F.8 Remote Work Guidelines for Staff and Residency Requirement for All Employees

8.01

Introduction

In support of its mission as a vibrant residential research university, a framework establishing that on-campus presence is the institutional default and an essential component of effective collaboration, student service, research activity and community engagement. Under this framework, the expectation is that employees work on campus, except for certain job duties that may require them to be off-campus, so that the University can fully realize the benefits of in-person engagement.

At the same time, the University recognizes that certain positions or functions may, by virtue of their duties, operational structure, business necessity, market competition or other relevant factors, be well-suited for employees to work remotely. For these limited situations, remote work may be authorized when it directly supports articulated institutional and departmental objectives, and when the arrangement aligns with the University’s operational, student-facing and mission-based needs. Remote work remains a limited and narrow exception to the University’s on-campus posture, not an employment entitlement or benefit, and must be approved in accordance with these Guidelines and department-specific criteria.

8.02

Scope of the Guidelines

These Guidelines apply only to positions considered by the University to be filled by regular, full-time and part-time staff members and faculty. The Guidelines do not apply to faculty or staff positions that are part of a bargaining unit (unless otherwise agreed between the applicable union and the University), temporary employees or student employees. No staff or faculty member is required to work remotely; the decision to accept a remote position is voluntary. In addition, there may be positions the nature of which and/or units the circumstances of which render remote work arrangements impractical or imprudent, including positions that are primarily student-facing or public-facing.

8.03

Eligibility

Under the University’s expectation that staff members and faculty work on campus, unless their job duties require them at times to work off-campus; all staff and faculty members are not automatically eligible for remote work. Eligibility is determined solely by whether the position meets the remote-work criteria established by the unit’s Vice President. These criteria must be based on the nature of the job duties, operational requirements, student- and research-support needs, and alignment with the University’s mission as a residential research institution. Staff members who are the initial point of contact for a department or who serve as the executive assistant, or equivalent, to a senior university administrator, Vice President, department head, or college Dean are not generally eligible to wok remote.

A position or job function may be considered for a remote-work arrangement only if: (i) the position has been identified by the department’s Vice President as appropriate for remote work under the department’s remote-work criteria; and (ii) the employee in the position is not currently on a performance improvement plan and has not been on such a plan within the previous 90 days. If an employee is placed on a performance improvement plan during a remote-work arrangement, the arrangement may be withdrawn until the performance issue is satisfactorily resolved, and at the discretion of the department’s Vice President.

Meeting these requirements does not guarantee approval of a remote-work arrangement for any particular position or duration. All decisions must be reviewed and approved by the Vice President in accordance with Section 8.04 and the procedures in Section 8.06.

8.04

Mandatory Residency Requirements – All Employees

1. Each unit must develop documented remote-work criteria for eligible positions under its purview. Such criteria must be approved by the unit’s Vice President and aligned with broader institutional goals (mission, student service, research, operations).
2. A Vice President has final authority to approve, deny, suspend or revoke remote work arrangements for the unit at any time based on these criteria, the unit’s operational needs and the employee’s job performance. This authority includes:
   1. Granting remote work initially.
   2. Denying remote requests based on unit-level needs (e.g., required in-person coverage, collaboration, events).
   3. Suspending or revoking remote work arrangements in response to changed circumstances (see Section 8.08).
   4. Not granting or suspending remote work due to employee performance and issues.
3. Units shall conduct and periodically update a remote-work capacity assessment (at least annually) to evaluate how many remote roles their department can sustain, considering in-office coverage, team dynamics, business continuity and strategic objectives. Results of this assessment should be reported to Human Resources

8.05

Mandatory Residency Requirements

All Employees - It is the official policy of the University to employ only residents of the States of Illinois and Indiana, with their primary residence located in one of those states; provided that the University may, in its sole discretion, establish positions that permit an employee to work remotely from a state other than Illinois or Indiana if approved by the Vice President of Human Resources. Except with respect to positions that the University approves for remote work in a location other than Illinois or Indiana, anyone who is employed by or who becomes employed by the University in any position must reside in Illinois or Indiana states within 30 days of the commencement of employment with the University and must remain a resident of one of these two states throughout their employment. Failure to reside in Illinois or Indiana within 30 days will be regarded as a voluntary resignation of employment effective the 31st day. Nothing in these Guidelines is intended to permit, and shall not be deemed to permit, any University employee to work remotely other than as a resident of the State of Illinois or Indiana or, in the case of a position that is approved by the University to be filled by an employee who is based in a state other than Illinois or Indiana that is designated for that position. The employee must provide proof of their residency upon request by the University, and it is the employee’s duty to report any changes in their residency to Human Resources within 30 days. Any University employee found to reside in a state other than as provided for herein, or who fails to timely update their state of residence, is subject to disciplinary action up to and including termination.

Units may, in exceptional cases, petition Human Resources (with VP-level approval) to waive the strict residency requirement for remote work, but such exceptions must be documented, justified (e.g., mission-critical role, recruitment need), and compliant with applicable tax and legal requirements.

8.06

Request and Approval Procedures

1. Designation – remote work arrangements are initiated and approved only when a position has been identified by the unit’s Vice President as meeting the unit’s remote-work eligibility criteria. Employees do not apply for or request remote-work arrangements; eligibility and approval for a position or job duties to be performed remotely are determined solely based on the nature of the job duties, operational needs, and unit-defined criteria.
2. Supervisor Evaluation - Vice Presidents (or designee) must periodically evaluate positions within the unit to determine whether any role meets the unit’s established remote-work criteria. If the supervisor determines that a position’s job duties and operational needs support a remote-work arrangement, the supervisor may propose such an arrangement to the Vice President. Supervisors may also determine that a position previously eligible for remote work no longer meets the criteria and may propose that the Vice President revoke approval for the position to be performed remotely.
3. Approval - the unit’s Vice President has sole authority to approve, deny or condition remote-work arrangements for the unit, subject only to the concurrence of Human Resources as provided in Section 8.06.d. below. Approval may occur only if: (i) the position meets the unit’s remote-work criteria; and (ii) the arrangement supports departmental operations, student-service needs, and institutional priorities. Regardless of approval, employees serving in this role must at all times be in good standing, consistent with Section 8.03. The Vice President’s decision is final. The Vice President may modify or discontinue any remote-work arrangement at any time based on operational needs or job-duty changes.
4. HR Review and Documentation - once the Vice President approves a remote-work arrangement, HR will review the arrangement for compliance with University policies, ensure proper income tax-residency compliance, and record the arrangement in the employee’s personnel file. HR may modify the conditions of remote work to ensure institutional or legal compliance.
5. Duration of Approval - Remote-work approvals are time-limited (generally 6 to 12 months). They must be reviewed periodically, and no less frequently than annually, and renewed for an addition 6 to 12 months only if the position continues to meet the unit’s criteria and operational needs.

8.07

Evaluating Roles for Remote Work Arrangements
Supervisors should carefully evaluate all roles within their unit for remote work arrangements using the guidance below. Vice Presidents may elect to approve a remote work arrangement on a trial basis, for a duration determined in their sole discretion, and may decline to designate positions for remote work arrangements on a unit-wide basis if they have determined that the arrangement would have a negative impact on operations.

1. Core Principles.
   1. Institutional Mission: The University is a vibrant residential research university, and intense collaboration and in-person interactions between students, staff and faculty are essential. Remote work arrangements must support this mission.
   2. Quality of Student Services: Remote work arrangements must not detract from the student-centered nature of our residential research university.
   3. Quality of Research Environment: Remote work arrangements must not impact the research activities that are physically based in University laboratories and offices.
   4. Business Operations and Goals: Remote work arrangements must support business operation efficiency so as to ensure the success of each college or department and the University as a whole in meeting and exceeding overall goals.
   5. Employee Retention and Recruitment: Remote work arrangements will support talent recruitment and retention and contribute to the University community and employee morale.
2. Nature of Position. Remote work arrangements must be appropriate for the specific position and job duties. Not all positions are appropriate for remote work arrangements due to the nature of the role, the job duties, and the University’s needs. Roles that lend themselves to remote work arrangements are generally those that:
   1. Involve work that can be accomplished independently with limited direct supervision;
   2. Do not require frequent face-to-face contact with students, supervisors, staff, faculty or the public on the University’s campuses that cannot be accomplished as effectively via Zoom, Google Meets, Microsoft Teams or similar media platforms;
   3. Do not require access to equipment, materials or information that can be accessed only while on the University’s campuses; and
   4. Do not need to be conducted on campus because of security, logistical or other business-related reasons.

8.08

Ongoing Review of Remote Work Arrangements

Employees serving in roles approved for remote work arrangements must meet all performance standards of their department. All approved remote-work arrangements are time-limited and must be reviewed regularly, including:

1. Ongoing individual job performance;
2. Continued alignment of the role with the unit’s remote-work criteria (Section 8.04);
3. Operational needs of the department (e.g., in-office coverage, collaboration demands); and
4. Team dynamics and strategic objectives.

Vice Presidents may also determine at any time that a position must be restructured such that remote work is no longer feasible or appropriate. When a position is restructured, any existing remote-work arrangement may be modified or terminated regardless of prior approvals. Unless operational demands require a shorter period, the University will provide at least 30 days’ written notice before the restructured role’s on-campus requirement becomes effective. Any action to approved, deny, condition or restructure remote work arrangements is a management decision and is not subject to reconsideration, grievance, or appeal generally or under any University policy. Decisions to modify or discontinue a remote-work arrangement will be based solely on business, operational, or performance considerations and will be applied consistently across similarly situated employees, and may be considered at any time during the employee’s tenure.

8.09

Availability for On-Campus Work

Units may require remote approved positions to maintain a minimum in-person presence (e.g., certain days per week, attendance at meetings or events). These expectations should be defined in writing in a position description, with clarity about frequency, notice requirements, and potential consequences for non-compliance (up to suspension or termination of the arrangement).

Employees with approved remote work arrangements may, from time to time, be required to be on campus at times when they typically are scheduled to work remotely. Additionally, organizational needs may require temporary suspension of a remote work arrangement to support certain projects, conditions, or peak periods of University operations. In such circumstances, supervisors should endeavor to provide as much reasonable notice as they are able to under the circumstances.

8.10

Work Hours and Attendance, Non-Work Activitie

1. Work Days and Hours. Remote work arrangements do not modify the days of the week or the hours of the day that a staff member works. See Sections B.1 and B.3 of the University’s Employee Policies and Procedures Manual. Staff members are required to follow their regular work schedule when working remotely. The University’s policies regarding hours of work (including meal periods, rest periods, overtime and time reporting) apply to work performed remotely as well as on campus. See Sections B.1 and B.3 of the University’s Employee Policies and Procedures Manual. Non-exempt employees may not work more than their regularly scheduled hours without prior, written approval of their supervisors, and must accurately report all hours worked. See Sections B.2 of the University’s Employee Policies and Procedures Manual.
2. Attendance. Employees must comply with the University’s policies on attendance and authorized absences from work (including vacation leave and sick leave) while working remotely. See Sections B.3, C.5, C.6 and C.7 of the University’s Employee Policies and Procedures Manual. By way of example only, if an employee is sick or needs to attend a medical or personal appointment during their work hours and would be required if working on campus to use paid leave or benefit time, they are also required to do the same when working remotely.
3. No Non-Work Activities. Employees working remotely are not to engage in or attend to personal activities or matters during their normal work hours, including, but not limited to: running errands, taking care of family issues, or engaging in secondary employment during their scheduled remote work hours or in any other pursuit that interferes with their full-time responsibilities.
4. Leaves of Absence/Disability Accommodation. Remote work arrangements are not intended to be a replacement for disability accommodations or family or medical leaves of absence. Employees can find more information about disability accommodations in Section F.1 of the University’s Employee Policies and Procedures Manual and leaves of absence in Section D of the University’s Employee Policies and Procedures Manual.

8.11

Safety and Health

Employees working remotely must maintain a safe and secure workspace free from hazards. Unless the University is informed otherwise and approves, an employee’s remote workspace is understood to be a work surface (e.g., desk or table), seat, computer and accessories, telephone and, if applicable, a location for storing hard copy records. Work performed outside of this remote location and workspace is not authorized by the University. Employees must report any work-related injuries that occur during remote work to their supervisor and Human Resources at the earliest reasonable opportunity, but in no event, more than twenty-four (24) hours.

8.12

Expenses All remote work is voluntary

Employees may work on campus if they so choose; employees are not obligated to perform work in a position remotely even if the position is designated as eligible for remote arrangements. As such, remote employees will not be reimbursed for home office equipment or services, unless otherwise required by applicable law. The University is not responsible for the operating costs, maintenance, property or liability insurance, or other expenses for an employee’s home or other remote work location. University insurance does not cover an employee’s personal property used for remote work. Commuting costs to an employee’s on-campus or remote work locations are not paid by the University.

8.13

Workspace, Technology/Equipment, and Data Security

Departments designating remote work arrangements and employees with such arrangements must ensure that the physical space, technology and data security requirements below will be met. Departments may also adopt additional requirements specific to their work, including specialized requirements for ensuring confidentiality of information.

1. Physical Space: Employees working remotely should work from a space that is appropriate for the type of work being done. The space should generally be private so that others cannot overhear confidential conversations or meetings or view computer screens that contain sensitive information.
2. Physical Documents: Employees working remotely should take home the minimum number of physical documents needed for them to complete their work, and they should return these documents to the University as soon as possible. Employees who work with physical documents must have a secure location to store those documents and a secure method to destroy papers or media that contain sensitive information. Colleges and departments must consider how physical documents or media are exchanged between the employee and the University to ensure the security is adequate.
3. Prohibition on Meetings: Employees may not hold in-person work meetings at their remote work location. This prohibition does not apply to institution-related meetings that occur at neutral, off-campus locations (e.g. donor meetings, community engagement activities, site visits). Employees working remotely may conduct such meetings with prior approval from their supervisor, provided no part of the meeting occurs within the employee’s home, or in any space not intended or reasonably suited for professional work activities.
4. Virtual Meetings: Employees must enable their video camera while attending virtual meetings so that they may interact the same as if they were attending the meeting in person. Employees may not attend virtual meetings while operating a motor vehicle. Virtual meetings should be attended from the employee’s regular remote work location unless the employee’s job duties require them to be off-
5. campus on official university business at the time the meeting is to take place and it is not possible to reschedule the meeting for another time.
6. Technology/Equipment:
   1. Equipment: If a position requires the use of a computer, the supervisor must provide the employee with a list of necessary equipment prior to the commencement of their remote arrangement, and the employee must confirm that they have such equipment. As a general rule, departments will not provide employees who work remotely at their own request with additional computers or accessories (e.g., mouse, keyboard, external monitors) for on-campus offices or remote work locations. The University also will not provide other home office equipment (e.g., furniture) to employees who work remotely.
   2. University Equipment: All equipment the University provides to an employee, whether used on campus or in connection with a remote work arrangement, remains the property of the University and must be returned upon separation from employment or upon request by the University. Failure to return equipment constitutes misappropriation of University property for which appropriate legal action may be taken.
   3. Internet Connection: Employees with remote work arrangements need a stable, non-public internet connection with sufficient bandwidth to participate in video meetings and other regular activities.
   4. Technology-Related Challenges: Employees are responsible for addressing technology-related issues at the remote work location, except for issues with equipment provided by the University, which should be coordinated with the Office of Technology Services (OTS) Support Desk and communicated to an employee’s supervisor.
   5. Prohibition on Personal Use: Employee may not use University equipment for personal use, including storing personal data or information on a university computer.
7. Data Security: Employees are expected to adhere to the following University requirements at all times:
   1. Secure all devices that will access, use or store University data;
   2. Ensure that devices and the software they run are patched and updated;
   3. Ensure that physical security measures are in place to prevent damage, harm, theft or loss of personally-owned devices;
   4. Do not share your university account or passwords with family members or any other unauthorized individuals;
   5. Ensure that devices are running software to protect them from viruses, spyware and other malicious programs;
   6. Use the University's VPN to access University information systems; for information pertaining to the University’s VPN, please see the document which can be found here: www.iit.edu/ots/access/vpn-remote-access; and
   7. Ensure that University data is stored only in appropriate University systems, databases, or repositories as required by the Department and the University's Record and E-mail Retention Policy (Procedure No. Q.4), which is posted at www.iit.edu/general-counsel/policies-and-procedures, and not on personally owned devices.
8. Incident Response: In the event that a device used to access or store University data is lost, infected with a virus or malware, subject to a phishing attack, or otherwise compromised, the employee must notify the Office of Technology Services (OTS) Support Desk immediately. In the event a cybersecurity incident impacts a personal device used to access or store University data, the employee must fully cooperate with the University's investigation, which in some cases may involve providing the device to OTS for forensic investigation.
9. Additional Relevant Policies: With respect to technology and data security, employees with remote work arrangements are reminded that they must continue to comply with the following University policies: Use of Computer Resources (Procedure No. Q.3); Records and E-Mail Retention Policy (Procedure No. Q.4); and Technology and Telephonic Infrastructure Capabilities (Procedure No. Q.5), all of which are posted at www.iit.edu/general-counsel/policies-and-procedures , and also all cybersecurity policies, processes, and standard, which are posted at www.iit.edu/ots/cybersecurity/policies-standards-and-processes.

8.14

Nature of Employment

Nothing in these Guidelines alters the at-will nature of employment for any staff member, and staff members working remotely remain subject to, and are expected to comply with all applicable University policies and procedures to the same extent as if they were present on campus

8.15

Legal, Tax, and Employment Compliance

1. All remote-work arrangements that involve an employee living or working outside Illinois or Indiana must be reviewed and approved by HR (or other designated office) for compliance with payroll, tax, and employment laws.
2. The remote work agreement must document the approved work location, duration, performance metrics, and any special conditions (e.g., in-office requirements).
3. Changes to an employee’s remote-work arrangement (residency, role, schedule) must be re-approved through the same process as the initial request.
4. Nothing in this policy limits the University’s obligation to provide reasonable accommodations under applicable federal or state law, including the Americans with Disabilities Act and the Illinois Human Rights Act.