RSCC Policy PA-18-02; Alternate and Remote Work Arrangements

Roane State Community College

Policy Number: PA-18-02

Subject: Alternate and Remote Work Arrangements

Purpose
The purpose of this policy is to set the standards for alternate work arrangements, including remote work within Roane State Community College (RSCC). Alternate work arrangements may enable the college to retain and attract employees, increase productivity, improve morale, and optimize the use of institutional space. Availability of an alternate work arrangement is at the discretion of the college and subject to change with or without notice. Given the nature of faculty work, only Section III and Section IV (D, E, F, H, I, K, and L) of this policy are applicable to faculty. Roane State Community College has additional procedures applicable to faculty. Faculty, please reference PA-24-01 Faculty Job Description.
Definitions
1. Remote work - A work arrangement in which a supervisor authorizes an employee to perform the usual job duties away from the central workplace.
2. Flex Work - Adjusted work schedule where daily working hours may fall outside the hours of 8:00 am to 4:30 pm. This may also be in the form of time being flexed or as a compressed work week in less than 5 days.
3. Job Sharing - Two or more people share a single job for which they are each accountable.
4. Central Workplace - The place of work to which an employee is primarily assigned.
5. Alternate Work Arrangement - The written arrangement, as documented by an acknowledgement, that details the terms and conditions of an employee’s work schedule whether away from or at the central workplace. A remote work arrangement is one type of alternate work arrangement.
Policy
1. General Procedures
  1. Alternate work arrangements should address and establish the business justification for the alternate work arrangement. Roane State has established an internal procedure to review and approve/deny proposed alternate work arrangements, regardless of whether the college, supervisor, or employee proposes the alternate work arrangement. Please refer to Human Resources webpage for this procedure.
  2. Alternate work arrangements are not a universal employee benefit or right. No employee is entitled to or guaranteed an alternate work arrangement. Roane State Community College management is responsible for the continued successful operations of its institution, and thus management has the sole discretion to designate positions and/or individuals for an alternate work arrangement.
  3. Alternate work arrangements do not change the conditions of employment or required compliance with laws and policies. Employees working on an alternate work arrangement are subject to the same policies, statutes, and procedures applicable to all employees including, but not limited to, outside employment, conflict of interest, IT acceptable use, time and attendance, and leave policies. Roane State must ensure that procedures are in place to document the work hours of employees in alternate work arrangements and to ensure compliance with the Fair Labor Standards Act. Supervisors may require employees to report to a central workplace, video conference or online platform as needed for work-related meetings or other events or may meet with employees in person regardless of the alternate work arrangement. If a holiday falls on an employee’s scheduled day off as a result of an alternate work arrangement, the employee’s supervisor will make appropriate schedule adjustments to accommodate the holiday.
  4. If approved for an alternate work arrangement, the employee is expected to maintain appropriate levels of productivity and quality of work. The supervisor will use the college's normal performance review process to clearly define the performance expectations and to assess the employee’s performance. If a decline in performance is noted, the arrangement may be canceled.
  5. Approved alternate work arrangements must be supported by a written alternate work arrangement acknowledgment form. At a minimum, this arrangement must include and establish:
    1. That the arrangement may be revoked any time without cause by written notification of RSCC or upon request by the employee, if approved by the supervisor;
    2. That the agreement will be reviewed periodically (and no less than annually) for compliance and to ensure the continued business justification for the work arrangement;
    3. The employee’s work schedule;
    4. The employee’s work location(s); and
    5. The employee will be responsible for the tax consequences of any alternate work arrangement;
    6. Requests for alternate work arrangements as an accommodation for a disability will be addressed through the college’s accommodation request process.
    7. The Alternate and Remote Work Expectations and Procedures document is located on the Human Resources website, under the links subject. Within this document is the link to the Alternate Work Arrangement Acknowledgment form.
Remote Work Procedures
1. Remote work may be viable in certain instances. Remote work arrangements may be for partial, or in certain situations, on a full-time basis. This policy does not apply to remote work on an informal basis, such as occasional work from home or while traveling.
2. The majority of job positions require staff to be on campus to support students, faculty, fellow staff, and other members of the college community. Remote work thus is not suitable for all employees and all jobs. In determining the appropriateness of a remote work arrangement, the supervisor should consider:
  1. Job responsibilities—the amount of required in-person interaction with faculty, students, and other employees and the ability for the individual and operational unit to perform as competently and efficiently as if working at the central workplace.
  2. Needs of the unit and other units—whether the unit obtains optimal performance by collaborating in person, whether employees are able to interact sufficiently via remote means, and whether working remotely adversely affects other units.
  3. Resources—whether the college can save money by having certain units and certain employees work remotely and whether the employee has appropriate resources at the remote location, including reliable, high-speed internet service.
  4. Employee suitability—whether the employee has demonstrated traits necessary to work remotely, such as the ability to work independently, good organization and time-management skills, satisfactory attendance and punctuality, and self-motivation.
3. An employee working remotely has the same responsibility as one working at a central workplace for maintaining regular work hours consistent with the core workday of RSCC (unless a variation is approved by a supervisor) and for devoting working time to work-related functions. The employee is responsible for maintaining a productive workplace and for limiting interruptions during working time, which includes making appropriate dependent-care arrangements. A remote work arrangement is not a substitute for dependent care or for taking leave. Requests for leave to address such issues should be made pursuant to the appropriate leave policy.
4. The employee is responsible for making the arrangements for a safe work environment. Work related injuries occurring while working away from the central workplace should be reported consistently with those occurring at a central workplace.
5. The supervisor should consider material and equipment needs when drafting a proposal for an alternate work arrangement with the goal of making the arrangement cost-neutral, i.e., no more equipment, supplies or expense should be necessary as a result of the alternate work arrangement than would be needed at the central workplace. However, at the college’s discretion, funds may be used to provide office equipment, such as docking stations or scanner/printers if doing so enhances the cost efficiency of the arrangement or is otherwise in the college’s best interests.
6. Roane State will not be responsible for any additional costs associated with alternate work locations such as utilities, home maintenance, furniture, etc. The employee is responsible for maintaining reliable, secure high-speed internet and telephone service at the alternate work location.
7. In the event an employee is unable to work remotely due to internet outages or other reasons, the employee should contact the supervisor and may be required to report to the central workplace or take leave.
8. Employees with remote work arrangements shall not receive mileage for travel to their central workplace. Travel to a central workplace is not working time.
9. For a home-based work location, the employee will be responsible for providing insurance coverage for equipment, supplies, etc. provided by the employee, as the college is not responsible for damage to an employee’s personal property. The employee will be responsible for compliance with any local zoning ordinances or other restrictions related to maintaining a home-based work site. Roane State will not be liable for any fines, penalties, taxes or other expenses that may accrue as a result of any violation of applicable restrictions.
10. Employees are not permitted to have in-person, work-related meetings in their homes, unless with an individual employed by a TBR institution or State of Tennessee agency. Supervisors should not have subordinates in their home for work-related meetings unless in group setting of three or more employees.
11. Out of state remote work locations.
  1. Employees working for RSCC are generally expected to have a central workplace in Tennessee. For that reason, the college will not routinely enter into remote work arrangements that involve working entirely or primarily in another state. Any request for out-of-state remote work must be approved by the president and human resources in advance. Because working outside of Tennessee may subject the college to the laws of other states, remote work will not be approved from all states. If a supervisor is considering hiring an employee who wishes to spend a significant amount of working time in another state, the supervisor should consult human resources and obtain the required approvals early in the recruiting process. The Chancellor must approve any international remote work arrangement. Approval to work remotely is not needed for the following:
    1. while traveling on institutional business;
    2. while traveling on a Tennessee Center for International Studies program;
    3. while on personal travel or on weekends and holidays; and
    4. where the employee commutes to a central workplace in Tennessee from across state lines.
  2. Working outside of Tennessee may create state and local income tax obligations for an employee. State and local income tax laws differ significantly and may be based on both personal residence and work location. The employee is responsible for understanding the tax consequences associated with a remote work arrangement and for properly paying any applicable state and local income taxes that result from remote work. The college does not withhold income and remit taxes to other states. The employee must indemnify RSCC for any unpaid tax liability resulting from a remote work arrangement.
12. Employees working remotely must protect college-owned equipment, records, data, and material. Employees must follow the college’s data security policies and procedures for protecting confidential information. The employee will be responsible for any materials and documents transported from RSCC and/or printed at the alternate work location. The employee is responsible for appropriate disposal of records. Employees must report loss, damage, theft, or unauthorized access at the earliest opportunity and cooperate with Roane State in following up on such matters. College provided equipment and supplies must be returned in good working order upon termination of the remote work arrangement, or at any time upon request by the college.

TBR Policy Reference: 5.01.01.20

Original Date Effective: 07/09/2024

Original Approval By: Christopher L. Whaley, President

Office Responsible: Vice President for Business & Finance

Roane State Community College

RSCC Policy PA-18-02; Alternate and Remote Work Arrangements

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