Remote Work Policy

Statement

Remote work allows employees to work at home or in a satellite location for all or part of their workweek. Kenyon College considers remote work to be a viable, flexible work option when both the employee and the position are suited to such an arrangement. This policy is intended to address regular remote work arrangements, not occasional instances, such as working from home for a day or two due to inclement weather or other temporary circumstances with supervisory permission. The ability to work remotely is a privilege, not an entitlement and is granted at the sole discretion of Kenyon College. Remote work arrangements must not adversely affect departmental operations or productivity. The determination of whether an employee is eligible to participate will be made between the supervisor and the employee in accordance with this policy. The employee working remotely must comply with all College and departmental policies and procedures. The compensation, benefits, work status, work responsibilities, and all other conditions of employment with Kenyon College remain the same for employees working remotely.

Procedures

Requests for a regular remote work arrangement may be initiated by an employee or a supervisor. Final approval for working remotely is at the discretion of the department head and the appropriate senior staff member. Employees who are interested in working remotely should coordinate with their supervisor and complete a Remote Work Agreement (PDF), which specifies the terms and conditions of the employee’s remote work. The agreement will become part of the employee’s personnel record and should be reviewed on at least an annual basis. Employees hired in a position that has previously been approved for remote work will sign the Remote Work Agreement (PDF) as part of the onboarding process.

Job Criteria

Not all positions are suitable for working remotely either full-time or part-time. The supervisor will review the position description with the employee to determine the suitability of the position for working remotely. Jobs that require independent work and little in person interaction are best suited for remote work. Other factors that may be considered when reviewing a position include, without limitation: potential impact on co-workers; whether the employee works with restricted data; financial implications to the department; and consistency with other requests. Working remotely is not to be used as a substitute for leave for personal needs or dependent care. Approval for remote work requests will be based on the job duties and requirements and requests will be considered equally based on that criteria.

Employee Criteria

The eligibility for remote work arrangements to be added to existing positions must include the employee holding the position having satisfactorily completed the 90-day introductory period when hired as well as an absence of active disciplinary actions. Employees who are best suited to remote work should show evidence of self-discipline, consistently successful job performance and a history of dependability on the job.

Schedules

The supervisor will determine the number of days of remote work to be allowed each week and the daily work schedule the employee will maintain. Employees working remotely are expected to establish and maintain work practices that make their interactions as seamless as possible with colleagues and students.

Work Area

The employee must establish an appropriate and safe work environment. Employees working remotely are expected to ensure the needs for information security are met and that Kenyon College property and data is secured as well as it would be when working at their regular Kenyon location. The College assumes no responsibility for the remote worker’s expenses for the space used. The employee and department will work together to determine whether an employee has the appropriate equipment and access necessary to perform the job. Generally remote workers will be authorized to use Kenyon equipment (monitors, computer, etc.) in their remote work space. Kenyon will not supply duplicate equipment for remote work spaces. Kenyon reserves the right to require that employees working remotely use Kenyon supplied computers. Kenyon does not provide assistance with the set-up of a remote office. Injuries sustained by the employee working remotely in conjunction with their regular work duties and hours would normally be covered by Worker’s Compensation insurance. Remote workers are responsible for notifying the supervisor of such injuries in accordance with procedures to report a work-related injury as described on the Human Resources website. Kenyon does not provide advice or assistance determining the tax-deductibility of home offices for employees.

Management and Evaluation

Supervisors are responsible for managing remote work arrangements to ensure that departmental needs are met and all work is accomplished at or above existing levels. Supervisors shall maintain regular and necessary communications with remote workers and include them as appropriate in meetings and other interactions.

All remote arrangements will be periodically reviewed for their effectiveness during the quarterly check-in process of the Employee Performance Program. The College has the right to terminate or redesign a remote work arrangement at any time at the discretion of the supervisor. Where practicable, a minimum of two business weeks should be given before a remote work arrangement is terminated.