Remote and telework guidelines

After determining that both the role and employee are suitable for telework/remote work, it is time to create a telework agreement that establishes the specifics of the arrangement. 

This should include, but is not limited to:

• Days of the week that the employee can telework/remote work.
• Expectations of the level of communication and responsiveness expected on telework/remote workdays. This should be from both the employee and the manager.
• Expectations of attendance for meetings and other interactions across the university and with customers.
• Any other expectations of work to be done and metrics on how this work will be recorded.
• Understanding where the employee’s remote work location will be. This is critical for ensuring Virginia Tech remains compliant with states where its employees are working outside of the Commonwealth of Virginia. See “Develop the Telework Agreement” below for further details on this process.

Additionally, expectations for communication between both the employee and manager should be identified and discussed ahead of time. These topics should include:

• Balance of presence in virtual and on-site meetings.
• Performance management expectations and metrics of monitoring work performance.
• Physical space arrangement and accommodations including what technology is necessary to perform work functions outside of the office.
• Managing various work styles including communication expectations from both manager and employee.
  • Mediums to be considered in maintaining communication include video conferencing, email, phone, instant messengers such as Skype or Microsoft Teams, etc.
• Balance of employee childcare or eldercare needs. Telework/remote work is not designed to be a replacement for appropriate childcare and/or eldercare.
  • Although an individual employee's schedule may be modified to accommodate childcare and/or eldercare needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters/remote workers are encouraged to discuss expectations of telework/remote work with family members prior to entering a trial period.
  • It should be the employee’s priority, regardless of role, to focus on the completion of job duties and assignments while teleworking. We understand that many remote workers can balance personal responsibilities (running errands, taking care of children, eldercare, etc.) while completing their work duties and assignments. However, we require that remote employees mitigate opportunities for distractions while they are working and communicating virtually with colleagues and stakeholders. This equates to employees making arrangements so that care and personal matters can be performed by someone else, or at an alternate time, and can be focused and dedicated to work responsibilities, just as it would when the employee is on-site in an office environment.
• Managing other distractions at home and setting expectations for professionalism. 

From there, complete the telework agreement form on the Flexible Work Arrangements site.

The employee's supervisor and next level leader are required to approve the agreement. If a telework/remote work schedule is agreed upon and the employee will be based out of state (i.e., their residence will be outside of Virginia), the HR representative is required to approve or deny the agreement and must contact the HR Service Center to request guidance for employment considerations for that state. 

• Performance expectations and evaluations will not change as a result of telework. Conditions of employment will remain the same, and expectations should be clear and measurable. The manager will evaluate the employee’s job performance in accordance with applicable performance planning and evaluation, and probationary policies.
• Salary and benefits will not be affected by telework or remote work.
• Arrangements that assure adequate communication between employee, co-workers, manager, and customers must be established. For example:
  • Establish regular check-in times or plans to email when workday begins and ends.
  • Use shared calendars to post schedules of teleworkers, on-site colleagues, and managers.
  • Use basic communication tools such as phone, email, and/or instant messaging, and consider collaborative tools such as audio and video conferencing.
  • Coordinate staff meetings and telework schedules to promote team cohesion and social interaction; it may be necessary for the teleworker to come to the workplace for such events.
  • The telework agreement does not automatically go with an employee in a new position or apply when a position previously done via remote/telework is assumed by a new employee. A new telework agreement should be requested and reviewed when the above situations occur.
  • Telework is not designed to be a substitute for active dependent care; however, exceptions can be granted under exceptional circumstances. Under such conditions, employees are encouraged to work with their supervisor to develop a work schedule to accommodate dependent care needs. 

• The required number of work hours will not change, and employees are responsible for reporting time worked, leave used, and for adhering to university and state attendance policies.
• Overtime worked during remote/telework schedules will be treated no differently than regular work hours. Supervisors must pre-approve any overtime. Failure to do so may result in termination of the telework agreement and/or disciplinary action. See University Policy No. 4320: Guidelines for the Fair Labor Standards Act for more information.
• For non-exempt employees, hours worked must be recorded just as they would be during normal working hours at the central workplace location.
  • Sick/annual leave is recorded based on the number of hours an employee is scheduled to work on the day he/she uses the leave, whether he/she is at the central or alternate work location.
  • Paid holidays will count as eight (8) hours if falling on a day scheduled for telework.
  • A meal break of at least 30 minutes must be provided to employees working more than six (6) consecutive hours. It is not included in hours worked and must be recorded.
• Days worked at the alternate location must be approved by the supervisor.
• Per University Policy No. 4305 Authorized Closings Leave and Compensation Policy, remote/telework employees on authorized telework arrangements will be required to work their normal work schedule. Such employees are not eligible for the authorized closing. Emergency personnel are the exception and can receive compensatory leave for hours worked if on-site.
• Supervisors may require employees to report to a central workplace for work-related events, if needed. It is recommended that the supervisor provide as much notice as possible for any remote worker to be on campus.
• Remote/Telework is not to be used in place of sick or annual leave; however, in consultation with Human Resources, a department may choose to offer telework arrangements as an opportunity for partial or full return to work based on university policy and the criteria normally applied to decisions regarding the approval of telework.
• For the period of time that the university is considering flexible work options for those positions that are conducive to telework or remote work, the following policy requirements may be subject to further consideration and flexibility: The opportunity to telework is not intended to be used in place of leave, nor is telework designed as a substitute for child or adult care. If children or adults in need of care are in the home during the employee's at-home working hours, another individual should be present to provide the primary care.
• Telework is not designed to be a substitute for active dependent care (exceptions may be granted for exceptional circumstances, such as a pandemic). Work schedules may be developed as appropriate in coordination with the supervisor, to accommodate dependent care needs.

• Virginia Tech does not assume responsibility for injury to any persons other than the teleworker arising out of duties at the telework site during the set work hours.
• Employees are covered by the Commonwealth’s Workers’ Compensation Program if injured while performing official duties at the central workplace or an alternate work location and must immediately notify the supervisor of an injury sustained at a telework site and complete an Employer’s Accident Report. Once an employee reports a job-related injury, the supervisor or department personnel must immediately file the Employer's Accident Report Form. Visit the Workers' Compensation site for more information.
• Supervisors may wish to include additional conditions in their work agreements that require employees to confirm that the alternate work location is, to the best of their knowledge, free of recognized hazards that could cause physical harm. Employees should agree to practice the same safety habits they would use while at the university and to maintain safe conditions in their alternate work locations.