their work is not negatively impacted or unduly disrupted during their work hours.
Employees must follow all University established information technology, security, or other policies, protocols and measures to protect University data, information, and networks. Employees are responsible for all University equipment, software, or other supplies/property used at the site and the employee accepts financial responsibility for any University property that is lost, stolen or damaged due to the employee’s negligence, misuse, or abuse.
Employees may be required to report to campus or other work location(s) in accordance with other applicable University policies. Travel to or from the remote work location to another work location would not generally qualify as reimbursable travel but may be evaluated on a case-by-case basis.
Employees are responsible for all zoning and tax laws related to their remote office location.
Working remotely generally will not result in reduced pay. Similarly, should a position’s or employee’s remote work agreement end, this would generally not result in an increase in pay. Exceptions require approval through the supervisory chain up to the appropriate Vice President level, with final approval by the Director of Human Resources, or their designee.
Working remotely when residing outside of the United States is prohibited by the State of Kansas. Working remotely during sanctioned international travel is allowable as long as permanent residence within the United States is maintained.
Equipment
The University will be responsible for providing reasonable supplies, (computing supplies, office supplies, etc.) but will not reimburse for home expenses, including but not limited to furniture, connectivity, or renovations.
It is the responsibility of the employee to provide and maintain a working and stable connection to the internet to perform their work duties, and to be available in the same communication capacities as they would on campus.
Work Related Accidents
Work related accidents or occupational diseases arising out of and in the course of performing the duties of their employment must be reported by the employee to their supervisor and the Office of Human Resources within three working days of the accident/injury. The University and State of Kansas Self Insurance Fund or their designees reserve the right to inspect remote office locations in the case of an injury.
The University or its designee also reserve the right to inspect remote office locations in the case of a Title VII or Title IX complaint.
Accommodations and Visa Status
Employees with medical conditions or disabilities requesting remote work as an accommodation should do so through the University’s accommodation process. Visa status may impact an employee’s ability to work remotely.
Agreements and Termination
Remote work agreements must be reviewed on no less than an annual basis and may be reviewed or modified at any point during the year. The University and/or employee may terminate a voluntary employee remote work agreement at any time for any reason. The University may end a University designated position as remote work with a minimum of thirty (30) days’ notice, or in accordance with other applicable timeframes should this result in the termination of the employee.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.
[Human Resources procedures - coming soon]
Related Policy Information: [coming soon]