Case Western Reserve has adopted a Staff Hybrid Remote Work Program with a goal of maintaining the vibrancy of our residential campus while also providing flexibility for remote work. Hybrid work arrangements should be mutually beneficial, and (1) advance the institution’s academic and research excellence, community engagement, and diversity, equity and inclusion priorities; (2) support the unit’s purpose and responsibilities; and (3) provide staff flexibility and work/life balance while maintaining performance expectations.
Specific program information is found on the Framework for Staff Hybrid Work. Additional information can be found on the Frequently Asked Questions (Hybrid Work FAQs) page.
Under the Staff Hybrid Remote Work Program, the University permits hybrid remote work arrangements for eligible staff. See Eligibility Requirements. An approved hybrid remote work arrangement includes two (2) hybrid work days per week, unless staff members are formally approved for an exception (i.e. more than 2 days of hybrid remote work up to fully remote work).]
Hybrid Remote Work is defined as a combination of working from both an on-campus (including satellite campus locations or facilities) and off-campus worksite (typically the employee’s residence). This may include working at the off-campus location up to two days a week on a weekly basis throughout the year, seasonally during certain times of the year and not during other times of the year, or other flexible options that do not involve working remotely from an off-campus location on a full-time basis (i.e.,every day of the individual’s work week).
Fully Remote Work is defined as working at an off-campus location generally on a full-time basis (i.e., every day of an individual’s work week). This includes individuals who are approved for in-state and out-of-state remote work arrangements. Staff who generally work full-time at an off-campus location but make occasional trips to campus for work-related meetings or functions are still considered to be engaged in Fully Remote Work. Staff who are regularly based at an on-campus worksite but frequently engage in business-related travel to varying locations (e.g., recruiting trips, development trips) are not considered to be engaged in Fully Remote Work.
Exempt and non-exempt staff members may participate in remote work if they meet the following minimum qualifications:
- successful completion of an orientation period;
- no Positive Corrective Action (PCA) in the twelve (12) months preceding the request for Hybrid or Fully Remote Work; and
- an overall rating of at least “successful” on their most recent performance evaluation review.
***Employees whose duties prevent off-campus work are eligible for up to three flex (comp) days off per fiscal year (which are pro-rated to hire date and must be taken in half-day or whole-day increments) with the supervisors’ advance approval. Flex Days cannot be used in orientation.
- Employees hired April 1 - June 30 would receive 0 flex days prior to the start of the new fiscal year.
- Employees hired between January 2 and March 30 would receive 0.5 days for the remainder of the fiscal year.
- Employees hired October 2 - December 31 would receive 1.5 days for the remainder of the fiscal year.
- Employees hired between July 2 - September 30 would receive 2.5 days for the remainder of the fiscal year.
- Employees hired by July 1 will receive the full 3 days for the current fiscal year.
Employees also are eligible for other flexibility opportunities, such as a compressed work week (i.e. four 10-hour days per week), seasonal schedules, etc. Such individuals are not eligible for the three flex (comp) days.
**If an employee approved for hybrid remote work receives a PCA or evaluation below "successful", the supervisor must withdraw the hybrid remote work or flex comp days for that employee, until the supervisor advises Human Resources that the issue is resolved. and the request to resume has been approved. Once eligible, the days will again be pro-rated for the remainder of that fiscal year.
Supervisors who wish to propose a hybrid work arrangement should assess the following:
- carefully assess the unit’s duties and identify which among them may be successfully completed off campus (and by whom)
- whether approved staff hybrid remote arrangement can be scheduled to ensure:
- sufficient levels of in-person service throughout the work week
- equitable distribution of on- and off-campus schedules among staff
- no individual staff member has more than two off-campus workdays per week*
*If circumstances exist that merit more than two remote workdays per week, the supervisor should explain those circumstances as part of an exception request included in the hybrid work proposal.
- Department Hybrid - Remote Work Proposal Form
- Hybrid Remote Exception Staff Proposal Form
- Department Staff Hybrid Work Schedules
- Staff Member Hybrid Remote Work Checklist Certification Form
- Department Metrics
Metrics are due from all departments participating in the Staff Hybrid Remote Work Program by September 1, regardless of whether changes are made to their departments approved proposals. Failure to submit metrics could result in the Staff Hybrid Remote Work Program being suspended in your department until the Department Metrics Form are submitted.
Secure Remote Work
Information about Guidelines for Secure Remote Work can be found on [U]Tech's Website here.
- Staff whose roles require full-time campus presence are eligible for up to three (3) comp (flex) days’ of work per fiscal year, with their supervisor’s approval. Comp (flex) days are not paid out when leaving the university
- Non-exempt employees may not work overtime without their supervisors’ prior written consent
- The nature of employment (compensation, benefits, at-will status) for all staff remains the same in the hybrid work arrangement
- Equipment that the university provides, whether used on or off campus, remains the property of the university and must be returned upon the university’s notice and/or the end of the staff member’s employment. Employees leaving the University who are working a Hybrid Work schedule must be on campus for their last day at work to return all university property.
- Data security and confidentiality must be maintained regardless of work location; supervisors should contact the Office of Compliance and/or [U]Tech with questions
- Safety of a remote work area is the responsibility of the staff member; staff injured performing remote work must notify the Office of Risk Management within 24 hours of the incident.
Time Reporting For Hybrid Schedules
Employees working Hybrid Work arrangements are required to use the appropriate time code in their HCM timesheet to reflect hours worked at their on-campus location and hours worked at their remote location. U]Tech's HCM Knowledge Base provides helpful documents for various HCM components, including information on Employee Self Service Time Reporting and Manager Self Service Time Entry (Approval).
For employees entering Hybrid Remote Work, under Employee Self Service, the Employee Salary Time Sheet for Hybrid Work Program (exempt staff) and Employee Hourly Time Sheet for Hybrid Work Program (non-exempt staff) provides guidance on how remote work should be recorded.
For supervisors approving Hybrid Remote Work, under Manager Self Service, the Employee Time Approval provides guidance on how the manager should approve time, include Hybrid Remote Work time.
Local Taxes When Working From Home
Review the September 1, 2022 daily article for information about local withholding taxes for participants of the Staff Hybrid Work Program.
Contact the Payroll Office at firstname.lastname@example.org or 216-368-4290 with any questions about local tax withholdings.
Employees must notify the Payroll Office at email@example.com if they move, to ensure local taxes are being sent to the correct home city. Simply updating HCM with an employee's home address is not sufficient.