Teleworking & Flexible Work Schedules

University of North Carolina Wilmington supports the use of appropriate teleworking and/or flexible scheduling work options for employees. The resources below, including the Teleworking and Flexible Work Guidelines, have been designed for use in determining how to operationalize the Teleworking and Flexible Work Schedule policies in support of the university’s business needs while providing employee flexibility.

Guidelines & Resources

• Teleworking and Flexible Work Guidelines
• Teleworking/Blended Team Communication Plan Job Aid
• Telework Safety Guidelines
• Teleworking Equipment Check-out form (.xls)
• Teleworking Suitability Checklist for Employees Sample
• Teleworking Suitability Checklist for Supervisors Sample
• Completed Teleworking Suitability Checklist Sample
• Teleworking & Flexible Work Schedule Agreement Form Sample

Policies

• 08.112 SHRA and EHRA Non-Faculty Teleworking Policy and Procedures
• 08.230 Flexible Work Schedules
• 300.8.6[R] Regulation on Flexible Work Arrangements and Remote Work 

Training

• Telework & Flexible Work Schedule Guidelines: Supervisor Overview (SkillPort; Originally recorded 5.25.21)
• Establishing Effective Virtual Teams (SkillPort)
• Contributing as a Virtual Team Member (SkillPort)

Additional training & resources can be found in the Teleworking and Flexible Work Guidelines!

Forms

Telework Suitability Checklist Form

Teleworking & Flexible Work Schedule Agreement Form

Frequently Asked Questions

• Who is eligible for Teleworking and/or Flexible Work Schedules?

  UNCW provides opportunities for flexible work arrangements to SHRA or EHRA Non-Faculty employees; however, establishing a flexible work arrangement does not create a guarantee, right, or entitlement to such an arrangement by any employee or groups of employees. An approved flexible work arrangement must support the university’s operational needs and may be changed or revoked at any time. If revoked, affected employees will be provided a minimum of 10 working days’ notice to transition to a new schedule and/or working location.

• Who will identify the roles that can be performed remotely?

  All UNCW supervisors are responsible for determining if a position within their purview is eligible for telework/flexible work schedule arrangements, based on the basic eligibility process provided in the Teleworking and Flexible Work Schedule Guidelines. All telework/flexible work schedule arrangements must be approved by the Divisional Vice Chancellor or their designee. If you have additional questions, please contact your HR Employee Relations Consultant for clarification.

• What do supervisors need to do to prepare for employees requesting a Teleworking and/or Flexible Work Schedule arrangement?

  All supervisors are expected to review the following:

  • 112 UNCW SHRA and EHRA Non-Faculty Teleworking Policy and Procedures,
  • 230 UNCW Flexible Work Schedules,
  • 211 Compensatory Time (Overtime)
  • 210 Time Keeping and Administration of Leave Programs for SHRA and EHRA Employees,
  • ITS Support Addendum, and
  • UNCW Telework Safety Guidelines.

  
  Additionally, supervisors must review the Teleworking and Flexible Work Schedule Guidelines and complete the required training outlined in the guidelines prior to entering into a telework and/or flexible work schedule arrangement.

• What do employees need to do to prepare for requesting a Teleworking and/or Flexible Work Schedule arrangement?

  All employees are expected to review the following:

  • 112 UNCW SHRA and EHRA Non-Faculty Teleworking Policy and Procedures,
  • 230 UNCW Flexible Work Schedules,
  • 211 Compensatory Time (Overtime)
  • 210 Time Keeping and Administration of Leave Programs for SHRA and EHRA Employees,
  • ITS Support Addendum, and
  • UNCW Telework Safety Guidelines.

  
  Additionally, employees must review the Teleworking and Flexible Work Schedule Guidelines in its entirety and complete the required training outlined in the guidelines prior to entering into a telework and/or flexible work schedule arrangement.

• Who is responsible for completing the teleworking and flexible work schedule agreement form?

  The teleworking and flexible work schedule agreement form is established between the employee and direct supervisor.

• What about employees who may not have sufficient access to Wi-Fi or internet at home?

  Employees are responsible for obtaining sufficient internet access in their alternate work location. The university is not responsible for funding internet access at alternate work locations. Supervisors should confirm internet connectivity while preparing the telework agreement with their team members.

• Will full-time teleworkers ever be required to physically come to UNCW?

  The supervisor may require on-site visits to UNCW for a variety of reasons to ensure business needs are met; this requirement is an expectation and will be documented in the individual’s telework agreement.

• Do full-time, teleworking employees still require a UNCW One Card?

  Yes. All UNCW employees are required to obtain an identification badge upon their hire.

• Is teleworking a substitute for child or elder care?

  No. A teleworker must focus on completing the assigned work and not try to handle child or elder care situations while working. However, teleworking may provide some employees with greater flexibility to manage their work/family schedules and the opportunity to reduce or eliminate commute times.

• What are the traits of employees who are well-suited for teleworking?

  The ideal teleworker is well organized, works independently and requires minimal supervision. Successful teleworkers have a high degree of job skill and knowledge and strong time management skills. Successful teleworkers like working at home or away from the office for at least part of the week and don't mind working alone. Teleworking is not ideal or desirable for every employee.

• What are some tips to being a successful teleworker?

  Make sure you are clear about your supervisor’s expectations for the teleworking arrangement. Establish a trusting telework arrangement by communicating with your supervisor about what you'll be working on and when you'll be teleworking. Provide feedback on what you accomplished when working at home. Clear and consistent communication with your supervisor is a simple and effective way to build trust.

  Here are some additional tips for effective teleworkers:

  • Plan your work in advance.
  • Take more work with you than you think you'll be able to finish (twice as much is a good gauge).
  • Prepare for technology glitches by having non-computer dependent work with you, such as reading, editing, etc.
  • Make sure you have everything with you that you need, including phone numbers, reference material and office supplies (paper, printer cartridges, etc.).
  • Avoid calling the office to ask others to look things up for you.
  • Establish a routine similar to your normal, campus-based workday.
  • Avoid procrastination — have a schedule for the day and stick to it; set deadlines.
  • Take regular breaks throughout the day.
  • Set ground rules with other household members about when and why you can be interrupted when you are working.
  • Avoid overworking — shut down at the end of the day.
• What would cause a teleworking and flexible work schedule agreement to be denied?

  A teleworking and flexible work schedule agreement may be denied for several reasons, including, but not limited to:

  • When teleworking/flexible work scheduling is requested due to special conditions such as needing to provide dependent care in home, recovering from an illness or caring for an ill family member. (Further guidance related to these types of special conditions can be obtained from your HR Employee Benefits Counselor.)
  • If proper security and confidentiality considerations have not been clearly outlined in the teleworking and flexible work schedule agreement.
  • If employees have documented performance or conduct concerns, resulting in the need for closer supervision, support and/or training.
  • If employees are unable to carry out duties of their job remotely due to technological issues (i.e. lack of internet).
• How often do the teleworking and flexible work schedule agreements need to be updated?

  The agreement form must be re-evaluated on an annual basis to ensure that the arrangement continues to meet the university’s operational needs and the employee remains a successful, well-prepared, engaged and contributing member of the UNCW community.

• Are teleworking employees required to attend staff meetings?

  Yes. Telecommuting employees should be included in all staff and team meetings and may be required to report to campus for on-site meeting and team training. The same level of connectedness between teleworking employees and non-teleworking employees is still expected.

• How should leave be handled for employees who have a teleworking/flexible work schedule arrangement?

  Leave should be handled in the same way as any employee working on campus. Non-exempt employees should be aware of FLSA law and flexing time regardless of the classification. Employees are still expected to complete and submit work time according to the policies and procedures outlined in leave policies and timekeeping guidelines.

• For employees who may participate in telework on occasion, should a telecommuting agreement be completed?

  For employees who may participate in telework on occasion, should a telecommuting agreement be completed?

• If employees have questions about teleworking or flexible work schedules, who should they contact?

  Employees should first reach out to their supervisors regarding the possibility of teleworking or flexible work schedules or to inquire if their work can be completed remotely. If a supervisor is unable to answer a question or the question is policy-focused, employees can contact their HR Employee Relations Consultant for further guidance and clarification.

• If there is adverse weather, can employees telework?

  For adverse weather events, the Adverse Weather and Emergency Event Policy should be followed. The condition levels outlined in the policy provide additional information regarding different circumstances about closures and delays, reduced operations, suspended operations, etc. Depending on the adverse weather or emergency event, a supervisor could approve an employee to telework under the “occasional teleworking” guidance.

• If an employee’s supervisor changes, does the employee have to complete a new Teleworking and Flexible Work Schedule Agreement Form?

  No. If an employee’s supervisor changes, the employee does not need to fill out a new Teleworking and Flexible Work Schedule Agreement Form. The form will stay active until the next review date. However, the new supervisor may revoke the agreement if needed. The employee should discuss the existing Teleworking and Flexible Work Schedule Agreement with the new supervisor to ensure there is an understanding of what is currently in place.

• If an employee is not performing adequately while working remotely, or business needs have changed, can a supervisor revoke a Teleworking and Flexible Work Schedule Agreement?

  Yes, a supervisor can revoke a Teleworking and Flexible Work Schedule Agreement at any time, with a 10-working-day notice.