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Office of Human Resources

Process for Requesting Remote Work

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The following is for use by department leaders to develop a plan and gain approval to have all or a subset of staff begin working remotely on a long-term basis. Managers should consult with department leadership to determine the process for formal approval in their division or school. All decisions regarding remote work should follow the Remote Work Guiding Principles.

 

Step one: Considerations

There are a number of factors that need to be considered before moving to a long-term remote work arrangement for members of your team, such as:

  • Technology and communication challenges/needs
  • Privacy and confidentiality
  • Impacts on talent acquisition/retention
  • Out of state/country requests

The Remote Work Assessment will help you to determine the likely eligibility of positions on your team, resource needs, etc.

Step two: Assessment and proposal

Leaders must conduct the  Remote Work Assessment and fully and thoroughly complete the Remote Work Proposal (Net-ID required). The Remote Work Proposal should be submitted to your divisional leader or Dean. HR Business Partners are available to assist you and to answer questions. If the request for remote work is denied, the decision should be documented with supporting reasons related to the assessment and filed in department files should decisions be challenged in the future.

Other optional supporting documents to consider (not required):
  • Formal business plan
  • Finance BIP (Business Improvement Plan)
  • Staffing plan

Step three: Review and approval

Your Division leader or Dean will review your request, ask follow-up questions, or raise concerns before approving or denying the request. All plans that are approved should be submitted to your HR Business Partner so that we can reflect the remote work status of the impacted employees in myURHR Workday.

Step four: Remote work agreement

The Remote Work Agreement is intended to establish expectations and requirements for impacted staff. Use the Remote Work Agreement template (Net-ID required) with each employee who will be working remotely.

All of the following elements are included in the agreement and should be discussed with your employees approved for a remote work arrangement, whether fully remote or hybrid:

  • Privacy and confidentiality of information
  • Expected hours/communication channels/meetings/availability/accessibility
  • Performance standards and expectations
  • Technology and other resources expectations/availability
  • How changes to the arrangement/agreement will be made

There are many unique nuances across the University and as such, you may have additions to the agreement. Change to final versions of the Remote Work Agreement must be reviewed with your HR Business Partner and follow departmental guidelines for approvals.

Step five: Communication and rollout

The University has developed communication tips for your use. Please consult your HR Business Partner if you have questions about the communication and rollout of your department’s remote work plan.

Additional resources