1. Policy Statement
1.1 Fully remote work, hybrid work and/or irregular/flex work schedules are flexible work arrangements that may be appropriate for certain positions depending on the functions, responsibilities, and needs of the university.
1.2 Flexible Work Arrangements are agreements between an employee and their supervisor with final approval by an employee’s supervisor. Approvals are based on the function and responsibility of the employee’s position and the functional needs of the unit and the business needs of the university.
2. Reason for Policy
2.1 Oregon State University (OSU) is committed to creating a work culture centered in care, focused on work-life integration, and dedicated to advancing the vision and mission of the university. The opportunity for flexible work arrangements affirms this commitment and aligns with OSU’s goal to recruit, develop, promote and retain an excellent and diverse workforce.
2.2 The Flexible Work Arrangement (FWA) policy provides deans, administrators, directors and supervisors with the authority, rules, and process for designing and implementing flexible work arrangements in a consistent manner that aligns with employment law, collective bargaining agreements, and the business needs of the unit and the university.
3. Scope & Audience
3.1. The FWA policy applies to all academic and professional faculty, classified staff, graduate assistants, temporary and academic wage employees, and student employees’ requesting a voluntary flexible work arrangement. Generally, a flexible work arrangement will not exceed an academic or calendar year and will be renewed on an annual basis. Continual assessment of performance and unit needs will occur throughout the term of the flexible work arrangement and may be revised and/or ended if determined necessary by the supervisor or employee.
3.2 Exceptions
3.2.1 A Flexible Work Arrangement Agreement (FWAA) is not required for occasional and intermittent worksite flexibility considered mutually beneficial between an employee and their supervisor.
3.2.2 Consistent with longstanding practice, academic faculty have the flexibility to choose the location in which they do their work, aside from scheduled on-site classes, required on-site office hours, and required on-site staff meetings or other engagements. Academic faculty do not need an FWAA to continue these customary work practices.
3.2.3 A FWAA is not required for approved leaves of absence, including sabbaticals.
4. Definitions
4.1 Flexible Work Arrangement (FWA): A term used to describe a range of voluntary work options that provide flexibility around the location and work schedule that an employee completes work.
4.2 Flexible Work Arrangement Agreement (FWAA): A form that defines the terms of the specific flexible work arrangement requested by the employee or supervisor and approved by the employee’s supervisor and other university leadership when appropriate.
4.3 Hybrid Work: Employee completes assigned work both on site and remotely with an approved flexible work arrangement agreement.
4.4 Irregular/Flexible Schedule Work: An employee’s workday start and end times are altered and/or the employee’s work week is compressed from five days to four or less with the employee still maintaining a work week commensurate with their normal full-time equivalency by completing their usual number of work hours each week.
4.5 Fully Remote Work: Employee completes duties at a location not owned or operated by the university with an approved flexible work arrangement.
5. Responsibilities & Procedures
5.1 The Office of Human Resources is the central coordinating unit for OSU’s human resources functions and transactions. Human Resources Strategic Partners and Employee and Labor Relations Officers support administrators and employees in the interpretation, implementation, and management of flexible work arrangements.
5.2 A FWAA will comply with all applicable provisions of the Americans with Disabilities Act.
5.3 Approvals
5.3.1 Supervisors in consultation with unit leadership and with the unit’s designated Human Resources Strategic Partner and/or Employee and Labor Relations Officer have the autonomy and discretion to design and implement flexible work arrangement strategies for their respective units.
5.3.2 Supervisors, in consultation with unit leadership have the authority to accept, deny or suggest a modification to an employee’s request for a flexible work arrangement.
5.3.3 A FWAA is required to document a flexible work arrangement in which an employee has been authorized to work a Fully Remote, Hybrid, and/or an Irregular/Flexible Schedule. The employee’s supervisor, and in some instances the unit’s senior leader and/or the appropriate Employee and Labor Relations Officer must sign the Flexible Work Arrangement Agreement for final approval.
5.3.4 Expectations around job responsibilities, FTE, work output, and contact with campus partners and stakeholders remain unchanged and equal to what is are currently expected of OSU employees regardless of an employee’s work arrangement.
5.3.5 Generally, business visits, meetings with campus partners and stakeholders, or regularly scheduled meetings with co-workers will not be held at a remote worksite, unless approved prior to the meeting.
5.3.6 The employee's duties, obligations, and responsibilities remain unchanged under a flexible work agreement. The employee will meet or communicate with their supervisor to receive assignments, review work progress, and complete work as often as the supervisor determines to be necessary.
5.3.7 In most situations, participation in OSU's flexible work arrangement is voluntary. No employee has the "right" to a flexible work agreement of any form. The supervisor or dean/director/department head may terminate an approved flexible work agreement at any time with advance notice (generally 3 working days).
5.3.8 For employees working in the state of Oregon, the employee's salary, benefits, workers' compensation, and other employer insurance coverage do not change due to a flexible work arrangement (unless such change is or becomes legally required). An employee who is working fully remote or hybrid is not entitled to reimbursement for travel mileage to attend work unit meetings at the customary unit location. There may be some financial or other implications for employees working out of state or internationally.
5.3.8.1 If approved, for an employee working outside of the state of Oregon and within the United States, and for an employee working outside the United States, their salary, benefits, worker’s compensation, and other employer insurance coverage may change.
5.3.9 The employee must be reachable via telephone, network access, or e-mail during agreed-upon work hours.
5.3.10 If the employee works overtime that has been approved in advance, compensation or compensatory time off will be provided in accordance with eligibility guidelines for non-exempt employees and applicable laws and policies. The employee understands that failure to obtain prior approval for overtime work may result in the discontinuance of a flexible work arrangement agreement and other appropriate disciplinary action.
5.4 Work Site
5.4.1 A remote worker is solely responsible for maintaining a workspace that is quiet, free of distractions, and kept in a clean, and safe condition, with adequate lighting.
5.4.2 A remote worker is solely responsible to maintain their workspace in a safe condition. By engaging in an FWAA, employees agree to have a safe and suitable remote workspace prior to beginning fully remote or hybrid work. This includes a space free of obvious safety hazards (such as tripping or electrical hazards). The employee must review their workspace for ergonomics using OSU’s provided ergonomic self-assessment. If additional ergonomic evaluation assistance is needed, employees may contact Environmental Health & Safety.
5.4.3 Injuries sustained by an employee in a remote location and in conjunction with their regular work duties may be covered by the university’s workers’ compensation policy. Employees must report all accidents and injuries to their supervisor immediately. For additional questions regarding accident reporting and workers’ compensation, contact Insurance & Risk Management Services.
5.4.4 The employee is solely responsible for operating costs, home maintenance, property or liability insurance, or other incidental expenses (utilities, cleaning services, etc.) associated with the use of the employee's remote or hybrid worksite.
5.4.5 The employee is solely responsible for damages to the employee's property that may result from participating in a fully remote or hybrid flexible work arrangement.
5.5 Supplies and Furniture
5.5.1 Supply needs must be preauthorized by the employee's supervisor. An employee’s out-of-pocket expenses for needed and reasonable supplies will be reimbursed if authorized prior to purchase.
5.5.2 OSU is not required to provide worksite furniture, equipment or supplies for employees engaged in a fully remote or hybrid flexible work arrangement.
5.5.5 OSU may provide worksite furniture for employees engaged in a fully remote flexible work arrangement with prior approval from their supervisor. Worksite furniture cannot be committed by the supervisor without prior approval of the supervisor's dean/director/department head.
5.6 Use of computers, software, other University equipment, and internet
5.6.1 Using information gathered from the employee and others, supervisors will determine the appropriate equipment and communication services needed for each flexible work arrangement. Generally, employees working fully remote, or hybrid will be provided with the technological equipment necessary to perform the functions of their position, which could include a computer, laptop, and/or portable electronic device. Employees may qualify for reimbursement for monthly internet service fees through the Communication Services Policy 03-140-501. The Communication Services Policy supersedes any agreement made between the supervisor and the employee for purposes of working remotely under this policy.
5.6.2 Should an employee be provided University equipment or software by the University as part of a flexible work arrangement, these University resources must be used consistently with the University Acceptable Use of Computing Resources policy.
5.6.3 As with all employees working for OSU, an employee working under a flexible work arrangement agrees not to copy University-owned software without authorization. The employee also agrees to abide by the licensing regulations and restrictions for all software under license to Oregon State University.
5.6.4 An employee must ensure that a computer used for university business is plugged into a surge protector and has current virus protection maintained.
5.6.5 Restricted-access materials shall not be removed from the OSU on-site work location or accessed through the computer unless approved in advance by the supervisor and the appropriate security access administrator.
5.6.6 The employee agrees to use the appropriate remote access method to process university data. These methods vary based on whether a personal or a university-provided workstation is used. For assistance reach out to the Customer Experience Service Desk.
5.6.7 The employee is solely responsible for loss or damage, of employee-owned equipment that is due to the employee’s engagement in a flexible work arrangement.
5.6.8 An employee working under a flexible work arrangement shall promptly notify their supervisor when unable to perform work assignments due to equipment failure or other unforeseen circumstances. The employee may be assigned to another project and/or work location that may necessitate termination of the Flexible Work Arrangement Agreement.
5.7 Security
5.7.1 The employee will protect University information from unauthorized disclosure or damage and will comply with federal, state, and university rules, policies, and procedures regarding the preservation and disclosure of work-related documents, information and data.
5.7.2 Release or destruction of records should be done only in accordance with statute and University policy and procedure Electronic/computer files are considered University records and must be protected as such.
5.7.3 The employee must surrender all University-owned equipment, furniture, supplies, documents, and data immediately upon the request of the supervisor or unit leadership.
6. Related Information
6.1 In-State (Oregon) Flexible Work Arrangement Agreement Form
6.2 Out-of-State & International Flexible Work Arrangement Agreement Form
6.3 Flexible Work Arrangement Process
6.4 Flexible Work Arrangement Resources for Employees
6.5 Flexible Work Arrangement Glossary of Terms
6.6 Flexible Work Arrangement Resources for Supervisors
6.7 Environmental Health &Safety, [email protected]
6.8 Insurance & Risk Management Services, [email protected]
6.9 Communication Services Policy 03-140-501
6.10 Equal Opportunity and Access Office, eoa.oregonstate.edu / Human Resources Strategic Partner
7. History
7.1 Adopted October 31, 2021
7.2 Amended: July 29, 2022
7.3 Next Scheduled review: July 2024