Flexible Work Arrangements

Updates to Policy 101.22: Flexible Work Arrangements

New policy - effective May 15, 2022

FAQs

Supplemental Procedures

Management Considerations

Telework/Remote Work Agreement Form - Please note: arrangements cannot be effective until May 15, 2022. The form indicates renewal after 12 months. For the first year, we are allowing agreements to run through 8/31/2023 so we can set up the renewal process with a 9/1 effective date each year.

 

What

The Office of Human Resources in conjunction with the Office of Legal Affairs has finalized the updates to policy 101.22. The policy has been approved by the Chancellor.

When

Implementation date is May 15, 2022

Details

Policy will define:

  • Flexible Schedule: An employee can work flexible hours
  • Telework: An employee with a hybrid approach, working on campus some days and from their telework location some days
  • Remote Work: An employee working 100% off campus

Required Documentation: Any telework agreement that will be in place for longer than 30 days must be documented using the telework/remote work agreement form.

  • Completion: Telework/remote work agreement form must be processed through DocSign. Click here to see the required fields.

Approvals: Divisional vice chancellors are the approving authority for most telework and remote work agreements, and Human Resources must review for compliance and reporting purposes.  

  • Employees Outside Charlotte Area: Any arrangement which is out of state or beyond 100 miles from campus must be approved by the Associate Vice Chancellor for Human Resources and reported to the tax office prior to beginning. There is a separate form to be completed for out of state arrangements.
  • Delegation of Authority: Divisional vice chancellors can only delegate the approval authority to an academic dean or their divisional business officer. An academic dean can only delegate approval authority to their college business officer.

Training: Employees AND supervisors must take required training before any agreement will be finalized. Training will be linked in the form and listed in the FAQs and will be certified by the employee and supervisor on the agreement form.

Supervisor training

Employee training

 

 

IT Security Requirements: All IT Security requirements must be followed:

1. Standard for Teleworking and Remote Work 

2. Security of Endpoints 

3. Security of Applications 

4. Security of Systems 

5. Standard for Encryption Controls
 

Workplace Safety: Work-related injuries at the alternate location during agreed-upon working hours may be covered by Workers’ Compensation. Employees are required to report any work-related illness or injury to their manager immediately and are required to fill out an accident report as an internal record of the incident within 24 hours of the event or claim.
 

Responsibilities: 

  • Business Officers: Responsible for working with the Deans/Vice Chancellors to assist with training, managing, and implementing the process for flexible work arrangements for their units.
  • Divisional Vice Chancellors and Supervisors: Expected to be flexible in implementing telework arrangements, but need to keep the business need firmly in mind; and take equity into consideration when approving telework agreements.

Redirection of Space: Depending on the nature of arrangements and time spent on campus, management may determine options for redirecting office space for other needs.


 

Support

For policy or procedure questions contact Sarah Ekis at sekis@uncc.edu or 704-687-1433.

 

For employee relations questions contact Cindy Edwards at ckedward@uncc.edu or 704-687-0658.