Remote Work Policy

Background

Remote Work entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a regular basis. Given that we are a residential college, for many positions presence on campus much of the time is important to effective job performance. However, there are situations when working remotely is reasonable and allowed.

Policy

Each request to work remotely will be decided on an individual basis under the Eligibility Requirements below.

Davidson College considers remote work to be an option in those situations where job responsibilities and an individual's performance are suited to accomplishing objectives in a remote location. Remote work is not suited to or allowed for all positions, and remote work does not change the terms and conditions of employment with Davidson College.

Remote work is allowed only in North Carolina and South Carolina.  Any exceptions to this policy must be jointly approved by the relevant Division Leader and the CHRO.

All requests for permission to work remotely must be submitted to Human Resources by using the form attached to this policy statement.

Eligibility Requirements

Unless a position was posted and advertised as being eligible for remote work, an employee must have worked three continuous months in a regular position at Davidson College prior to requesting a remote work arrangement.

To be considered for remote work, the employee must have demonstrated sustained high performance, and the supervisor must believe that the employee can maintain the expected quality of work while working remotely.

The nature of the employee's job must be such that working remotely is feasible and appropriate, taking into account the needs of the position’s internal and external customers, the mission of the department, and the needs of the college and our students.

Administration of Policy

The CHRO will manage this policy. Changes to this policy will be made in accordance with the college's Policy on Policies.

Remote work must be mutually agreed upon according to the process described below.

All remote work arrangements are granted on a trial basis for the first 3 months, and may be changed or discontinued, at will, at any time at the request of either the remote employee or the college. All remote work agreements must be approved annually.  If the college changes or ends a remote work arrangement, a minimum of two weeks’ notice will be given to the employee.

Remote work is not intended to permit employees to have time to work at other jobs, run a business, or take care of children at home. Failure to successfully meet work requirements on account of other employment may be cause for disciplinary action or termination of employment. In addition, employees working remotely must have regular and dependable childcare for dependents so they are not distracted from their work for the college.

A specific work schedule, including workdays and hours, must be agreed upon in advance. Employees working remotely who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record all hours worked. Hours worked in excess of those specified per day and per work week require the advance approval of the supervisor. Failure to comply with this requirement may result in the cessation of the remote work agreement without prior notice.

Employees must make themselves available as necessary to attend on-campus meetings, training, or other required events when requested by the supervisor, even if the day in question is normally a remote workday. In addition, the college will not be responsible for travel costs to and from campus for employees who choose to work remotely. 

Employees are responsible for the safety and security of all Davidson College property and proprietary information while working remotely. This includes judicious use of locked file cabinets and desks and regular password maintenance.

Injuries sustained by employees while at their remote work locations and in conjunction with their regular work duties are normally covered by Davidson College's workers' compensation policy. Employees who work remotely are responsible for promptly notifying their supervisors and/or Human Resources of such injuries in accordance with the college’s workers’ compensation procedures. The employee is liable for any injuries sustained by visitors to his/her work site.

The college does not supply internet service for employees working remotely. 

An employee working remotely is responsible for college property, such as computers, monitors, and printers, supplied for the remote work office. The remote employee is also responsible for ensuring that homeowners or renters insurance covers injury arising out of or relating to business use of the home. 

The employee working remotely is responsible for being available to other Davidson College employees, students, and customers, and for maintaining good communication with supervisors, peers, and customers.

Procedure for Requesting Remote Work

An employee requests approval from the supervisor for participation in the program by completing the Remote Work Agreement Request Form.

Upon receipt of the Remote Work Agreement Request Form, the supervisor verifies eligibility and forwards a recommendation to the Division Leader for a final decision.  The recommendation and decision should take into consideration expenses, security, confidentiality, nature of work, past performance of employee, ability to make a similar decision for similarly situated employees, overall impact on the department and other employees within the department, and effect on customer service.  A division must be consistent about positions and situations that are approved for remote work, and denial of a  Remote Work Request should be delivered to the employee in writing. 

If the Division Leader approves, he or she will sign the form and send a copy to the Supervisor, the requesting employee, and to HR for the personnel file. 

All approved remote work agreements must be considered and approved annually by the Supervisor and the Division Leadership.