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Adding Staff to Department Hybrid Remote Work Schedule

Forms

Department Staff Hybrid Work Schedules

Staff Member Hybrid Remote Work Checklist Certification Form

VP/Dean Hybrid Approval Form

CWRU Hybrid Submission Form Page

Submissions for Newly Participating Departments 

If your Department is participating for the first time (since 10/1/23), you must:
  1. HRA and/or Department Administrator must completely fill out the Department Staff Hybrid Work Schedules sheet with all participating staff and information in the given OPR. (Note: The sheet allows up to 5 OPR's)
  2. Fill out the VP/Dean Hybrid Approval Form and send both the Department Staff Hybrid Work Schedules sheet and the Approval Form to your unit/school's Vice President/Dean for approval and sign off. 
  3. Once both are complete, submit both the Schedule Sheet and the VP/Dean Hybrid Approval Form using the CWRU Hybrid Submission Form page. After submitting the completed items, you will receive a confirmation email and the employee's on the schedule sheet may begin to use their scheduled Hybrid arrangement.
  4. Departments/HRAs must ensure the staff member's off-campus work site and/or networks meet evolving security requirements as outlined by [U]Tech and the Compliance Office. Guidelines for Secure Remote Work can be found here.
  5. Departments/HRAs must ensure the staff member is using the correct time recording code in HCM on days working remotely, and approve time regularly.
  6. Departments/HRAs are responsible for retaining the completed Staff Hybrid Remote Work Certification Form for all staff working a Hybrid Remote Work Schedule.

Revising Department Schedule (i.e., adding new staff, etc. to a participating department)

If you wish to change information on a Hybrid Schedule already submitted as of 9/11/2023:
  1. HRA and/or Department Administrator must go to the CWRU Hybrid Submission Form page and select "Revised" when asked for submission type, and then select "I need a spreadsheet for my Department so I can make revisions." This will send you via email, the most up to date spreadsheet on the OPR's you requested on the form page.
  2. Once you receive the email and open the spreadsheet, make any changes needed (ex. Adding/Removing Employees, Adding/Removing Positions, Changing Scheduled Days, etc.)
  3. If you are adding positions that were not included on the last submission for this Department, you will need an Approval from the VP/Dean, proceed to Step 4. If your changes do not involve adding a position, you do not need an Approval from the VP/Dean. Proceed to Step 5.
  4. Fill out the Hybrid Approval Form and send both the Department Staff Hybrid Work Schedules sheet and the Approval Form to your unit/school's Vice President/Dean for approval and sign off. 
  5. Once complete, submit both the Schedule sheet and the Approval form (If applicable) using the CWRU Hybrid Submission Form page. After submitting the completed items, you will receive a confirmation email and the employee's on the schedule sheet may begin to use their scheduled Hybrid arrangement.
  6. Departments/HRAs must ensure the staff member's off-campus work site and/or networks meet evolving security requirements as outlined by [U]Tech and the Compliance Office. Guidelines for Secure Remote Work can be found here.
  7. Departments/HRAs must ensure the staff member is using the correct time recording code in HCM on days working remotely, and approve time regularly.
  8. Departments/HRAs are responsible for retaining the completed Staff Hybrid Remote Work Certification Form for all staff working a Hybrid Remote Work Schedule.

Staff Member's Responsibility

  1. Review and execute the Staff Hybrid Remote Work Certification Form and give to your supervisor. Staff are expected to follow the requirements outlined Staff Member Hybrid Work Checklist Certification Form.
  2. Ensure your the off-campus work site and/or networks meet evolving security requirements. Guidelines for Secure Remote Work can be found here.
  3. Record time in HCM weekly, using the correct TRC code for days working remotely.
  4. If you move, you must notify the Payroll Office at payroll@case.edu to ensure local taxes are being sent to the correct home city. Simply updating HCM with an employee's new home address is not sufficient for tax purposes.

Departments/HRAs are responsible to ensure these requirements are met. 

Reviewing the Frequently Asked Questions for more details. Email hybrid@case.edu with the subject line "Hybrid Question" with any questions.