Policy Statement

To establish eligibility criteria and operational guidelines for Remote Work arrangements,
required documentation, and protocols for ensuring the stability, continuity, and security of
university operations.

Reason For Policy

New Jersey City University’s institutional commitment to student success is centered on

fostering a workplace where employees are empowered to thrive personally and
professionally. We are committed to developing and implementing progressive workplace
initiatives.

Offering a Remote Work option to our staff will support the university in advancing
institutional objectives, including supporting the recruitment, retention, and professional
development of dedicated and talented employees, enhancing employee productivity and
performance, and promoting environmental sustainability. This policy specifies the
standards and guidelines for Remote Work for staff employees.

This policy is subject to revision based on operational demands, and applicable federal and
state laws.

Stakeholders Affected By Policy

• Students
• Faculty
• Staff

Definitions

Alternate Workplace - a predetermined location, such as a home office, other than an

employee’s campus workplace, from which an employee will work remotely. Such a work
location should provide the employee with an appropriate working environment, including
sufficient working space, access to reliable internet and telephone service, limited
distractions, and be located within a Commutable Distance of the University.

Campus Workplace - an employee’s workplace on one of New Jersey City University’s

campuses

Commutable Distance - a location that supports an employee’s ability to travel to campus

when required, including on days that might otherwise be Remote Workdays.

In-Person Work – the work that an employee performs at a Campus Workplace.

Remote Work – the work that an employee performs at an Alternate Workplace, which is
subject to supervisor approval.

Remote Work Agreement – a document that memorializes the terms of Remote Work as
agreed to by the employee, supervisor, and divisional vice president.

Remote Work Request – a form submitted via email by an employee to request a Remote
Work arrangement subject to approval by the employee’s supervisor.

Remote Workday – a day that an employee is regularly scheduled to conduct Remote Work
from an Alternate Workplace.

Policy Text

1. Overview

a. New Jersey City University’s institutional commitment to student success is

centered on fostering a workplace where employees are empowered to thrive
personally and professionally. We are committed to developing and
implementing progressive workplace initiatives like this Remote Work Policy.

b. Offering a Remote Work option to our staff will support the university in
advancing institutional objectives, including supporting the recruitment,
retention, and professional development of dedicated and talented
employees, enhancing employee productivity and performance, and
promoting environmental sustainability. This policy specifies the standards
and guidelines for Remote Work for staff employees.

c. This policy does not apply to requests for accommodations under the
Americans with Disabilities Act (ADA), FMLA, workers’ compensation, or any
other applicable federal or state regulations, nor shall this policy be applied in
such a way that circumvents the need for medical leave or accommodations
otherwise provided for by law. Employees seeking such leave and/or
accommodations should submit a request in accordance with university leave
policies.

d. This policy is subject to revision based on operational demands, and

applicable federal and state laws.

2. Eligibility

a. Eligibility for Remote Work is up to the discretion of the

supervisor. Supervisors will determine a position’s eligibility for remote work
 based upon the department's operational and service delivery needs, the
individual employee, and the employee’s position.

b. Evaluating a position’s eligibility for remote work should be guided by equity

and impartiality. Supervisors should consider requests for remote work on a
case-by-case basis considering the objectives and operational needs of the
university and the specific unit when determining eligibility for a position.

c. Eligible employees can request one day of Remote Work—approval is

contingent on departmental needs.

d. Essential employees are not eligible to apply for Remote Work.

3. Request and Approval

a. Employees must submit a Remote Work Request Form (via email) to their
supervisor to be considered for remote work. Employees unsure if their
position is eligible for remote work should consult with their supervisor.

b. Supervisors will review Remote Work Requests considering the objectives

and operational needs of the University and the specific unit. Approved
Remote Work Requests must be documented by a Remote Work
Agreement signed by the employee, supervisor, and divisional vice president.

c. If a supervisor denies a Remote Work Request, the employee may appeal the
decision with the divisional vice president of the employee’s unit. The
divisional vice president’s decision to approve or deny the request will be final.

d. Remote Work Requests cannot be approved for more than one day per week.

4. Alternate Workplace

a. The Alternate Workplace is a predetermined location, such as a home office,

other than an employee’s Campus Workplace, from which an employee will
work remotely. The Remote Working Agreement must specify the location of
the Alternate Workplace, which will be located in compliance with the New
Jersey First Act, as applicable, but at no time exceed a Commutable Distance
from campus in the event the employee is required to report to work on the
scheduled remote day due to departmental need.

b. The Alternate Workplace should be a fixed work area that will provide the
employee with access to the tools necessary for Remote Work, such as a
telephone with a good signal, computer, reliable internet connection, etc.
 c. The Alternate Workplace must be within an environment free of disruptions
and provide the appropriate level of privacy when discussing confidential or
sensitive matters.

d. The University does not assume responsibility for costs incurred by an

employee for Remote Work occurring in the Alternate Workplace, including but
not limited to operating expenses, maintenance, equipment, materials,
Internet or telecommunications connections, renovation of space, or any other
costs incurred by the employee.

e. Employees approved for remote work should not hold business visits or in-
person meetings with professional colleagues, students, vendors, customers,
or the public at the Alternate Workplace.

f. A Remote Work Agreement does not convert the Alternate Workplace into an
official university place of business.

g. The employee is responsible for ensuring their Alternate Workplace provides

sufficient working space without distractions and privacy to ensure
confidentiality of university records, reliable internet, telephone service access,
and any other conditions required to support the Remote Work Arrangement.

5. Job Expectations and Managerial Supervision

a. Supervisors will provide clear expectations for job performance using

established policies and procedures. The supervisor and employee must
collaborate on strategies to address workflow or coverage issues arising from
the Remote Work Arrangement. The employee is responsible for completing
the job duties specified in their job description, including other duties as
assigned by a supervisor, with any necessary modifications.

b. Frequent, open communication between the supervisor and the employee is

integral to the success of all working arrangements. Supervisors should clearly
communicate performance and availability expectations while working under
Remote or In-Person working arrangements. Employees should keep their
supervisors informed of progress on assignments, including any challenges or
opportunities they may experience. The success of a Remote Work
Arrangement will be contingent on effective communication, accountability,
and trust, for which both the supervisor and the employee are responsible.

6. Availability
 a. Employees must be accessible (by phone, email, and any other
medium/platform designated by their supervisor) and communicate how to
contact them (providing contact information and phone number on voicemails
or in email signature blocks) whether they are at a Campus or Alternate
Workplace. Employees must use call/voicemail forwarding and/or voicemail
messages on their Campus Workspace phone to facilitate accessibility.

b. The employee must participate in meetings via video conference platforms,

telephone conference calls, or any other electronic group-meeting platforms
with the camera on if their supervisor requires it. Employees must dress
professionally and observe other university dress code policies while working
remotely and participating in video conference meetings.

c. Supervisors may require that an employee report on a regular Remote

Workday to the Campus Workplace or elsewhere as deemed necessary. In that
event, the supervisor should give the employee as much notice as is
practicable. When an employee must work at the Campus Workplace on a day
that would otherwise be a Remote Workday, substitute Remote Workdays are
not guaranteed. They are at the discretion of the supervisor.

d. The employee must be available and able to work their regularly designated
office hours while working remotely and may not change their work schedule
on Remote Workdays.

e. Remote Workdays are not a replacement for the use of sick, vacation, or
administrative time. Employees who cannot work their regular scheduled
hours on a Remote Workday must contact their supervisor and charge their
hours as they would on a non-remote workday.

f. Established break schedules and other workday procedures remain in effect

on Remote Workdays.

7. Equipment

a. Employees who have been provided with university-owned computer

equipment are permitted to use it at an Alternate Workplace. To ensure the
security and confidentiality of university records, any computer equipment
supplied by the university shall be used only by the authorized employee. The
university does not assume responsibility for employee-provided equipment or
its repair or service costs.
 b. Employees are expected to provide their own telephone, telephone service,
reliable internet connection, and any other equipment necessary to facilitate
the Remote Work arrangement. Where use of personal devices is permitted,
employees are expected to install software or other technology that the
university may require to ensure security, accountability, and effective delivery
of work consistent with university policies.

c. Employees engaging in Remote Work may use office supplies purchased by

the university. Any equipment or office supplies provided by the University to
support Remote Work must be returned to campus upon the termination of the
Remote Work Arrangement. University equipment used at an Alternate
Workplace must be listed in the Remote Work Agreement.

8. Information and Technology Security

a. Remote employees must adhere to the established standards and protocol

relating to information protection, security, and technology, whether working
at their Campus Workplace or an Alternate Workplace. Adherence to IT, data
security, and financial control policies is essential while working at an
Alternate Workplace. Employees shall not duplicate any University-owned
software or sensitive data on personal devices except as explicitly allowed by
university policy. Consistent with existing University policy, employees shall
not use University resources for the conduct of personal business, including
while working at an Alternate Workplace.

b. Failure to adhere to the standards and protocol may result in revocation of

the Remote Work Agreement and appropriate disciplinary action.

c. Sensitive information may only be accessed using university-issued

computing devices (securely configured for such data access). Employees
using personal computing devices may engage in the limited entry of or access
to sensitive data only if they have ensured through the IT Department that their
personal computing device meets the university’s security policies and
confidential records are not accessed by anyone other than the employee.

9. Liability / Risk Management

a. An Alternate Workplace used by an employee under a Remote Work

Agreement is an extension of the Campus Workplace. The State of New Jersey
will determine whether: 1) the University’s liability for job-related accidents
will continue to exist during the approved Hybrid Schedule and in the
employee’s Alternate Workplace, and 2) whether the employee is covered
 under the State of New Jersey’s Workers’ Compensation Law for injuries
occurring during the actual performance of official duties at the Alternate
Workplace. However, the university assumes no liability for damages to an
employee’s real or personal property resulting from participating in Remote
Work.

b. If an injury occurs during work hours, the employee will immediately report
it to their supervisor. The employee and supervisor should follow the
University’s policies regarding reporting injuries for employees injured while at
work. The State of New Jersey and New Jersey City University are not
responsible for any injuries to family members, visitors, and others in the
employee’s Alternate Workplace. The employee may not have professional
colleagues, students, vendors, customers, or the public at the Alternate
Workplace.

c. To the extent permitted by law, the employee will not attempt to hold New
Jersey City University nor the State of New Jersey responsible or liable for any
loss or liability in any way connected to the employee’s non-work-related use
of their Alternate Workplace or home. The employee is responsible for
contacting their insurance agent, tax consultant, or other advisors and
consulting local ordinances for information regarding Alternate Workplaces.

10. Time Keeping

a. The approved Remote Work Agreement will document the days/hours the
employee will be working. All University policies and procedures, including
time and attendance reporting and leave time, continue to apply during
Remote Work Arrangements. Supervisors are responsible for ensuring
employees are fulfilling the job duties documented in the Remote Work
Agreement and the accurate and timely submission of time and attendance
data.

11. Review, Modification, and Termination of Agreements

a. A Remote Work Agreement may be modified or terminated by either the

employee or the department upon notice. Departments should give 14
calendar days’ notice of termination unless extenuating circumstances make
such notice impracticable. The employee should provide as much notice as
possible to facilitate resumed reporting to the work location.

b. All Remote Work arrangements must be reviewed formally every six months.
The supervisor and employee should have continuing discussions to evaluate
 whether established job duty objectives and deliverables are clear and
understood by both parties; project standards are delineated, and
performance is measured against defined standards; the employee’s
performance and overall contribution to unit objectives can be and is
evaluated, and adjustments to enhance overall productivity need to be
identified and implemented.

Procedures

1. Employee submits Remote Work Request Form to Supervising Manager.

2. Supervisor reviews and approves/denies employee Remote Work Request.
3. Employee and supervisor complete and sign the Remote Work Agreement Form.
4. Remote Work Agreement Form is sent to Divisional Vice President/Division Head for
final approval and signature.

Violations

A University Remote Work Agreement may be modified or terminated by either the employee
or the department upon notice. Departments should give 14 calendar days’ notice of
termination unless extenuating circumstances make such notice impracticable.

Responsibility

• Unit/Department Supervisor – Initial Approval of Remote Work Request and Remote

Work Agreement
• Divisional Vice President/Division Head – Final Approval of Remote Work Agreement