STAFF REMOTE WORK PROGRAM POLICY & PROCEDURES

Effective March 1, 2025

This policy supersedes all previous remote work policies, including prior pilot programs.

1. SCOPE & ELIGIBILITY

This policy applies to regular and temporary, full-time and part-time staff, excluding student employees and contract workers. Eligible staff may work remotely within California upon obtaining necessary approvals from their supervisor, area (e.g. department, division and office) leader, area Cabinet member and the Office of Human Resources (HR). Due to compliance, risk and other constraints, remote work outside California is not permitted.

The Area Leadership Group, consisting of the staff member’s supervisor, area leader, and area Cabinet member, plays a pivotal role in assessing remote work eligibility and ensuring alignment with institutional needs and objectives.

The College retains sole discretion to determine whether a position qualifies for remote work and the specific remote work arrangements. Remote work is not an entitlement, and prior approvals do not guarantee future approvals. Decisions are made on a case-by-case basis based on institutional needs, job responsibilities, performance history and other relevant factors.

Staff may be considered for a remote work arrangement if they:

  • Have received confirmation from the Area Leadership Group that their remote work arrangement will not adversely impact campus operations or services provided to internal and external campus constituents (e.g., students, faculty, staff, trustees, and donors).
  • Have demonstrated the ability to work independently, as determined by the Area Leadership Group.
  • Are in good standing (e.g., not on a performance improvement plan in the last 12 months and have no “significant improvement needed” overall ratings in their most recent evaluation).
  • Maintain their primary residence in California within a reasonable commuting distance of campus. 
  • Have worked continuously on campus for a minimum 30-day trial period.

Approval for remote work does not establish a right or precedent for continued remote work in future roles or circumstances.

2. GUIDING PRINCIPLES

Harvey Mudd College is a highly residential institution where students learn and collaborate both inside and outside the classroom. The College’s mission is best realized when students, faculty and staff can interact in person to foster a strong sense of community and engagement.

While we recognize the benefits of remote work, we must also ensure that campus offices are staffed appropriately to meet the needs of students, faculty and staff who live, teach and work on campus. Maintaining a dynamic on-campus presence is essential to providing exceptional service and fostering a connected and collaborative environment.

At the same time, the College acknowledges that flexibility in work arrangements contributes to a positive and inclusive workplace culture. Remote work, when appropriate and operationally feasible, can help support employee well-being, productivity and job satisfaction. However, a one-size-fits-all approach is not possible. Each remote work decision must balance the institution’s needs with staff flexibility, ensuring that remote work enhances rather than detracts from the College’s core mission.

Remote work should not be used as a substitute for workplace accommodations or an alternative to taking a leave of absence. Employees requiring accommodations or leave should follow the College’s established processes for requesting support through the Office of Human Resources. 

When permitted, remote work should be implemented in a way that supports the College’s mission while promoting engagement, teamwork and professional development for all staff members.

3. REMOTE WORK FRAMEWORK

A categorization framework has been established to guide remote work eligibility decisions, ensuring consistency while addressing the unique needs of different campus areas:

  • Category A: Positions essential to on-campus operations, requiring staff in these roles to work exclusively on campus.
  • Category B: Student and constituency-facing positions that are primarily needed on campus but allow limited flexibility to work remotely.
  • Category C: Positions offering additional remote work flexibility.

Staff in eligible positions may work remotely within their designated category with approval from their area Cabinet member and HR.

4. REMOTE WORK REQUEST AND APPROVAL PROCESS

If the area Cabinet member determines that the employee meets the eligibility criteria outlined in section 1, the area Cabinet member will determine the appropriate remote work framework category and the number of remote days approved. In addition to the categories, the area Cabinet member will assess the possibility of providing additional flexibility during the non-academic period (e.g., summer) or on an ad-hoc basis to allow the staff to focus and accomplish specific tasks. When making the determination on the ability for staff to work remotely, the area Cabinet member will consider various factors including, but not limited to the following: the type of work performed by each staff member, the operational needs of the area, the type(s) of interaction between the staff member and various campus constituents, and the demonstrated ability to effectively work remotely by the staff member.

HR will collaborate with the area Cabinet member to ensure that the recommended remote work arrangements align with institutional priorities and that staff comply with remote work provisions. If necessary, the Assistant Vice President – Chief Human Resources Officer (AVP-CHRO) will work with the Risk Management and Legal Affairs Office to perform a compliance review, ensuring all program requirements are met. Additionally, if HR determines that the exception poses significant alignment issues with other Cabinet areas, the request will be shared with the entire Cabinet for a calibration discussion.

Once the area Cabinet member and HR align and jointly reach a decision on whether to approve the remote work arrangement, the area Cabinet member will designate someone from the Area Leadership Group to communicate with the staff member. During this conversation, the representative will inform the staff member whether their request was approved and, if so, provide the details of the remote work arrangement.

If the request is approved, HR will then send the staff member an email containing a link to the necessary form. The staff member will use this form to acknowledge the details of their remote work arrangement and confirm that they have read and agreed to comply with the remote work policy.

The Office of Human Resources will partner with area Cabinet members throughout the year to ensure that staff remote work assignments continue to meet the needs of the Cabinet areas and campus community and that staff working remotely are in compliance with remote work provisions of this policy.

5. REMOTE WORK CONSIDERATIONS BY AREA LEADERSHIP GROUP

  • Area Leadership Groups should ensure that remote assignments do not interfere with the area’s ability to carry out its mission and provide services to internal and external campus constituents (e.g., students, faculty, staff, trustees, and donors).
  • Area Leadership Groups are encouraged to set a specific day each week when most of their staff can be together on campus for in-person team building or other engagement efforts.
  • When a staff member moves to a new role in a new Area, the staff member will be required to reapply to work remotely with their new Area Leadership Group. 
  • When a new position or a vacancy replacement position is posted, the Area Leadership Group will determine if a remote work arrangement is possible for the position. If approved by the area Cabinet member, the position may be posted as eligible for remote work, subject to the requirements of this program, including the requirement that the first 30 days of the new job be performed on campus.
  • Area Leadership Groups should inform staff that, based on the needs of the College, they may be called to work on campus by their Area Leadership Group, in addition to their regularly scheduled days on campus per week.

6. STAFF REMOTE WORK RESPONSIBILITIES

Staff participating in remote work arrangements must adhere to the following agreements and compliance measures: 

  • Complete an acknowledgment/confirmation form before beginning remote work under this policy. By signing this form, staff confirm that they have read the remote work policy, agree to comply with its provisions and acknowledge their remote work parameters as determined by the area Cabinet member. These parameters include the number of remote workdays permitted during academic and non-academic periods, as well as any provisions for ad hoc remote work flexibility. 
  • Complete an annual re-acknowledgment/confirmation form confirming their continued compliance with the remote work policy, any updates to their remote work parameters and their understanding of ongoing expectations under the program. 
  • Notify HR immediately if their residential address changes, particularly if relocating to a different county or state, as this may impact their eligibility for remote work under this policy.
  • Non-exempt (hourly) employees are responsible for accurately recording daily work hours, including start and stop times for meal periods and must comply with College policies regarding employment and work hours, such as rest breaks and overtime.
  • Based on the needs of the College, staff may be called to work on campus by their Area Leadership Group, in addition to their regularly scheduled days on campus per week.
  • Coordinate work schedules with their supervisor, as necessary, when traveling for College business, on vacation, sick, or on leave and follow HR reporting procedures as required.

7. RENEWAL & REVOCATION

Subject to the approval process described above, a remote work agreement may be renewed if:

  • The employee requests continuation of remote work arrangements by contacting their supervisor. The request, along with a recommendation from the supervisor, will be forwarded to the area leader and area Cabinet member.
  • The area Cabinet member determines that the needs of the department continue to be met.
  • The employee remains in good standing and has met performance expectations.

The College reserves the right to revoke or modify a remote work arrangement for any staff, at any time, and for any reason, including but not limited to:

  • The evolving needs of the College.
  • An assessment of the employee’s performance and contributions during the remote work period.
  • A determination that parameters and requirements of this policy are not being met.
  • Other reasons, including, but not limited to, risk management and compliance matters.

8. EXCEPTIONS

In limited situations, exceptions to some of the provisions of this policy may be considered. Requests for exceptions will be made to the supervisor. The request, along with a recommendation from the supervisor, will be forwarded to the area leader and area Cabinet member. If approved by the area Cabinet member, the request will be submitted to the Assistant Vice President – Chief Human Resources Officer (AVP-CHRO), who will partner with other members of the Office of Risk Management and Legal Affairs to perform an assessment of risks. This includes determining if the College can comply with local, county, state and federal regulations and requirements, as well as evaluating how the approval of an exception might impact meeting the needs of the College community. If HR determines that the exception poses alignment issues with other Cabinet areas, the request may be shared with the entire Cabinet for a calibration discussion. A decision to move forward with an exception will require a joint decision (documented in writing) by HR, the area Cabinet member and the Senior Vice President/Chief Operating Officer (SVP-COO). As necessary, the SVP-COO will consult with the President in deciding to approve an exception.