Remote Work Policy

1. Introduction and Purpose

This Remote Work policy is intended to both support our students in their learning experience through the successful delivery of programs and services, and to promote the health and well-being among staff at Loyalist College. It is also intended to affirm the College’s commitment to employee engagement and job satisfaction.

2. Application

This policy applies to all employees of the College, however, relevant collective agreements, legislation, public health orders and existing policies will supersede this policy, if applicable.

3. Definitions

Remote Work: work typically performed on College premises but will instead be performed at an off- site location.

Remote Work Arrangement: an agreement between a manager and an employee for the employee to work occasionally or regularly at an off-site location on a part-time basis.

College Resources: any College-issued mobile devices and equipment.

College information: proprietary, confidential, or personal data information collected directly or indirectly by the College.

4. Policy Statement

• The pedagogical needs of students, academic strategy and/or operational needs of the department or College will take precedence over an employee’s Remote Work Arrangement. Pedagogical, departmental and/or College service commitments must be fully maintained to expected College and departmental standards.
• Remote work is not a universal privilege and will be position dependent. Positions determined to be eligible for remote work consideration will be arranged on a case-by-case basis at the discretion of management and in consideration of the requirements of the academic or non-academic department, with consultation from the People & Culture department. For a Remote Work
• Arrangement to be valid, it must be documented, confirmed, and signed in advance by the departmental Vice-President or Executive Director.
• This policy does not alter or replace the terms of an existing employment contract or collective agreement. Employees participating in a Remote Work Arrangement must comply with all College rules, policies, practices, and instructions that would apply if the employee were working at the regular organizational worksite.
• Requests for Remote Work Arrangements will be considered on a case-by-case basis in a fair and equitable manner.
• Employees approved for a Remote Work Arrangement must remain permanent residents of, and perform their work in, the Province of Ontario. Unless already a specified condition of employment with Loyalist College, the College will not approve any ongoing Remote Work Arrangements for remote work locations outside the Province of Ontario.
• Remote delivery of academic programming is based on pedagogical and program requirements and the quality of student learning and must be established and approved in writing prior to the start of a course. Any change to the scheduled course or program delivery requires advance, written approval by the Senior Vice-President Academic. Failure to obtain this approval may result in disciplinary action.
• For support and administrative staff, managers will determine the ability for a position to successfully complete core responsibilities while working partially remotely. It is expected that key services or responsibilities of a position are delivered with the same effectiveness as they would be on-campus. The manager must approve an employee’s Remote Work Arrangement in advance and receive final sign-off on the arrangement from their Vice-President or Executive Director. As part of the Remote Work Arrangement, an employee must, with reasonable notice, be able to return to campus for meetings and other work-related purposes, even if this falls on a day previously identified as remote. 100% remote work arrangements are not covered or permissible via this policy.
• Any Remote Work Arrangement can be revoked by the manager for operational, performance, or other reasons with one month’s notice to the employee.
• The employee will provide the College with a minimum one month’s written notice of a request to alter the Remote Work Arrangement, which will be subject to management approval.
• The Remote Work Arrangement will be reviewed and evaluated quarterly by the manager.
• Work hours, compensation, and leave scheduling during Remote Work Arrangements must comply with applicable policies and agreements. Employee requests to work overtime or use leave time must be approved by their supervisor in the same manner whether working on campus or remotely.
• Barring emergency or exceptional circumstances, dependent (child, elder) care arrangements must be in place so that the employee is able to meet all normal work requirements while working remotely. In instances where there is a specific need for accommodation that may fall under family status or a protected ground under the Human Rights Code, the manager must consult with their People & Culture Advisor prior to communicating any decision or agreement to the employee.
• Where the supervisor is unsure as to the category of the request, they must consult with their People & Culture Advisor.
• In certain, specific situations defined by the College (e.g., emergency closure of an office or campus), a decision may be made to have employees work from home for a specific period. In such instances, Remote Work Arrangements may be established by the supervisor or manager for specific, identified positions.

Non-academic employees whose work can be performed remotely on a partial and ongoing basis will be determined by considering the following criteria, as applicable:

• The Remote Work Arrangement is suitable operationally considering the nature of the employee’s job duties/responsibilities for all or some of the requested time including back-up and coverage for other positions.
• The Arrangement continues to provide excellent service to customers/clients/students.
• The employee does not require close supervision and job duties allow for a degree of independence.
• The degree to which work outcomes can be managed remotely and the impact on managerial responsibilities, including managing day-to-day client/customer/student service operations, and staff.
• The degree to which the individual employee can maintain the expected quantity and quality of their work.
• The degree and type of collaboration required by the employee with the manager, colleagues, students and clients.
• The impact on other positions within the employee’s team and within the Faculty/Division more broadly.
• The degree to which the role/position is enabled by remote access/availability of required software, systems, tools, files and/or processes.
• The degree of dependence on on-campus resources.
• The employee has a suitable workspace in their remote work location.

5. Use of Loyalist College Resources

All employees are required to always adhere to the ITS 101 Acceptable Use Policy when using any of the College’s resources either remotely or while on campus.

Non-academic employees must use College issued devices when working from home to ensure that the appropriate software and programs are being used while maintaining data security and confidentiality. All completed and working copies of documents must be saved on the College’s network system.

Loyalist College resources may only be used for business purposes. Employees must take reasonable steps to protect any College issued device, data or information from theft, damage, or misuse.

Depending on the circumstances, the employee may be responsible for any damage to, or loss of, College resources. Failure to use College approved devices or maintain the security of organizational documents may result in disciplinary action up to and including termination of employment.

6. Accessing, Using and Storing Personal and Sensitive Information

As directed in the College’s HR 500 Access to Information and Protection of Privacy policy and procedure, employees are responsible for the safe and secure handling of all data and information used or accessed away from the College campus.

Confidential documents must be kept in a secured and locked area when not in use by the employee. Supervisors must seek recommendations from the College’s Information and Privacy Officer and Information Technology Services if their employees intend on working remotely and handle personal or sensitive information.

7. Health and Safety

Loyalist College is committed to providing a safe and healthy work environment for its employees. The commitment and duty also extend to employees who work from home. The People & Culture department will work with the employee, manager and, as required, other professionals to support a safe and healthy remote work environment.

8. Related Documents or Links

• Acceptable Use Policy
• HR 500 Access to Information and Protection of Privacy Policy
• HR 500 Access to Information and Protection of Privacy Procedure
• HR 503 Remote Work Procedure
• Appendix A: Remote Work Request Process
• Appendix B: Remote Work Agreement Form

9. References

• Freedom of Information and Protection of Privacy Act, 1990 Employment Standards Act, 2000