2.1.20 Hybrid (Telecommuting) Work Arrangements

Formerly Known As Policy Number: 2.1.21

Stanford University is committed to providing staff flexible work options in line with the operational needs of the university and their department. Flexible work encompasses a broad spectrum of approaches, including Hybrid work arrangements where staff may work from home, although their primary work location continues to be at Stanford. This guide memo sets forth policies and procedures to facilitate Hybrid work arrangements for eligible employees in appropriate circumstances. For work arrangements where the employee’s primary work location is at home or other location, see Guide Memo 2.1.21: Remote Work Arrangements.

Applicability:

Applies to all employees, including regular employees, employees represented by SEIU Higher Education Workers Local 2007, Academic Staff-Research, Academic Staff-Libraries, and contingent (casual or temporary) employees as defined in Guide Memo 2.2.1: Definitions.

This policy does not apply to:

• Employees covered by collective bargaining agreements other than SEIU Higher Education Workers Local 2007
• Faculty, Academic Staff-Teaching, Other Teaching Titles, Instructors, or Clinician Educators
• Student employees
• Employees who are working remotely outside the U.S. See Guide Memo 11.2.22.
• Employees telecommuting temporarily but for an extended period outside the U.S. See Guide Memo 11.2.21.

1. Policy Statement/Philosophy

The workplace culture at Stanford is one that is rooted in collaboration, continuous discourse about planned work and projects underway, and in providing stellar service to our university community. With appropriate use of technology and managerial oversight, staff whose roles allow for work to be performed away from their Primary Stanford Work Location may be eligible for a Hybrid work arrangement. (“Primary Stanford Work Location” and “Hybrid” are defined below in section 2).

2. Definitions

1. “Stanford Campus” means the primary campus in Stanford, CA.
2. “Stanford Satellite Office or Hub” means a Stanford location other than the Stanford Campus which allows the university to spread its operations across multiple regions/locations. These include Stanford Redwood City (SRWC), SLAC, Stanford Research Park, Hopkins Marine Station, the Newark satellite hub, and other locations.
3. “Stanford Alternative Worksite” means Stanford-leased premises, outside of the Stanford Campus and Stanford Satellite Office or Hub, where individuals can schedule a designated work space at least one day per week. The alternative worksite provides an office environment with a variety of workspace amenities, free of home distractions.
4. “Stanford Work Location” includes the Stanford Campus, Stanford Satellite Office or Hub, or Stanford Alternative Worksite.
5. “Primary Stanford Work Location” means the Stanford Campus, Stanford Satellite Office or Hub, or Stanford Alternative Worksite designated by Stanford as the primary location available to the employee to perform their work.
6. “Hybrid” means a role that the university determines is suitable to be performed to some varying extent off-site and for which a Stanford employee requests and is approved by Stanford to work in different work locations (e.g., mix of Primary Stanford Work Location and their home or other location). Individuals in a Hybrid work arrangement have a Primary Stanford Work Location designated by the university. Hybrid roles require a regular presence at the employee's Primary Stanford Work Location. Required regular presence is determined by the employee’s department or unit and is typically two, three, or four days per week or an equivalent amount of time monthly. Managers are generally expected to arrange their in-person work so there is adequate staffing on-site. Managers who believe their operational needs warrant a regular cadence for hybrid that is less than an average of two days per week or less than a similar amount of time monthly, should discuss this with their Dean, Vice Provost, or Vice President (or their delegate) as well as the local senior HR Manager to obtain approval.
7. “Telecommute” or “telecommuting” means performing Stanford work on a regular, part-time basis as part of a Hybrid work arrangement from a location other than the employee’s Primary Stanford Work Location, provided the location is not a Stanford Work Location.

3. Eligibility

a. Eligibility Criteria

1. Hybrid work arrangements should only be considered at the employee’s request.
2. Managers should take into consideration, among other factors, the nature of the work, operational needs, whether the department can maintain the quality and effectiveness of their services to members of the university community, performance and productivity of the employee, attendance and the ability of the employee to work independently. 
3. Generally, managers will determine the specific procedures for evaluating, approving or denying a request for a Hybrid work arrangement in a manner consistent with this policy and school/unit guidelines. (For additional information, see Flexible Work on the Cardinal at Work website.)
4. Decisions about the suitability of Hybrid work arrangements are discretionary and typically made by the department in consultation with local HR.

4. Requirements

a. General Requirements

1. Employees in a Hybrid work arrangement must comply with all Stanford policies and procedures, including the appropriate handling of confidential information.
2. At all times, employees in a Hybrid work arrangement will have access to a fully equipped workspace at their Primary Stanford Work Location. Employees in a Hybrid work arrangement are not required to telecommute. Employees in a Hybrid work arrangement can choose to work at their Primary Stanford Work Location on any regularly scheduled day, including on days when they would normally telecommute.
3. Employees in a Hybrid work arrangement are expected to remain available and accessible during regularly-scheduled and approved work hours, as determined by the department. Employees may be required to attend meetings and functions in person, including on days they would customarily telecommute if in a Hybrid work arrangement.
4. Hybrid work arrangements for non-exempt employees can only include full workdays on-site or at their telecommuting worksite. Non-exempt employees are required to strictly adhere to required rest and meal breaks, and to accurately report their work hours as set forth in Guide Memo 2.1.5: Compensation of Staff Employees. Non-exempt employees must obtain prior approval before working any overtime.
5. Employees in a Hybrid work arrangement are expected to make dependent care arrangements during regularly-scheduled work hours.
6. For approved Hybrid work arrangements, travel between an employee’s telecommuting worksite and their Primary Stanford Work Location is considered part of an employee’s normal commute and associated expenses are not reimbursable. Employees who have requested and been approved to be Hybrid are not entitled to reimbursement for travel to a Stanford Work Location because the employee has requested a more flexible work arrangement even though a workspace at a Stanford Work Location is available on a daily basis.
7. Employees who are approved to work a Hybrid work arrangement must sign the Hybrid Work Agreement, and any other documents the department or university may require. The Hybrid Work Agreement should be reviewed and renewed by the manager and employee periodically but no less frequently than annually.
8. HR Managers or their delegates are required to ensure all employees in an approved Hybrid work arrangement have a Hybrid Work Agreement that complies with this policy and is signed by the employee, manager and HR Manager. In addition, HR Managers or their delegates must keep the HR information system up-to-date with the employee’s Primary Stanford Work Location and the location from which the employee in a Hybrid work arrangement telecommutes. Such records must also include the frequency of the Hybrid work arrangement. The Hybrid Work Agreement may specify an end date; however, whether an end date is specified, the university reserves the right to modify or discontinue the agreement.
9. Hybrid work arrangements may be modified on an ongoing basis or discontinued at any time at the university’s sole discretion, or at the request of the employee, with reasonable notice, typically two (2) weeks.

b. Equipment

1. Employees approved to telecommute as part of a Hybrid work arrangement are responsible to ensure that their telecommuting worksite is ergonomically appropriate. Employees who do not have or are not able to provide themselves an ergonomically appropriate place to work should not telecommute under a Hybrid work arrangement and should work instead at their Primary Stanford Work Location.
2. Employees working in approved Hybrid work arrangements are eligible to purchase or be reimbursed up to $250 for basic necessary ergonomic equipment for their telecommuting worksite only to the extent such equipment is recommended by Environmental Health & Safety (EH&S) following an ergonomic assessment. Reimbursement of expenses or the purchase of the equipment by the department will occur only after the employee completes all required steps outlined in the Stanford Ergonomics Program available on the EH&S website at ehs.stanford.edu. For additional information regarding basic home office equipment purchasing resources and ergonomic needs, see Home Office Equipment and Expense Guidelines.
3. Employees who are approved by their department to telecommute as part of a Hybrid work arrangement are responsible to ensure their telecommuting worksite is equipped with adequate internet connectivity to perform their work, including video conferencing. 
4. Since the university provides a fully-equipped Primary Stanford Work Location for employees in Hybrid work arrangements, it generally does not provide reimbursement for cell phone or home Internet connectivity unless there is a demonstrated business necessity. Please refer to Guide Memo 8.1.3: Provision of Mobile Equipment and Related Services.

5. Procedure

1. Employees should discuss their request for a Hybrid work arrangement with their manager.
2. If the manager believes a Hybrid work arrangement may be suitable, the employee should complete the Hybrid Work Agreement and send it to their manager for review. (Managers can obtain the agreement through their HR Manager.)
3. If approved, the employee, manager and HR Manager should sign the Hybrid Work Agreement and follow all requirements in this policy.