This procedure has been developed to ensure that the College maintains its ability to operate effectively and in accordance with its mission, purpose, strategic goals, and objectives. The College may rescind flexible work arrangements at any time based on institutional needs and specific project deadlines.
Employees are accountable for ensuring that the operational needs of the department or College are met, and for exercising a high level of discretion in order to maintain the public trust as state employees; employees must rigorously adhere to policies related to leave administration as well as applicable state and federal benefits associated with employment.
Please Note: This procedure outlines processes for ongoing work arrangements and is not intended for requests due to emergent situations (e.g., issues with technology, plumbing, or transportation). Employees who need to adjust their work arrangement due to an emergent situation should refer to Policy 5.43- Telework and Procedure 5.43.1-Telework .
Flexible Work Arrangement Options
SCC offers the following flexible work arrangements:
Request and Approval Process
The college may initiate a flexible work arrangement for staff members whose positions are determined to be eligible. An employee may request approval to be considered for a flexible work arrangement. The employee must submit a Flexible Work Arrangement Request and Approval Form (available via the Infonet or by contacting Human Resources) and meet with his/her supervisor to discuss the request. To ensure requests are understood and to avoid miscommunication, specifics of the requested arrangement must be documented. The employee and supervisor must determine and document the following as applicable to the specific arrangement:
The documentation should also make clear that the employee shall come to the primary work site, when necessary and requested (e.g., department meeting, employee meeting, training, etc.) regardless of the flexible work arrangement.
Flexible Work Arrangement agreements will require review and approval from an employee’s supervisor, appropriate Dean, Vice President, and President of the College. If the employee is approved for a flexible work arrangement, they will receive a written communication from the HR department. The communication will outline expectations, provide guidance about related processes and requirements, and include a copy of the approved Flexible Work Arrangement Request and Approval Form.
Remote Working Arrangement and Access Guidelines – If a work arrangement requires remote access to campus computing resources, the employee must receive prior approval from his/her supervisor after which the Information Technology staff will be contacted for additional information and assistance.
The following guidelines apply to employees utilizing remote access:
Safety and Liability
The employee shall designate a workspace within the remote work location for placement and installation of equipment to be used while employed in a flexible work arrangement. Prior to the start of a flexible work arrangement, the human resources department and IT staff are responsible for examining the alternate work location, either virtually or physically, with the employee in order to provide reasonable assurance that materials and equipment supplied to the employee at the Alternate Work Location allow for successful completion of assigned work responsibilities, comply with work related safety standards, and minimize distractions in the work environment. The employee shall maintain the designated workspace in a safe condition, free from hazards and other dangers to the employee and equipment.
The College remains responsible for any work-related injuries under our state’s Workers’ Compensation laws, but this liability is limited to injuries resulting from activities directly related to the course and scope of work and only if the injury occurs in the designated work area. Employees shall report all injuries occurring during the flexible work arrangement work time to their immediate supervisor and the Human Resources office within 24 hours.
The College assumes no liability for injuries occurring in the employee’s flexible work arrangement site outside the agreed-upon work hours. The College is also not liable for injuries to third parties (including members of the employee’s family) at the flexible work arrangement site.
The College reserves the right to inspect and audit the flexible work arrangement site at any time to ensure that it is safe and properly secured. A medical work release must be on file in the Human Resources Office prior to an employee participating in a Flexible Work Arrangement due to medical reasons.
All employees are covered through North Carolina Workers’ Compensation Insurance. Liability under Workers’ Compensation applies to “on-the-job” illnesses or injuries caused by an accident arising in the course of employment. This coverage applies to employees working on College premises and to those who are approved for a flexible work arrangement. To qualify for Workers’ Compensation benefits, an employee must be working in the capacity of his/her job role at the time of the incident, and the incident must have occurred during the employee’s established working hours.
Accommodations for Employees with Disabilities
This procedure does not include flexible work arrangement requests as an accommodation for a disability. Employees requesting a flexible work arrangement due to a disability should be directed to Human Resources to discuss potential workplace accommodations in accordance with the Americans with Disabilities Act.
Termination of Flexible Work Arrangements
The College reserves the right to terminate flexible work arrangements at any time. The employee may also request to transition to an alternative work arrangement at any time. This transition request will be reviewed by Leadership whom will then notify HR of the decision. The employee will be notified of the decision by the HR department.
July 19, 2022