Remote/Flex Work | Human Resources

Michigan Technological University is committed to fostering a vibrant and collaborative work environment where in-person interaction is highly valued. We understand that certain positions require remote work in order to accommodate the specific demands of those positions. In addition, there are some cases where remote work may be approved on a regular or intermittent basis due to specific circumstances involving the department and/or employee. All remote work arrangements must prioritize the operational needs of Michigan Tech and must advance the priorities of the institution.

Not all positions are appropriate or can be performed outside of the workplace. However, where they can be, Michigan Tech acknowledges that flexible work options can improve job satisfaction, attract and retrain talent and support productivity in certain roles. University Policy 1.21 governs remote work and should be referenced when initially considering and throughout an agreement.

There are three categories of remote work, each of which have different criteria and processes. Jobs must be properly categorized with Human Resources in order to ensure compliance with applicable laws and regulations:

Remote work: Jobs that are exclusively or primarily done remotely, whether due to the demands of the job (e.g., regional recruiters) or for talent acquisition and retention purposes. These positions require a fully remote position description with Human Resources.
Flexible work: Jobs that are primarily performed on-site, but that have a regular component of flexibility accommodating off-site work (e.g., working from home one day per week). These positions require flex work documentation on file with Human Resources.
Short-term reasonable arrangement: Situations in which supervisors retain the ability to address exceptional circumstances with their employees and allow short-term flexibility (in no event to exceed three weeks).

Remote Work

Remote work means you are assigned or perform all or part of your responsibilities in a location away from a campus owned or leased building. This does not include

Temporary workplace flexibility (in frequent and non-recurring working from home, etc)
University travel
Permanent off- campus work sites established by the University.

Remote Work Procedure

Jobs must be approved to be categorized as remote work by the Chief Human Resources Officer and the appropriate Vice President.
Jobs should be categorized as remote or eligible for remote at the time of hiring, and such information should be included in the job posting.
- There are specific requirements in different states for the posting of remote work opportunities, and Human Resources must review and maintain compliance with these requirements.
- It is required for all virtual interviews of a potential remote employee that the potential employee have their camera on for the duration of the interview.
- It is required that all remote employees come to campus for orientation at the outset of their employment. In the rare instances that this cannot be achieved due to exceptional circumstances, the supervisor or their designee must travel to the remote employee’s location and meet with them in person.
In rare circumstances, the position of a proven employee may be converted to a remote work position for the demands of the job or for retention purposes. In these instances, the employee will enter into a new 180-day remote work probationary period, with no effect on compensation, to ensure that the remote work arrangement allows for all job duties to be fulfilled. If the remote work arrangement does not prove successful, the position will revert to a non-remote position. The supervisor has the discretion to conclude the probationary period early if it is determined that the position is not effective as a remote position.
For security purposes, all remote workers must be provided with a Michigan Tech computer and must perform all work on their Michigan Tech device. Remote workers must also make themselves aware of and comply with all current university IT policies, procedures, and practices.

Flexible Work

Michigan Tech's brand relies on a strong face-to-face delivery model; however, some positions at Michigan Tech can be successfully completed in part remotely while still maintaining service excellence. Flex work is not one size fits all and is not appropriate for all positions. Every supervisor must weigh and assess their employees and their positions to ensure flex work does not impact service or the ability to satisfactorily complete their job. There is no right to flex work at Michigan Tech; it may be granted at the discretion of the supervisor if deemed appropriate and consistent with this policy.

If a supervisor desires to make a position more than 40% remote, the supervisor should consult with Human Resources regarding making the position a remote position.

Flexible Work Process

Request. The employee must fill out the flex work request form below at least 30 days in advance of the desired start date.
Supervisor evaluation. The supervisor will evaluate the employee's performance to date, the job requirements, and the potential ability of the employee to fully perform their job duties while working remotely. If the supervisor recommends approval of a flex work arrangement, the supervisor will discuss their recommendation with the appropriate Vice President and Human Resources.
Revocation. Michigan Tech reserves the right to revoke flex work privileges at any time.

Short-term Reasonable Arrangement

Supervisors may permit employees to work remotely for brief periods of time in order to address short-term needs (e.g., delivery of a refrigerator, short-term health needs). This is intended to provide a short-term arrangement for exigent circumstances. In no event may this type of arrangement last longer than three weeks, and it is generally expected to be much shorter, most commonly a day or less. This arrangement may only be granted when all conditions listed in Section D of University Policy 1.21 can be met and may be revoked at any time.

Medically Based Requests (Including Mental Health)

All requests for work adjustments (including flexible schedule, remote work, or duty modification) linked to a physical or mental health condition must be processed through the Equal Opportunity Compliance and Title IX office. Employees must complete the Employee Accommodation Request Form, located on the Access and Disability webpage, to initiate the interactive process.

Resources, Guidelines, and Conditions

What is my role as a supervisor? As an employee?

Supervisors

Employees

Work with the employee to make certain that the employee/position are a good fit for flex/remote work.
Communicate with your Vice President and ensure this request is within department parameters.
Ensure the Flex Work Form and other authorization paperwork is filled out correctly and the employee ha the tools and equipment required to complete their work prior to starting.
Keep work loads suitable.
Establish expectations of what "available" and "responsiveness" looks like.
Help set goals and requirements for the employee. Support and encourage the employee while they are working remotely.
Monitor employee performance and provide coaching/feedback.

Complete the Flex Work Form request at least 30 days in advance of the desired start date. Failure to do so may result in the request being delayed or denied.
Work with your supervisor to make certain that you and your position are a good fit for flex work.
Review your flex work plans and space to make sure you have the proper resources to complete your assigned work.
Follow the guidelines set up for your flex work authorization.
Leave time (e.g. vacation, sick, etc.) must still be used when you need to be away.
Check in with your supervisor to monitor and ensure flex work is a proper fit.
Plan thoughtfully and encompass all aspects of your work.
Be proactive with communication and visibility.
Communicate your work hours with your team, including any alterations, as though you are in the office.
Remote Access
Hourly staff are responsible for reporting in and out times throughout the day, except for normally scheduled breaks and their unpaid lunch.

Considerations for Reviewing a Request

Michigan Tech always strives to provide equal opportunities to all employees when it comes to working situations. However, flex work is not appropriate for every employee or position. Keeping this in mind, Michigan Tech will review all reasonable employee requests to work remotely using the following criteria:

Dependability/Independent worker
Flexibility
Proven performance
No record of disciplinary action
Comprehensive knowledge of their position
Measurable work activities
Little need for face-to-face interaction with co-workers, students, or visitors
Clearly established goals and objectives
Duties that can be performed independently
Equipment needs that are limited and can be easily managed at the off-site location

Note: Michigan Tech reserves the right to deny or revoke flex work privileges at their own discretion.

Supervisory Considerations:

Job duties
Communications - sometimes in-person is more effective
Cost savings
Employee needs and preferences
Fairness - if you approve this request, can you approve the next?
Team Impact - While staff can be more productive in some cases while working remotely, there is an impact for staff that are still in the office. Supervisors are responsible for the redistribution of work to keep the impacts to a minimum.
Training
How much of the work is digital versus paper files? How much printing?
What comes interoffice or in the mail for the person?
Privacy or sensitivity of data being used.

Managing Remote/Flex Work Employees

Schedule:

Have set guidelines for working hours.
Establish employee schedule for check-ins when they are working remotely.

Technology/Equipment:

Property Procedures Manual
Do your flex work employees have access to all the technology they need to perform at least as well as they perform in the office?
Do you have a plan in place for what employees should do if they have issues with their technology?
- Such as: unreliable internet, printer/scanner issues, telephone issues, software/hardware issues, and if issues occur and the employee has greater than 2 hours of their work day remaining should they come into the office.

Communication and Well-being:

Make a plan for regular communications with flex work employees.
Make a plan for connecting with employees daily or for team to do so.
Do you plan on checking in with your team daily?
Make a plan to foster team-wide communications.
Make a plan for keeping flex work employees engaged to ensure the employee does not feel isolated, that others are comfortable contacting the remote team member, and to establish tone for team engagement with flex work employee.
Make a plan to check-in with employees to see how they are doing with the new working arrangement - no less than bi-weekly for first six (6) months and monthly there after. May be more frequent.

Any questions related to this process can be directed to Human Resources Employment Services at 906-487-2280.