Hybrid/Remote Work at Smith College
To attract and retain top talent, further diversify the candidate pool and address changing preferences in the workforce, the college must continue to adapt and change its way of working to ensure that Smith continues to be an employer of choice.
Background
During the COVID-19 pandemic, Smith College, like many employers, de-densified the campus by requiring many employees to work from home. This work from home mandate for all eligible employees naturally morphed into a hybrid/remote pilot program to see if this way of working might be successful in the future. The college carefully monitored the remote work pilot program, surveying managers and their employees about productivity, communication, departmental culture and service delivery. With that information in hand, we are moving to stabilize and formalize a hybrid/remote work policy that will enable employees in certain positions, including specifically positions that are not student-facing, to incorporate hybrid/remote work options. This is not entirely new to Smith; even pre-pandemic, we had a handful of employees whose primary worksite was off campus. Developing an intentional approach to hybrid/remote work will help Smith attract and retain top talent and is expected to help the college diversify its candidate pool.
Guiding Principles
Smith is a highly collaborative workplace that values face-to-face interactions and provides robust on-campus experiences for students, faculty and staff. The college has carefully considered the advantages of maintaining formal hybrid/remote work arrangements. Depending on the employee and the position, such advantages can include increased productivity and performance, relief of on-campus space constraints, enhanced employee recruitment and retention, environmental sustainability and greater work-life balance. Many roles at the college allow for some degree of flexibility in terms of where the work gets done. The college’s hybrid/remote work program is built on a commitment to flexibility that is rooted in:
- Collaboration: The ability for teams to engage in various and diverse ways.
- Community: The ability for employees to embrace and enrich the college’s culture, no matter where they are.
- Continuous learning: The sharing of learning and mindset shifts in how the college gets things done.
- Support: The ability for employees to work in ways that promote their well-being and quality of life, while receiving coaching and career development from their managers.
As such, Smith may offer flexibility for eligible employees to work a hybrid/remote schedule while remaining true to the collaborative nature of the college’s mission.
The Process
There are two types of employment options at Smith:
On-Site: Work performed on campus.
Hybrid/Remote: A work schedule that is a mix of on-campus work and work performed remotely.
As we move forward, we will approach the two types of work for all employees on campus using a four-step process in determining if hybrid/remote work is the right fit for your position within the college and for your personal work style.
Step 1. Discussion & Analysis
A hybrid/remote work arrangement can be initiated by an employee’s request or by Smith as a condition of employment. The college will grant an employee’s request for a hybrid/remote work arrangement on a case-by-case basis. Not all employees and not all positions are eligible for hybrid/remote work.
Using the hybrid/remote work analysis tool, the employee’s manager will conduct an analysis of the employee’s position, work style and performance to determine if a hybrid/remote work arrangement may be granted
Managers should have a discussion with employees who are interested in hybrid/remote or hybrid work using the hybrid/remote work manager and employee discussion guide.
Step 2. Agreement
Review the hybrid/remote work policies & frequently asked questions.
Part 1. Employee Initiation of Request
- From the Workday homepage, select "Requests."
- Under "Actions," select "Create Request."
- Select "All."
- From the drop-down menu, select "Hybrid/Remote Work Agreement."
- Choose "OK" at the bottom of the page to continue.
- Fill out the Hybrid/Remote Work Questionnaire
- Select "Submit" to process your request.
Part 2. Manager Approval
- Once the employee has submitted the request, managers will receive a Request Process: Remote/Hybrid Work Agreement task in their inbox.
- Review the questionnaire; if everything seems correct and you agree, click the orange "Approve" button.
- If something is not correct, you can send the request back to the employee by clicking the "Send Back" button and adding a comment explaining why you are sending it back.
- If you do not feel like you should be the approval, you can add your department head as an approver.
Part 3. Human Resources Approval
- Once the manager approves the request, HR will review and approve or will request more information. When finished, they will mark the resolution as done.
Step 3. Implementation
- If a hybrid/remote work arrangement is granted, the hybrid/remote employee and their supervisor will complete hybrid/remote training as applicable.
- The hybrid/remote employee will work a hybrid/remote schedule, as provided for in the hybrid/remote work agreement.
- The hybrid/remote employee and their supervisor will meet regularly to evaluate the hybrid/remote work arrangement.
Step 4. Evaluation
Each hybrid/remote employee and their supervisor will evaluate the hybrid/remote work arrangement approximately 30 days after the start of the agreement, and again at the three- and the six-month marks.
If productivity or services within the department suffer due to hybrid/remote work, the hybrid/remote work arrangement will be terminated, and the employee will return to work on campus.
Expectations
Policies & Resources
Employees with an approved hybrid/remote work arrangement (“remote employees”) must agree to comply with college rules, policies, practices, and instructions and understand that violation of such may result in the revocation of the hybrid/remote work arrangement and/or disciplinary action, up to and including termination.
Eligibility
An employee may be eligible for a hybrid/remote work arrangement if the employee has been employed by the college for a minimum of three months, unless otherwise permitted by the employee’s manager and/or department head. The employee must have a satisfactory performance record.
In considering an employee’s request for a hybrid/remote work arrangement, the employee’s manager and/or department head will evaluate the suitability of such arrangement based on the following areas:
- Employee Suitability: Whether the employee may be able to successfully work remotely.
- Job Responsibilities: Whether the position meets the requirements of remote work.
- Equipment Needs/Remote Workspace: Whether the employee has a suitable remote work location and physical workspace.
Conduct
Hybrid/remote employees must abide by the code of conduct and Employee Handbook expectations. Violations of the code of conduct, college policies and procedures, or federal, state, or local laws and regulations, may result in disciplinary action, up to and including termination of employment.
Accountability
Hybrid/remote employees are expected to perform their work remotely during normal college business hours, although reasonable amounts of time for rest/meal breaks are permitted. If a remote employee is not available, or the college learns that a remote employee is not working during college business working hours, it may result in the immediate termination of the hybrid/remote work arrangement, and disciplinary action up to and including termination of employment.
Time Worked
Remote employees who are not exempt from the overtime requirements of the Fair Labor Standards Act are required to accurately record all hours worked using Workday. Nonexempt employees may not work hours in excess of their regularly scheduled workday or workweek without the advance approval of the employee’s supervisor. Failure to accurately record all time worked, or working unscheduled time without advance approval, may result in the immediate termination of the hybrid/remote work arrangement, and disciplinary action up to and including termination of employment.
Time Off
Hybrid/remote employees should report their time off as they would on a nonremote workday or in a nonremote work arrangement. If a pattern of unscheduled absences in connection with the employee’s hybrid/remote work arrangement becomes noticeable, and/or the employee’s manager/department head suspects abuse, the manager/department head may address the situation with the employee in consultation with human resources. Failure to comply with this requirement may result in the immediate termination of the hybrid/remote work arrangement, and disciplinary action up to and including termination of employment.
Use of Leaves
Employees cannot use a hybrid/remote work arrangement in place of other types of leave (e.g., sick, family, medical, Workers’ Compensation).
Workers’ Compensation
Hybrid/remote employees are covered by Workers’ Compensation for job-related injuries that occur in the course and scope of employment. Employees who work out of state in one location for more than 30 days need Workers’ Compensation coverage specific to that location. Remote employees must contact the human resources and payroll teams if they plan to perform work outside of Massachusetts. A request for a hybrid/remote work arrangement will be denied if an employee requests to work in states where the college does not carry Workers’ Compensation insurance.
Working Outside of Massachusetts
Remote employees must contact the human resources and payroll teams if they plan to perform work outside of Massachusetts. Hybrid/remote Employees who perform work in a state other than Massachusetts are responsible for verifying that their home (primary) address is correct in Workday. State and local taxes and other required withholdings may be different depending on the state where the employee performs work. The college is unable to support hybrid/remote employees who work internationally.
Work Site
An adequate home or other office is the preferred alternate work location for hybrid/remote work arrangements. The hybrid/remote worksite should allow employees to work with others in an uninterrupted manner and in an environment that appears professional. It is not advisable for employees to regularly work remotely from public places. Nevertheless, it is recognized that in certain situations or in an emergency, it may not be possible for an employee to work from their designated remote workspace. In these situations, employees are expected to take all necessary steps to ensure that the temporary remote site is secure.
Assessment
Hybrid/remote employees should not perform outside employment or provide regular dependent care on their remote workdays. If a manager or department head is concerned that a person(s) in need of primary care, who is present in the remote work location, will interfere with an employee’s ability to perform work during the remote working hours, the employee may be asked to demonstrate that another individual will be present to provide care for the dependent individual. The department may request whatever reasonable verification it finds acceptable, such as a good faith representation by the employee, a credible representation from the care provider, or other confirmation.
Trial Periods
A trial period can be a valuable tool to assess the feasibility of a proposed hybrid/remote work arrangement. In hybrid-remote work situations, a trial period of 60 to 90 days—depending on the frequency of hybrid/remote work, may constitute a sufficient trial period.
The following frequently asked questions should help you better understand hybrid/remote work policies at Smith College (the “college”). A “hybrid/remote employee” denotes employees who work a hybrid schedule, both on campus and remotely, during the workweek on a predetermined schedule (a “remote work arrangement”). If you have further questions, please contact your human resources partner.
What are the time and attendance requirements for hybrid/remote employees?
Work hours will be consistent with departmental needs and expectations of an employee’s position. Hybrid/remote employees are expected to work during their regularly scheduled work hours and report timely to work, either in person or remotely. Hybrid/remote employees are responsible for adhering to all college attendance policies, reporting all time worked, absences and leaves.
How should nonexempt employees report work hours?
Nonexempt employees must record and report all hours worked using Workday consistent with current policy. Please note that nonexempt employees may not work hours in excess of their regularly scheduled workday or workweek without the advanced approval of the employee’s supervisor. Failure to accurately record all time worked, or working unscheduled time without advanced approval, may result in the immediate termination of the remote work arrangement, and disciplinary action up to and including termination of employment.
Do I need to complete a hybrid/remote work agreement form to stay home for an emergency, such as a service appointment, sick child or inclement weather?
No. If an emergency occurs, please contact your manager to determine if work can be performed remotely or if you should use accrued time off.
How do I make changes to the hybrid/remote work agreement?
Employees interested in changing their hybrid/remote work agreement should contact their manager to determine the feasibility of the request. Any change to your hybrid/remote work schedule must be approved by your manager.
Can my manager require that I work onsite on a predetermined remote workday?
Yes. Managers may require an employee’s onsite presence on a day that is normally a remote day for that employee. Managers should inform employees of the onsite expectations as soon as possible for planning purposes.
Can I receive equipment for when I am working from home?
Employees may be eligible to receive college-issued equipment in order to perform the employee’s job responsibilities. College-issued equipment typically includes items such as a laptop computer, monitor, mouse and keyboard. Any equipment issued by the college to a hybrid/remote employee remains the property of the college and must be returned by the employee upon termination of employment.
The college does not issue printers, copiers, scanners, fax machines, shredders, white boards, office chairs and other traditional office supplies to hybrid/remote employees; however, these resources may be available for use onsite. Hybrid/remote employees who wish to have these items at their remote worksite will need to purchase them with their own resources, unless otherwise approved by their manager or department.
How will my performance be evaluated in this model?
The performance of a hybrid/remote employee will be evaluated by the employee’s manager in the same manner, and at the same time, as a non-hybrid/remote employee. However, an employee’s manager, in consultation with the Office of Human Resources, may modify or terminate the employee’s hybrid/remote work arrangement at any time for performance concerns, changing business needs, or any other nondiscriminatory or nonretaliatory reason.
How are equity and fairness incorporated into the program?
The availability of a hybrid/remote work arrangement is based on the employee’s ability to effectively perform responsibilities remotely while meeting operational and departmental needs. Managers and supervisors will conduct a job analysis to determine if an employee is eligible for a hybrid/remote work arrangement. Hybrid/remote work arrangements are granted on a case-by-case basis, depending on the employee’s work history, performance, position and job responsibilities.
Will all employees with the same title, e.g., administrative assistant, be eligible for hybrid/remote work?
No. For example: Administrative Assistant 1 has responsibility for providing direct student support and serving as a resource for students who come into the office in need of assistance. This role is not likely conducive to remote work. Administrative Assistant 2 works in a department where most of the team works remotely and is not required to provide in-person support to students or other campus stakeholders. This role is likely conducive to remote work. While these two positions have the same title, the actual roles are very different.
Will the Performance Management Process be different for employees with a hybrid schedule?
The Performance Management Process will be the same for hybrid/remote employees as for onsite employees. Employees who work remotely are expected to meet the same standards of performance whether working on campus or remote.
What if a hybrid/remote employee incurs a work-related injury while working remotely?
If a hybrid/remote employee incurs a work-related injury while working remotely, they must notify their supervisor immediately and complete all necessary and/or management-requested documents regarding the injury.
What are the college’s expectations for an employee’s remote workspace environment?
Hybrid/remote employees must have a workspace that is sufficiently free from distractions and private enough to ensure that the confidentiality of college information is maintained. Hybrid/remote employees must also provide a secure location for college-owned equipment. To the extent a hybrid/remote employee is issued college-owned equipment, the employee must be the only person using such equipment and only for college business.
Is my hybrid/remote work agreement still valid if I change jobs?
No, if you change jobs you will need to begin the discussion regarding a new hybrid/remote work agreement with your new manager.
What if I am a new employee and want to work remotely from day one?
Generally, an employee may be eligible for a hybrid/remote work arrangement if the employee has been employed by the college for a minimum of three months, unless otherwise permitted by the employee’s manager and/or department head. The employee must have a satisfactory performance record.
- Do the essential duties of the requesting employee’s job require ongoing access to equipment, materials and files that can only be accessed onsite?
- Do the essential duties of the requesting employee’s job require face-to-face contact with managers, employees, clients or the public?
- Do the essential duties of the requesting employee’s job require extensive time in meetings or performing work onsite?
- Does the employee have access to the equipment and/or resources to perform their job remotely?
- Does the employee have access to high-speed internet to complete their tasks and communicate with their manager and team while working remotely?
- Do you have any concerns or anticipate any issues with the requesting employee working remotely?
- Would you as the employee’s manager, or anyone else that the employee coordinates or collaborates with, need to make significant changes for the employee’s remote work arrangement to be successful?
- Have the requesting employee describe their remote workspace and their plans to ensure that it is free from distractions.
- If the requesting employee has dependent children, is the employee seeking to use a remote work arrangement in lieu of childcare?
- Have you set clear expectations for what work will be performed while the employee is working remotely and when the employee is working on campus?
- How will the requesting employee maintain data confidentiality and security while working remotely?
- Is there any equipment that the remote employee will need to come to campus to use?
- Have you discussed your expectations of the employee for remote work hours, email response times and meeting availability?
- Do you have any questions or concerns about these requirements, or otherwise about the requesting employee working remotely?
Note: Not all positions will be eligible for remote work, so it is important to have clear communication with employees on why they may not be able to work remotely. For these conversations you should refer to your Remote Work Analysis Tool you completed for this employee and their position.
Hybrid/remote work has changed the way we work in many ways. Be prepared for hybrid/remote work and engage in some of the following learning opportunities we have put together for your review.
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