Flexible Workplace Options Expectation
The expectations set forth below apply to all flexible work arrangements, which must be approved in advance by the appropriate supervisor and department head on behalf of the University. This document supplements and extends Human Resources Policy 2.07. Work products produced by employees at remote locations remain subject to Arizona’s public records laws.
Approval
Flexible Workplace Options are a privilege granted to qualifying employees and positions when circumstances and conditions allow for success. It is a workforce scheduling option exercised at the University’s sole discretion and is not an employee right. Flexible Workplace options, including hybrid, remote, and flexible work, may be revoked by the supervisor and department head when doing so is determined to be in the University’s interest.
Work location requirements
All employees conducting work at an off-site location not owned or leased by the University must arrange an appropriate, safe, secure, and suitable workspace at that location that ensures their productivity and the security of university information. For example, employees must be able to take telephone calls and participate in online video meetings with minimal distraction while maintaining confidentiality. Employees may not hold in-person work meetings at their remote work location.
Security
Employees must ensure that all sensitive and/or confidential information is protected and secured when employees access from remote locations. Employees shall ensure that non-public information is not accessible by unauthorized persons, such as members of their household or when working from other remote locations. Confidential conversations must take place in a private workspace. Connections through open Wi-Fi must be secured with VPN. Employees remain subject to and must comply with all University policies while conducting work from remote locations, including policies that pertain to information and device security. The employee will work with the University’s Information Technology Services to ensure security software is installed and up to date as required (i.e., firewalls, VPN where applicable). Employees must ensure home networks and connected devices are secured using home network security best practices.
Work equipment and technology
An Off-Campus Use of University Equipment Request must be submitted for all University equipment located at remote worksites and is subject to all applicable rules and restrictions. Employees are responsible for any University-owned equipment and software used at their remote work site. Employees are personally responsible for lost, stolen, or damaged University equipment due to the employee’s negligence, misuse, or abuse and must report any lost, stolen, or damaged University equipment to their supervision and to the University through the online Damage Report. Employees and supervisors are required to keep the status of Off-Campus Use of University Equipment current. NAU does not provide coverage for employee-owned property unless agreed to in writing prior to any loss or damage, in accordance with Arizona Revised Statutes § 41-621(A)(4).
All equipment, supplies, and technology services necessary for the employee to meet their job duties must be present and in good working order in their remote location. This might include but is not limited to, a properly secure computer with approved University and department software, video capability, a headset, internet access, meeting software, and Cisco AnyConnect to establish a Virtual Private Network (VPN). Appropriate video conferencing software to conduct virtual meetings include but are not limited to, Microsoft Teams and Zoom. For security, employees are to use their employee bonsai computer drives and department-shared drives to store and access necessary files and documents.
Employees are responsible for addressing technology-related challenges when conducting work at a remote location, except for problems with issued University equipment, these challenges need to be communicated to the employee’s supervisor and Information Technology Services.
NAU will not provide office furniture unless an employee is assigned to work from home and requires a reasonable accommodation in accordance with the Americans with Disabilities Act (and associated amendments) to perform their work-related duties. Employees assigned to work from home who need reasonable accommodations should contact the University’s Disability Resources office.
Internet connection
Employees conducting work at a remote location must have a stable, private internet connection with sufficient bandwidth to participate in video meetings and other regular work activities. The University does not reimburse or pay for internet service for employees working at a remote location.
Performance and productivity
Supervisors are responsible for determining the suitability of work being conducted within a Flexible Workplace Option. In addition, determining appropriate means and resources to support employees and encourage team collaboration and feedback. Supervision of remote work consists of evaluating work products and overall work performance, maintaining employee accountability, and determining the suitability of work being conducted within a Flexible Workplace Option.
Work hours, schedule, attendance, dependent care arrangements, and absences
Employees must follow their approved work schedule when working a flexible work arrangement unless they have an approved temporary modified work schedule. The University’s policies regarding hours of work (including meal periods, rest periods, overtime, and time reporting) apply to work performed remotely as well as on campus.
Employees electing not to participate in a Flexible Workplace Option are expected to conduct work during the University’s standard business hours and have an approved flexible work request form on file.
Employees may not allow nonwork-related events, activities, or persons who share the remote work location (e.g., a spouse, partner, children, or nonwork-related visitors) to disrupt or interfere with their workday or job performance. Staff are expected to perform work during their scheduled work hours.
During agreed upon work hours, other than break periods, employees must be present and available in their workspace to conduct work and communicate with their supervisor, team members, and other colleagues. The employee is responsible for focusing on and working productively to accomplish the University’s goals and business needs which is true whether working on campus or remotely. As directed by their supervisor or leadership, employees may be required to attend in-person meetings or events at the University or other locations as necessary for the performance of their job duties.
Leaves of absence/disability accommodation
Flexible workplace options are not intended to be a replacement for disability accommodations or family, medical, or other leaves of absence. Staff can find more information about disability accommodations and leaves of absence in the relevant resources section.
Separation and termination
Upon separation from the University, all University-issued equipment and supplies must be returned and the Off-Campus Use of University Equipment status updated.
Liability
Employees must utilize the appropriate steps for reporting work-related accidents or injuries. Workers’ compensation coverage is limited to designated work areas in employees’ homes or remote work locations while the employee is within the course, scope, and authorization of their employment and while conducting University business from the approved work location. Employees must practice the same safety habits they would use to maintain safe working conditions in their remote work locations as they would in an on-campus office and report any hazards to their supervisor.
Visitors
Employees are not permitted to host colleagues or work visitors at their remote work location.
The University is not liable for any injuries to family members, visitors, and others in the employee’s remote office. Remote workers must carry homeowner’s or renter’s insurance that covers personal property and third-party injuries arising out of or relating to the use of the home as a remote work site and should consult their personal insurance carrier for advice.
Employees assume responsibility for injuries that occur at the employee’s remote work location outside of the agreed-upon work hours, or for injuries that happen during working hours but are not related to their employment. The employee also assumes liability for damages to the employee’s real or personal property resulting from remote work. The remote-work employee is liable for injuries to all third parties occurring on the employee’s premises.
Safety and health
Employees are responsible for ensuring a safe, secure, and suitable work environment. In the event an injury is sustained while working at home or another location and in conjunction with their regular work duties, it should be reported as soon as possible to their supervisor.
Check with your department leadership for any additional requirements related to the Workplace Flexible Options Expectations.