Remote Work Procedure

1. Purpose

Loyalist College is committed to providing an outstanding learning experience for its students – one that provides them with both the skills and the capacities to be successful in a complex and changing world. While much of this experience is delivered on campus, there is a significant benefit to students and faculty in offering technologically enhanced learning, where appropriate and aligned with the College’s academic strategy. Concurrent with this, there are circumstances where it is to the mutual benefit to staff and the College that employees work remotely on a part-time basis.

The purpose of the procedure is to outline the steps that are to be taken by an employee and their supervisor to enter a part-time remote arrangement.

2. Application

This policy applies to employees of the College, however relevant collective agreements, legislation and existing policies will supersede this policy, if applicable. Unless specified in the employee’s original terms of employment, Remote Work Arrangements are applicable only in the Province of Ontario.

3. Roles and Responsibilities

Employee

• Abide by all terms and conditions of their employment while working remotely, including relevant collective agreements, College policies, technology requirements and all other legal and regulatory requirements;
• Maintain a normal workload and work in accordance with the specific days and hours defined in the Remote Work arrangement;
• Record and report all deviations from the Remote Work arrangement to the Manager;
• Attend all on-site meetings, training sessions, or similar events or activities as required at the employee’s expense;
• Ensure appropriate arrangements are in place for family care or other personal responsibilities during the Remote Work period.
• Request specific accommodation where required under the Human Rights Code.

Manager

• Review requests for Remote Work arrangements on a case-by-case basis;
• Obtain written approval from their Vice President/Executive Director and, as required, consult with People and Culture prior to implementing a Remote Work arrangement with an employee;
• Define the expected quantity and quality of work, and ensure that the employee can maintain these while working remotely, and that the quality of service provided by the department along with its optimal workflow are not negatively impacted;
• Ensure the employee has sufficient knowledge and resources to maintain the Remote Work location and that all documents to support the Remote Work arrangement have been completed;
• Maintain regular contact with the Remote Work employee to ensure full participation and collaboration in the workplace.
• Conduct a quarterly review of the Remote Work arrangement to ensure it is functioning well.

People and Culture

• In conjunction with the hiring Manager, review and approve terms of employment that include a Remote Work arrangement as required, and ensure that the final arrangement has been reviewed and signed by the appropriate Vice President/Executive Director;
• Answer questions related to the Remote Work Policy;
• Ensure Remote Work arrangements are retained in the Employee personnel file;
• Conduct periodic reviews of Remote Work arrangements to ensure information is accurate and up to date;
• Working with the Manager, update documents as required.

4. Hours of Work/Scheduling

4.1 Employees wishing to participate in the Remote Work program will follow Remote work Request Process (Appendix A) and obtain approval from their manager and appropriate Vice President/Executive Director using the Remote Work Approval Form Appendix B).

4.2 Managers are expected to establish and approve work hours that align with the standard business hours of the College. Employees are expected work the total agreed upon daily or weekly work hours. Any deviation to the agreed upon hours of work must be approved by the manager.

4.3 During the established work times, the employee must be fully accessible by phone and e-mail.

4.4 While working remotely, employees are to have their breaks and meal breaks in keeping with the Employment Standards Act.

4.5 Employees must obtain permission before working overtime. Unauthorized overtime work will be unpaid.

4.6 Vacation and sick days and any other absences should be reported using the College’s standard attendance reporting practices.

4.7 Ensure that the Remote Work arrangement accounts for and includes work in-person, on the College site, to support student, workflow, communication, team-building and other organizational needs as required.

5. Duration of Remote Work Agreement

5.1 Except when specifically negotiated as a condition of employment, a Remote Work agreement is not a benefit or condition of employment. A Remote Work agreement may be episodic (e.g. one day), or ongoing, but it may not be permanent or full-time. For Remote
Work agreements that are ongoing, a review and evaluation of the arrangement must be scheduled once per quarter.

5.2 In the instance that a Remote Work arrangement has been negotiated as a condition of employment, the ability to continue to work off-site will be incorporated into the employee’s overall work performance. The College reserves the right to amend work site agreement with an employee if it is deemed best for Loyalist College business operations.

5.3 Remote Work arrangements required for accommodation-related needs will be assessed and managed in consultation with People & Culture.

6. End of Remote Work Arrangement

6.1 At the end of the Remote Work arrangement or the end of the employee’s employment it is expected that all College issued devices will be returned to Loyalist.

6.2 The College will give the employee a notice that will outline when and how the devices can be returned to the site.

6.3 Failure to do so may result in discipline for current employees or legal action if the employee no longer works for the organization.

7. Related Documents and 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 Policy
• HR 503 Appendix A – Remote Work Request Process
• HR 503 Appendix B – Remote Work Agreement and Acknowledgement

8. References

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