POLICY 06:13:03
REMOTE WORK POLICY
Purpose
The purpose of this policy is to define what remote work is at Pellissippi State, the procedures needed for classifying and supporting remote workers and the responsibilities and expectations for remote workers, their supervisors and the college. Pellissippi State considers remote work to be a viable alternative work arrangement in cases where job, employee and supervisor characteristics and the college’s needs may benefit from such an arrangement. The College also may require selected departments, work groups and specific positions to be classified as remote based.
Scope and Applicability
This policy is consistent with TBR Policy 5:01:01:20 Alternate and Remote Work Arrangements. Remote work is not an entitlement, it is not a college-wide benefit, and it in no way changes the terms and conditions of employment with Pellissippi State. This policy is applicable to all employees of Pellissippi State and all other applicable policies remain in place for all remote-work employees.
Definitions
Campus: position classification where an employee performs work tasks on-campus in a dedicated workspace, which can be a desk, workstation, private office, or other location
Hotdesk: A shared workstation that is configured to allow a laptop to be plugged into a monitor, keyboard and other peripherals.
Hoteling: A shared workspace, desk, or office, usually with a computer workstation installed to be used by multiple employees with resources allocated via individual login
Hybrid: position classification where the employee performs their work tasks from remote and on campus locations throughout the week, typically on a regular rotating schedule.
Mobile: a sub-classification in the three main classes. This describes an employee who is frequently traveling, moving between multiple campuses and/or off-campus locations, or has other mobile computing needs
Private or shared private office: private or shared single workspace with door. Can contain hotdesk or hoteling
Remote: position classification where the employee performs work tasks from home or other off campus location
Remote connection: secure, private connection to the College’s network, information and other technical resources using a college provided software or hardware connection.
Work location analysis: evaluation and classification of each position based on work assignments, technology, communications, and task requirements. Every position is either campus based, or remote based and remote based positions can be additionally classified as mobile.
Work Location Categories
1 – Remote (rarely on campus, does not require any workspace when on campus)
1m – Remote mobile (rarely on campus but requires mobility to do daily work tasks because of frequent travel or location change)
2 – Hybrid (position will work from home/remote but requires hotdesk/hoteling when on campus)
2m – Hybrid mobile (primary location must be determined as remote or campus for location of docking station and monitor)
3 – Campus (requires dedicated desk/workstation or private office and is never or rarely remote)
3m – Campus mobile (requires dedicated desk or private office but is has mobile computing needs due to travel, etc.)
Policy
Remote Work Classification and Procedure
For certain positions, departments or other work groups identified by the college, remote work may be required. If the remote work request is made by an employee who is not part of a remote working group or holding a position identified as remote based, the request will be determined on a case-by-case basis.
Remote work positions are classified by the supervisor and appropriate senior staff member using the current classification definitions in Work Analysis Procedure. This classification will identify a home base for the employee (campus, hybrid, remote) and determine if the employee is considered remote or hybrid, or remote mobile or hybrid mobile. If the employee is identified as hybrid or hybrid mobile, the employee and supervisor will agree on the number of days the employee will work remotely per week.
Before entering into any remote work arrangement with an individual employee, the supervisor will conduct a work location analysis to evaluate the suitability of such an arrangement. Work performance of the employee will be considered in the decision-making process. Supervisors will need to determine a method for ensuring productive work habits, communication, and successful completion of work.
The availability of remote work as a flexible work arrangement for employees of Pellissippi State may be discontinued at any time at the discretion of the College. In the event the employee misuses the arrangement, the arrangement can be terminated without notice and may subject the employee to disciplinary action.
Remote Work Employee Expectations
Remote working departments and work groups will work with their supervisor to ensure that their assignments and work duties are being completed as expected. The employee will follow all guidelines and procedures related to timekeeping, breaks, rest periods, safety, security, leave requests, etc.
The employee will establish a safe work environment within the home for work purposes. Pellissippi State will not be responsible for costs associated with initial setup of the employee’s home office such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space. Remote work employees are responsible for providing their own Internet access at their remote work location.
It is the responsibility of the employee to maintain a safe and productive workspace within their home. Injuries sustained by the employee while at the home/work location and in conjunction with regular work duties are subject to Tennessee Worker’s Compensation laws. Remote work employees are responsible for notifying the employer of such injuries in accordance with college workers’ compensation procedures. Face-to-face work meetings should not take place at the employees’ home.
Consistent with the institution’s expectations of information security for employees working at the office, remote work employees will be expected to ensure the protection of proprietary college information accessible from their home office. Steps include use of locked file cabinets and desks, regular password maintenance, and any other steps appropriate for the job and the environment. The use of data connections and equipment provided by the College for use at remote locations is limited to the authorized employee for purposes of college business only.
Remote Work College Expectations
For both departmental/work group remote work assignments and individual employee remote workers, Pellissippi State will determine, with information supplied by the employee and the supervisor and an analysis by Information Technology, the appropriate equipment needs (including hardware, software, and office equipment) for each remote work arrangement from a set of standard configurations. Equipment supplied by the institution will be maintained by the institution. Equipment supplied by the employee, if deemed appropriate by the institution, will be maintained by the employee. Pellissippi State accepts no responsibility for damage or repairs to employee-owned equipment. Pellissippi State reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the College is to be used for business purposes only.
Pellissippi State will supply the employee with appropriate office supplies (pens, paper, etc.) for successful completion of job responsibilities. Business-related expenses must be requested and approved in advance.
Employees in remote working departments or work groups will use a shared office or workspace when on campus for any reason. Other employees entering into a remote work arrangement may be required to forfeit use of a personal office or workstation in favor of a hoteling on campus to maximize institution office space needs.
Remote Work Supervisor Expectations
Evaluation of remote worker performance may include daily interaction by phone and e-mail between the employee and the supervisor, and regularly scheduled meetings to discuss work progress and problems.
The supervisor and remote worker will communicate at a level consistent with employees working at the office or in a manner and frequency that seems appropriate for the job and the individuals involved.
Reviewed/Recommended: President’s Council, August 10, 2020
Approved: President L. Anthony Wise, Jr., August 10, 2020
Reviewed/Recommended: President’s Council, November 28, 2022
Approved: President L. Anthony Wise, Jr., November 28, 2022