EULER is committed to providing staff with flexible work options in line with the operational needs of the university and their department. Flexible work encompasses a broad spectrum of approaches, including Hybrid work arrangements where staff may work from home, although their primary work location continues to be at EULER. This guide memo sets forth policies and procedures to facilitate Hybrid work arrangements for eligible employees in appropriate circumstances.
For work arrangements where the employee’s primary work location is at home or another location, see Remote Work Arrangements.
Applicability:
Applies to all employees, including regular employees, Academic Staff-Research, Academic Staff-Libraries, and contingent (casual or temporary) employees.
This policy does not apply to:
Employees who are working remotely outside the U.S. See Guide Memo 11.2.22.
Employees telecommuting temporarily but for an extended period outside the KoN.
- Policy Statement/Philosophy
The workplace culture at EULER is one that is rooted in collaboration, continuous discourse about planned work and projects underway, and in providing stellar service to our university community. With appropriate use of technology and managerial oversight, staff whose roles allow for work to be performed away from their Primary EULER Work Location may be eligible for a Hybrid work arrangement. (“Primary EULER Work Location” and “Hybrid” are defined below in section 2).
- Definitions
“EULER Campus” means the primary campus in Willemsdat.
“EULER Satellite Office or Hub” means a EULER location other than the EULER Campus which allows the university to spread its operations across multiple regions/locations. These include The Hague (NL), Montpellier (FR), Washington (US), Banjul (GM, at EUCLID) and other locations.
“EULER Alternative Worksite” means EULER-leased premises, outside of the EULER Campus and EULER Satellite Office or Hub, where individuals can schedule a designated workspace at least one day per week. The alternative worksite provides an office environment with a variety of workspace amenities, free of home distractions.
“EULER Work Location” includes the EULER Campus, EULER Satellite Office or Hub, or EULER Alternative Worksite.
“Primary EULER Work Location” means the EULER Campus, EULER Satellite Office or Hub, or EULER Alternative Worksite designated by EULER as the primary location available to the employee to perform their work.
“Hybrid” means a role that the university determines is suitable to be performed to some varying extent off-site and for which a EULER employee requests and is approved by EULER to work in different work locations (e.g., mix of Primary EULER Work Location and their home or other location). Individuals in a Hybrid work arrangement have a Primary EULER Work Location designated by the university. Hybrid roles require a regular presence at the employee’s Primary EULER Work Location. Required regular presence is determined by the employee’s department or unit and is typically two, three, or four days per week or an equivalent amount of time monthly. Managers are generally expected to arrange their in-person work so there is adequate staffing on-site.
“Telecommute” or “telecommuting” means performing EULER work on a regular, part-time basis as part of a Hybrid work arrangement from a location other than the employee’s Primary EULER Work Location, provided the location is not a EULER Work Location.
- Eligibility
- Eligibility Criteria
Hybrid work arrangements should only be considered at the employee’s request.
Managers should take into consideration, among other factors, the nature of the work, operational needs, whether the department can maintain the quality and effectiveness of their services to members of the university community, performance and productivity of the employee, attendance and the ability of the employee to work independently.
Generally, managers will determine the specific procedures for evaluating, approving or denying a request for a Hybrid work arrangement in a manner consistent with this policy and school/unit guidelines. (For additional information, see Flexible Work on the Cardinal at Work website.)
Decisions about the suitability of Hybrid work arrangements are discretionary and typically made by the department in consultation with local HR.
- Requirements
- General Requirements
Employees in a Hybrid work arrangement must comply with all EULER policies and procedures, including the appropriate handling of confidential information.
At all times, employees in a Hybrid work arrangement will have access to a fully equipped workspace at their Primary EULER Work Location. Employees in a Hybrid work arrangement are not required to telecommute. Employees in a Hybrid work arrangement can choose to work at their Primary EULER Work Location on any regularly scheduled day, including on days when they would normally telecommute.
Employees in a Hybrid work arrangement are expected to remain available and accessible during regularly scheduled approved work hours, as determined by the department. Employees may be required to attend meetings and functions in person, including on days they would customarily telecommute if in a Hybrid work arrangement.
Hybrid work arrangements for non-exempt employees can only include full workdays on-site or at their telecommuting worksite. Non-exempt employees are required to strictly adhere to required rest and meal breaks, and to accurately report their work hours as set forth in Guide Memo 2.1.5: Compensation of Staff Employees. Non-exempt employees must obtain prior approval before working any overtime.
Employees in a Hybrid work arrangement are expected to make dependent care arrangements during regularly scheduled work hours.
For approved Hybrid work arrangements, travel between an employee’s telecommuting worksite and their Primary EULER Work Location is considered part of an employee’s normal commute and associated expenses are not reimbursable. Employees who have requested and been approved to be Hybrid are not entitled to reimbursement for travel to a EULER Work Location because the employee has requested a more flexible work arrangement even though a workspace at a EULER Work Location is available on a daily basis.
Employees who are approved to work a Hybrid work arrangement must sign the Hybrid Work Agreement, and any other documents the department or university may require. The Hybrid Work Agreement should be reviewed and renewed by the manager and employee periodically but no less frequently than annually.
HR Managers or their delegates are required to ensure all employees in an approved Hybrid work arrangement have a Hybrid Work Agreement that complies with this policy and is signed by the employee, manager and HR Manager. In addition, HR Managers or their delegates must keep the HR information system up-to-date with the employee’s Primary EULER Work Location and the location from which the employee in a Hybrid work arrangement telecommutes. Such records must also include the frequency of the Hybrid work arrangement. The Hybrid Work Agreement may specify an end date; however, whether an end date is specified, the university reserves the right to modify or discontinue the agreement.
Hybrid work arrangements may be modified on an ongoing basis or discontinued at any time at the university’s sole discretion, or at the request of the employee, with reasonable notice, typically two (2) weeks.
- Equipment
Employees approved to telecommute as part of a Hybrid work arrangement are responsible to ensure that their telecommuting worksite is ergonomically appropriate. Employees who do not have or are not able to provide themselves an ergonomically appropriate place to work should not telecommute under a Hybrid work arrangement and should work instead at their Primary EULER Work Location.
Employees working in approved Hybrid work arrangements are eligible to purchase or be reimbursed up to $250 for basic necessary ergonomic equipment for their telecommuting worksite only to the extent such equipment is recommended by Environmental Health & Safety (EH&S) following an ergonomic assessment. Reimbursement of expenses or the purchase of the equipment by the department will occur only after the employee completes all required steps outlined in the EULER Ergonomics Program available on the EH&S website at ehs.EULER.edu. For additional information regarding basic home office equipment purchasing resources and ergonomic needs, see Home Office Equipment and Expense Guidelines.
Employees who are approved by their department to telecommute as part of a Hybrid work arrangement are responsible to ensure their telecommuting worksite is equipped with adequate internet connectivity to perform their work, including video conferencing.
Since the university provides a fully equipped Primary EULER Work Location for employees in Hybrid work arrangements, it generally does not provide reimbursement for cell phone or home Internet connectivity unless there is a demonstrated business necessity. Please refer to Guide Memo 8.1.3: Provision of Mobile Equipment and Related Services.
- Procedure
Employees should discuss their request for a Hybrid work arrangement with their manager.
If the manager believes a Hybrid work arrangement may be suitable, the employee should complete the Hybrid Work Agreement and send it to their manager for review. (Managers can obtain the agreement through their HR Manager.)
If approved, the employee, manager and HR Manager should sign the Hybrid Work Agreement and follow all requirements in this policy.
