Flexible Work Arrangements
The University is committed to promoting flexible work arrangements that empower employees while also enhancing the university's ability to achieve its goals more effectively.
Work Your Way: A Guide to Flexible Work Arrangements
Essential Information About University Work Arrangements
This section aims to provide clear guidelines for supervisors and employees participating in the University Remote Work Program. The program is designed to foster flexible working conditions that empower both employees and the University to achieve and surpass stated goals and objectives with greater efficiency and effectiveness.
A flexible work arrangement should create mutual benefits for all parties involved. All University rules, policies, and procedures remain fully applicable, regardless of where or when an employee is working.
A remote work agreement is a formal document that outlines the terms and conditions under which an employee is permitted to work outside the traditional office environment. This agreement ensures clarity and accountability for both the employee and the employer, addressing expectations, responsibilities, and compliance with institutional policies.
Such an agreement does not alter the foundational terms and conditions of employment, which include but are not limited to:
- Compensation
- Benefits
- Attendance and leave procedures
- Work hours, including compliance with FLSA requirements for hourly-paid employees
- Timesheet requirements
- Additional provisions for exempt/administrative/faculty employees, as necessary
Remote Work Advantages and Disadvantages
Remote work offers significant advantages for employees, employers, and communities. Employees experience reduced stress, increased job satisfaction and productivity, and savings on clothing, food, and transportation. Employers benefit from reduced absenteeism, lower turnover, and enhanced employee dedication and productivity, with more focused use of time both at home and in the workplace. Communities gain from reduced traffic congestion, lower pollution, and decreased fuel consumption. However, remote work does have drawbacks. Initial implementation costs, difficulty adapting to new work styles, potential feelings of isolation, reduced visibility, and limited access to support services may present challenges for some employees and supervisors.
Liabilities
UWF is not responsible for damages to an employee's property or expenses such as utilities and home maintenance related to using a residence as a remote work location. Additionally, UWF will not cover costs for employees involved in inquiries, investigations, or claims by the IRS or any governmental entity. However, employees remain covered by Workers’ Compensation while performing official UWF duties.
Employee Eligibility
Not all employees or positions are suitable for remote work. Eligibility for the Remote Work Program requires employees to demonstrate the ability to maintain a proper working environment and perform tasks independently. Selection is based on the position's suitability and the following criteria:
- Completion of the orientation year with a performance rating of "Above" standards or higher
- Proven time management, reliability, and good work habits
- Ability to work assigned hours, independently, and in a well-organized manner
- Preference for a home-based, distraction-free work environment
- No history of chronic lateness or absenteeism
- Absence from formal progressive disciplinary processes
- Commitment to confidentiality and attending on-campus meetings as required
Official Statement on Remote Work Participation
Remote work is not a substitute for childcare. Childcare arrangements must be the same as if an employee is working in the official UWF office or workspace. A remote work schedule should not be used to cover absences due to a serious medical condition or a Family and Medical Leave Act (FMLA) absence. Employees who are approved to work remotely must complete a Remote Work Agreement. This document lists the remote work employee’s responsibilities and their supervisor's responsibilities, establishes working hours, and contains a home office evaluation checklist. Non-Exempt employees cannot work remotely outside the state of Florida.
Approval Process for Remote Work Participation
Supervisors and department heads determine employee eligibility for the Remote Work Program based on position requirements and departmental needs. Approved employees will be notified, and departmental staff will be briefed on the program’s implementation process (detailed in the Remote Work Program Steps document).
Criteria for Suitable Remote Work Positions
Positions suitable for remote work should allow employees to meet job requirements outside the UWF office, maintain predictable contact with clients and colleagues, track work timelines, and rely on portable equipment or resources. Project-oriented roles or those with minimal supervisory needs are ideal.
Positions Unsuitable for Remote Work
Roles requiring constant physical presence, specialized tools, or non-portable resources at the UWF office are generally unsuitable for remote work.
Work Assignments and Onsite Requirements
Remote work employees will be assigned tasks in the same manner as in-office staff. Supervisors may request attendance at departmental meetings, training sessions, or other events on campus as necessary.