SoP Remote Work Guidelines

Date originally issued: June 28, 2021
Effective Date: August 1, 2021
Revised: June 3, 2024

Introduction

As part of our ongoing efforts to provide an exceptional learning and working experience for our students and employees we have updated our Remote Work Guidelines. These updated guidelines consider what we have learned over the last three years while remaining consistent with the values identified below:

An on-campus presence for employees is necessary to retain excellence as a residential pharmacy school focused on teaching, research, and service.
On-campus work allows for interactions that build connections, facilitate operational efficiencies and when stewarded properly, promotes community.
When done effectively, remote work can increase efficiencies and support employees to do their best work while also providing them with flexibility.

These guidelines outline how the SoP will continue to adhere to the requirements of the UW–Madison Remote Work Policy with these guiding principles in mind and, specifically, the request and decision-making process that employees must follow to work remotely at the School of Pharmacy.

Scope

This policy applies to all employees who are in any of the following employment categories:

Academic Staff
University Staff
Limited Employees
Temporary Employees
Post-Degree Training Appointments
Student Hourly Employees
Employees categorized as Zero-Dollar Appointments

For Faculty, (CHS, Clinical, and Tenure-Track) and Graduate Assistants (i.e., Teaching Assistants, Research Assistants, and Project/Program Assistants), this policy applies only to out-of-state or international remote work.

Overview and Request Process

The following process is to be used for remote work requests that follow a regular, repeated schedule. The following process is not to be used for workplace flexibility requests that are sporadic in nature. Workplace flexibility requests are at the supervisor’s discretion.

Remote Work Request Process

– Considerations for Remote Work Agreements

Remote work may be considered for positions where it is feasible and does not adversely affect job responsibilities.
Remote workers will be expected to attend in-person unit, school and university meetings and events, even if they are scheduled to work remotely, if virtual options are not feasible.
Supervisors will review each request based on job responsibilities, performance history, and the individual’s ability to work remotely effectively.
Staff must be accessible during working hours via email, phone, or any other communication platforms required for their job roles.
Units with multiple employees approved for remote work are encouraged to establish and communicate a schedule that allows for maximum connectivity between employees within the unit and others in the school.
Equipment, materials, and supplies for remote work employees will vary based on the employee’s duties and responsibilities. In general, employees approved to work remotely will be provided a single laptop computer and associated hardware for use in both Rennebohm Hall and at remote locations for performance of their responsibilities, unless additional equipment is otherwise required by the nature of the work performed.
Employees with remote work arrangements are generally expected to provide, at their own cost, internet connectivity at a quality necessary to support their work tasks, including the ability to use university-sponsored video conferencing tools.

– Completing the Campus Remote Work Agreement

The first step in requesting remote work is to ensure you have a discussion with your supervisor to determine whether remote work is an appropriate consideration, and what parameters are approved for remote work for each individual.
All remote work agreements must be completed and approved using the campus system. The employee and supervisor will need to fill out and approve the campus Remote Work Agreement so the arrangement is officially on record. The supervisor and employee will outline the following in the agreement:
- Day(s), number of hours per day, and core hours that need to be maintained;
- Time frame requested; *please note, all remote work agreements should follow the fiscal year, ex: from July 1, 2024 – June 30, 2025. Remote work agreements should be for one year at a time and can be changed at the supervisor’s discretion.
- Remote work environment that is appropriate and supportive for successful work
- Technology requirements (including high speed, reliable internet access and expectations for video attendance in virtual meetings);
- Personal devices used for work should adhere to the school’s and campus IT security protocols.
- Duties that will be performed on-site vs. remote (i.e., events, meetings and other activities for which there is an expectation for in-person attendance).
- Expectations for regular check-ins during remote work.
Once completed, the online tool will automatically route the agreement to the school for approval and the relevant campus offices if needed.

– Post-Approval Conditions

Once the remote work agreement is complete, supervisors and employees should undertake the following activities that will support a more successful remote work experience:

Utilize online collaboration tools, such as video conferencing platforms, project management software, and messaging apps, to foster effective teamwork.
Regularly update colleagues and supervisors on work progress and any potential challenges.
Supervisors are encouraged to engage in training to help ensure that the remote work experience is successful for both the department and the employee. In particular, it will be important to learn how to effectively manage both on-site employees and remote employees.
Remote Work Evaluation — Supervisors should review with employees the effectiveness of the Remote Work Agreement on a regular basis, preferably during the PMDP process review periods. If there are any performance concerns related to the remote employee or the performance of the department as a result of remote work, the supervisor can modify or revoke the agreement as long as the employee is provided with reasonable notification. If a supervisor modifies or revokes a remote work agreement, the employee may request a review of the supervisor’s decision by the dean or the director of the employee’s unit, as provided in the UW–Madison Remote Work Policy. As the end date approaches for an existing agreement, the supervisor should work with the employee to make any changes, renew the agreement, or terminate the agreement.

We expect that the school will continue to learn how best to operate in a way that takes advantage of efficiencies and flexibilities found in onsite and remote work. We will review this policy periodically and update it if needed to ensure that we are incorporating these lessons learned.