4-11: SFCC Remote Work Policy – Procedures

1. Overview
   1. The employee working remotely shall be responsible for loss or damage (beyond the normal wear and tear) to SFCC property that the employee is using at a site off the SFCC campus or location.
   2. Data Security and Confidentiality
      1. Employees must safeguard College information used or accessed while working remotely in accordance with applicable information technology policies and procedures.
      2. No employee, working remotely or otherwise, may access Confidential or Sensitive data (per policy 7-3 Information Security) through a publicly available server or Wi-Fi system.
         1. Employees may only access such data if the Office of Information Technology has certified that there is sufficient data security in place.
      3. Remote-working employees must use SFCC-issued devices when fulfilling their work obligations.
   3. Internet and Telephone Services
      1. Remote Workers are responsible for purchasing adequate and secure internet and phone services required to work remotely.
      2. The internet speed and connectivity should be sufficient to perform their job responsibilities including videoconferencing with their camera on.
   4. Remote work shall not perform personal business or activities during the agreed-upon regular workday schedule in order to minimize confusion in the event of injury about whether SFCC workers compensation or liability insurance coverage is applicable.
      1. Remote work is not a replacement for responsibilities of personal life that would otherwise result in the employee being required to take leave. Employees should provide the same attention to work as if they were working on site. Any alteration in schedule for personal needs must be approved by the supervisor.
   5. Inclement Weather
      1. If inclement weather is declared at a campus or facility work location, an employee who is working remotely is not eligible for inclement weather leave.
      2. If an employee working remotely experiences inclement weather or another event, such as a natural disaster, which precludes the employee from performing work at the alternative work location, the employee may be granted inclement weather leave, administrative leave, or other appropriate type of leave on a temporary basis, as determined in the sole discretion of the College.
   6. Overtime Eligibility
      1. Overtime is not permitted for overtime-eligible employees working remotely unless approved in accordance with SFCC policy (4-52 Overtime Authorization, Compensatory Time, and Flex Work Scheduling).
2. Eligibility Criteria
   1. A job function acceptable for Remote-work is one that can be performed at a remote location without diminishing the quality of the work or disrupting the productivity of an office. Remote-work may not be suitable for all employees and/or positions.
   2. A current employee interested in Remote-work must meet the following eligibility criteria as determined by the supervisor:
      1. Work performed remotely does not have a potential for negatively impacting services to students, internal and external clients, and the members of the public.
      2. Have a demonstrated ability to work well with minimal supervision;
      3. Have a thorough knowledge and understanding of the job tasks and operations for which they are responsible;
      4. Have a history of reliable and responsible accomplishment of work duties; and
      5. Have demonstrated ability to independently establish priorities and manage their time.
   3. When a position is vacant, a hiring authority may request OHR to convert the position to be a fully remote, hybrid, or a face-to-face position.
3. Approval
   1. Employees who wish to set up a formal hybrid or fully remote work schedule must obtain approval from their immediate supervisor, the appropriate President’s direct report, and OHR.
      1. Prior to the OHR approval, OHR will confer with the various offices to ensure that the administrative impact is considered.
      2. The Office of Human Resources will maintain records of all Remote-work agreements and be placed in employee’s personnel file.
      3. A Remote-work agreement may remain in effect for the duration of employment in the position identified in the agreement, unless terminated in accordance with the procedures described elsewhere in this policy.
      4. A new remote-work agreement must be completed if an employee changes positions.
      5. Remote-work agreements do not create a contract of an employment.
   2. Occasional hours working remotely may be approved by a supervisor on an ad-hoc, as-needed basis only, with no expectation of ongoing continuance. This does not require a formal request or approval from OHR. “Occasional” may be no more than 8 hours a week routinely or no more than a week of remote work on a temporary basis (16 hours total in any given calendar month).
4. Remote work evaluation
   1. The supervisor and employee may formulate objectives, expected results, and evaluation procedures for work completed while the employee is working remotely. In such case, the supervisor and employee will meet at pre-determined intervals to review the employee’s remote-work arrangement.
5. Scheduling
   1. The specific schedule for the Remote-work employee will be determined by the supervisor (in consultation with the employee requesting Remote-work) and recorded in the Remote-work agreement.
      1. The Remote-work scheduling agreement shall be reviewed regularly by the supervisor to ensure that the evolving college needs are met.
   2. The Remote-work employee must be available for contact during scheduled work time as if the employee were working on campus.
      1. Contact may include various mediums such as, telephone, team collaboration application, email, etc.
      2. The employee and supervisor will agree on how to best maintain effective and responsive communications.
   3. The operational needs of SFCC take precedence over Remote-work agreements. A Remote-work employee must come into the office at the direction of their supervisor.
      1. For regular, recurring 100% Remote-work arrangements, when a supervisor requires the employee’s presence at a campus or facility location, the College will reimburse employees for travel between the employee’s alternative work location and campus, or facility work location if the distance exceeds 80-mile radius and such reimbursement arrangement is specifically authorized within employee’s Remote Work Agreement.
      2. Departments are responsible for funding such reimbursement, and the College makes no representation to the employee as to the tax implication of such reimbursement.
6. Remote-work Location
   1. An employee’s alternative work location must be specified in the Remote Work Agreement.
   2. A remote-work employee shall not invite or allow work-related guest, visitors, or employees to their remote work location.
   3. A designated workspace shall be maintained by the employee that is quiet, free of distractions, and kept in a clean, professional, and safe condition, with adequate lighting, ventilation, and internet / telephone access.
   4. A remote-work employee is required at the employee’s expense maintain safe conditions in the work area and maintain adequate liability insurance.
      1. Any work-related incidents or injuries should be reported in the normal manner.
      2. If the specified work location changes, a complete new remote work agreement is required.
   5. For a regular, recurring 100% remote work arrangement, the College may, in its sole discretion and only as set forth in an approved Remote Work Agreement, reimburse an employee for expenses associated with the establishment of remote work if there is a business need (provided the department has necessary funding available, for a maximum of $500).
   6. The College is not liable for damages to the employee’s property that may result from participating in remote work.
   7. Non-work-related events and activities shall not disrupt or interfere with work at the alternative work location.
7. Supplies, Equipment and Software Usage
   1. Equipment such as computers and other IT equipment may be provided to the employee as determined by the college.
   2. Office supply needs must be preauthorized by the employee’s supervisor. Out-of-pocket expenses for supplies will be reimbursed only if authorized prior to purchase.
   3. Unless otherwise specified, the College will not provide worksite furniture (desks, chairs, etc.) for regular, recurring 100% remote or hybrid remote employees.

Contact:          Donna Castro, Chief Human Resources Officer
                        505-428-1809, donna.castro@sfcc.edu

Yash Morimoto, Vice President for Strategy and Organizational Effectiveness
505-428-1765, yash.morimoto@sfcc.edu

Updated:         1/13/2025

4-11 SFCC Remote Work Policy