Swarthmore Staff Remote Work and Alternative Schedule Policy

As a residential liberal arts institution, Swarthmore College cultivates a vibrant community for learning, living, and working. For some departments, incorporating remote and hybrid work into the operations of the department can be an effective and productive tool for meeting goals and objectives in accordance with the mission of the College. It also may be a way to address College-wide goals, such as our commitment to sustainability. As such, departments may consider remote or hybrid work arrangements that enable eligible staff members to perform their work effectively. Remote or hybrid work will be granted to departments when it is feasible, provided that services are available to community members during regular hours of business.

Remote and hybrid work should enable, and in some cases improve, department efficiency and productivity. In order to incorporate remote or hybrid work into department operations, department managers will be expected to consult with various campus partners and receive approval from their President’s Staff member and Human Resources. This policy applies to work performed by regular staff members. It does not apply to:

Temporary or on-call employees
Faculty and other instructional staff
Student workers

Remote and hybrid work does not change the terms and conditions of employment. New remote and hybrid work arrangements will be allowed, at the College’s discretion, only in Pennsylvania, New Jersey, Delaware, and Maryland. New remote work outside of Pennsylvania, New Jersey, Delaware, and Maryland will not be allowed. Remote work arrangements can be altered or ended at any time. Employees must remain available to attend on-campus work, meetings, events, etc. as determined by their supervisor.

Definitions

Remote: work that is regularly performed by a staff member, unit, or department off campus with only occasional visits to campus for limited tasks, such as to pick up supplies and mail, or to attend occasional in-person meetings, retreats, trainings, and/or other activities and events as determined by the supervisor.
Hybrid: work that is regularly performed by a staff member, unit, or department on campus and remotely.
On-Campus: work that is regularly performed by a staff member, unit, or department on campus. Occasional remote work may be allowed with prior approval from the supervisor.

This policy does not apply to temporary remote or hybrid work arrangements that only exist for a limited time period of less than two weeks.

Procedures, Resources, and Approvals

All remote and hybrid work arrangements must adhere to this policy and these guidelines (doc). Human Resources is available to assist supervisors with their planning for remote and hybrid work. Additionally:

New remote work outside of Pennsylvania, New Jersey, Delaware, and Maryland will not be allowed.
Remote work from international locations will not be allowed.
Supervisors and managers will promptly notify Human Resources of any schedule or remote work location changes.

Periodic Review

Managers must periodically assess the success of remote and hybrid operations and employee performance. When warranted, timely changes should be made to the remote and hybrid work plan in consultation with Human Resources and your President’s Staff member.

A remote or hybrid work arrangement may be revoked at any time if it is determined to be in the best interest of the department or College or where the employee’s performance is not meeting expectations.

Eligibility Criteria

Staff members must demonstrate the following in order to be eligible to perform remote or hybrid work:

That they maintain the expected quantity and quality of work while working in a remote or hybrid setting, as determined by the manager.
That they contribute to the department maintaining a high quality of service for students, faculty, and other members of the College community.
That they maintain regularly scheduled work hours and can be fully accessible during those hours to attend meetings and other department functions.
That they remain available to attend on-campus work, meetings, events, and other work activities as determined by the supervisor with reasonable notice.

Generally, requests to work remotely should not be considered when:

A remote or hybrid work option is inappropriate based on the nature of the job and specific responsibilities.
The job requires the staff member’s physical presence on campus, or working remotely would disrupt College or department efficiency or productivity.
The staff member’s responsibilities require frequent supervision, direction, or input from others who are on campus or the staff member is required to provide such oversight of others.
The staff member has received disciplinary action within the past year or has a demonstrated attendance problem.
The staff member cannot perform remote work from an approved location.

Staff members who work remotely must comply with all College policies and procedures, including safeguarding and securing any restricted or confidential information with which they work. Failure to fulfill job duties and responsibilities may be cause for revocation of the remote or hybrid work arrangement and disciplinary action, up to and including termination of employment.

Equipment Needs

Departments will determine, with information supplied by the staff member and their supervisor, the appropriate equipment needs for each remote work set-up on a case‐by‐case basis. Upon resignation or separation from the College, all College-issued technology and equipment must be returned to the College. Remote and hybrid working employees must maintain a safe working environment in compliance with the College’s Safety Checklist (doc).

Technology and Remote Access to College Networks

All remote and hybrid employees must review and abide by the ITS guidelines for working remotely.

Requests for Remote and Hybrid Work

Staff members interested in requesting remote or hybrid work arrangements must consult with their department manager, who will determine if the position is eligible in consultation with the area President’s Staff member and Human Resources.

Requests for medical accommodations requiring remote or hybrid work must be reviewed and approved by Human Resources. To request medical accommodations, contact benefits@swarthmore.edu for more information.