Frequently Asked Questions for Managers

How long should a remote work agreement be in place after approved?

All agreements should be piloted for a period of 90 days before a regular agreement is implemented. The supervisor and staff member must include regular reviews of the agreement to decide what is working and what needs to be improved or enhanced.

Is there any time when a supervisor can terminate or vary the agreement?

The supervisor can terminate or amend the agreement based on a number or reasons, including operational changes, staffing changes, leadership changes, performance, etc. If the termination or amendment to the agreement is not mutual, the supervisor must provide at least two-weeks notice in writing to the staff member.

Can the denial of a request for a remote work agreement be grieved?

The grievance procedure does not apply to decisions regarding remote work requests.

Can a request for remote work for the same position in different departments or schools be handled differently? Can one be approved and the other denied?

Yes. Since every job, staff member and situation are different; it cannot be assumed that the same decision is appropriate for two similar positions. Supervisors know the operations of their department/unit(s) best and are responsible for final decisions on how to get the work accomplished. But keep in mind that supervisors have the authority to say yes or no to remote work, or to postpone consideration of remote work to another time.

Can a supervisor mandate remote work for an entire unit or department?

It is in the supervisor's interest to consider individual scheduling preferences and to make the best effort to respond to these to avoid reduced productivity or the challenges and costs of turnover. However, a supervisor may require remote work for an entire unit or department to meet organizational needs.

Can remote/hybrid work serve as an alternative for childcare and/or care of other individuals?

Combining the day-to-day demands of a job while trying to attend to the care of a loved one long term is a recipe for failure. It is expected that the time of day designated as working for Duke is 100% focused on the Duke role and that others are attending to the needs of loved ones during that time.

What happens if a staff member who is working remotely wants to return to his or her on-site role?

The staff member should discuss this with his or her supervisor at least 30 days prior to the date he or she wishes to resume the previous schedule. The supervisor may or may not be able to approve the request, depending on the needs of the business unit.

What happens if a staff member with a remote work agreement transfers to another department?

The staff member and the staff member's new supervisor should discuss the situation and determine if the staff member's current remote work agreement is appropriate for the new position and department. The staff member may have to complete a new remote work agreement form.

Does the policy for remote work to bargaining units at Duke?

No.

Who initiates a request or takes primary responsibility for completing a proposal for remote work?

Either the staff member or the supervisor may suggest remote or hybrid work. The staff member and the supervisor are encouraged to discuss their needs and to work together to develop the best possible arrangements for their situation.

What are the benefits to my department/unit/entity of remote work?

There is a strong business case for remote work. The benefits include:

Increased productivity: recent studies indicate that productivity of employees working remotely was as high or higher than working on-site before the COVID-19 pandemic.
Improved retention and staff commitment: staff may remain with an employer longer have a higher level of commitment when an organization provides access to telecommuting arrangements
Cost savings: reduced staff turnover, training costs and possibly accommodation costs contribute to improving competitiveness.
Improved recruitment: more flexibility can attract potential staff members when vacancies arise, especially in a situation where applicants can make comparative evaluations of job offers; skilled and experienced people may be attracted back into the work force, and a match can be achieved between skills and current market shortages.

If a supervisor receives multiple requests that all cannot be accommodated, how does he/she rate the needs of the requesters to decide which requests to approve?

Reasons for the requests should not be used as the only factor in making a decision. If the staff members' requests are similar in terms of their ability to continue to meet job requirements, seniority and performance may be factors in determining which request to approve. The supervisor may ask the staff members for input into a solution that would enable the staff members to meet their individual needs as well as the needs of the business unit.

How do you supervise staff members working at home?

If staff members work at home as an established remote work agreement, then supervisors should set up a structured system for management. The emphasis will focus on the completion of tasks rather than based on time. Performance measures should be agreed and then monitored. Communication is very important for those working at home.

How should a supervisor handle a situation where it may be appropriate to approve one person's request for telecommuting and deny the request of another?

All decisions should be focused on organizational needs and objective criteria related to work performance and job demands. A consistent approach to analyzing the situation should be applied. Then, it is important to communicate to each requestor the decision and its rationale. Documenting the basis for these decisions is always a good idea in case questions arise later. Staff and Labor Relations can help you develop objective criteria to use and a strategy for communicating your decision.

What is the appropriate level supervisor who should be involved in approving a remote work agreement?

This may vary by department/school/entity. If you are a supervisor who has been asked to review a request for remote work and you are not sure if other leadership staff should be involved in the evaluation process, consult with your supervisor.

Are supervisors eligible for remote work?

Yes.

Are staff in a non-exempt positions eligible for remote work?

Yes. Please recall though that all hours worked must be reflected as worked time and overtime must have advance approval by the supervisor. Non-exempt staff are not allowed to work remotely outside of North Carolina.