5001 PR.01 Hybrid Work Expectations and Implementation

Revision Date: 
August 31, 2022

Contents

1.      Overview

2.      Types of Hybrid Work Arrangements

3.      Approval of Hybrid Work Arrangements

4.      Modifications to On-Campus Schedules or Cadence

5.      Implementation of Hybrid Work Arrangements

A.     Documentation of Terms

B.     Work Schedule

C.     Off-campus Workspace

D.     Information Technology Equipment

E.     Purchase of Office Supplies

F.      Office Furniture or Décor

G.     Travel to and from Campus

6.      Return of Equipment

1. Overview

This procedure supports Policy 5001 Hybrid Work Policy.  It details the expectations and implementation procedures applicable to approved Hybrid Work Arrangements for managerial, professional, and excluded staff members (“Covered Staff Members”).

2. Types of Hybrid Work Arrangements

Work schedules associated with Hybrid Work Arrangements are dictated by the nature of the work performed and operational needs.  Hybrid work schedules should target an on-campus presence consistent with the minimum on-campus cadence established by the Vice President, Human Resources or their designee and can be performed pursuant to a steady schedule where there is a consistent balance of on-campus and off-campus work throughout the year or a tailored or seasonal schedule to reflect fluctuations based on the nature of the work and the time of the year.  Depending on the nature of the covered staff member’s hybrid work schedule, operational needs, and as deemed appropriate by the appropriate executive unit leader or their designee, this on-campus cadence can be satisfied on a weekly, monthly, or seasonal basis.

3. Approval of Hybrid Work Arrangements

The availability and terms of Hybrid Work Arrangements are determined by the unit’s Vice President or Dean (“executive leader”) or their designee.  Such determinations should be based on the nature of the work performed and operational needs.  Human Resources approval is not required for Hybrid Work Arrangements.

4. Modifications to On-Campus Schedules or Cadence

With reasonable notice, Covered Staff Members who are working pursuant to an approved Hybrid Work Arrangement may be required to report to an on-campus or alternative off-campus location on a different schedule or cadence due to operational needs, for the purpose of attending meetings, trainings, or similar events of defined duration, or to receive additional performance support and guidance.  A work unit must define the “reasonable notice” that will be provided to Covered Staff Members before changes are made to their Hybrid Work Arrangement.  The University/work unit reserves the right to depart from the reasonable notice requirement in the event of an operational emergency. 

5. Implementation of Hybrid Work Arrangements

Lead Administrators or their designees, managers of Covered Staff Members, and Covered Staff Members are responsible for compliance with the following terms and conditions governing an approved Hybrid Work Arrangement.

A. Documentation of Terms

The terms and expectations of Hybrid Work Arrangements should be documented and shared with Covered Staff Members.  This is the responsibility of the Lead Administrator or their designee, or the Covered Staff Member’s manager, as deemed appropriate by the executive leader or their designee.

B. Work Schedule

Covered Staff Members are expected to remain available and accessible during regularly scheduled and approved work hours, as determined by the work unit, with changes to their established work schedule to be agreed upon in advance.  It is expected that Covered Staff Members will minimize personal interruptions to maintain appropriate work focus.  Covered Staff Members who are overtime eligible are responsible for accurately accounting for all hours worked and may not work overtime unless authorized in advance.

C. Off-campus Workspace

Covered Staff Members are responsible for maintaining an off-campus workspace in a safe, professional, and secure manner with sufficient internet access to effectively perform their work.  Off-campus workspaces may not be located in public, commercial locations unless pre-approved by the Covered Staff Member’s manager.

D. Information Technology Equipment

The University will not reimburse or pay for home internet service to support remote work (see Policy 1109 Internet Access from Home).  Information technology equipment must be purchased in accordance with Policy 3201 General Purchasing, properly set up and secured by Information Technology Services (“ITS”), and provided to the Covered Staff Member at an on-campus location or through an approved shipping method (see Policy 1430 Shipping).  Based on job needs, it is recommended that the work unit provide the following:

  • Computing device (laptop or desktop);
  • Two external monitors, regardless of whether computing device is a laptop or desktop;
  • One keyboard;
  • One mouse;
  • One headset;
  • One universal docking station; and
  • One video camera.

Work units are not expected to provide the above-listed equipment for each work location, but may, in their discretion, determine that Covered Staff Members require more or less than this recommended information technology equipment set-up depending on their job needs.  Incremental purchases of information technology equipment are permitted with approval from both the Covered Staff Member’s direct supervisor and Lead Administrator.  Examples of incremental purchases include, but are not limited, additional monitors or docking stations, printers, scanners, or shredders.    

Covered Staff Members must adhere to Yale Information Security guidelines for remote work.  Covered Staff Members are responsible for the physical security of university-supplied equipment and may be held liable for loss or damage that is caused by their negligence or misconduct.  The University is responsible for the repair and upgrade of any University-owned equipment due to normal wear and tear.  If the unit’s Lead Administrator, or their designee, authorizes a Covered Staff Member to purchase necessary equipment, the University considers reasonable costs associated with such purchases to be reimbursable/covered business expenses.

E. Purchase of Office Supplies

The purchase of office supplies by Covered Staff Members working pursuant to an approved Hybrid Work Arrangement is governed by the University’s purchasing processes and guidelines (Policy 3201 General Purchasing), as well as the processes established by the work unit’s Lead Administrator or their designee.  In general, it is expected that work units will purchase office supplies based on departmental needs and that Covered Staff Members will obtain supplies on campus directly from their department.  Where this is not feasible for a Covered Staff Member, the Lead Administrator, or their designee, may develop and implement an alternative process for distributing office supplies consistent with University Financial and Resource Support for Flex Place Arrangements for Managerial and Professional and Excluded Staff.

F. Office Furniture or Décor

Unless otherwise required by law or policy, off-campus office furniture or décor, including chairs and lighting, will not be provided by the University or reimbursed.

G. Travel to and from Campus

Covered Staff Members are responsible for the costs associated with their travel to and from campus.  Expenses incurred in connection with travel to alternative off-campus reporting locations and other travel on University business are governed by Policy 3301 Travel on University Business.

6. Return of Equipment

All equipment and supplies purchased with University funds are owned by the University.  Staff members must return all University-supplied equipment and other University property, including, but not limited to, intellectual property or other confidential information, upon the conclusion of their Hybrid Work Arrangement or employment.  The Lead Administrator, or their designee, is responsible for securing the timely and complete return of all University property from the Covered Staff Member.