Remote Work

Background. Remote work is an arrangement in which an employee performs assigned duties from an approved location other than campus on a temporary or regular basis. Because in-person presence is important to the effective performance of many positions, remote work is intended for limited situations in which the nature of the work, the employee’s performance, and the needs of the department support working remotely.  

Policy. Each request to work remotely will be considered individually based on the eligibility requirements below. Remote work is an option when job responsibilities and the employee’s performance support working remotely. It is not an entitlement or College-wide benefit and does not change the terms and conditions of employment.

Employees seeking approval to work remotely must submit a Rhodes College Remote Work Request Form to their supervisor.

Eligibility Requirements. The employee must demonstrate sustained satisfactory performance and be able to maintain expected productivity, quality and responsiveness while working remotely.

The nature of the employee's job allows remote work to be feasible and appropriate.

The proposed arrangement must meet the operational needs of the department and College.

The employee must have an appropriate work environment.

Administration of Policy. Remote work must benefit both the employee and the College and must be mutually agreed upon through the approval process described below.

All remote work arrangements are initially approved on a three-month trial basis and may be modified or discontinued at any time based on operational needs, performance, or other legitimate business reasons.  

Remote work does not reduce or alter an employee’s normal work responsibilities, availability, work schedule, or performance expectations. Employees may not use scheduled work time to perform work for another employer or operate a personal business.  

A specific work schedule, including workdays and hours, must be agreed upon in advance. Any work outside the established schedule requires prior supervisor approval. Nonexempt employees must accurately record all hours worked in accordance with College procedures.

Employees must remain available during scheduled work hours and report to campus when requested for meetings, training, events, or other work responsibilities.

Employees are responsible for protecting College property, records, systems, and confidential information while working remotely and must comply with applicable College technology and information security requirements.  

Employees must promptly report work-related injuries occurring while working remotely in accordance with College workers’ compensation procedures. Rhodes is not responsible for injuries sustained by visitors to an employee’s remote work location.

The College will determine, on a case-by-case basis, what equipment or technology, if any, will be provided for remote work. Employees are responsible for maintaining a suitable workspace and covering ordinary expenses associated with working remotely. Personal computers and other devices used for College business must meet applicable College technology and information-security requirements. Rhodes IT department does not provide support for personally owned computers.

College-provided equipment remains College property and must be appropriately secured and returned upon request or when the remote work arrangement ends. Employees are responsible for ensuring that their homeowner’s or renter’s insurance provides appropriate coverage for injuries or other claims arising from business use of their remote work location.

Employees may not relocate or work remotely from another state or country without prior written approval. Approval is subject to the College’s ability to comply with applicable legal, tax, payroll, benefits, workers’ compensation, and other requirements associated with the proposed work location.

Procedure for Requesting Remote Work. The employee requests approval from their supervisor by completing the Rhodes Remote Work Agreement Request Form.

The supervisor reviews the request, verifies the employee’s eligibility, and makes a recommendation based on factors including related expenses, security and confidentiality, the nature of the work, the employee’s performance, and the potential impact on the department and other employees.  

If the supervisor recommends approval, the request is forwarded to Human Resources for review and then to the employee’s appropriate Vice President and the Vice President for Finance and Business Affairs for final approval.