St. Cloud State University Policies & Procedures

Telework - Full Telework or Hybrid Link☍

Create PDF: Telework - Full Telework or Hybrid

Current Status: Approved

Policy Type: All University

Department/Division: Human Resources

Effective Date: 10/15/2023

Last Updated: 02/29/2024

Applies To: Staff

Responsible University Officer: Vice President for Human Resources and Workplace Experience

Policy Owner: Vice President for Human Resources and Workplace Experience

Policy Contact: Office of Human Resources

Rationale

St. Cloud State University (SCSU) recognizes the strategic value and benefits of accommodating flexible work arrangements. The benefits of a flexible work environment must be balanced with the need to provide an engaging residential campus experience for students and to ensure adequate staff on campus to support effective university operations.

Policy

In accordance with the Minnesota Management and Budget (MMB) Telework Policy (see supporting URLs), SCSU employees may have the option to telework at the discretion of the University. Telework arrangements may be fully teleworking or a hybrid of teleworking and on-campus work. These flexible or alternative work arrangements require the advanced approval of the employee’s direct supervisor and can be altered or revoked as necessary. They must be reviewed at least annually to determine if renewal is appropriate.

Telework is not a right of employment and is not feasible or appropriate for all positions. Many factors will be considered in determining whether a position or employee qualifies for telework. Factors considered include, but are not limited to: impact or perceived impact on student experience, access, or success, business needs of the unit, department, and the university, impact on co-workers, impact on job performance, appropriate infrastructure, and necessary SCSU resources. Unless specified in the vacancy announcement availability of telework will be determined at time of hire or during employment.

SCSU adopts the general standards and expectations as found in the MMB Telework Policy (see supporting URLs). All employees must read, understand and agree to these general standards and expectations as part of the alternate work request process.

This policy does not apply to case-by-case temporary changes to a work arrangement. For situational alternative work requests or for work at home as a reasonable accommodation (see related policies; Short-term Telework Policy).

Procedure

The procedure for telework requests follows:

Step 1: Employee and Supervisor review the employee assessment flow chart.

Step 2: The employee completes the telework form (see supporting documents).

Step 3: The supervisor completes the supervisor portion of the form and will evaluate the request considering the needs of the office/department/university, staffing levels, the employee’s performance level, and other telework selection criteria, and will consult Human Resources if there are questions.

*If the decision is to deny the request, continue to step 4. If the decision is to approve the request, skip to step 5.

Step 4: Supervisor denies the request, the supervisor should meet with the employee to discuss the decision and explore alternatives, if any exist. If no alternatives exist, Human Resources may review the decision upon request. If the supervisor revises the inital determination and the request is approved continue to Step 5. If the decision is upheld the request for telework will not be approved.

Step 5: The supervisor meets the employee to discuss the approval decision. During this meeting, the employee will be provided with a copy of MMB’s HR/LR Policy #1422 telework policy. The MMB telework policy, injury reporting procedures, expense reimbursement procedures, collective bargaining plans, and any other resources needed should be reviewed and discussed. Documents may be provided as electronic links. A mutual understanding of the standards and expectations should be established and accountability measures determined.

Step 6: Supervisor and employee sign the telework form and document the expectations and needs, including, but not limited to:

Plans regarding how the Employee's performance will be evaluated
Equipment and supplies needed and whose responsibility it is to provide them
Application of Workers’ compensation
Data privacy and security practices that will be expected
Communication and availability expectations and logistics
Where to find emergency contacts (i.e. ITS help, reporting an injury, etc.)

Step 7: The original, signed telework form is provided to human resources (HR) and a copy is retained by the employee and supervisor.

Step 8: The supervisor should work with the employee on receiving the necessary equipment and supplies. The employee should contact ITS as needed for assistance with equipment set-up, software needs, phone forwarding, accessing the network, or any other required technology services.

Step 9: The supervisor communicates with other team members about telework arrangements.

Guidelines

Possible factors/criteria to be considered when reviewing telework applications

How does this position/employee’s on-campus presence impact the student experience?

What are the business-related needs of the unit, department, division, and university?

How does telework impact the identified needs?
Can the identified needs be met in a similar or higher manner with telework?
Does this position require frequent or unscheduled interaction, collaboration, or communication within the work team or with other campus teams?
Does the position or employee have responsibilities that require on-campus/in-person interaction?

Has employee performance been reviewed at satisfactory or higher levels?

If the supervisor has concerns and plans to deny telework on this basis, concerns should have been discussed with the employee and documented.

Does the employee have an adequate and appropriate alternative work site?

Are appropriate infrastructure and communication resources available?

Is the requested work arrangement full telework or hybrid?

Are there other factors/impacts that need to be reviewed/considered in relation to telework?

Supporting Documents (Forms, Instructions)

		Sep 25 2023 3:28PM
		Sep 25 2023 3:28PM
		Feb 29 2024 9:29AM

Related St. Cloud State University Policies

Ensuring Safety of Non-Public Data

Network and ResNet Acceptable Use

Short Term Telework

Supporting URLs

Websites, Related External Documents, Statutes

MMB HR/LR Policy #1422 Telework Policy

Board Procedure 5.22.1, Acceptable Use of Computers and IT Resources

5.22 Acceptable Use of Computers and Information Technology Resources

Human Resources

Definitions

Core Hours	The designated period of each workday when generally all agency employees are expected to work.
Mobile worker	An employee who travels continuously for work or who performs work at multiple locations outside of an agency office, such as a field location or other site.
Permanent/principal work location	The location to which a position is permanently assigned, usually the agency office.
Remote workers	An employee who, as a condition of their appointment, has their home or alternative location as the assigned work location, works permanently from that location, and does not have an agency permanent/principal work location.
Telework location	An approved worksite, different from the permanent/principal work location, in which an employee is authorized to conduct telework. In most cases, the telework location will be an employee’s home.
Telework schedule and acknowledgement form	A document identifying the employee’s expected telework schedule and in which the employee acknowledges the requirements of the telework arrangement.
Teleworker	An employee who has an agreed-upon schedule during which they are expected to work at a telework location rather than their permanent/principal work location.
Teleworking	A work flexibility arrangement under which an employee performs the duties and responsibilities of such employee's position, and other authorized activities, from an approved worksite other than the location from which the employee would otherwise work. (From the Telework Enhancement Act of 2010)

Contacts

Responsible University Officer Hiller, Renee L. Vice President for Human Resources and Workplace Experience	renee.hiller@stcloudstate.edu 320-308-3203
Owner Hiller, Renee L. Vice President for Human Resources and Workplace Experience	renee.hiller@stcloudstate.edu 320-308-3203
Contact Notch, Angelina M. Office of Human Resources	angie.notch@stcloudstate.edu 320-308-3321

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