8.14 Flexible Work Policy

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President and Vice-Chancellor

Original Approval Date: July 13, 2021

Effective Date: September 1, 2022

Date of Most Recent Review/Revision: July 21, 2022

Office of Accountability: Chief Human Resources and Equity Officer

Administrative Responsibility: Human Resources

1.00 Purpose

1.01 To provide a flexible model of work at the University that allows eligible Employees, based on job requirements and operational needs, the opportunity to request a Flexible Work Arrangement that includes both In-Person and Remote Work, on a schedule that prioritizes service needs and considers, where possible, the Employee’s personal preferences, enabled by effective technology, space, and work practices.

1.02 The goals of the flexible work policy are to:

Contribute to Employee wellbeing and work-life balance.
Expand the University’s ability to attract and retain talent.
Enhance work productivity, accessibility, and job satisfaction.
Realize opportunities for efficiencies and sustainability.

2.00 Definitions

2.01 Flexible Work Arrangement: A work schedule that includes both In-Person and Remote Work, while maintaining the Employee’s regular daily and weekly hours of work and delivering upon the required work responsibilities.

2.02 Types of Flexible Work Arrangements:

a. Ad-hoc: When an Employee requests to work remotely on a one-off or occasional basis, not to form part of their regular work schedule, based on a particular short-term circumstance or work requirement

b. Regular: When an Employee requests to work remotely on a regular basis as part of their regular work schedule.

2.03 Remote Work: Work that is performed by an Employee from an Employee’s place of residence, or from a remote location, where the Employee is not physically present at the University.

2.04 In-Person Work: Work that is performed by an Employee when the Employee is physically present at the University.

2.05 Employee: A person who performs work for wages in any capacity for the University.

2.06 Direct Manager: The person to whom the Employee reports, and who has direct responsibility for hiring, directing work, and managing performance. Direct Managers do not include faculty Chairs or equivalent, Associate Deans, or WLUSA Supervisors.

3.00 Jurisdiction/Scope

3.01 This policy applies to Employees in the following non-academic bargaining units and Employee groups:

Wilfrid Laurier University Staff Association/Ontario Secondary School Teacher Federation (WLUSA/OSSTF),
Confidential Professional Administrative Group (CPAG),
Professional Administrative Group (PAG), and
Management Group (MG)

4.00 Policy: Guiding Principles

4.01 Service First: Flexible Work Arrangements will be dependent upon the operational and service needs of the faculty or department/unit. Operational effectiveness and service delivery standards will not be compromised as a result of a Flexible Work Arrangement.

4.02 Productivity and Effectiveness: Flexible Work Arrangements are intended to facilitate work productivity and effectiveness. Approval will be dependent upon the nature of the work performed, and the ability for the work to be performed productively and effectively in a remote environment.

4.03 On-Campus Presence: On-campus presence is an important contributor to a vibrant campus community. Regular presence on campus will continue to be an important part of the employment relationship for most roles. Flexible Work Arrangements will require Employees to be available to work in-person on a regular basis to perform required In-Person Work, attend meetings or events, and/or participate in training. Employees may be required to attend campus in the event of an emergency without advance notice.

4.04 Employee Preference: Employee preferences will be considered when developing and approving the Flexible Work Arrangement, as long as operational and service requirements can be met.

4.05 Regular Review: Flexible Work Arrangements will be reviewed regularly by the Direct Manager with the Employee, and may be terminated or changed with appropriate notice.

5.00 Eligibility

5.01 Regular Flexible Work Arrangements

5.01.01 Employees may request a Regular Flexible Work Arrangement at least4 weeks in advance of the desired start date. Employees should discuss the desired Arrangement with their Direct Manager in advance of submitting the request.

5.01.02 For new Employees, a Flexible Work Arrangement may be discussed as part of the hiring process and agreed upon in advance of the start date.

5.01.03 Flexible Work Arrangements are not a right or an entitlement, and will not be suitable for all jobs or circumstances. Approval of the Flexible Work Arrangement is required by the Employee’s Direct Manager and by their AVP/Dean/UL or equivalent. All requests will be assessed on an individual basis, in a fair and consistent manner, to ensure equitable application of this Policy.

5.01.04 Requests will be assessed based on the job requirements and faculty/departmental needs, considering the following criteria:

Operational and service needs and safety requirements can be effectively and efficiently maintained; student service needs will be prioritized in assessing and approving Flexible Work Arrangements.
Job requirements can be productively and effectively performed remotely to the needed quality standards.
The work does not require close supervision and the duties can be performed with a degree of independence from the Employee’s supervisor/manager and co-workers.
The Arrangement will not have a negative impact on the work of other Employees or on the delivery of services and supports to students and community members.
The Employee has a suitable remote workspace (e.g. privacy, free from distractions, ergonomic work station set-up) and reliable internet access to allow for needed connectivity.
The Employee does not have any performance concerns or unresolved workplace issues that would inhibit the success of a Flexible Work Arrangement.

5.01.05 The University will not approve a Regular Flexible Work Arrangements where work is performed outside of the Province of Ontario. Employees are expected to retain residency in Ontario, in a location that allows them to attend the University In-Person as required by the terms of their employment. Any exceptions to this requirement must be linked to a business imperative and will require approval by the applicable Vice-President or equivalent and the Chief Human Resources & Equity Officer.

5.02 Ad-Hoc Flexible Work Arrangements

5.02.01 Employees may request an Ad-hoc Flexible Work Arrangement by making a request in writing to their Direct Manager. Ad-hoc Arrangements are one-off requests that are short term in nature, and less than one month in duration, to address a particular circumstance or work requirement. Approval is required by the Direct Manager in advance.

6.00 Obligations of Employee

6.01 Employees must adhere to the agreed upon terms of the Flexible Work Arrangement, and the terms of this Policy.

6.02 Employees must perform the full scope of their regular job duties to the expected quality and performance standards while working remotely.

6.03 Employees must work their regularly scheduled hours of work, including taking their lunch and break periods.

6.04 Employees must maintain regular availability during their working hours, and maintain contact with their colleagues, clients, and supervisors/managers as required.

6.05 From time to time, Employees may be required to attend meetings, training, or other events In-Person on a day that they would normally be working remotely. In these circumstances, the Employee will be provided with advance notice of the requirement to attend work In-Person, and may be provided the opportunity to work an alternate remote day if operationally feasible.

6.06 Employees may be required to attend campus in the event of an emergency without advance notice.

6.07 Employees must ensure they have suitable workspace free from distractions and a suitable workstation set up and equipment to perform their work remotely.

6.08 Employees must maintain the regular standards of professionalism while performing Remote Work.

7.00 Obligations of Direct Manager

7.01 Managers, in consultation with their senior leader, will determine the service standards and operational needs for their department or faculty and will define how services will be delivered in-person and remotely to meet the needs of students and the Laurier community.

7.02 In coordinating Flexible Work Arrangements for their staff, Managers will consider the importance of regular in-person team engagement and will ensure appropriate in-person coverage for times when the University or units of the University are physically open. It is expected that administrative offices are open and have coverage during regular University business hours, Monday – Friday 8:30am -4:30pm, for walk-ins and general service needs for students and members of the Laurier community.

7.03 Managers will assess and approve requests for Flexible Work Arrangements in a fair and consistent manner, prioritizing operational and service needs and considering Employee preferences where feasible.

7.04 Managers will ensure appropriate supervision of Employees when working remotely, and will have regular communications with Employees about their work expectations. Hours of work will be monitored to ensure compliance with overtime obligations.

7.05 Managers will conduct team/departmental meetings and communications in a manner that allows for meaningful participation by Employees who are working In-Person and Employees who are working Remote as part of a Flexible Work Arrangement.

8.00 Structure, Duration and Review

8.01 A Regular Flexible Work Arrangement may be approved indefinitely with regular review or with a specified start date and end date.

8.02 The Flexible Work Arrangement will specify the number of days per week that the Employee is approved to work remotely. The number of remote days approved per week will be job dependent, based on operational needs, and may fluctuate based on peak or slower periods.

8.03 Normally, Flexible Work Arrangements will include remote work forthe equivalent of 1-3 days per week for full-time Employees, or 20-60% of a regular workweek for part-time Employees. Flexible Work Arrangements that include Remote Work for more than the equivalent of 3 days per week (or 60% of the regular workweek) will be considered only for jobs that have limited to no in-person requirements and where the nature of the work is conducive to primarily remote delivery. Fully remote arrangements will be considered on an exception basis for positions with no in-person requirements and to address a business imperative and will require additional approval from the appropriate Vice-President or equivalent and the Chief Human Resources & Equity Officer.

8.04 The actual days of the week that the Employee is scheduled to work remotely may be structured (i.e. a set schedule or rotating schedule) or may be unstructured and fluctuate from week to week depending upon changing work priorities. In both cases, the schedule must be approved in advance by the Direct Manager, as reflected in the Flexible Work Arrangement.

8.05 Flexible Work Arrangements should be reviewed and evaluated regularly, and at least annually, by the Direct Manager with the Employee to ensure compliance with this Policy and the terms of the Flexible Work Arrangement, and that operational and service needs are being met. Any operational or service issues or issues of non-compliance that arise should be addressed in a timely fashion and may result in a change in or a termination of the Flexible Work Arrangement.

9.00 Health and Safety

9.01 Employees must comply with all health and safety standards and regulations while working remotely.

9.02 Employees are responsible to ensure their remote workspace and workstation setup is safe and ergonomically sound.

9.03 Employees must immediately report to their Direct Manager any safety concerns that occur in the course of their employment.

9.04 All work-related injuries incurred by the Employee during work hours in the course and scope of employment, as well as all work-related illnesses, must be reported immediately to their Direct Manager and SHERM.

9.05 The University will not be responsible for injuries incurred by others in the Employee’s Remote Work location.

10.00 Workplace Leaves and Accommodation

10.01 Flexible Work Arrangements are not a substitute to address periods of leave that may be needed by the Employee for illness, childcare, eldercare, dependent care, or other personal obligations during working hours.

10.02 Employees should refer to existing University policies and provisions in their respective collective agreements or Employee handbooks if there are personal circumstances that arise that prevent the Employee from fulfilling their required job responsibilities.

10.03 The University will provide workplace accommodations in accordance with the University’s Employment Accommodation Policy.

10.04 Regular reporting requirements for absences apply to days when the Employee is scheduled to work remotely.

11.00 Terms and Conditions

11.01 Employees with a Flexible Work Arrangement continue to be subject to all existing terms and conditions of their employment with the University and must abide by those terms when working In-Person and Remotely.

11.02 Employees with Flexible Work Arrangements will continue to be governed by the relevant collective agreements, Employee handbooks, University policies and procedures, and all relevant legislative requirements.

11.03 Employees shall not conduct any in-person business or meetings with others at their Remote Work location (i.e. in-person meetings should not be conducted at an Employee’s place of residence).

11.04 Employees shall have adequate and appropriate liability and property loss insurance covering the work activities and University property at the Remote Work location.

12.00 Information Security and Privacy

12.01 Employees must take all reasonable steps to protect the confidentiality and privacy of University documents and information while working remotely.

12.02 University records and personal or confidential information must be protected in accordance with University policies and processes to prevent unauthorized access, disclosure or destruction during transit to/from the In-Person Work location and at the Remote Work location. This includes ensuring University computers, equipment, and documents are stored in a safe and secure location with safeguards put in place to ensure privacy, confidentiality, and data security are maintained.

12.03 University records and information should be created, retained and disposed of in accordance with University retention schedules and records management protocols.

13.00 University Property, Technology and Equipment

13.01 The University will provide the technology and equipment and workspace necessary for the Employee to perform their In-Person Work at the University. In-Person workspace may be shared if the majority of the Employee’s work is performed remotely.

13.02 Employees with an approved Regular Flexible Work Arrangements will be provided with access to a University owned laptop to use when performing Remote Work.

13.03 Any additional technology or equipment required to support the Flexible Work Arrangement will be the responsibility of the Employee. Requests for additional equipment or supplies to facilitate Remote Work must be made to the Direct Manager, and will be assessed on a case-by-case basis, dependent upon the nature of the work.

13.04 The use of University property, technology and equipment while working remotely shall conform to all relevant University policies and procedures.

13.05 The Employee shall take all reasonable steps to ensure the safety and security of University property, technology and equipment while working remotely.

13.06 Remote Work should be performed using a University owned computer, with the appropriate updates and security maintained.

13.07 In general, the University will not be responsible for operating costs associated with an Employee's remote workspace, including damages to personal property or space associated with Remote Work.

14.00 Expenses

14.01 Legitimate business-related expenses incurred by Employees with a Flexible Work Arrangement will follow the University’s business expense procedures and guidelines as defined in the Expense Handbook.

14.02 Employees are responsible for covering the costs related to the Flexible Work Arrangement and their remote workspace, including any additional costs for home internet access, telephone access, property/liability insurance, or optional technology or equipment not provided by the University. If Remote Work is taking place on a First Nations reserve and reliable internet access is not available, the University will work with the Employee to explore alternative internet options to support the Flexible Work Arrangement.

15.00 Change or Termination of Flexible Work Arrangements

15.01 The University reserves the right to terminate or alter the Flexible Work Arrangement at its sole discretion at any time. At least 4 weeks written notice will be provided by the University to the Employee of termination or change to the Flexible Work Arrangement. Less than 4 weeks notice may be provided if there are health and safety considerations, or other exceptional circumstances.

15.02 The Employee may request to change the Flexible Work Arrangement by providing at least 4 weeks notice prior to the desired effective date of the change. Review and approval of the change will follow the same process and criteria as the Flexible Work Arrangement request.

15.03 The Employee may terminate the Flexible Work Arrangement by providing at least 4 weeks written notice to their Direct Manager.

15,04 If the Employee changes positions at the University, the Flexible Work Arrangement will be reviewed by the new Direct Manager with the Employee, and may be changed or terminated in accordance with this Policy.

16.00 Policy Assessment and Review

16.01 This policy will be reviewed annually for consideration and for the possibility of change or revocation. The review will include an assessment of how Remote Work has contributed to the goals of the Policy, and the impact Remote Work has had on engagement, culture, and student service delivery.