Hybrid Work Schedule
The College recognizes the uniqueness of its workforce and aims to offer remote flexibility while remaining committed to our student-centered shared value. The College values its residential student campus and therefore offices located on campus are required to be open, in person each workday during normal business hours.
This policy outlines guidelines for employees who are not considered exclusively remote workers under the terms of their employment and job description. Many positions are not appropriate or feasible for remote work. The College reserves the sole right and discretion to determine whether positions and individual employees are approved for a remote work arrangement.
Employees may be given the option to work remotely on an incidental, temporary, or limited basis depending on departmental and operational needs. Remote work does not change the terms and conditions of your employment with Keuka College.
Guidelines
To be eligible for a remote work arrangement, the employee’s job tasks must be able to be performed efficiently and effectively while telecommuting. Remote work arrangements will have no impact on an employee’s compensation or benefits.
In evaluating remote work arrangements, management will consider several factors, including but not limited to:
1. The needs of the College, department, curriculum, and students, including but not limited to staffing needs and work distribution, student access to the employee, collaboration with others in person, etc.;
2. The value and necessity of in-person meetings and collaboration;
3. Whether the functions of the position can be efficiently and effectively performed remotely;
4. The employee’s prior performance and disciplinary history;
5. Any other legitimate business reason.
Several positions can be fully-remotely. Some positions may not be suitable for remote work at all because the duties of the position must all be performed on-site. Other positions can be performed remotely but will require some in-person duties. Ultimately, it is the discretion of the supervisor, subject to appropriate leadership approval, to grant remote work arrangements.
In general, employees should not work more than two days remotely per workweek. Employees should be working on campus more frequently than they are working off campus.
Employees should work with their supervisor to develop a remote work arrangement schedule that supports operational efficiency and departmental needs.
Upon approval of a remote work arrangement, the following basic requirements must be followed:
• Employee must be able to efficiently carry out their same duties, assignments, and other work tasks while working remotely.
• Employees are required to meet all performance expectations.
• Employees must adhere to all College workplace policies, rules, directives, and procedures. College workplace policies, including but not limited to the College’s policy against sexual harassment, unlawful harassment, retaliation, and discrimination, which apply equally in remote settings.
• Employees must attend scheduled meetings and participate in required activities..
• Employees are expected to maintain open and clear communication with supervisors and team members, including clarity regarding work hours and availability.
• Employees must be available, reachable, and engaged during scheduled work hours.
• Employees must maintain professional communication practices with clients, including timely responses and completion of assigned work.
• Non-exempt employees are prohibited from working beyond their regularly scheduled hours or work any overtime without prior written approval from their direct supervisor. • Employees may not use remote work as a substitute for approved leave. If unable to work, employees must follow established time-off and call-in procedures.
• All remote employees must track time off in accordance with College policies.
Equipment and Office Supplies
Most employees will not be provided with equipment to perform their job remotely. However, the College will determine, in its sole discretion, whether any additional appropriate equipment is necessary for the employee to work remotely (such as hardware, software, laptop/computer setup, phone headset, and any other office equipment or supplies). This should be done in consultation with the College’s IT Department.
Equipment supplied by the College is College owned property and must be treated as such. Employees must promptly notify their supervisor/manager if College owned property is in need of any repairs, or if there are any other issues with the equipment. In the event that any College owned property is lost or stolen, employees must immediately notify their supervisor. This is absolutely critical in light of security and data privacy concerns.
Employees that are not provided with College equipment will be approved to use their own equipment. The College is not liable or responsible for any damage or repairs to employee-owned equipment.
Reasonable supplies necessary for the performance of the employee’s job duties may be approved by a supervisor. Generally, the College does not provide office-supplies or other supplies. The College may reimburse employees for specific supplies that are pre-approved if the College believes such supplies are necessary,. Employees are prohibited from taking supplies or using supplies for personal non-work or College related purposes.
The College does not provide reimbursement for other resources that may be necessary for remote work, including but not limited to a personal computer/laptop, internet, electricity, cellphones, etc., unless otherwise required by applicable state law.
Employees are reminded that all College policies still apply during remote work, including policies regarding email and electronic communications.
Working Time
Non-exempt employees must track all working hours and report them in accordance with College policy and procedure. Non-exempt employees are prohibited from working beyond their regularly scheduled work time or working any overtime unless otherwise approved in advance by their supervisor in writing.
While it may be convenient for non-exempt employees to check emails, answer phone calls, or do other work from home during off-hours, the College explicitly prohibits any non-exempt employee from “working off the clock.” If urgent work is required outside normal hours, employees should notify their supervisor. If prior approval is not possible, employees must accurately record all time worked and report it as soon as practicable. Failure to follow these procedures may result in disciplinary action.
Connectivity
If an employee experiences connectivity or technical issues during while working remotely they must immediately notify their supervisor .Employees may be required to take available paid time off or make up time within the same workweek, subject to supervisor approval.
Security
Employees must comply with all College data security and confidentiality policies while working remotely. Employees are responsible for safeguarding sensitive information and must follow all IT policies, including cybersecurity and data protection requirements.
Remote Work Site Safety
Employees must maintain a safe and professional remote workspace. Employees are expected to maintain their workspace free from hazards. Work-related injuries sustained while working remotely may be covered by workers’ compensation. Employees must promptly report injuries to their supervisor and the Office of Human Resources.
Distraction Free and Secure Environment
Employees must ensure that their remote workspace is reasonably quiet and free from distractions.
Employees are generally not permitted to work from public locations (cafés, public libraries, etc.) Due to confidentiality and security concerns. Employees working remotely are expected to be working from their home or other approved secure worksite.
Employees are not permitted to work remotely from another state or country without prior written approval from the Office of Human Resources due to potential legal and tax implications.
The College may request a virtual inspection of a remote workspace with reasonable notice and during working hours, as permitted by law.
Termination of Remote Work Arrangements
The College reserves the right to terminate any remote work arrangement at its discretion including for performance, operational, or policy-related reasons.
This policy is intended to be a privilege and not a guarantee. Employees that need to request remote work as a reasonable accommodation should refer to the College’s reasonable accommodation policy and contact the Office of Human Resources for more information.