(Approved by UMGC President on April 1, 2019; Updated May 26, 2022)
I. PURPOSE AND APPLICABILITY
The University of Maryland Global Campus (UMGC) is a highly collaborative workplace. UMGC recognizes the strategic importance of work-life balance for employees while supporting the operational needs and business continuity of each department. The purpose of this policy is to provide guidance for hybrid and remote work at UMGC.
This policy applies to stateside regular and contingent, exempt, and nonexempt staff and collegiate faculty employees. Nonexempt employees who are represented within the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable UMGC HR Policies; where there is a conflict between the two, the MOU shall prevail.
II. DEFINITIONS
A. Onsite Worker– An employee whose work duties must be carried out at a UMGC work location and is not suitable to be performed remotely.
B. Hybrid Worker/Employee – An employee who works from a remote location but is expected to report on a consistent, periodic, occasional, or as needed basis to a UMGC work location as deemed necessary by the employee’s supervisor.
C. Remote Worker/Employee – An employee who is designated by the department as remote and primarily works from a remote location. A remote worker can be required to report to a UMGC work location for business reasons.
D. Remote Location – A work location other than a UMGC work location from which a hybrid or remote worker is expected to perform the duties contained in the employee’s job description.
E. Consumable Office Supplies – Office supplies that employees use recurrently, get used up, and/or discarded by an employee in the normal course of performing their job duties. Examples include, but are not limited to, paper, pens, file folders, Post-It notes, note pads, etc.
III. ADMINISTRATION
A. Deans or department vice presidents are responsible for ensuring approved hybrid or remote work is within the scope of this policy.
B. Hybrid or Deans or vice presidents of departments that are responsible for adhering to their respective military contracts and memorandums of understanding (M.O.U.s) must abide by those contracts and M.O.U.s when determining an employee’s hybrid or remote work designation.
C. Remote work requires the remote worker to perform and sustain all essential duties within the scope of the position and to meet all performance expectations.
D. Work related meetings held at a hybrid or remote location should be approved in advance by an employee’s supervisor. Employees are responsible for ensuring that meeting participants comply with USM, State of Maryland, and UMGC policies, procedures, rules, and practices.
E. Wages, merit increases, benefits, and time off accrual shall be the same for a hybrid or remote worker as they are for equivalent onsite worker.
F. USM, State of Maryland, and UMGC policies, procedures, rules, and practices shall apply to the hybrid or remote worker and remote location. Failure to follow policies, rules, practices, and/or procedures may result in disciplinary action up to and including termination of employment.
IV. SCHEDULE AND AVAILABILITY
A. Employees may be required to report to a UMGC work location. Reasons for being asked to report to a UMGC work location include, but are not limited to, project work, attending job-related meetings, training sessions and/or conferences that may require face-to-face participation at a UMGC work location, commencement, or other designated location, as applicable.
B. Employees and supervisors are encouraged to collaborate on establishing a schedule that includes how frequently the employee must report to UMGC work location in accordance with Policy VII-6.10-GC – UMGC Policy on Work Schedules.
C. Employees shall be available by e-mail, telephone, or other communication methods during established work hours as agreed upon between employee and supervisor.
V. SAFE ONSITE/REMOTE WORKSPACE
Employees and their supervisors are responsible for complying with VII 7.40-GC - UMGC Policy on Accident Time Off and P-VII 7.40-GC - Procedures for UMGC Policy on Accident Time Off for reporting work related injuries that may occur at a remote location and are expected to allow agents of UMGC to investigate and/or inspect the remote location as part of the claim processing.
VI. CHILD AND DEPENDENT CARE
Employees are expected to use discretion if they have children or other dependents present while working remotely and take the necessary measures to ensure that they can meet and maintain performance and behavior expectations. Department units may have specific business needs which take into account the nature of the employee’s essential job functions.
VII. CONFIDENTIALITY AND INSTITUTIONAL DATA
A. An employee is expected to protect UMGC records from unauthorized disclosure or damage and comply with all UMGC policies, requirements, and applicable laws and regulations regarding disclosure of UMGC information, including but not limited to all personnel records, all student records under the Family Educational Rights and Privacy Act (FERPA), and all medical documentation pursuant to the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws.
B. Products, documents, and records developed by an employee for UMGC work purposes are property of UMGC in accordance with UMGC Policy 190 Intellectual Property.
VIII. TAX AND OTHER LEGAL IMPLICATIONS
An employee may be subject to new or different state or local income tax regulations based upon where they reside. Employees should consult with their personal tax advisors at their own expense and update their tax withholding certificates (i.e., Form W4) upon making any changes to their residency or remote location. UMGC will not be liable for any state or local income taxation obligations, interest charges, or penalties to which an employee is subject or for any associated defense costs (such as legal or accounting fees).
IX. OFFICE SUPPLIES
A remote or hybrid worker should request consumable office supplies through the department’s standard operating procedure when possible and practical, and supplies may be delivered directly to the employee’s requested remote location. A remote or hybrid worker may be reimbursed for the independent purchase of consumable office supplies in accordance with the applicable policies and procedures.
X. OFFICE EQUIPMENT
A. UMGC will provide a UMGC-issued laptop computer to an employee when appropriate and practical. UMGC will configure the laptop, and it will have a standardized, UMGC-approved operating system.
B. An employee shall refer to UMGC Policy X-1.12 – Acceptable Use, which governs the acceptable use of equipment provided by UMGC.
C. Employees are responsible for the following:
1. Reimbursing UMGC for any intentional damage or damage resulting from gross negligence to UMGC laptop or other UMGC equipment;
2. Reporting any malware discovered on a UMGC-issued laptop or other UMGC equipment, such as a virus or spyware, to UMGC IT Risk at it-risk@umgc.edu; and
3. Using a secure wireless connection when conducting UMGC business or using UMGC-issued devices.
D. If the UMGC-issued laptop or other equipment fails or malfunctions, the employee shall immediately notify the University’s IT Help Desk to initiate repair or replacement.
E. UMGC issued equipment is the property of UMGC and shall be returned to UMGC upon the termination of active employment.
XI. TRAVEL EXPENSES
UMGC shall pay or reimburse the cost of travel in accordance with UMGC Policy 380.10 – University Travel.
XII. INCLEMENT WEATHER AND EMERGENCY CONDITIONS
UMGC employees and supervisors should refer to VII 6.14-GC – UMGC Policy on Inclement Weather and Emergency Conditions for Staff and Faculty Employees.
XIII. COMMENCEMENT
Stateside onsite, hybrid, and remote workers may be required to work commencement if they live within 50 miles of UMGC. Overseas onsite, hybrid, and remote workers may be required to work commencement if they live within 100 miles of the commencement location.
IMPLEMENTATION PROCEDURES
The UMGC President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.
Replacement for:
VII-6.11-GC – UMGC Policy on Telework for Exempt and Nonexempt Staff and Faculty Employees