Ä¢¹½ÊÓƵ

1. Purpose and Applicability

   The Ä¢¹½ÊÓƵ (Ä¢¹½ÊÓƵ) is a highly collaborative workplace.Ìý Ä¢¹½ÊÓƵ recognizes the strategic importance of work-life balance for employees while supporting the operational needs and business continuity of each department.Ìý The purpose of this policy is to provide guidance for hybrid and remote work at Ä¢¹½ÊÓƵ.

   This policy applies to stateside regular and contingent, exempt, and nonexempt staff and collegiate faculty employees.Ìý Nonexempt employees who are represented within the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable Ä¢¹½ÊÓƵ HR Policies; where there is a conflict between the two, the MOU shall prevail.

2. Definitions
   1. Onsite Worker – An employee whose work duties must be carried out at a Ä¢¹½ÊÓƵ work location and is not suitable to be performed remotely.
   2. Hybrid Worker/Employee – An employee who works from a remote location but is expected to report on a consistent, periodic, occasional, or as needed basis to a Ä¢¹½ÊÓƵ work location as deemed necessary by the employee’s supervisor.
   3. Remote Worker/Employee – An employee who is designated by the department as remote and primarily works from a remote location.Ìý A remote worker can be required to report to a Ä¢¹½ÊÓƵ work location for business reasons.
   4. Remote Location – A work location other than a Ä¢¹½ÊÓƵ work location from which a hybrid or remote worker is expected to perform the duties contained in the employee’s job description.
   5. Consumable Office Supplies – Office supplies that employees use recurrently, get used up, and/or discarded by an employee in the normal course of performing their job duties.Ìý Examples include, but are not limited to, paper, pens, file folders, Post-It notes, note pads, etc.
3. Administration
   1. Deans or department vice presidents are responsible for ensuring approved hybrid or remote work is within the scope of this policy.
   2. Hybrid or Deans or vice presidents of departments that are responsible for adhering to their respective military contracts and memorandums of understanding (M.O.U.s) must abide by those contracts and M.O.U.s when determining an employee’s hybrid or remote work designation.
   3. Remote work requires the remote worker to perform and sustain all essential duties within the scope of the position and to meet all performance expectations.
   4. Work related meetings held at a hybrid or remote location should be approved in advance by an employee’s supervisor.ÌýEmployees are responsible for ensuring that meeting participants comply with USM, State of Maryland, and Ä¢¹½ÊÓƵ policies, procedures, rules, and practices.
   5. Wages, merit increases, benefits, and time off accrual shall be the same for a hybrid or remote worker as they are for equivalent onsite worker.
   6. USM, State of Maryland, and Ä¢¹½ÊÓƵ policies, procedures, rules, and practices shall apply to the hybrid or remote worker and remote location.Ìý Failure to follow policies, rules, practices, and/or procedures may result in disciplinary action up to and including termination of employment.
4. Schedule and Availability
   1. Employees may be required to report to a Ä¢¹½ÊÓƵ work location.Ìý Reasons for being asked to report to a Ä¢¹½ÊÓƵ work location include, but are not limited to, project work, attending job-related meetings, training sessions and/or conferences that may require face-to-face participation at a Ä¢¹½ÊÓƵ work location, commencement, or other designated location, as applicable.
   2. Employees and supervisors are encouraged to collaborate on establishing a schedule that includes how frequently the employee must report to Ä¢¹½ÊÓƵ work location in accordance with Policy VII-6.10-GC – Ä¢¹½ÊÓƵ Policy on Work Schedules.
   3. Employees shall be available by e-mail, telephone, or other communication methods during established work hours as agreed upon between employee and supervisor.

5. Safe Onsite/Remote Workspace

   Employees and their supervisors are responsible for complying withÌýVII 7.40-GC - Ä¢¹½ÊÓƵ Policy on Accident Time Off and P-VII 7.40-GC - Procedures for Ä¢¹½ÊÓƵ Policy on Accident Time OffÌýfor reporting work related injuries that may occur at a remote location and are expected to allow agents of Ä¢¹½ÊÓƵ to investigate and/or inspect the remote location as part of the claim processing.

6. Child and Dependent Care

   Employees are expected to use discretion if they have children or other dependents present while working remotely and take the necessary measures to ensure that they can meet and maintain performance and behavior expectations.Ìý Department units may have specific business needs which take into account the nature of the employee’s essential job functions.

7. Confidentiality and Institutional Data
   1. An employee is expected to protect Ä¢¹½ÊÓƵ records from unauthorized disclosure or damage and comply with all Ä¢¹½ÊÓƵ policies, requirements, and applicable laws and regulations regarding disclosure of Ä¢¹½ÊÓƵ information, including but not limited to all personnel records, all student records under the Family Educational Rights and Privacy Act (FERPA), and all medical documentation pursuant to the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.
   2. Products, documents, and records developed by an employee for Ä¢¹½ÊÓƵ work purposes are property of Ä¢¹½ÊÓƵ in accordance withÌýIV-3.20 Ä¢¹½ÊÓƵ Policy on Intellectual Property.

8. Tax and Other Legal Implications

   An employee may be subject to new or different state or local income tax regulations based upon where they reside.Ìý Employees should consult with their personal tax advisors at their own expense and update their tax withholding certificates (i.e., Form W4) upon making any changes to their residency or remote location.Ìý Ä¢¹½ÊÓƵ will not be liable for any state or local income taxation obligations, interest charges, or penalties to which an employee is subject or for any associated defense costs (such as legal or accounting fees).

9. Office Supplies

   A remote or hybrid worker should request consumable office supplies through the department’s standard operating procedure when possible and practical, and supplies may be delivered directly to the employee’s requested remote location.Ìý A remote or hybrid worker may be reimbursed for the independent purchase of consumable office supplies in accordance with the applicable policies and procedures.

10. Office Equipment
    1. Ä¢¹½ÊÓƵ will provide a Ä¢¹½ÊÓƵ-issued laptop computer to an employee when appropriate and practical.Ìý Ä¢¹½ÊÓƵ will configure the laptop, and it will have a standardized, Ä¢¹½ÊÓƵ-approved operating system.
    2. An employee shall refer to Ä¢¹½ÊÓƵ Policy X-1.12 – Acceptable Use, which governs the acceptable use of equipment provided by Ä¢¹½ÊÓƵ.
    3. Employees are responsible for the following:
       1. Reimbursing Ä¢¹½ÊÓƵ for any intentional damage or damage resulting from gross negligence to Ä¢¹½ÊÓƵ laptop or other Ä¢¹½ÊÓƵ equipment;
       2. Reporting any malware discovered on a Ä¢¹½ÊÓƵ-issued laptop or other Ä¢¹½ÊÓƵ equipment, such as a virus or spyware, to Ä¢¹½ÊÓƵ IT Risk atÌýit-risk@umgc.edu; and
       3. Using a secure wireless connection when conducting Ä¢¹½ÊÓƵ business or using Ä¢¹½ÊÓƵ-issued devices.
    4. If the Ä¢¹½ÊÓƵ-issued laptop or other equipment fails or malfunctions, the employee shall immediately notify the University’s IT Help Desk to initiate repair or replacement.
    5. Ä¢¹½ÊÓƵ issued equipment is the property of Ä¢¹½ÊÓƵ and shall be returned to Ä¢¹½ÊÓƵ upon the termination of active employment. Ìý

11. Travel Expenses

    Ä¢¹½ÊÓƵ shall pay or reimburse the cost of travel in accordance with VIII-11.00 Ä¢¹½ÊÓƵ Policy on University Travel.

12. Inclement Weather and Emergency Conditions

    Ä¢¹½ÊÓƵ employees and supervisors should refer toÌýVII 6.14-GC – Ä¢¹½ÊÓƵ Policy on Inclement Weather and Emergency Conditions for Staff and Faculty Employees

13. Commencement

    Stateside onsite, hybrid, and remote workers may be required to work commencement if they live within 50 miles of Ä¢¹½ÊÓƵ.Ìý Overseas onsite, hybrid, and remote workers may be required to work commencement if they live within 100 miles of the commencement location.

IMPLEMENTATION PROCEDURES

The Ä¢¹½ÊÓƵ President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the Ä¢¹½ÊÓƵ community; and to post the policy and any applicable procedures on the Ä¢¹½ÊÓƵ website.

Replacement for:

VII-6.11-GC – Ä¢¹½ÊÓƵ Policy on Telework for Exempt and Nonexempt Staff and Faculty Employees

See all Human Resources Policies and Procedures