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Remote Work Policy

Remote Work Policy

Policy Type: Corporate
Policy Owner: Vice President, Human Resources, Student Services and International
Approval Date: November 27, 2024
Replaces: Version 2022
Initial Date of Issue: 2022
Corresponding Procedure: Remote Work Assessment and Approval Operating Procedure

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Remote Work Policy

Introduction

Cambrian College (the “College”) acknowledges the unique value and culture fostered through on-campus interactions among staff and students. While we acknowledge the benefits of flexible working arrangements, including remote work, our commitment to enhancing our vibrant campus culture and community interaction is paramount.

This policy covers the typical conditions under which Remote Work Arrangements would be considered. It covers multiple types of remote work situations including situations wherein critical incidents have occurred requiring mandatory remote work, such as the COVID-19 pandemic and Cambrian’s response as directed by Public Health officials. This policy is intended for use outside of any worldwide pandemic situation or a local or national emergency*.

*This policy was first drafted in 2021, during the COVID-19 pandemic. While this situation has informed considerations and guidelines, this policy is ONLY relevant and active from the date of approval.

Purpose

The purpose of this policy is to establish clear guidelines and standards to ensure consistent and effective remote work practices within the College.

Scope

While this policy applies to all Cambrian employees, it is recognized that not all jobs can be performed remotely or are suitable in all situations. It is therefore expected that before Remote Work Arrangements are approved, they must satisfy the requirements outlined within this policy. Furthermore, employees who may require remote work as a result of a medical accommodation would not be subject to this policy and would go through the College’s established accommodation process.

Definitions

Remote worker: An employee who works outside the traditional office for a defined period of time.

Remote work arrangement: A work arrangement in which some, or all, of the work is performed from home or another off-site location usually with the aid of technology sources such as a telephone, laptop, desktop computer, business communication resources, and other technology tools.

Remote work agreement: A documented agreement between the College and the employee that outlines the terms of a remote work arrangement that will be on an ongoing basis or for a specified period of time.

Policy Statement

1. The College approves three types of remote work arrangements: fully remote, flexible remote, and critical situation remote. Only one of the three types, fully remote, will require an application and approval process (Remote Work Agreement) according to this policy and the Remote Work Assessment and Approval Operating Procedure.

A. Fully remote: A position that involves regular remote work, where the employee works from home 100% of the time and may never or rarely come to the College. This type of jointly contracted work arrangement is rare, and occurs typically under the following circumstances:

  • The employee is contracted as a remote worker and typically is not required to be on any of Cambrian’s campuses.
  • The employee negotiates a Remote Work Agreement during the offer process.
  • The College has a talent acquisition concern, where the hard-to-find skill set is possessed by an employee who either negotiates remote work during the offer process or is located where they cannot attend on-site. The employee can deliver the same level of effectiveness (meeting agreed deliverables, quality of output, and providing the same level of availability and responsiveness) working remotely, and where face-to-face or on-campus working is not a strict requirement.
  • The result of a divisional/departmental review of operational efficiencies that justify remote work arrangements as a solution to institutional issues of space challenges, recruitment, and retention, which would present requirements or opportunities for remote work arrangements.

The following two remote work arrangements are not subject to Remote Work Agreements. These work situations are subject to applicable managerial discretion.

B. Flexible remote: Typically, a short-term remote work arrangement where the employee works from home or some other location for all or some of their regularly scheduled work hours as approved by their direct supervisor.

C. Critical situation remote: An unexpected, undefined, and evolving situation that forces all employees or a large percentage of employees to work from home or some other location. Remote work in critical situations may be mandatory as opposed to optional. Such situations are temporary by nature and temporary remote work arrangements are understood not to alter the nature or typical working arrangements of any job. Generally, the timeframe for this work arrangement is undetermined and dictated by circumstances outside the direct control of the College.

2. Remote workers are expected to meet all responsibilities, perform all duties, and comply with all the policies that apply to any employee in similar roles, regardless of location.

3. Remote Work Agreements must be reviewed and approved by the applicable Senior Team member and may be terminated at any time with reasonable notice.

4. The College has the right to refuse remote work arrangements.

5. Despite having a Remote Work Agreement, there may be situations where employees are required to return to in-person work on campus to help support critical resource shortages or for other needs, as determined by their direct supervisor.

6. The College may determine that certain work is to be performed remotely, and in such cases will provide reasonable notice and explanation behind the decision to any employees affected.

7. Specific guidance, processes, and forms for the determination and implementation of remote work arrangements are set out in the remote work assessment and approval operating procedure.

8. Employees must comply with the conditions outlined in this policy and the guidelines set forth in the Remote Work Agreement.

Responsibilities and Accountabilities

Vice President, Human Resources, Student Services and International is responsible for:

  • Ensuring the implementation and compliance of this policy.
  • Ensuring the development, review, and availability of this policy.

Director, Human Resources is responsible for:

  • Providing guidance and advice on decisions and support related to remote work.

Supervisors/Managers are responsible for:

  • Ensuring that all employees within their work team are aware of this policy.

Employees are responsible for:

  • Being familiar with and complying with the requirements of this policy.