Remote Work Policy

Purpose: Pittsburg State University recognizes that alternative work arrangements may be mutually beneficial to employees and the university in circumstances where the nature of an employee’s work, the university’s business needs, and the skills and abilities of the employee indicate that such an arrangement is in the best interests of the university. Alternative work arrangements are a privilege granted by the university, not an entitlement or right of the employee.

Applies to: All eligible employees. This policy does not apply to research assistants, teaching assistants, graduate assistants, or student employees.

Policy:

Pittsburg State University recognizes that alternative work arrangements may be appropriate for some employees and some positions; however, not all employees or positions are eligible. University employees are not entitled to, nor guaranteed, an alternative work arrangement.

A. Authorizations

1. The President of the University must approve Fully Remote Work, Hybrid Work, and International Remote Work arrangements.
2. The President, Vice President, or appropriate supervisor (as otherwise provided in this policy) may approve a department member’s Workplace Flexibility arrangements.

B. Faculty

1. Faculty assigned to classroom teaching, scholarly activity, and service inherently have a flexible schedule and location arrangement and will generally not go through the hybrid work process. Faculty course assignments will reflect and take into account the department, school, and college academic delivery needs, student learning opportunities, and accreditation requirements. The Provost’s Office will continue to handle the process as deemed appropriate for faculty arrangements.
2. Faculty may request Fully Remote Work and International Remote Work, which will be handled in accordance with this policy.
3. Faculty with flexible work arrangements due to the nature of their job will continue to follow department policies and procedures, meet job duties and expectations, and securely safeguard protected university information.
4. Unless previously approved by the Department Chair/Director, faculty with flexible work arrangements or hybrid remote work must attend meetings. Meetings include, but are not limited to, all faculty, department, and college meetings scheduled while faculty are on contract during the academic year and during assigned and paid summer teaching contract periods.

C. Criteria and Condition Factors for Fully Remote Work and Hybrid Work

1. The university may establish a job position as a Fully Remote Work arrangement based on business needs. Fully Remote Work eligibility should be included in the advertised job posting, listed as a special condition in the appointment letter, and included in correspondence offering employment. The position should be reevaluated each year to determine whether it continues to meet university needs.
2. Human Resources, in consultation with departments, will identify broad categories of positions that will generally be considered ineligible for alternative work arrangements and will require evaluation on a case-by-case basis. These categories include, but are not limited to, direct service and location-specific positions such as police officers, grounds workers, facility trades workers (plumbers, electricians, etc.), custodial workers, receptionist/administrative assistant positions, front desk attendants, library circulation and support staff, librarians, information technology direct support positions, and environmental, health, and safety staff.
   1. Departments will review the categories of generally ineligible positions and evaluate the position description using the factors in paragraph C.3 to determine whether any positions may qualify as an exception.
   2. Human Resources will review proposed justifications for remote or hybrid work and the consistency of the approach used within the department.
3. When requested by an employee, authorization for Fully Remote Work and Hybrid Work arrangements must be approved on a case-by-case basis after a feasibility review. In determining whether an arrangement is appropriate, the following factors will be considered:
   1. Job responsibilities (e.g., jobs that require physical presence for effective performance are not suitable for remote work; student needs; ability to supervise; etc.).
   2. Effective functioning of the overall unit (e.g., trainees may need in-person assistance; information may be shared more quickly among those physically present; in-person interaction with colleagues, clients, or customers; etc.).
   3. Potential cost savings to the university and department.
   4. Impact on service quality or university operations, including any increase in workload for other employees.
   5. Employee performance (e.g., prior two years of evaluations; any current discipline, remediation, or performance improvement plan; work habits).
   6. Equipment needs, workspace design considerations, office space, and scheduling considerations.
   7. Potential adverse impact among employees with similar responsibilities in the work unit (to prevent inequities).
4. Performance standards must be consistent across similar roles in a department, regardless of whether employees work remotely or onsite.
5. To participate in a remote work arrangement, the arrangement must meet the work unit’s operational needs and other conditions of employment, and the employee must successfully perform their full job responsibilities and performance expectations (the same standard as employees working onsite).
6. An employee requesting an alternative work arrangement will be denied if the employee is pending an active disciplinary action, remediation action, or performance improvement plan. The employee will also be denied if they received a “needs improvement” or “unsatisfactory” evaluation in the previous cycle.

D. Duration and Form for Fully Remote Work, Hybrid Work, or International Remote Work Agreements

1. Trial period. The university may approve a request to work remotely for a trial period. At least ten (10) calendar days prior to the conclusion of the trial period, the supervisor will notify Human Resources and the applicable Vice President of their recommendation. The supervisor’s recommendation will be reviewed by Human Resources and the Vice President for recommendation to the President for final determination.
2. Fully Remote Work, Hybrid Work, and International Remote Work arrangements.
   1. Eligible faculty must renew each semester or summer (if applicable) at the time the department is considering course scheduling for the applicable term. The Provost’s Office will determine how often arrangements must be reviewed under the Section C factors.
   2. Other eligible employees must request renewal at least thirty (30) calendar days prior to the end of an approved period or every year, whichever is earlier. The position work arrangement must be updated at the start of each fiscal year or earlier as warranted due to changes in work responsibilities, availability of equipment, or evolving workplace practices.
3. Each time a Fully Remote Work, Hybrid Work, or International Remote Work arrangement is reviewed and updated, the criteria in Section C must be freshly reviewed and applied to the request.

E. International Remote Work Criteria and Conditions

1. Only the President may approve International Remote Work, and approval will be granted only if the arrangement meets a business need of the university (which may include an approved grant or fellowship).
2. Due to international tax laws, requests for a period equal to or greater than five (5) months will generally be denied.
3. Employees requesting approval for a temporary International Remote Work arrangement must complete the electronic Remote Work Request Form. This form should also be used by units seeking to hire for positions located abroad for a time-limited duration. Forms should be submitted at least four (4) weeks prior to the date the employee (or new hire) will begin working from the international location.
4. Forms are reviewed by Human Resources, Payroll, Purchasing, Information Technology, and General Counsel.
5. Employing individuals to work outside the United States is complex and requires legal review. The following factors must be considered by Human Resources, General Counsel, and the applicable Vice President: employment law, payroll and benefits, data security, data privacy, liability, and export control.
6. It is the responsibility of the employee’s unit, International Programs and Services, and Human Resources to verify:
   1. A valid work permit for the host country is required when working internationally to perform employment duties with the university or as part of a grant or fellowship. Institutional Equity may need to be consulted for visa information.
   2. Accurate position work location, including the beginning and end dates of the arrangement.
   3. The current Work Agreement is completed prior to departure.

F. Procedures for Requesting Fully Remote, Hybrid, or International Work Arrangements

1. The employee must communicate the request to their immediate supervisor for an alternative work arrangement (Fully Remote Work, Hybrid Work, or International Remote Work). The employee will initiate the Online Remote Work Request Form.
   1. The Online Remote Work Request Form will route through the appropriate approval hierarchy.
   2. If any supervisor denies the request, the Online Remote Work Request Form process will end. If all supervisors approve the request, the President will be the final reviewer.
2. Prior to the immediate supervisor’s approval of the request form, the supervisor will conduct an initial review of the job position criteria and document which assignments and tasks may be performed remotely, including an analysis of factors under Section C. The supervisor should submit the initial review to Human Resources.
3. Human Resources will review the supervisor’s analysis and provide any necessary guidance. The supervisor will revise the analysis as needed and complete a memorandum with Human Resources input.
4. After completing the analysis, the immediate supervisor will complete the supervisor portion of the submitted Online Remote Work Request Form.
   1. If the supervisor approves the online request, they should note any restrictions or modifications in the comments section prior to submitting.
   2. The supervisor will submit the position analysis (from paragraph F.3) through the chain of review along with the online request.
   3. If the supervisor denies the online request, the supervisor will retain a copy of the denied request and position analysis in their office.
5. As the Online Remote Work Request Form moves through the approval hierarchy, the position analysis must accompany the request for review. If supervisors approve the request, they should note any modifications in the comments section of the online form.
   1. If a supervisor denies the request, the supervisor will notify the immediate supervisor. The immediate supervisor will retain a copy of the denial and the position analysis in their office.
6. If the President approves or denies the request, Human Resources will be notified of the final decision.
7. Human Resources will notify the employee, immediate supervisor, and applicable department head of the President’s final determination.
8. If approved, Human Resources will maintain a copy of the Online Remote Work Request Form, the current Work Agreement, and the supervisor’s job position analysis in the employee’s file.
   1. The employee may request a copy of the final approved Online Remote Work Request Form.
   2. The immediate supervisor will work with the employee and necessary department personnel to transition the employee to the alternative work arrangement.

G. Workplace Flexibility Arrangements and Procedures

1. When campus is closed due to inclement weather, employees must follow the Inclement Weather Policy.
2. The university reserves the right to revoke approval for a Workplace Flexibility arrangement at any time and require the employee to return to normal work hours.
3. An employee working under a flexibility arrangement without appropriate permission will be required to take appropriate leave.
4. Anticipated Workplace Flexibility Arrangements
   1. Requests must be approved by the supervisor and applicable department head or designee (the designee must notify the department head of all approvals with details). The employee must be able to complete job assignments from home.
   2. Employees must normally request the arrangement in writing (electronic or hard copy) to their immediate supervisor.
   3. The immediate supervisor will evaluate requests on a case-by-case basis considering position, performance, manager support, business needs, and other relevant factors.
   4. The immediate supervisor will provide a recommendation to the department head (Vice President or President, as applicable).
   5. The applicable department head may approve or deny the request.
   6. An approved request will be provided to the immediate supervisor and Human Resources.
5. Unanticipated Workplace Flexibility Arrangements
   1. Workplace Flexibility arrangements may be permitted for eligible employees for unanticipated events (e.g., office need or weather for a non-local employee). The employee must be able to complete job assignments from home.
   2. Supervisor permission may be granted by telephone or email. In such cases, the supervisor should document the reason, date approved, and provide written confirmation to the employee.
   3. If extended leave is anticipated, the supervisor and employee will follow the process in paragraph G.4.

H. Limitations of Alternative Work Arrangements

1. The approval of an alternative work arrangement does not change an employee’s salary, benefits, or conditions of employment. All applicable policies, procedures, and directives remain in effect.
2. Employees working from a Satellite Work Location are required to:
   1. Work their approved schedule unless an alternative schedule is approved in advance through the applicable form.
   2. Be available during work hours and reachable by phone, video conferencing, or other live communication.
   3. Attend in-person meetings, investigations, or other required university functions, even if travel is required. Employees are responsible for travel-related costs unless pre-approved in accordance with the travel policy.
   4. Follow the same notification, approval, and reporting requirements for sick leave or other paid time off as if working onsite.
   5. Establish and maintain an adequate and safe work environment.
3. Employees may not host university business visitors (including other employees) in their home.
4. Employees who are nonexempt must report actual hours worked and may not work overtime or additional hours that generate night or weekend differentials without prior supervisor approval. Employees should refer to current timekeeping/payroll policies or consult Human Resources.
5. An alternative work arrangement is not approved to allow an employee:
   1. To work other jobs, serve on a board, perform volunteer work, or manage personal business.
   2. To conduct personal matters at home, including providing caregiver or childcare services.

Employees must use available leave (sick, vacation, FMLA, etc.) in accordance with policy to handle personal matters.

6. Employees working Fully Remote, Hybrid, or Internationally will not receive inclement weather leave due to campus closure unless the employee was scheduled to work at a closed campus facility.
7. In the event of a pandemic or other emergency, the university may institute reasonable safety measures, including Fully Remote or Hybrid Work arrangements, staggered scheduling, or social distancing. In these cases, the university may waive the Work Agreement requirement, as such measures may be conditions of employment for the duration of the emergency.

I. Equipment, Materials, and Supplies

1. Supply needs must be preauthorized by the employee’s supervisor.
2. Employees are generally provided with one university computer unless additional equipment is required by the work performed. Maintenance of university-owned equipment at a Satellite Work Location will be performed only by a university-authorized technician. Maintenance and repair of employee-owned equipment is the employee’s responsibility.
3. Employees are responsible for costs incurred from damaged university-owned equipment. Employees are advised to consult their insurance company and tax advisor regarding coverage for homes and personally owned equipment.
4. Employees are generally expected to provide, at their own cost, internet connectivity sufficient to perform work tasks, including use of university-supported video conferencing tools.
5. Employees will not be provided with a fully equipped workspace at both the office and remote location.
6. Employees will not be provided with office furniture for the remote location.
7. The university will not be responsible for operating costs associated with the employee’s Satellite Work Location, including but not limited to home maintenance, DSL/cable, cell phone bills, internet, utilities, property or liability insurance, cleaning, or other incidental expenses.
8. Upon termination of the Work Agreement or employment with the university, the employee must return all university-owned equipment, materials, and supplies to Human Resources or another designated location identified in the termination letter.

J. Information Technology, Information Security, and Access to Information

1. All computer and electronic equipment must comply with university policy, including current firewall, antivirus, and antispyware protections.
2. Employees must follow all software licensing and copyright laws.
3. Employees must protect Confidential Information Assets.
4. Employees must keep university equipment in a secure environment and lock equipment when unattended.
5. If employees access sensitive or restricted data, connection to the university VPN is required.
6. Employees must use private, secure Wi-Fi when accessing university information systems.
7. Employees must promptly report observed or suspected information security incidents to the IT Support Helpdesk.

K. Tax and Benefit Impacts of Remote Work

1. There may be payroll, tax, and benefit implications for employees who work remotely.
2. The university’s Human Resources Office should review benefits and payroll to ensure compliance.

L. Federal Grant Provisions

The university receives federal grants and must comply with federal law. Employees are reminded of the following:

1. Telecommunications and Video Surveillance Services or Equipment. The university and its employees are prohibited from obligating or expending loan or grant funds to buy “covered telecommunications equipment or services.” This provision of the act prohibits federal contractors from selling or using end products as well as all products and services that incorporate telecommunications or surveillance equipment or services produced by (1)Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company or any subsidiary or affiliate of those entities or (2) any entity owned or controlled by or connected to the government of the People's Republic of China (PRC). The funds may not be used to:
   1. Procure or obtain;
   2. Extend or renew a contract to procure or obtain; 
   3. Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system; or
   4. Obligate or expend loan or grant funds for “costs incurred for [covered] telecommunication and video surveillance services and equipment,” which includes phones, internet, video surveillance, and cloud servers

2. Export Controls and Sensitive Information. Federal restrictions may prohibit an employee from working locally or from a Satellite Work Location with export-controlled or other sensitive information, including controlled unclassified information.

Please contact the Research Office, Information Technology, and General Counsel if you work with such equipment, information, or materials before removing it from the university or accessing it from a Satellite Work Location.

M. Discontinuance of Alternative Work Arrangements

1. Remote Work Agreements and alternative work arrangements are at the discretion of the President and may be discontinued at any time without cause.
2. The Remote Work Agreement duration may be extended or shortened if urgent circumstances require a shorter notice period to meet an important university interest.
3. Remote Work Agreements and alternative work arrangements may be modified at any time at the discretion of the President. Employees will receive reasonable notice—up to five (5) calendar days—before a modification, unless exigent circumstances exist.

EXCLUSIONS AND SPECIAL CIRCUMSTANCES

1. This policy works in conjunction with, and does not replace or amend, any terms and conditions of employment stated in any collective bargaining agreement. Where terms differ, employees should refer to the applicable collective bargaining agreement.
2. This policy does not apply to requests for reasonable accommodation for a disability under the Americans with Disabilities Act (ADA) or applicable state or local law. Employees requesting remote work as a reasonable accommodation should follow procedures outlined in the ADA policy.

CONSEQUENCES

Failure to comply with this policy may result in immediate termination of any alternative work agreement and/or disciplinary action, up to and including termination, in accordance with university policy and any applicable labor agreements.