| Primary Work Location | Except where a position has been established as an off-campus position (e.g., Admissions Recruiter), each employee will be assigned an on-site work location. Employees approved for remote work under this policy are expected to be able to report to their primary work location within a reasonable time when directed due to operational needs and/or changes to or revocation of their Flexible Work Agreement. |
| In-State Requirements | An employee approved for a flexible work arrangement must be able to return to the primary work location within a reasonable time upon notice. An in-state designation applies to employees approved for a flexible work location living and working in the state of Alabama. |
| Out-of-State Remote Work Limitations | Out-of-state situations require actions on the part of the University to ensure compliance with state and local laws and regulations for the location in which the individual will be living. Prior approval must be obtained through the out-of-state work location request process for an employee (new hire or current), regular, temporary and contingent on-call) to work from an out of state location for more than 30 days. No offers to new hires or approvals for current employees should be allowed without this prior approval. An approved Out-of-State Work Location Request Form must be attached when submitting the Flexible Work Agreement. The Department’s HR Business Partner should be notified of any out-of-state hiring to initiate the Out-of-State Work Location Request Form. If not already approved, employees are responsible for notifying their supervisor if they are working out-of-state, and supervisor must then notify their Vice-President and Human Resources so that this policy can be applied and followed. An employee approved to work outside of the state of Alabama will be subject to the laws and regulations of other states with respect to the employer/employee relationship. This includes states/territories that may have different overtime laws, workers compensation, and other laws that govern employment. Therefore, any employee who is approved for a Flexible Work Location will be expected to comply with the laws of the state in which the employee is working. |
| Travel | Employees working remotely are not eligible for reimbursement of travel expenses when traveling between their off-site work location and the on-site work location, except where the position has been established as an off-campus position, such as some Admissions staff, and travel is explicitly identified for reimbursement. |
| Performance | Performance is a key consideration when evaluating a request for a flexible work arrangement. For an arrangement to be considered, an employee must meet all performance and conduct expectations for their role, including having a performance review rating of “meets expectations” or higher on the most recent evaluation (Vice Presidents may consider a single category rating below “meets expectations” as a disqualifier for a flexible work arrangement). |
| Availability | An employee approved for a flexible work arrangement must be available and accessible during hours appropriate for the role as determined by the supervisor. Flexible work arrangements are not intended as a substitute for childcare or dependent care. Employees are expected to plan for child and/or dependent care as needed and appropriate to be fully present, responsive, and professional during regular business hours. Employees approved for a flexible work arrangement shall request, take, and report leave in accordance with existing UA policies. |
| Operating Costs | The University will not be responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as a remote work location, unless required by law or other applicable regulation. Employees may be afforded accommodations for use within their home under the Americans with Disabilities Act as appropriate. Employees should use University-issued equipment and materials whenever possible. Standard employee fees, insurance premiums, and expenses are not adjusted because an employee is working under a flexible work arrangement. |
| Computer Use | “Personal computers and other related digital equipment should not be used to process, transmit or store restricted or sensitive information unless the employee is utilizing remote desktop access (RDP) to University-owned equipment through University VPN services. Employees using personal devices to connect to the UA VPN should have up-to-date antivirus software running on the device. UA provides antivirus software to all employees at no cost (https://oit.ua.edu/software/mcafee). This does not include the use of a) personal mobile devices or tablets when a pin, passcode, fingerprint, or facial recognition is required for access; b) printers; c) fax machines; d) copiers; e) wireless routers. “ |
| Use of University Technology Resources | Employees must follow the Terms of Use of University Technology Resources and Minimum Security Standards while performing their job duties, regardless of their work location. The same network and security monitoring tools and appliances in use at the University will be used to monitor and protect remote work sessions. |
| Safeguarding Confidential Information | Employees must safeguard all confidential University information used or accessed while performing their job duties, regardless of their work location. |
| Flexible Work Agreement | “A Flexible Work Agreement is required for an employee approved for a Flexible Work Schedule or Flexible Work Location. The employee: a. must sign a Flexible Work Agreement; b. agree to continue to meet the same performance expectations and the University’s Standards of Behavior; and c. must maintain work hours, duties, and responsibilities consistent with their role. Flexible Work Agreements shall be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes.” |
| Review | Flexible Work Agreements shall be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes. Existing flexible work arrangements are subject to this policy upon review. |
| UA Policies | As with traditional work arrangements, employees approved for a flexible work arrangement under this policy are required to comply with all UA policies. |