Remote Employee Resources
This webpage is meant to assist employees in understanding the procedures and expectations associated with remote work at UNF, and to provide guidance when transitioning into a remote role.
Remote Work Guidelines
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The duration of the remote arrangement will be determined and agreed upon by all parties in the Remote Work Agreement. Supervisors may modify or cancel the remote arrangement at any time based on department needs, their assessment of work performance/productivity, or any business reason.
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Work hours and location will be determined and agreed upon by all parties in the Remote Work Agreement. Employees must be available to supervisors, coworkers, customers, etc. during the hours listed in the agreed upon work schedule.
The workweek for full-time budgeted employees is Monday through Friday and employees are scheduled to work eight-hour days (40 hours per week). Alternative arrangements (see flex work schedule agreement) may be agreed upon with non-traditional workdays/workweeks.
For part-time or temporary employees, the bi-weekly hours may be less than 40 and could be divided into different days similar to your regular in-person schedule.
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Employee time and attendance shall be recorded as if performing official duties at the University. Employees must obtain supervisory approval before taking leave in accordance with established office procedures. The employee agrees to follow established procedures for requesting and obtaining approval of leave. Timesheets and leave requests shall be transmitted as specified by the supervisor.
Employees who are eligible for overtime compensation must obtain supervisory approval in advance of working any overtime hours. Overtime will be compensated in accordance with applicable laws and rules.
If an employee works overtime without obtaining preapproval for such work, the employee will still be paid for all hours worked but may be subject to discipline and loss of remote work privileges.
Dependent Care: Remote work is not a substitute for the care of dependents. Employees working remotely are expected to make dependent/childcare arrangements during work hours. Employees will be required to take leave if their dependent/familial obligations do not allow them to perform their duties during established work hours.
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Employees will fulfill the same duties, assignments, other work obligations while working remotely as they would while working at UNF. Job performance will be evaluated on established standards as identified in the signed remote work agreement form and/or the position description. Performance must remain satisfactory to remain a remote worker. Employees will not be allowed to work remotely while on a performance improvement plan (PIP).
Responsibilities/Liabilities
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Any UNF equipment to be used during the remote work arrangement must be agreed upon and documented in the remote work agreement. University-owned equipment must be protected from damage and unauthorized use. Equipment will be serviced and maintained by the University. Employees must agree to report any incidents of loss, damage, or unauthorized access to University-owned equipment to their supervisor at the earliest reasonable opportunity.
Equipment provided by the employee will be maintained by the employee and will be at no cost to the University. The University will not be responsible for operating costs, home maintenance, or any other incidental costs (e.g., internet, utilities), associated with the use of the employee's residence. The University will not be liable for any damages to employee-owned property resulting from participation in remote work.
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Employees are expected to maintain a safe and secure work environment. Work must be stored in a safe and secure space in such a way that property and files are not misplaced, lost, thrown away, or harmed. All records, papers, and correspondence should be safeguarded for their return to the official work location as well as stored electronically via the secured university
network, and available for public record purposes.
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The success of a remote work arrangement largely depends on a realistic assessment of the home office environment and the employee's ability to successfully perform their duties in such an environment. Employees are responsible for providing the adequate space, equipment (if not being provided by the University), networking and/or internet capabilities at the remote work location. The environment must be free of safety and fire hazards and provide conditions (e.g., light, sound, free from disruptions, access to outlets, etc.) conducive to work.
Please note: Face-to-face business contacts are to be done at the University and not in the home.
Remote Work Readiness (Self-Assessment)
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- Are some or all of your duties conducive to remote work in general and the level of remote work proposed in the remote work agreement?
- Are you comfortable working alone or do you struggle with social isolation?
- Will you be able to maintain the same level of connection with coworkers, supervisors, and constituents?
- Are you willing to be flexible about the arrangement and the needs of your supervisor and the department?
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- Are you comfortable and able to work with minimal direct supervision?
- Do you have sufficient work organization practices and planning skills conducive to remote work?
- Are you able to meet schedules, deadlines, and other obligations from home/remote work location?
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- Is the remote office space conducive to performing your job duties?
- Are you able to perform your duties remotely with limited disruption/interruption?
- Is your remote space safe and free of potential hazards?
- Do you have dependent care arrangements in place?
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- Do you know how to access the UNF VPN or remote desktop?
- Are you familiar with Zoom or Microsoft Teams applications?
- Are you comfortable with the technologies that you would need to successfully work remotely?
- Are you willing to learn new technologies, if required, to work remotely?
- Are there job duties that cannot be fulfilled remotely?
Visit the Federal Telework website for an extensive list of self-assessment questions and other tools related to remote readiness.
Communication
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It is essential that remote employees are able to effectively communicate with coworkers, supervisors, and any other relevant constituents (e.g., students, faculty/staff, stakeholders, etc.) during their scheduled working hours. Supervisors, coworkers, and constituents need to know how to contact the remote employee and know when (or if) to expect them in the office.
The standards and expectations for communication will be established in the formal remote work agreement. Aside from determining communication channels and frequency, consider other issues such as-
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Backup: There will likely be instances where physical presence is required, and a co-worker needs to step in.
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On-the-spot assistance: Remote employees may need someone who is physically in the main office to assist them, for instance, to fax or scan a document to them, or to look up information.
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Keep your outlook (or other department) calendars up to date to avoid confusion and breakdown in communication.
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Ensure technology and internet service are operating appropriately before any scheduled meetings.
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When participating in meetings, ensure your remote space is free of disruptive sounds and lighting.
- Have your webcam/video on so that you can demonstrate you are present and engaged in the discussion.
- When you are not speaking, mute your microphone to avoid any feedback or other sound issues that may disrupt the call.
- Remember that meeting facilitators or attendees may not be able to see or adequately interpret your body language virtually to know that you have a question or would like to speak.
- Choose the most effective communication channels based on context and audience (e.g., email, Microsoft Teams, Zoom, phone call, etc.)
