Policy

The college will consider allowing employees to modify their work schedules, providing the college’s needs can still be met. Here are some examples of alternative work arrangements:

• Working an alternative schedule (e.g., 8 a.m.-4 p.m. instead of 9 a.m.-5 p.m.)
• Job-sharing
• Working part time (a shorter daily work schedule or fewer days a week)
• Working remotely on an occasional or regular basis

Alternative work arrangements require supervisor approval and may be amended as necessary, based on college needs.

Procedures

The college may initiate an alternative work arrangement for you if college access is limited due to environmental and/or natural disasters, because of a life-threatening communicable illness (emergency situations) or when it’s in the college community’s best interest that you work from a remote location. In such situations, the college will attempt to work with you to determine the alternative work arrangement. However, it may need to unilaterally implement the arrangement.

If an alternative work arrangement is implemented for you due to your suspected exposure to a potentially life-threatening communicable illness, and you’re later diagnosed with the illness, the alternative work arrangement will end. Your subsequent absence may be covered by the college’s benefit program(s).

While the urgency or sudden onset of an emergency situation may preclude strict adherence to the procedures below, they should be considered whenever implementing an alternative work arrangement.

Essential and Nonessential Positions
The college may deem certain positions essential to its operation during an emergency situation, even though access to the campus may be restricted or not possible. Your divisional vice president will identify essential positions, which may vary based on the nature of the emergency situation.

Alternative work arrangements may be possible and appropriate for both essential and nonessential positions, depending upon the specific emergency situation. The college will give priority to establishing alternative work arrangements for essential positions. Those in nonessential positions won’t be expected to physically report to the college.

Exposure to Life-Threatening Communicable Illness
If there is reasonable suspicion that you have been exposed to a potentially life-threatening communicable illness, the college may implement an alternative work arrangement for you, even if you aren’t exhibiting symptoms of the illness. This work arrangement may be as long as the incubation period associated with the specific illness. The director of health and wellness will advise on contagion, incubation periods and isolation/quarantine requirements on a case-by-case basis.

If an alternative work arrangement isn’t possible given the nature of your position, or if the time period for an alternative work arrangement is less than the period determined necessary by the director of health and wellness, you will be given up to five additional paid time off (PTO) days after exhausting your existing PTO.

Requesting an Alternative Work Arrangement
If you request an alternative work arrangement to avoid potential exposure to a life-threatening environmental or natural disaster, or to a communicable life-threatening disease, your supervisor and divisional vice president will consult with the director of health and wellness to assess the potential for exposure. You may meet privately with the director of health and wellness to discuss your concern. Based on the director of health and wellness’ assessment, an alternative work arrangement may be implemented.

You may also request an alternative work arrangement for other work-related reasons (e.g., to increase productivity, focus on specific projects, etc.).

It is the college’s prerogative to approve or deny a request for an alternative work arrangement.

Declining an Alternative Work Arrangement
If you choose not to accept a required alternative work arrangement, you will be able to use your PTO (vacation or personal time off) instead. Any additional time off needed after you’ve exhausted your PTO will be without pay.

Situations Not Approved Under This Policy
The following situations don’t qualify for an alternative work arrangement:

• Childcare. If you need to care for your child, you have to use your PTO.
• Inclement weather. If the college is open for business but you don’t feel safe traveling to work, consult with your supervisor and use your PTO.

General Procedures
Because of potentially complicated issues (e.g., equipment, work space, liability and safety, income taxes, worker’s compensation), supervisors must consult with their divisional vice president and the director of human resources before implementing alternative work arrangements. The director of human resources will be available to provide advice and assistance in developing written alternative work arrangement documentation that meets the needs of the college, the department and the employee.

Conditions Necessary to Implement an Alternative Work Arrangement
In order to implement an alternative work arrangement, all of these conditions must be met:

• Agreement between the supervisor and divisional vice president that an alternative work arrangement is appropriate and beneficial
• Written documentation (defined below) that clearly defines the alternative work arrangement
• Agreement that all or significant components of the position’s work can be done from an alternative location
• Agreement that the department’s operational needs can still be met
• Agreement the work being done is official college business

Required Documentation
In order to implement an alternative work arrangement, the following documentation is necessary:

• A brief rationale for the alternative work arrangement that details the operational benefits to the college
• A brief description of the work to be accomplished
• A description of the productivity measures that will be used
• The proposed dates and daily work hours
• The agreed-upon method of communication (e.g., telephone number, Google Hangout, etc.) where the employee can be reached during the scheduled work hours
• A record of any college equipment, records and supplies to be used at the alternative work location

Evaluating Work Assignments
Your supervisor’s general expectations regarding your productivity/volume of work, quality of work and timelines should be clearly communicated to you in writing. Both of you must sign the document outlining your job assignments and expectations. Your supervisor is responsible for evaluating your completed work and reviewing your progress with you.

You must complete your work assignments according to the established procedures and within reasonable and/or determined timeframes. You should receive regular feedback and communication. You will need to provide progress reports on a regular basis that outline work completed and work in progress.

At the conclusion of your alternative work arrangement, an evaluation of your performance and the overall effectiveness of the work arrangement will be conducted and documented. Your job performance will be incorporated into your annual performance evaluation.

Reporting Hours Worked and PTO Benefits
Nonexempt employees should report hours worked and/or PTO on the appropriate college time sheet. Exempt employees will continue to use exception reporting through Payroll. Your supervisor’s signature verifies the accuracy of the time sheet or exception report.

Obtaining Time Off From the Predetermined Work Schedule
If you need to modify a predetermined work schedule, including taking time off, follow the normal procedures to make the request. Vacation or PTO will be charged for time off, as appropriate. Any other schedule modification will be administered similarly to the way it’s done when you’re working on campus.

Responsibilities for Equipment, Supplies and Records
You are responsible for the care of any college-owned equipment, supplies and records used during your alternative work arrangement. You must safeguard copies of all records and correspondence (paper or electronic) to protect them from unauthorized disclosure, loss or damage. You’re also responsible for returning these items to the appropriate college location at the completion of your alternative work arrangement, or when requested by an appropriate college official. Releasing or destroying any records may only be done at the college, according to statute and regulation.

If any college equipment is lost, stolen or damaged during your alternative work arrangement, you must participate in any investigation and include the college equipment in your homeowner’s insurance claim.

Any equipment that you own or provide during the alternative work arrangement is used at no cost or risk to the college, and you are responsible for its maintenance. Any exceptions to this should be prearranged, documented and approved by your supervisor and divisional vice president. You are also responsible for operating costs, home maintenance and any other incidental costs associated with the use of your residence (e.g., utilities).

Injuries
If you are injured while performing official duties at your alternative worksite, worker’s compensation laws may apply. The college is not liable for any property damage or bodily injury that results from participating in an alternative work arrangement.

Providing Computer and Data Security
If you are working from a remote location, you must ensure computer and data security. It is important to ensure that work moved on electronic storage devices between an alternative work site and the college does not transfer viruses to college machines or potentiate data theft or inappropriate usage.

If you’re using your personal computer, it’s your responsibility to install an up-to-date virus detection program. The college will assist you in maintaining up-to-date virus detection programs. Computers supplied by the college should have the latest virus scan program automatically installed/updated.

Your work should also be adequately backed up in case of corruption or damage in transfer. You must also take appropriate safeguards regarding the confidentiality of any material you’re working on.