Remote Work Policy and Forms

The Remote Work Suitability Assessment is a form completed in conjunction with the Evaluating Remote Work Opportunities decision guide. This form documents suitability factors for remote work and is utilized to obtain appropriate approval.

• Remote Work Suitability Assessment (pdf)
• Remote Work Suitablilty Assessment (doc)

Making Equitable Decisions

While remote work will be grounded in the business needs and other suitability factors, K-State is committed to equity, fairness, and consistency in the implementation of remote work. Given the complexity of determining suitability; remote work opportunities are very unlikely to be exactly the same, even for similarly titled positions.

The suitability assessment process will ensure that each opportunity is evaluated through consistent criteria while recognizing the differences between each remote work request. Decisions will be based on a comprehensive evaluation of the opportunity and will include oversight from Senior Leadership to ensure objective and equitable outcomes.

Once the Remote Work Suitability Assessment has been completed and if the remote work arrangement is deemed suitable by the department head/supervisor:

1. Obtain approval from senior leadership at the cabinet or dean level.
2. If approved by senior leadership, the supervisor communicates the decision with the employee.
   
   Communication Template for Remote Work Arrangement Approval (doc)
   
   
3. Supervisor completes a Remote Work Agreement form in collaboration with the employee.

If the Remote Work Suitability Assessment has been completed and the remote work arrangement is NOT deemed suitable:

1. The supervisor communicates the decision with the employee.
   
   Communication Template for Remote Work Arrangement Denial (doc)

A Remote Work Agreement is used to document work arrangements where a regular, recurring remote work arrangement (including hybrid) is agreed upon by the employee and their supervisor (with approval from appropriate senior leadership). A Remote Work Agreement is not required for periodic, intermittent, temporary, or emergency-based remote work arrangements. In these cases, documentation between the employee and the department is sufficient.

The agreement should be as specific as possible and should include:

• Employee’s work schedule with documented days and hours that the employee is expected to work on campus or facility work location or remotely (as applicable).
• Methods, times, and frequency of contact.
• Ownership and maintenance of required equipment and supplies.
• Remote work expenses that will be paid with the establishment of the remote work arrangement, along with outlined reimbursement expenses for travel. Please refer to policy for appropriate stipends.

The Remote Work Agreement form should be completed, signed and dated by the employee, the supervisor, and senior leadership at the cabinet or dean level, if needed. A copy of the form should be given to the employee; a copy should be kept in the department and a copy should be sent to hrimaging@ksu.edu for inclusion in the employee's file.

• Remote Work Agreement Form (pdf)
• Remote Work Agreement Form (doc)

The Department Equipment Inventory Form and Agreement should accompany the Remote Work Agreement form. The purpose of this form is to document the equipment or university property utilized by an employee at an off-campus or facility work location.

• Department Equipment Inventory Form and Agreement (pdf)
• Department Equipment Inventory Form and Agreement (doc)

New remote work arrangements should be reviewed for efficiency and effectiveness at 30-, 60-, and 90-day intervals. Following this, successful remote work arrangements should be reviewed on an annual basis.

• Remote Work Arrangement Review (pdf)
• Remote Work Arrangement Review (doc)

This form may be retained in the department and does not need to be submitted to HR.