Remote Work Policy

Policy Author:
Employee Engagement

Responsible Office – Department:
Employee Engagement

Effective Date of Policy:
October 26, 2026 (newly hired employees)
January 4, 2027 (existing employees)

Purpose

The purpose of this policy is to outline consistent guidelines for requesting, approving, and administering remote work arrangements necessitated by unusual or unforeseen circumstances outside of the employee’s control that may warrant a temporary exception to the University’s standard in-person arrangement.  The policy assists employees and managers in clearly defining the arrangement’s expectations, responsibilities, work schedule, duration, and operational requirements.

Scope

This policy applies to Daemen University employees who request a remote work arrangement for a defined period. Daemen’s philosophy is that employees work onsite; however, it recognizes that an employee may have an unusual or unforeseen circumstance outside of the employee’s control that may warrant a temporary exception to the University’s standard in-person work arrangement.  All requests are subject to approval and will be evaluated individually based on the employee’s ability to perform the essential functions of the position, departmental coverage and service requirements, and the University’s operational needs.  Approval is not guaranteed, and arrangements may be modified or discontinued when they no longer meet these requirements.

Faculty will be expected to follow the tenets of this policy as administered by the Office of Academic Affairs, Vice President & Provost for Academic Affairs.

Definitions

Remote Work Arrangement: a temporary work arrangement in which an employee performs assigned duties from an approved remote work location, such as the employee’s home.

Full Remote Position: a work arrangement in which an employee was hired for a position that was advertised as 100% remote and performs all assigned duties from an approved remote work location rather than at the University worksite.

List of Examples

Examples of unusual or unforeseen circumstances may include but are not limited to:

• Severe weather or road closures that make travel to campus unsafe.
• An unexpected home emergency, such as a burst pipe, requiring the employee’s presence while repairs are completed.
• A temporary transportation disruption, such as an unexpected vehicle breakdown, while alternate transportation is arranged.
• An unexpected disruption in dependent care, provided the employee can devote their full attention to their job duties, perform all responsibilities, and remain available during working hours.

Eligibility

• Minimum of one (1) year of service with Daemen University.  
• The employee has maintained performance that is meeting expectations or above.
• The employee is not currently on a progressive discipline plan (record of employee consultation) at any stage.
• The employee’s manager has a plan for how to monitor acceptable productivity.
• All or significant components of the work can be done remotely.
• Operational needs of the department and University are met.

Manager Responsibilities

• Ensure remote work schedules provide appropriate on-site coverage to support the operational needs of the University.  Staggered scheduling of employees may be required to maintain adequate departmental on-site coverage and continuity of operations.
• Communicate expectations with each employee under this policy to ensure that high productivity and support continue while working remote.
• Monitor employee productivity, work quality and performance, responsiveness and adherence to work schedules to ensure employee is meeting performance goals and deadlines set by their manager. Monitoring may include, but is not limited to, regular one-on-one meetings, team meetings, project status updates, work product reviews, performance metrics, progress reports, customer or stakeholder feedback, responsiveness to communications, completion of assigned tasks, participation in required meetings, use of University systems and technology, and achievement of established departmental goals. 
• Managers are expected to maintain regular communication with employee working remotely and address any performance concerns in a timely manner through coaching, feedback, and performance management processes. 
• If it is determined that an employee is unable to work remote due to not meeting performance expectations and/or behavior, their manager is expected to complete a Record of Employee Consultation (REC) outlining the specific areas in which they are not meeting expectations and file with Employee Engagement.
• Ensure timekeeping rules and procedures are followed consistently for non-exempt, hourly employees while working remotely.

Employee Responsibilities

• Requests to work a remote work schedule must be approved and scheduled with as much advance notice as possible.  Approval requirements depend upon the type of request and are outlined in the Request Process section.
• Employees participating in a remote work arrangement are expected to work their regularly scheduled hours, regardless of whether work is performed remotely or on-site. Should coverage be needed in the employee’s department based on change in business need, an employee’s manager may adjust or cancel an employee’s scheduled remote working hours at any time and without advance notice to meet such business need. Managers also reserve the right to designate specific days when all employees are required to be on-site (i.e. for department meetings, etc.)
• Employees must have the ability to access and connect to the internet to accommodate working remotely.  Daemen University will not be responsible for paying or providing telephone or internet access to individuals with remote work arrangements.
• Employees acknowledge that remote work is not a substitute for dependent care and that full-time attention to work responsibilities is required during working hours.
• Remain accessible when working remotely and be available for video and telephone conferences as needed just as if the employee was working on-site. 
• Read, understand and commit to program guidelines and timekeeping policy requirements, including without limitation taking any required break and lunch periods.
• Employees agree to protect university confidential information, including without limitation, university records, student records, system passwords, and any other university confidential information while accessing such confidential information from their remote working location as they would have while working on-site.
• Employees will receive approval from their manager before taking documents, files or other University information off-site for remote working purposes.  
• To ensure the safety of Daemen University’s data and confidential information, employee’s work while working remotely must be done using a secure computer (University issued laptop).
• Employees agree that if placed on a progressive discipline plan, including a Record of Employee Consultation at any stage, or if the employee’s performance declines to a level that is not sufficient after a remote work arrangement has been approved, the employee’s manager may rescind the employee’s remote work privileges and require the employee to work at their assigned on-site work location immediately.
• It is the employee’s responsibility to report a work-related injury as soon as possible to their manager, Campus Safety and Employee Engagement. An employee will be covered under workers’ compensation in the event of an injury that occurs during work hours while performing a work function.
• Employees are expected to maintain their remote workspace in a safe manner, free from safety hazards.
• Employees are prohibited from working unauthorized overtime while working remotely and must accurately record all time worked.
• Employees are responsible for complying with all applicable University policies while working remotely, including policies related to confidentiality, harassment, discrimination, records retention and acceptable technology use.
• Employees must remain reachable during scheduled working hours via email, phone, Zoom, Google Meet or other approved communication methods.
• Employees are expected to report on-site as required for meetings, trainings, events, activities, or operational needs as determined by management, regardless of scheduled remote workdays.

IT Hardware & Software Requirements

• Employees approved for a remote work arrangement must use only University issued equipment and software when performing work remotely unless the Information Technology Department specifically authorizes an exception.
•  Employees are expected to use Dial Pad, Zoom or Google Meet communication software while working remotely.
• Employees are responsible for safeguarding University equipment and complying with all applicable information security, data protection, and acceptable use policies while working remotely.
• Employees approved for a remote work arrangement are responsible for transporting and maintaining their assigned laptop between their remote work location and on-site work location.
• Daemen University will not be responsible for providing any other equipment, including without limitation, printers, monitors, keyboards, desks, chairs, file cabinets, phones, hot spots, or other office items, and such equipment should not be removed by employees from Daemen’s facilities.

Request Process

Requests for a remote work arrangement due to unusual or unforeseen circumstances outside an employee’s control are evaluated on a case-by-case basis as temporary exceptions to the University’s standard in-person work arrangement.  The following procedures apply based on the duration and frequency of the request:

1. Request for a remote work arrangement of three (3) scheduled workdays or fewer that is not recurring:
   
   Example: A one-time request to work from home for the day due to an unexpected transportation disruption
   • The employee submits the request to their manager and vice president (cabinet member), who will review it and notify the employee whether the request is approved or denied.
   • Approval applies only to the specific circumstances and the period identified in the request.  It does not establish an approved ongoing arrangement or precedent.  Any future request for remote work must be submitted and approved separately.
2. Request for remote work arrangement exceeding three (3) scheduled workdays and/or recurring:
   
   Example: A request to work from home one (1) day per week for three weeks while a vehicle undergoes unexpected repairs, with transportation available on the other days.
   • The employee completes the Daemen University Remote Work Request Form and submits it to Employee Engagement.
   • Approval is required from the employee’s manager, vice president (cabinet member), and Employee Engagement.
   • Employee Engagement notifies the employee whether the request is approved or denied and maintains a copy of the form in the employee’s personnel file.
   • Approval applies only to the period specified in the request. Recurring arrangements may be approved for up to one (1) year maximum.  To continue beyond the approved period, the employee must submit a new request form for review. The arrangement may be renewed, modified, or discontinued based on that review.
3. Requests for remote work arrangements involving medical documentation or a medical accommodation.
   
   Example: A request for a remote work arrangement based on work restrictions provided by a medical professional.
   • The employee completes the Daemen University Remote Work Request Form and submits it to Employee Engagement.
   • The Employee Engagement Department will engage in the interactive process in accordance with the Americans with Disabilities Act (ADA) and any other applicable federal, state or local laws.
   • The Employee Engagement Department will notify the employee whether the request is approved or denied. All related documentation will be maintained in accordance with the University’s recordkeeping practices.

Important Reminders

• The University reserves the right to interpret, modify, suspend, or discontinue this policy at any time based on operations or legal needs.
• Remote work arrangements do not alter an employee’s existing employment relationship or other terms and conditions of employment.
• Employees approved for remote work may still be required to work remotely during campus closures, weather emergencies, or other operational disruptions unless otherwise directed.
• Employees who were hired into positions advertised as fully remote will continue to be eligible to work remotely in accordance with the terms and conditions of their employment. Employees who were not hired into remote-designated positions will be subject to the requirements, eligibility criteria, and approval processes outlined within this Remote Work Policy.