4.07 Remote Employee Policy

Effective Date: March 27, 2023

Refer Questions to: Human Resources

Scope

This Policy applies to employees in all offices and divisions of Gallaudet University, including the Laurent Clerc National Deaf Education Center, whose job positions are designated as remote. 

This Policy is to be distinguished from the University’s policy on flexible work arrangements for all other employees in positions that are not designated as remote and who are otherwise expected to physically work at the University’s campus in Washington DC. Please see Policy 4.08 of the Administration and Operations Manual on flexible work arrangements.

Policy

The purpose of this Policy is to allow employees to work at approved alternate work locations according to the University’s business needs. Gallaudet recognizes that remote work can improve productivity and job performance, support continuity of operational plans, and sustain the recruitment and retention of a highly qualified workforce by enhancing work/life balance, while prioritizing the values of equity, language vibrancy and commitment to academic excellence. Remote work is appropriate for certain positions but not all positions. Certain categories of positions are ineligible for being designated as remote. Being a remote employee is not an entitlement and the University is under no obligation to continue the Policy. The University reserves the right, in its sole discretion, to modify and/or revoke the Policy in part or in its entirety at any time.

Eligibility

The decision to designate a job position as remote is made by the unit administrator, senior administrator, administrative officer and Human Resources. Remote employees are not expected to physically carry out their job duties on the University’s campus in Washington D.C.

Designation of Remote Positions

When deciding to designate a position as remote, the unit administrator, senior administrator, administrative officer and Human Resources will take into consideration an evaluation of the Gallaudet Guiding Principles and the following key factors:

1. Equity and fairness when making decisions on which positions will be remote or not, including justified reasons and documented explanations why certain job positions can be remote and why others require employees to work on campus.
2. Whether the employee is able to communicate effectively in American Sign Language (ASL) which is best learned while interacting with community members on campus. 
3. The business justification for designating the position as remote, e.g. increased productivity and effectiveness, cost savings, reduced administrative burden, etc. 
4. The University’s ability to supervise the remote employee adequately.
5. The need for face-to-face interaction or coordination with colleagues, students, clients, or visitors.
6. Whether any duties require use of certain equipment or tools that cannot be replicated at an alternate work location.
7. The need for immediate or easy access to documents or other information located only in the workplace is required.
8. Whether the remote work arrangement will impact service quality or University operations, or increase workload for other employees. 
9. Whether performance can be measured by quantitative or qualitative results-oriented standards, not time spent doing the job.
10. Whether the decision is in the best interests of the University.

Remote work may also be considered on a case-by-case basis as a reasonable accommodation as provided by Policy 1.10 Reasonable Accommodation Policy and Procedure of the A&O Manual for qualified employees with disabilities.

Compensation

Employees who are classified as a remote worker will not receive the pay differential that is provided to employees who are physically working on campus in Washington, D.C.

Travel Expenses

The department will cover the travel expenses for their remote employees who have business-related reasons to attend meetings on campus or off campus. The department should make every effort to host meetings on campus or within the close proximity of the campus. In addition, efforts should be made to provide accommodations on campus through the Kellogg Conference Hotel with the Gallaudet business rate.

Working Outside of the United States

Employees are not authorized to work outside the United States unless it is a business trip authorized by Gallaudet University that is appropriately coordinated through International Affairs. Comprehending and adhering to the intricate tax and labor laws of foreign countries can be daunting. Furthermore, it’s important to note that our worker’s compensation program does not extend coverage to employees working outside the United States.

Remote Work Agreements

Employees who are approved for remote work will be required to sign a Remote Work Agreement with the University consistent with this Policy.

The Remote Work Agreement requires remote employees to perform the same work that they would in the central workplace in accordance with performance expectations and other agreed-upon terms, such as criteria for an acceptable working environment, matters related to office equipment and expense reimbursement, if applicable, and any other requirements in the supervisor’s discretion. The Remote Work Agreement must be approved by the unit administrator, senior administrator, and Human Resources. 

Remote Work Agreements will be periodically reviewed and can be amended or withdrawn at any time at the discretion of the University. 

Other Policies Remain In Effect

All other University policies and procedures will apply to employees working under a Remote Work Agreement, including but not limited to policies related to leave, timekeeping, overtime, and confidentiality. Remote working in no way changes the employee’s “at will” employment status with the University.

This Policy is not intended to constrain an employee’s right to request a reasonable accommodation for a disability. Please see Policy 1.10 of the A&O Manual for details regarding requests for reasonable accommodation.

Note: Human Resources will approve to ensure decisions are in compliance with the University policies.