Remote Work Policy & Procedures

Owned by Kisa Barthel
Mar 01, 2024

POLICY

Remote work is defined as work completed from a location within the United States but not occurring at either Bethel University’s main campus or the Anderson Center campus. The Remote Work designation is assigned to roles that are fully completed at an off-campus location, most frequently occurring in a different state. Remote work is available for a limited number of positions at Bethel University.

Even though remote work may be possible for certain positions, it is not a given. A request for a position to be completed remotely can be denied. Supervisors/department chairs/program directors/deans must work with a representative from the office of People and Culture to determine if a remote work arrangement is feasible and/or appropriate for a given role.  Remote work arrangements will prioritize students and the office, or department needs of the university.  Bethel reserves the right to not approve a request based on the nature of the employee’s work and/or the compliance or tax implications that may arise due to the remote work location.

Once established, remote work arrangements will be evaluated for effectiveness throughout the year and are subject to adjustment including discontinuance.

A remote work arrangement can be discontinued due to:

  • poor/inadequate performance
  • a change in essential functions of the role
  • because of the strain it puts on the department/office as a whole
  • a change in overall institutional policy regarding working from home

At minimum, remote work will be re-evaluated on an annual basis during the performance review for staff and at typical faculty review times.

Remote work arrangements must comply with State and Federal employment laws. This includes the Fair Labor Standards Act (FLSA) which regulates the payment of overtime for non-exempt employees. Non-exempt employees are required to accurately record the hours they work to ensure that they are paid for all hours worked and to verify the actual hours worked in relation to their scheduled and pre-approved hours. The university requires approval of overtime before it is worked.

All requests for remote work arrangements will be treated equitably. The university adheres to all federal and state anti-discrimination laws in approving requests for remote work arrangements.

This policy will be reviewed and updated as needed.


REQUIREMENTS OF REMOTE WORK:

Bethel desires to provide as much flexibility to individuals and departments as possible while at the same time having a common set of clear requirements and expectations.  Below are common expectations or requirements:

 

CHILDCARE

Employees will secure childcare for children in the remote work location who require supervision. Remote work should not be seen as a substitute for childcare.


EMPLOYEE EXPECTATIONS


    • The employee will maintain a professional appearance for all video conferences and presentations. Standard practice is to have one’s video camera on during all individual and/or team meetings as well as when working with students or external constituents.
    • Employee job responsibilities, expectations, and the amount of work time will not change due to remote work.
    • Employee work hours will be mutually agreed upon by the supervisor and the employee. While individual department hours may vary to serve their students and other constituencies well, core university business hours are 8 a.m.- 4 p.m. CT.
    • Employees will be accessible to the same extent as if they were onsite. Arrangements should include the ability to contact employees directly by the same methods as are used onsite by the department, e.g. phone, email, chat, videoconferencing, etc.
    • Remote work response time expectations are the same to that of onsite response time expectations.
    • The supervisor and employee should communicate at a level consistent with employees working at the office or in a manner and frequency that seems appropriate for the job and the individuals involved.
    • Employees are responsible for storing and/or destroying their Bethel business-related information securely. Electronic files must be stored on the Bethel network and/or in Bethel Google docs. Paper files must be secured in a locked filing cabinet, and if needed, brought to the university for shredding. Storage of electronic files on personal computers is strictly prohibited.
    • Employees must adhere to all university policies governing employee work.

 

OFFICE FURNITURE

Employees are responsible for the cost of their own confidential, professional work space including their own office furniture, equipment, and supplies. An exception to this may be made based on Americans with Disabilities Act (ADA) requirements if it is determined that the university should make reasonable accommodations.


ON CAMPUS PRESENCE

On rare occasions, department chairs/ program directors/ supervisors may require an employee’s presence at an onsite meeting, work function, or other event. Supervisors will provide as much advance notice as is possible regarding these events.  Employees are responsible to travel to campus for such events.            

                 

TRAVEL EXPENSES

Commuting travel expenses for remote workers are not reimbursed, just as they are not for onsite workers.


TECHNOLOGY & SECURE INTERNET

All work performed off site must be through a secure internet connection, utilizing the VPN that Bethel provides. Employees should work with ITS if they are unsure whether their internet connection is secure. Contact the ITS help desk (x6500) for assistance downloading the free Bethel VPN.

Bethel will provide full time remote staff & faculty with the technology necessary to complete their work. Adjunct faculty will not receive computers and/or monitors. The university’s help desk and IT staff will ensure that university-owned computers and software are working properly. In the event that any issues are not able to be resolved over the phone, it will be the employee’s responsibility to send the equipment to the university for troubleshooting.

Since adjunct faculty can not store student files on their personal computers, they must work with their department chair/program director to gain access to Bethel’s secure servers for file storage.

 

WORK SPACE

The employee will secure a suitable work location offsite. A suitable work environment will be:

    • Largely free of noises that employees, students, parents etc. may detect as being non-office sounds. (i.e. children playing in the background, animal noises, baristas talking, etc.)
    • Free from the need to tend to children/provide supervision for children.
    • Free from images or decorations that are contrary to the Covenant for Life Together

It is the responsibility of the employee to obtain at the employee’s cost any appropriate permit/license for their home office, if required by zoning laws in their area. Employees should consult their city or county with questions.


 TAXES

Federal and state tax implications of remote work and use of a home office are the responsibility of the employee. The university will withhold taxes based on applicable state laws. It is the responsibility of the employee to notify the Office of People and Culture and to complete new tax withholding forms in the event that the employee’s primary work location changes. Employees should consult with their tax professional for assistance.


LIABILITY

The university will provide workers’ compensation insurance as required by state law and liability protection under the university’s insurance program for the employee while in the course and scope of employment within the agreed upon location and defined work schedule.

The university assumes no responsibility for any activity, damages, or injury which is not directly associated with or directly resulting from the official job duties and for which the university has no ability to exercise control. The university assumes no responsibility for the employee’s personal safety while working offsite.

The university is not liable for loss, destruction, or injury that may occur in or to the employee’s home. This includes family members, visitors, or others that may become injured within or around the employee’s home.

A designated workspace should be maintained by the employee in a clean, professional, and safe condition. Any injury that occurs within the course and scope of employment must be reported according to state and federal reporting requirements.

Remote work employees are required to maintain homeowner’s or renter’s insurance policy for liability purposes.


PROCEDURES for Remote Work Positions

Remote work arrangements will be drafted collaboratively between a hiring manager and the office of People and Culture after it has been determined the position is eligible for remote work. Each remote work position must have completed the Remote Work Arrangement/Acknowledgement Form, signed and approved by the supervisor and/or department head and the office of People and Culture.  Both the employee and supervisor should keep copies. Additionally, a copy should be sent to the office of People and Culture. Faculty acknowledge the requirements of the Remote policy when signing their contract.

Any change requested by an employee in the remote work arrangement will be reviewed and a decision to approve or disapprove will be made by the supervisor, in conjunction with the office of People and Culture, in advance and documented using the Remote Work Arrangement/Acknowledgement Form. No changes will be effective until this process is completed.


PROCEDURE:

Faculty remote work positions

The appropriate academic leader, overseeing a remote work position, should contact the office of People and Culture prior to hiring a remote adjunct or remote full-time faculty.  OPC can verify that Bethel is in compliance with workplace laws for the State in question and that State taxes can be withheld.

 

PROCEDURE:

Staff remote work positions

1. Feasibility of Remote Work

A supervisor who would like a position in their area to be fully remote should consider the following items:

    • Job purpose, functions and portability

Can this job be completed from a remote location and accomplish its primary purpose?

Can the functions associated with this role practically be completed from a remote location?

    • Degree of student-facing interactions

What impact will remote work have on student-facing interactions?

    • Needs of the department

What impact will remote work have on the department/office as a whole?

    • Interrelationship with duties of other persons

How will this remote work impact collaboration, timely collegial interaction, and shared responsibilities among colleagues?

    • In-person visitor/customer traffic

What impact will remote work have on those who stop by the office in person for assistance?

    • Current and past productivity and performance considerations

How will remote work affect employee’s performance?

Has the employee been performing at a level to warrant the responsibility of remote work?

    • Suitable environment/location

Does the employee have a suitable environment to work from? 

See Work Space and Office Furniture requirements sections.

    • The Remote Work Arrangement Form

Review the form

 

2. Discuss position with OPC

Before attempting to hire for a remote position, set up a meeting with the Business Partner in OPC to determine next steps. If the position is available for remote work status, work with OPC to post, interview and hire for the position.


3. Complete Remote Work Arrangement

Once hired, the new staff employee and supervisor should discuss the Remote Work Arrangement/Acknowledgement Form, sign it, and send a copy to OPC.  Faculty acknowledge the requirements of the Remote policy when signing their contract.


4. On an ongoing basis, review the Remote Work Arrangement.

Evaluate the remote work situation multiple times in the first year, and then annually thereafter. If not working for either party, remote work should be discontinued.