University Policy Office

1.21 - Remote Work

Effective: 10/17/2025
Senate Proposal: No
Responsible University Officer: Chief Human Resources Officer
Responsible Office: Human Resources

Policy:
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.  

Policy requirements 

There are three categories of remote work, each of which has different criteria and processes:

  1. 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. 
  2. 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; and
  3. Short-term reasonable accommodations: 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).

Job Characterization
Jobs must be properly characterized with Human Resources in order to ensure compliance with applicable laws and regulations.  

A. Remote work.  

        1. Jobs must be approved to be categorized as remote work by the Chief Human Resources Officer and the appropriate Vice President.  

        2. 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.  
          1. 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.  
          2. 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.
          3. 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.

        3. 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.

        4. 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.         

B. Flexible work.  

        1. 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.

        2. Flex or Remote Classification.  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.  

        3. Process 
          1. Request.  The employee must fill out the flex work request form below at least 30 days in advance of the desired start date.

          2. 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.  

        4. Revocation.  Michigan Tech reserves the right to revoke flex work privileges at any time.  

C. Short-term reasonable accommodations:

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 short-term accommodations 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 accommodation may only be granted when all conditions listed in Section D can be met and may be revoked at any time.  

D. Conditions
During times of remote work (whether a remote position, flex work, or short-term reasonable accommodation):  

      1. All job responsibilities, expectations, and conditions of employment apply as if the employee were working at the primary worksite.

      2. Remote employees must share their work calendar with their supervisor.  Supervisors may request that the remote employee’s calendar also be shared with others, as appropriate.  Remote employees must also remain constantly available by phone, Zoom, and/or other means of communication as requested by the supervisor (e.g., Slack) during work hours.  

      3. Employees must comply with all University rules, policies, and procedures. Employees must notify their supervisor immediately of any situation that interferes with their ability to perform their jobs.

      4. Work developed or produced while away from the primary worksite remains the property of Michigan Tech.  All files or materials brought from Michigan Tech also remain the property of Michigan Tech and must be maintained in a confidential manner during transportation and while at the remote worksite.

      5. Employees must certify that the remote work environment 
        1. is suitable for productive work, and that they are able to maintain the confidentiality of university data and information; 
        2. is safe, and the same safety habits that would be used at an on-campus site are being practiced;
        3. has reliable internet and phone access.

      6. Remote or flex work employees are encouraged to contact their insurance agent for any information regarding home worksites and coverage for equipment that is damaged, destroyed, or stolen.

      7. Working off-site is often a privilege, not a requirement of the job.  In these situations:
        1. When additional expenses are incurred due to the nature of remote work, those costs are generally borne by the employee. In certain circumstances, supervisors may approve reimbursement of expenses, but only if approval is made prior to the incurred expense. 
        2. An employee who is in a local remote work (within 75 miles) or a flex work agreement is not entitled to reimbursement for travel mileage to attend work meetings or events, even if scheduled during times the employee would not normally be on campus.  Further, unless the employee is performing other work-related duties, driving to or from work is treated the same as non-remote employees driving to and from work, i.e., it is not considered work time and is not covered by Michigan Tech’s workers' compensation insurance.  

      8. Tax deductions (i.e., home office deductions) are not applicable if the remote or flex work arrangement is for the convenience of the employee. The employee should seek professional advice for any questions or concerns regarding tax issues.

      9. Employee must maintain regular contact with their supervisor and get prior approval to alter their defined, agreed-upon work schedule, work overtime, or request any time off.   

 

  1. Related University Policies

Forms 

 

History:

10/17/2025 - Policy approved