Equitable implementation of the Remote Work Program is based on transparency; clear, shared expectations; and collaborative conversation. It is the responsibility of the supervisor to explicitly review these four discussion topics with each interested staff member in order to calibrate expectations and to meet the needs of and to protect both the College and the staff member. This Agreement Discussion Guide should be reviewed prior to agreeing upon any remote work arrangements.

As a reminder: As you have these conversations, work closely with your divisional leader who will be reviewing all hybrid or fully remote arrangements, including any that are denied, in order to ensure that the program is implemented consistently and in a manner that advances the work of each division effectively. Before any hybrid or fully remote arrangement is finalized, it must be reviewed and approved by the divisional leader.

By covering each point in this Discussion Guide, you will have the information you will need to complete the Agreement Form.

Discussion Topic 1: Remote Work Options and Space Requirements

Content to Review

All hybrid or fully remote work arrangements must be consistent with operational and departmental needs and must support and sustain productivity, service quality, operational efficiency, and team collaboration.

  • The Remote Work Program is completely voluntary and initiated at a staff member’s request. 
  • The program includes two types of remote work arrangements.
    • Hybrid: A regular work schedule that is a mix of on-site work at Amherst College and work performed at a designated remote work location.
    • Fully Remote: Work performed primarily remotely with occasional, periodic, or infrequent work performed on-site at Amherst College.
  • All remote work must be performed at an agreed upon location, with the exception of required business travel. Any change to the remote work location must be specifically authorized in writing by the supervisor.
    • Hybrid work arrangements have been expanded to staff living in Connecticut. Any staff interested in working remotely from Connecticut MUST contact the Office of Human Resources and provide a few key pieces of information BEFORE performing any work remotely. Note: We aim to expand the program to New York, Vermont, Rhode Island, and New Hampshire as these options become available. These states have priority because the College has staff living in those states, and it is possible to maintain a hybrid work schedule from those locations.
  • The staff member is responsible for maintaining a dedicated workspace that is free from distractions and is suitable and safe for the work being performed. The College reserves the discretion to assess the suitability and safety of a staff member’s workspace at any time and for any reason.
  • The staff member agrees to make regular dependent care arrangements during remote work periods.  Remote work is not a substitute for the use of sick time and other HR benefits.
  • Staff who work a significant percentage of their schedule remotely may be asked to work from a shared hybrid workspace when on campus.
  • If a remote staff member incurs a work-related injury while working, they must notify the supervisor immediately and complete all necessary and/or management-requested documents regarding the injury. The College is not responsible for injuries occurring in a staff member’s remote workspace when the staff member is not engaged in work for the College. Furthermore, the College is not responsible for loss, destruction, or injury that may occur in, to, or around a staff member’s remote work location, including to family members or visitors.
  • Staff members are prohibited from hosting any in-person business-related meetings in their personal residence.
  • Each staff member working remotely assumes sole responsibility for compliance with all laws, zoning ordinances, homeowner’s association restrictions, and insurance requirements applicable to the conducting of work from within their home.
Suggested Discussion Questions
  • What kind of remote work arrangement do you have in mind?
  • What are your thoughts about how this remote work arrangement would be consistent with operational and departmental needs and support and sustain productivity, service quality, operational efficiency, and team collaboration?
  • Do you have any concerns or anticipate any issues with the above?
  • Would you or anyone else that you coordinate or collaborate with need to make significant changes for your remote work arrangement to be successful?
  • Where are you planning on working? Describe your workspace and your plans to ensure that it is free from distractions.
  • What, if any, dependent care arrangements have you/will you make?
  • Other questions or concerns?

Discussion Topic 2: Remote Work Program Requirements

Content to Review
  • Remote work arrangements should be discussed and assessed on an on-going basis through routine one-on-one check-ins, at the Mid-Year Check-In and during the Annual Review Conversation.
  • Permission to work remotely is subject to continued assessment of suitability based on job function, work group, the business needs of the College, and the staff member’s performance.
  • Staff should keep in mind that work arrangements may be adjusted at any time during the period and that the College retains the discretion to modify or suspend the agreement on a temporary basis or as a result of the staff member’s request, supported by the supervisor.  The College retains the discretion to modify or end the agreement based on performance, business reasons, or otherwise, with or without advance notice, at the sole discretion of the College.
  • Remote work does not change the at-will nature of the employment relationship. This agreement does not constitute an employment contract but rather a set of rules that the College has established for all staff who work remotely.
  • The Performance Management Process (PMP) will be the same for remote staff as for onsite staff.  Staff who work remotely are expected to meet the same standards of performance as staff in the same job classifications who do not work remotely.
  • Non-exempt staff must record and report hours consistent with current policy and must have their supervisor’s approval to work hours in excess of these scheduled hours. Additionally, non-exempt staff are prohibited from working “off-the-clock” at all times--including while working remotely.
Suggested Discussion Questions
  • What questions or concerns do you have about these requirements?
  • Are your performance goals and objectives up-to-date?  If not, what is our plan for reviewing these?

Discussion Topic 3:  Remote Work Schedule 

Content to Review
  • The Remote Work Program includes options for both hybrid and fully remote work while prioritizing hybrid work arrangements based on our commitment to maintain the College's residential campus culture.
  • Supervisors and staff members may agree on several different approaches for a hybrid work schedule, including:
    • A consistent weekly schedule that includes both on-campus and remote work time
    • A work schedule based on specific times of the year for on-campus and remote work (e.g., during the between-semester breaks and summer)
    • A blend of on-campus and remote work based on specific types of job tasks (e.g., when delivering or covering on-site events vs. planning and administrative work)
    • Other role-based schedules (e.g., the third week of each month on campus due to specific data processing activity)
  • Fully remote arrangements will be considered in limited circumstances.
Suggested Discussion Questions
  • What approach seems to be the best fit for your role?
  • If a consistent weekly schedule, which days of the week would you like to be remote/on-campus? Why?
  • If task-based, which of your job tasks lend themselves to remote work? Why? Which of your job tasks are best completed on-campus? Why?
  • Are there times of the year when remote or on-campus work is called for?
  • What other roles or tasks do we need to take into consideration as we establish your schedule?

Discussion Topic 4:  Technology, Security and Equipment

Content to Review
  • Remote work arrangements must be supported by adequate internet service.  To be eligible, participating staff will be required to maintain high speed internet with Wi-Fi connectivity of at least 25 Mbps, at the staff member’s expense.
  • Remote work must be done on college issued computing and mobile devices, not personally owned devices.  
  • Amherst College will provide remote staff members with phone access through Google Voice. This solution will be application-based, and will work with existing computer or mobile devices.  
  • Remote work computer hardware and software shall be in compliance with all Amherst IT guidelines and protocols including virus protection software, licensing provisions, system security and passwords at all times.  
  • Staff members working in remote locations must adhere to College-specified security procedures to ensure confidentiality and security of data. Space used for the remote work arrangement must ensure confidentiality is maintained.
  • Amherst College will provide one set of equipment required for each staff member’s responsibilities, which typically will consist of a laptop computer, a monitor, and a mouse.
    • Printers will not be provided.  Staff members can utilize on-campus office printers or Campus Print Shop for any printing needs and requirements.  
  • In most cases, other office equipment will be available on campus but not for remote offices.  Exceptions will require the approval of the Division’s senior leader.  
  • If the College provides equipment for home use, the remote staff member agrees to provide a secure location for College-owned equipment and will not use, or allow others to use, such equipment for purposes other than College business.
  • Remote workers are expected to bring college issued computer and mobile hardware to campus when working on campus, as needed to maintain productivity.
  • The College’s software licenses are limited to official work use. Therefore, College-provided software must not be utilized for personal use.
  • All equipment, records, and materials provided by the College will remain College property.  The remote staff member agrees to return the College equipment, records, and materials upon request.  
  • The College is responsible for maintaining, repairing, and replacing College-owned equipment issued to remote staff members. All College equipment will be returned to the campus by the staff member for inspection, repair, replacement, or repossession as needed. 
  • In the event of College-owned equipment malfunction, the remote staff member must notify their supervisor immediately.  If needed, the department will find alternative means to continue the remote staff member’s work until repairs are completed.  If IT support or repair is required that cannot be serviced remotely, IT will not provide service off campus, and the staff member must come to campus for service. 
  • The remote staff member is responsible for maintaining and repairing staff-owned remote work equipment at personal expense and on personal time.  
Suggested Discussion Questions
  • Do you currently have the required Wi-Fi connectivity?  If not, what are your plans to obtain this level of connectivity?
  • Do you foresee any issues related to your technology equipment (laptop, phone, Voice over Computer, etc.)?
  • How will you maintain data confidentiality and security?
  • Is there any equipment that you will need to come to campus to use?
  • Do you have any questions or concerns about these requirements?