Remote Work: 3.46

ADMINISTRATIVE PROCEDURES

PURPOSE

This procedure establishes guidelines for working remotely for Hillsborough Community College (HCC) personnel.

PROCEDURE

HCC permits partial remote work arrangements when it is in the best interest of the College and when it will enhance the productivity of the employee. Remote work is a benefit and not a right and must align with the operational needs and requirements of the College. Employees working remotely are not intended to be remote 100% of the time but should have a hybrid work schedule with specified days in the office. 

A regularly assigned place of employment is the location on the College Campus or within the District where an employee usually and customarily reports for work or where work is performed. 

1. Remote work is an authorized work arrangement that involves an employee routinely working one or more days per week, but not 100% of the time, at a location that is not the regularly assigned place of employment. 
2. Employment Relationship: Remote work includes alternate work arrangements available to employees whose job duties and technological support are appropriate for such assignment. The decision to authorize these options is within management’s discretion based on the nature of the work being performed and other business and technological considerations. The arrangement is voluntary and participation in a remote work arrangement does not alter an employee’s work relationship with the College nor does it relieve an employee from the obligation to observe all applicable College rules, policies and procedures. All existing terms and conditions of employment, including but not limited to the position description, salary, benefits, vacation, sick leave and overtime remain as if the employee worked at his or her regularly assigned place of employment. 
3. Employee Eligibility: Generally, to be eligible for remote work, an employee must complete any required probationary periods, and earn and maintain a minimum level of satisfactory performance on all performance evaluations. Employees who have not yet completed their probationary period may be granted limited opportunities to work remotely as part of the probationary assessment. The employee may not be subject to current disciplinary action, and may not have unacceptable attendance on the most recent performance evaluation. The employee must maintain primary residence in the state of Florida and maintain a safe and secure home work environment free of any hazards and in accordance with all HCC safety policies and regulations. The employee must have the ability to ensure all sensitive and confidential information is protected and secured and ensure that all protective software and other firewall technology is installed and used on all equipment used when working remotely. 
4. Criteria: Remote work arrangements are appropriate only when the abilities of the employee, technological support, and the nature of the work to be performed meet the minimum criteria outlined in this procedure. Supervisors have the discretion to determine if an employee and an employee’s position meet the criteria for a remote work arrangement, in consideration of business-related criteria and operational and service needs of the department. 
5. Agreement and Approvals Required: A Remote Work Agreement must be completed and signed by the employee and the employee’s supervisor. Approval signatures are required by both the employee’s Cabinet Officer and Human Resources before an employee may begin a remote work arrangement. Human Resources will verify the employee’s eligibility based on performance evaluation and good standing.  The agreement must: 
   • Contain a description of the general nature of work to be performed by the participating employee including:
     • typical work projects or assignments 
     • key indicators for successful completion of work 
   • Outline the days/times that remote work is expected and permitted. 
   • Include days/times that the employee is required to report to their regularly assigned place of employment. 
   • Have a start date and be re-visited by the supervisor and employee at least every six months.
     
     
     
     The agreement may be terminated at any time by the employee, supervisor, Cabinet Officer or Human Resources.
6. Remote Work may be appropriate for employees who:
   • Have the abilities to successfully organize, manage time, work independently and productively with minimal supervision, and continuously maintain satisfactory work performance. 
   • Have a thorough knowledge and understanding of their job functions and the equipment required for the alternative work arrangement. Equipment typically includes a dedicated work station, computer, VPN access and stable and adequate internet connection. 
   • Have access to a remote work site that is safe and free from interruptions. 
   • Are able to provide the security necessary to adequately protect College information and equipment used at the remote worksite. 
   • Have work assignments, projects, daily tasks, deliverables or other measurable indicators that may be used to assess ongoing satisfactory work performance. 
   • Will work within the state of Florida except for occasional brief and temporary pre-approved periods related to College travel. 
   1. Positions that may be considered for remote work arrangements are those that:
      • Have job functions that can be performed at a remote site without diminishing the quality of the work or disrupting the productivity of a unit
      • Do not require an employee’s presence at the regularly assigned place of employment on a daily or routine basis.
      • Allow for an employee to be as effectively supervised as he or she would be if the job functions were performed at the assigned place of employment.
      • Have an emphasis on the electronic production and/or exchange of information by means of computers, phones, etc.
      • Involve measurable or quantifiable work product; and
      • Have minimal or flexible need for specialized materials or equipment available only at the regularly assigned work site.
   2. Positions that may not be suited to remote work are those that:
      • Require regular in-person contact with a supervisor, other employees, students, other members of the College community or the public.
      • Require routine access to information or materials that are available only at the regularly assigned place of employment.
      • Require in-person supervisory oversight or interdepartmental collaboration
      • Require specialized facilities or equipment not suited for remote work.
7. Regularly Assigned Place of Employment: Employees participating in a remote work agreement must report to the regularly assigned place of employment as agreed upon with the supervisor and as indicated in the agreement. Additionally, when operational needs require, an employee must report to the regularly assigned place of employment upon the supervisor’s request. Supervisors will make every effort to provide adequate advanced notice when an employee is required on-site.
8. Equipment and Supplies
   • An employee will describe and present to the supervisor a request for office equipment, software, communication needs and office supplies needed to participate in a remote work agreement. The supervisor will review the request for approval for purchase. The College will not reimburse the employee for any costs not pre-approved by the supervisor. Purchases or reimbursement shall be provided in accordance with applicable College policies.
   • The College will not reimburse employees for out-of-pocket expenses for materials and supplies that are reasonably available at the regularly assigned place of employment.
   • Only College approved software shall be used for connecting with the College’s network from the remote work site. Employees who participate in a remote work arrangement shall run College prescribed anti-virus software at all times and follow all College information security rules, copyright laws and manufacturer’s licensing agreements. Employees must ensure all network updates are installed as released by the College.
   • College equipment located at the remote work site is subject to all policies and restrictions related to use of College owned property. Participating employees are responsible for any equipment and software that is used at the remote work site and accept financial responsibility for any equipment that is lost, stolen, or damaged because of the employee’s negligence, misuse or abuse.
9. Performance Evaluation: Consistent with College policy, each participating employee is required to have a performance evaluation completed each year. If a performance evaluation drops below a satisfactory rating, or receives an unacceptable rating for attendance, the employee must return to on-site work within 14 days.
10. Work Schedules/Employee Availability: A remote work arrangement does not necessarily alter the employee’s work schedule. The specific work schedule of a participating employee shall be agreed upon by the supervisor and employee and described in the agreement.
    • In general, participating employees are expected to report to their regularly assigned place of work at least once per week.
    • Participating employees are prohibited from engaging in any non-College work related responsibilities, jobs or other types of duties during their normal work hours.
    • Participating employees are also prohibited from engaging in outside activities such as community organizations or club activities during normal work hours unless specific permission is granted by the supervisor.
11. Ending a remote work agreement: Management reserves the right to end a remote work arrangement at any time based on business needs and employee performance. Termination of an agreement must be submitted in writing to the Cabinet member and to Human Resources for approval and then delivered to the employee. The employee will have 14 days to comply and return to 100% onsite work at their regularly assigned work location. Employees will not be allowed to work remotely while on a Performance Improvement Plan (PIP) or is subject to any new disciplinary action, including for attendance
12. Communication/Employee Availability
    • Participating employees shall be available for communication and contact while working remotely as they would be if working at their regularly assigned place of employment.
    • Participating employees and their supervisors shall agree on how their communications shall be handled. During the agreed upon work schedule, it is expected that the participating employee shall be available for contact by phone, Teams, or email.
13. Work Documentation, Timekeeping and Leave
    • Work Documentation: Participating employees and supervisors should identify work items for review and discussion on an ongoing basis to ensure that tasks are fully described and timely performed and/or completed.
    • Timekeeping: Participating employees will be required to maintain accurate time accounting documentation to support their work hours and must submit regular weekly time reports detailing hours worked. Non-exempt employees will be required to track specific times and hours worked. Departments shall maintain all time records for the employee.
    • Overtime: Under the Federal Fair Labor Standards Act (FLSA), non-exempt employees will be compensated in pay or compensatory time for overtime that has been approved by the supervisor in accordance with the provisions of the FLSA. Employees should work with their supervisors to maintain their regularly scheduled and agreed upon hours.
    • Leave: Pursuant to established College policies, employees must obtain supervisory approval before taking accrued and available leave. Leave must be taken for any scheduled hours that the employee is unable to perform work remotely due to issues such as power failures, internet downtime or family illness.
    • Location Specific Closures: If a participating employee is scheduled to work remotely during hours of a location-specific College closure, the employee must still work their assigned remote work hours, or may arrange with their supervisor to take leave time.
14. Liability
    • Injuries at Remote Work Site: The College assumes no liability for injury at the remote work site to any other person who would not be in the work area if the duties were being performed at the regular place of employment. An injured employee participating in a remote work agreement must notify his or her supervisor immediately and complete all requested documents. Worker’s Compensation benefits will apply to injuries arising out of and in the course and scope of employment only.
    • Damages to Personal Property and Operating Costs: The College will not be liable for damages to employee-owned equipment being used during a remote work agreement. The College will not be responsible for operating costs, home maintenance, or any other incidental costs (e.g. utilities, telephone, internet connectivity, insurance) associated with the use of the employee’s residence, unless specifically provided in advance and in writing by the supervisor as outlined in the agreement.
    • Employees authorized for remote work are responsible for safeguarding College property in their possession and will be responsible for repairing or replacing any items lost or damaged due to negligence. Employees are prohibited from using College property for personal use or any other purpose prohibited by College policies and procedures.
    • There are significant legal and tax implications when employees reside and work outside of Florida. Failure to comply with the residence eligibility requirements outlined in this agreement may result in disciplinary action up to and including termination of employment.
    • Upon termination of a remote work agreement or termination of employment, the employee must promptly return all notes, data, reference materials, sketches, drawings, memoranda, reports, records, equipment, software, supplies, and any other College property in the employee’s possession or control.

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