Southern Illinois University Edwardsville

Remote Work Procedures

Southern Illinois University Edwardsville (“SIUE” or “University”) campuses must always be appropriately staffed to effectively implement SIUE’s mission.   In recognition of the wide range of professional responsibilities and duties required of University employees, there may be circumstances in which flexible work arrangements, such as working remotely, may be beneficial and appropriate.  Therefore, it is the goal of SIUE to maintain efficient and effective work environments that provide flexibility and meet the needs of attracting and retaining a diverse and talented workforce, while continuing to provide a high level of service to our students, families, visitors and other constituents.  When appropriate, remote work arrangements may further these goals.

Southern Illinois University Edwardsville has adopted the following procedures to implement the SIU System Remote Work Policy, https://siusystem.edu/about/Section13SystemRemoteWorkPolicy.pdf.

When considering a remote work arrangement, both the employee and supervisor should review the SIU Systems Remote Work Policy, and also be familiar with the requirements of the Illinois State Officials and Employees Ethics Act, applicable to all University employees, regardless of work location. Either an employee or a supervisor/director can suggest a remote work arrangement.

In determining whether a remote work arrangement is appropriate for a particular position and employee, a multitude of factors must be considered. Preliminary considerations include:

• Whether all of the applicable job duties can be performed in a remote environment;
• Whether and appropriate level of supervision and accountability can be maintained in a remote work environment; and
• What necessary equipment and/or supplies are required for effective remote work?

Important factors to consider during conversations regarding potential remote work arrangements include:

• Why is the employee or the supervisor interested in a remote work arrangement?
• Some on-ground presence or virtual participation in specific meetings may be required as part of the agreement (e.g., weekly staff meetings; student visit days).
• Normal procedures for reporting work time, vacation time and sick leave must be adhered to.
• Supervisor expectations should be communicated and agreed upon, regarding communication protocols, daily procedures, deadlines, and other applicable work related topics.
• For employees dealing with confidential information, security procedures, including items such as locked file cabinets and computer protocols should be reviewed.

Additional General Considerations:

• Employees under active disciplinary actions are not eligible for remote work arrangements.
• Hours of work are to be contiguous, not intermittent, and same as otherwise would be scheduled on the ground, unless a flexible work schedule has also been approved.
• In considering remote working arrangements for employees covered by a collective bargaining agreement (“CBA”), contact the Office of Human Resources prior to entering into a Remote Work Agreement, in order to ensure that all applicable CBA provisions are being met.

Time-Keeping Requirements:

Pursuant to the Illinois State Officials and Employees Ethics Act, all University employees, including employees working remotely, must accurately record their hours worked each day.  Employees who are not exempt from the overtime requirements of the Fair  Labor Standards Act may not work in excess of those hours specified per day and per workweek, in accordance with applicable CBA’s and/or University policies and procedures, without advance supervisor approval. Failure to comply with these requirements can   result in the cessation of the remote-work arrangement, in addition to subjecting the employee to possible disciplinary action.

Travel and Commuting Time While Working Remotely:

After an employee begins their workday remotely (pursuant to an approved remote work agreement), and they must travel to campus, the associated travel time to and from campus is considered as time worked. If any portion of the trip to and/or from campus adjoins any personal business (i.e. running errands, picking up children from school, etc.), then that respective travel time to/from campus to the remote work site is not considered as work time.

Inclement Weather and Emergency Closures:

In the event of closures or curtailment of operations due to inclement weather or emergency situations, non-essential employees who are working remotely will be excused from work as they would have been were they otherwise working on campus.

Remote Work Agreements:

An Alternative or Remote Work Proposal must be utilized to formally propose and document the parameters and specific circumstances related to an individual employee’s Remote Work Arrangement.

In order for a Remote Work Agreement to move forward for approval, all sections of the form must be completed, including the duration of the arrangement, the days of remote work vs. on ground work (for hybrid arrangements), specific on ground attendance and meeting requirements, etc.

For questions regarding the completion of Remote Work Agreement Approval Forms, contact the Office of Human Resources, at 650-2102 or email [email protected].