5002 Remote Work Policy

Responsible Official: 
Vice President, Human Resources
Responsible Office: 
Human Resources
Effective Date: 
August 31, 2022
Revision Date: 
August 31, 2022

Policy Sections

5002.1 Remote-Designated Functions

5002.2 Individualized Remote Work Arrangements

5002.3 Remote Work Locations Outside of Connecticut

5002.4 University Policies

5002.5 Implementation of Remote Work Arrangements

Scope

This policy applies to work arrangements where a managerial, professional, or excluded staff member works predominately at an off-campus location with only sporadic or occasional on-campus presence expected or required.  It covers the approval and conditions of such work arrangements.

Note: Occasional and/or ad hoc requests to work from an off-campus location are not covered by this policy.

Note: Staff members working in bargaining unit positions are not covered by this policy, and terms for remote work for bargaining unit staff are governed by the applicable collective bargaining agreement.

Policy Statement

Covered Staff Members and their units must obtain approval for Remote Work arrangements and must adhere to the conditions of approved arrangements, as detailed in the sections of this policy.

Reason for the Policy

This policy establishes the University’s rules and processes applicable to Remote Work arrangements for Covered Staff Members.

Definitions

Covered Staff Member

A staff member designated as managerial, professional, or excluded.

Individualized Remote Work Arrangement

An ongoing Remote Work arrangement where a specific Covered Staff Member is approved by the Vice President, Human Resources or their designee to work on an ongoing, remote basis from an off-campus location, with only sporadic or occasional on-campus presence required.

Out-of-State Work Location

A work location outside the State of Connecticut where a Covered Staff Member works for at least one day per week on an ongoing, rather than occasional, or ad hoc basis.

Remote-Designated Function

A function encompassing roles or positions within a work unit that perform the same or similar work that is approved by the Vice President, Human Resources or their designee for ongoing, Remote Work at an off-campus location, with only sporadic or occasional, on-campus presence required.

Remote Work

A work arrangement whereby a Covered Staff Member works predominately at an off-campus location, with only sporadic or occasional on-campus presence required.

Policy Sections

5002.1 Remote-Designated Functions

A. Approval

Unit requests for Remote-Designated Functions must be submitted by the unit’s Vice President or Dean (“executive leader”) or their designee in accordance with the Remote Work Approval Process.  When assessing requests to approve a Remote-Designated Function, the Vice President, Human Resources or their designee assesses whether the function/work at issue can be appropriately and effectively performed at an off-campus location and whether the function/work satisfies one (1) or more of the following additional criteria:

  • competition for talent performing in the function necessitates geographic flexibility with regard to work location;
  • Remote Work is deemed to be an operating standard in the field/function; and/or
  • significant operational savings will be generated by remote operation.

B. Right to Modify or Discontinue

The University and/or unit retain the right to modify or discontinue the remote designation of any function with reasonable notice to the Covered Staff Members.  The University reserves the right to require Covered Staff Members working in an approved Remote-Designated Function to report to campus with minimal notice in the event of an emergency.

5002.2 Individualized Remote Work Arrangements

A. Approval

An Individualized Remote Work Arrangement may be approved in limited circumstances.  Requests for approval of an Individualized Remote Work Arrangement must be sponsored by the unit’s executive leader or their designee. Requests for approval of an Individualized Remote Work Arrangement may not be submitted by an individual Covered Staff Member. Requests for approval of such arrangements must be presented by to the Vice President, Human Resources or their designee pursuant to the Remote Work Approval Process.  In considering such requests, the Vice President, Human Resources or their designee assesses whether the work performed by the Covered Staff Member can be appropriately and effectively performed at an off-campus location and reviews and considers the following additional criteria:

  • the Covered Staff Member’s scope of work relates primarily to off-campus stakeholders who would be better or neutrally served by the Covered Staff Member’s off-campus work location;
  • the arrangement facilitates valuable knowledge transfer or succession planning on matters of significance; and/or
  • the Covered Staff Member is engaged in mission critical work or possesses unique knowledge, skills, and abilities that are not easily replicated or replaced within a reasonable period of time.

In the discretion of the Vice President, Human Resources or their designee, Individualized Remote Work Arrangements may be approved for a limited, defined period of time.

Notwithstanding the foregoing, this limitation must not interfere with a Covered Staff Member’s right to request a Remote Work arrangement as a reasonable accommodation under the Americans with Disabilities Act (see Yale University Faculty and Staff Accommodation Request Form).

B. Right to Modify or Discontinue

The University and/or unit retain the right to modify or discontinue the terms of any Individualized Remote Work Arrangement with reasonable notice to the Covered Staff Member.  The University reserves the right to require Covered Staff Members working in an approved Individualized Work Arrangement to report to campus with minimal notice in the event of an emergency.

5002.3 Remote Work Locations Outside of Connecticut

A Covered Staff Member working in a Remote-Designated Function or pursuant to an Individualized Remote Work Arrangement at an Out-of-State Work Location is subject to Policy 3505 Out-of-State Work Locations.

5002.4 University Policies

A Covered Staff Member who works in a Remote-Designated Function or pursuant to an Individualized Remote Work Arrangement must adhere to all University policies, including but not limited to, the Yale Standards of Business Conduct and policies related to confidentiality of information, information technology, computer security, and data protection.

5002.5 Implementation of Remote Work Arrangements

Work units and Covered Staff Members must implement Remote Work arrangements pursuant to a Remote-Designated Function or an Individualized Remote Work Arrangement in accordance with Procedure 5002 PR.01 Remote Work Expectations and Implementation.

Special Situations & Exceptions

Exceptions to this policy require approval by the Vice President, Human Resources, or their designee, in consultation with other offices, as appropriate.

Roles & Responsibilities

Covered Staff Member

  • Adheres to the requirements of this policy and any conditions established pursuant to an approved Remote Work arrangement.

Lead Administrator (or designee)

  • Oversees implementation of approved Remote Work arrangements to ensure adherence to university policies and established conditions within their scope of control and responsibility.

Manager

  • Supervises Covered Staff Members under approved Remote Work arrangements to ensure adherence to university policies and any established conditions.

University Unit, Executive Leader

  • Submits requests for approval of Remote Work arrangements in accordance with the processes established by this policy.

Vice President, Human Resources (or designee)

  • Reviews and rules on approval requests for Remote Work arrangements.
  • Reviews and rules on requests for exceptions to this policy.