Title: Remote Work Policy
Number: AP 4.11
Adopted: December 2018
Reviewed: July 2024
Revised: July 2024
Nicolet College offers the possibility of working remotely to employees whose work can be seamlessly performed at locations other than workspaces provided by the College. A remote work arrangement allows an employee to work either part or all of the workweek without being physically present on campus as approved by his or her supervisor.
Supervisors (in consultation with Employee Relations), are authorized to approve remote work arrangements with agreement from the appropriate member of the Executive Leadership Team. Employees must complete the Remote Work Request form and submit the form to their supervisor. The employee and supervisor meet to discuss the request. If approved, job expectations and responsibilities will be clarified, and methods of communications by the remote worker should be established with co-workers.
Eligibility
Full-time regular exempt and non-exempt employees may be eligible for consideration for remote work after successful completion of a 3-month introductory employment period, unless the employee was hired specifically into a fully remote position.
Eligible employees will sign an agreement with their supervisor outlining the terms of their remote work and must be filed and approved with Human Resources.
In addition to holding a position with responsibilities appropriate for remote work, employees must have the discipline and the ability to demonstrate success in a remote work arrangement.
Employees who are in corrective action (discipline) status and/or have an active Performance Improvement Plan will have eligibility determined on a case-by-case basis.
Approval to work remotely may be rescinded by the supervisor for any reason.
Responsibilities
Remote work does not change the terms or conditions of employment or required compliance with College policies, procedures and/or work rules as communicated in the Employee Guide.
Tax and other legal implications may be incurred for business use of the employee’s home based on IRS and state and local government restrictions. Responsibility for fulfilling all tax and legal obligations rests solely on the employee.
Employees are responsible to ensure an ergonomically appropriate and safe work environment.
Location of Remote Work
Remote work is a privilege offered by the College through authority of the supervisor. The mission of the College and the needs of the employee’s team, as determined by the supervisor, supersede any request or expectation of an employee to be granted permission to work remotely. “Remote work” is not to be interpreted as “work from anywhere.” The supervisor of any remote working employee is responsible for approving a remote working location within the state of Wisconsin, and this approved location is designated as the employee’s primary remote work location. Temporary remote working may take place outside of the state of Wisconsin as long as the work does not exceed 182 days in a calendar year and is approved by the supervisor in advance of the work taking place. The supervisor maintains the authority to approve or deny any request from any employee to work outside the state of Wisconsin within the stated allowable timeframe.
Hours Worked/Time Reporting
Non-exempt, hourly employees are required to record all hours worked in accordance with College policy as communicated in the Employee Guide. For hourly, non-exempt employees, hours worked in excess or outside of normal scheduled hours require advance approval of the supervisor. All employees must use the appropriate leave benefit for time away from work.
Remote Work and Personal or Family Obligations
Employees are required to maintain a professional work environment when working remotely. An accepted definition of a professional work environment is maintaining the ability to communicate with internal/external customers and participate in virtual meetings without distractions or interference. Anything that might cause disruption in a remote location should be proactively addressed by the supervisor and the employee. Remote work arrangements are not intended to enable employees to provide care or perform other work unrelated to their Nicolet College employment during work time. An employee’s schedule may be otherwise modified to accommodate child, spouse, or elder care needs, but the focus of the remote work arrangement must be on job performance.
Employee Relations can suggest resources for information on how to be successful as a remote worker.
Information Security
Employees working remotely are expected to ensure the protection of proprietary and confidential College, student and employee information. Steps may include use of locked computers, file cabinets and desks, regular password maintenance, and any other appropriate measures. Administrative Policy 7.01 – Acceptable Use of Computers and Electronic Media applies to remote work locations.
Expenses/Equipment
Remote work arrangements must not create additional cost to the College. This includes any administrative, compliance, and technology costs, as well as the costs of time and effort on behalf of other employees to accommodate impacts created by a remote working employee. The College will not purchase or reimburse employees for the cost of an internet service provider, internet use, equipment, or phone expenses. The College will not forward mail or incur the expense of mailing or moving physical resources to an employee’s remote work location.
Insurance
Workers Compensation: Injuries sustained by employees while at their primary remote work location and in conjunction with their regular work duties are normally covered by the College’s workers compensation policy. Remote workers are responsible for notifying the College of work-related injuries or illnesses in accordance with our workers compensation procedure. In the event of an alleged work-related injury that results in an indemnity claim, the remote work location may be visited to conduct a claims investigation.
Homeowners Coverage: The College’s liability coverage does not extend to the employee’s home or other remote work location. The College may require the employee to obtain personal insurance to cover College-owned equipment (incidental business coverage endorsement), or depending on the circumstances, the College may require payment of the value of a College asset if damaged. Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. Employees may want to review their policies and have their homeowners/tenants liability policies endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home. For coverage questions, employees should contact their personal insurance agent.
Termination of Remote Work Agreement
The remote work agreement may be discontinued at any time at the request of either the employee or supervisor. The supervisor reserves the right to immediately suspend the arrangement in case of unanticipated circumstances regarding employee performance or operational needs.