Remote Work Arrangement (RWA) Guidelines

General Information and Guidelines for CCS Staff

(July 2021)

Overview

The College for Creative Studies (CCS) is committed to providing an in-person learning environment with face-to-face experiences for students and employees. An energetic in-person campus is necessary to learning and creating an engaging and dynamic campus culture. The College also recognizes the benefits of offering a remote work option for up to two days per week to some of its employees under appropriate circumstances and has established the Remote Work Arrangement (RWA) Guidelines. By allowing for remote work arrangements, CCS may be able to retain valued employees, attract quality applicants, increase productivity, improve morale, and optimize use of office space.

The RWA option is a six (6) month temporary pilot program, subject to be continued as is, with modifications or discontinued.

Guidelines

All academic and student support offices must be open and staffed for in-person assistance Monday through Friday during regular business hours. Supervisor approval is necessary for all RWA requests. Supervisors must provide, in writing on the RWA Request Form, their decision to approve or deny an RWA request. Any such decision should be based on the guidelines set forth below.

Guidelines for Supervisors

  1. Supervisors must determine an employee’s suitability for an RWA based on:

● The nature of the employee’s position and the need for face-to-face interaction with students, co-workers, faculty, and clients/customers or vendors. Some positions do not qualify for RWA due to the nature of the work performed.

● How student/faculty/staff/external partner interaction may be affected by an employee’s RWA.

● The likelihood the employee will be able to perform the essential functions of the position while on an RWA at the same or higher level of performance as when not on an RWA.

● The employee’s performance and disciplinary history. Employees with current performance or disciplinary concerns may not be eligible for an RWA.

  1. Remote Work Arrangements cannot exceed two days per week. RWAs are subject to be continued/discontinued, suspended, or modified at any time at the discretion of the supervisor. RWAs can also be discontinued if the College changes or terminates its policy with regard to RWAs.
  2. Supervisors should be careful to avoid unfairly distributing work to other employees in order to accommodate another employee’s RWA. An employee on an RWA is responsible for performing all of their own job duties.

Guidelines for Employees Seeking a Remote Work Arrangement

All employees should discuss their potential eligibility for an RWA with their supervisor. Eligible employees are required to submit the Remote Work Arrangement Form to their supervisor for consideration.

Employees Who Seek an RWA Must Comply with the Following:

  1. If working remotely, understand the expectations to perform your job duties remain the same as if you are working from your office (e.g., attend meetings remotely, interface with your co-workers as required, be responsive during established work hours, and complete assigned work timely).
  2. An RWA should not cause additional work for co-workers or your supervisor.
  3. Be available to work in person on campus if requested.
  4. Remote working cannot be used as an alternative method to provide dependent care. Employees need to ensure that dependent care responsibilities do not interfere with their agreed upon work schedule or completion of work.
  5. Employees accept responsibility for maintaining the security and confidentiality, if

required, of all work-related information, data, documents, and other materials kept at their remote workplace or stored on personal electronic equipment. In the event of a breach of security or if CCS information is lost or stolen, the employee will immediately report the incident to their supervisor.

  1. For remote work, familiarize yourself with remote access and accessing your voicemail from off campus.

Extreme Winter Weather and Other Emergency Closures

In the event of a campus closure due to severe weather or other emergencies, the process for an employee working under an RWA is the same as it is with employees under a non-RWA. If the campus is closed, employees are not expected to work unless they have been identified by their supervisor as a critical infrastructure worker.

Part-Time Administrative Staff Benefits

Part-time administrative staff are defined as working fewer than 30 hours per week for up to 50 weeks per year.  Part-time staff are eligible for the following limited number of benefit programs.

Tax Sheltered Annuity Plan (403b) – employees receive a 3% contribution from the College to their tax sheltered annuity plan.  Employees can contribute pre-tax from their paycheck up to the maximum allowed by the Internal Revenue Service.

Paid Time Off (PTO) – Part-time employees who work at least 10 hours a week accrue 1 PTO day per month worked.  Employees may carry over up to 1 PTO day per month worked each year.  The PTO days that accrue are the same length as the employee’s workday.  For example, employees who work four hours a day will accrue one four-hour PTO day each month.

Tuition Remission – Employees are eligible for a part-time tuition waiver.  Part-time administrative staff must be regularly scheduled for a minimum of 20 hours per week and are eligible for up to a half-time tuition waiver.

Pre-Paid Legal

The College provides two voluntary benefit plans for employees.  The Family Legal Plan provides for services such as creating a will, traffic violations, home purchase, civil suits, document review, and attorney consultations.  Identity Theft Shield provides for Credit Report Analysis and Monitoring, Identity Theft Restoration, and protection against crimes and unauthorized credit use in your name.

Employee Assistance Program (EAP)

The College provides access to an Employee Assistance Program (EAP), which is currently through an outside organization called Ulliance.  Ulliance provides confidential assistance to employees and family members to help resolve any concerns that may affect the employee’s personal or work life.  Services are provided for such concerns as family and children problems, marital and relationship conflicts, stress or other emotional difficulties, grief and loss issues, and alcohol or other drug use.  Ulliance also provides assistance with legal issues, financial concerns, elder care referrals, and child care resources.  Ulliance’s role is to guide the employee and family members in finding whatever type of assistance is needed, either by providing that service directly, or connecting with an organization that can help.  Ulliance is an outside vendor under contract to the College.  The College pays for the services of Ulliance, up to limits set forth in its agreement with Ulliance.  However, individuals providing services for Ulliance do not work for the College, and the College disclaims any liability related to the provision of services by Ulliance or any other EAP provider with whom the College may contract.

Unemployment Insurance

This insurance provides a continuation of a certain portion of your salary in the event you lose your job through no cause of your own.  If your employment is terminated, you may be eligible to receive unemployment compensation from the state. If it is your choice to leave CCS, generally you will not be eligible for benefits.  If your termination was the choice of CCS, you may be entitled to receive unemployment benefits, depending on the circumstances.

Life Insurance and Accidental Death and Dismemberment

Full-time employees are eligible to participate in the group life insurance plan on the first of the month following thirty days employment.  CCS pays 100% of the premium.  The amount of the insurance is two times the employees’ annual salary, rounded to the next highest thousand.  The same amount of coverage is applied to accidental death and dismemberment coverage.  Employees have optional supplemental life insurance and dependent life insurance plans available.

Liability Insurance / Errors and Omissions

CCS carries insurance that covers employees if they are sued as a result of actions taken within the scope of their duties at CCS.  This insurance provides for the cost of legal defense as well as financial settlements.  The total amount of coverage per claim is $5,000,000.  The aggregate coverage for a single year is also $5,000,000. 

Scope of duties for an administrative staff member would include anything reasonably expected in the course of their administrative duties and any assigned tasks by CCS.  This coverage includes defense costs as well.  This coverage would not apply in those cases where an employee has actually committed an unlawful act, as such acts are generally not insurable.

Workers Compensation

Workers compensation insurance is designed to cover all occupational injuries and illnesses.  It is paid by the College and is effective from your first day of work.  Workers compensation insurance provides benefits that may apply as a result of a work-related illness or injury.  These benefit payments may cover expenses incurred for medical care, replacement of a portion of your income lost as a result of disability, and lump-sum payments to beneficiaries in case of death.

If you are injured while you are at work, or become ill as a result of your job, you must report this to your supervisor immediately.  In all cases of work related injury or illness, no matter how minor, an Accident/Injury Report form must be completed and forwarded to the Office of Human Resources.  This record-keeping is required by OSHA and MIOSHA.