433.0 Remote Work

REMOTE WORK POLICY

I.    PURPOSE

The purpose of this policy is to provide guidance on when the Superintendent or Executive Director of Human Resources may allow remote work for school district staff, and to set forth expectations for supervisors and staff.  

II.    POLICY

The policy of the school district is to provide remote work opportunities for non-school based staff when the functions of the position can be completed in whole or in part working remotely. Allowing remote work will benefit students and families by helping the school district increase recruitment and retention efforts for non-school based positions. It is the policy of the school district that administrators, teachers and staff who support students at school sites will do so in person, and these positions are not eligible for remote work.

III.     APPROVAL OF REMOTE WORK 

Not all positions are appropriate for remote work. Approval of remote work is appropriate only when the functions of the position can be completed in whole or in part working remotely. After a supervisor determines that the functions of the position can be completed in whole or in part working remotely, the supervisor may grant preliminary approval of the remote work arrangement. The remote work arrangement may not commence until final approval is granted by the Superintendent or Executive Director of Human Resources. Approval of a remote work arrangement is at the sole discretion of the school district. The employee may not grieve a remote work arrangement decision or denial.

Administrators, teachers and staff who support students at school sites will do so in person, and these positions are not eligible for remote work.  

IV.    EXPECTATIONS FOR SUPERVISORS AND STAFF 

1. Sole Discretion: Remote work is not an express or implied right or benefit, but a staffing and work arrangement at the sole discretion of the school district. The use and approval of remote work is at the sole discretion of the school district, and the school district may change or cancel a remote work arrangement at any time. A decision to approve, approve in part, change, cancel, or deny a remote work arrangement is non-grievable.
2. Hours of Work/Adherence to Work Duties:  
   1. 1. The hours of work for employees with an approved remote work arrangement do not change, regardless of location.  Employees must adhere to contractual language and start/stop times.
   2. 2. Remote work arrangements are not intended to serve as a substitute for care for dependents, visitors, or household members.  If someone in the employee’s home needs care in the remote work location during work hours/the duty day, another person must provide the care.
   3. 3. If an emergency arises and the employee is required to leave the approved remote work location for a dependent or other reason. e.g., sick child at school, the employee must follow procedures to take sick leave the same as when working in-person.
3. Attendance at Main Work Location:  As directed by the supervisor; employees must report in-person for meetings, collaboration, staff development, or for other purposes determined by the supervisor.
4. Communication:  During work hours/duty day, the employee must be reachable by the supervisor, co-workers, and others who have a need to communicate with the employee for work purposes. If an employee working remotely needs to leave their remote work location during the duty day, the employee must notify the supervisor. The employee must request vacation or sick time by using the district’s standard procedures for requesting time off.
5. Use of leave:  The employee must request sick leave, Family Medical Leave Act, Americans with Disabilities Act accommodations, and other such requests by using the school district’s standard procedures for such requests.
6. Work-Related Injuries:  The employee is responsible for establishing a safe and secure work environment. Any work-related injury must be reported immediately using the school district’s standard first report of injury process. 
7. Liability:  The school district assumes no liability for damages to the employee’s real or personal property as a result of working remotely.
8. Equipment/Materials and Supplies:  
   1. 1. Employees working remotely have the same responsibility to take appropriate steps to minimize damage to school district owned property at the remote work site as at the main work location.
   2. 2. The district does not duplicate resources between the main work location and the remote work location.
   3. 3.The employee is issued a district computer to complete remote and in-person work.  No other resources, devices or supplies will be purchased by the school district for the remote work location. Additionally, no other resources or devices may be taken from the main work location for use at the remote work location. This includes, but is not limited to, office furniture, printers, and scanners. 
   4. 4.If an employee wishes to use their own equipment, it must be approved by the supervisor and must meet technology department specifications.
9. Costs Associated with Remote Work Arrangement:  The school district will not assume the responsibility for costs, home maintenance, or technology expenses incurred by employees as a result of the remote work arrangement. This includes costs associated with cell phones, wi-fi, furniture, utilities, or other costs.
10. Data Privacy/Confidential Information: Employees must follow all applicable provisions of the Minnesota Government Data Practices Act (“MGDPA”), the Family Educational Rights and Privacy Act (“FERPA”) District Policy 515 (Protection and Privacy of Pupil Records), and Policy 524.2 (Acceptable Use Policy) when performing work at the remote work location. The supervisor and employee should discuss how the employee will ensure that private data will be protected in the remote location.
11. Policies:  Employees working remotely must follow all school district policies in the same manner as when working at the school district work site.
12. Performance:  Remote work does not alter standard employment expectations. The employee must complete all duties and responsibilities of the position and maintain satisfactory work performance. Terms and conditions of the Collective Bargaining Agreement still apply.