New flexible work policy
To: MAC, OPSEU, CUPE 233, RFA Academic Admin, Senior Administration
We are pleased to introduce a new Flexible Work Policy and Procedures. As we gradually shift from remote work as a part of our pandemic response, into a hybrid workforce and our future of work plans, these new documents provide guidance around new remote work practices at the university including:
- Where employees are permitted to live and work (within Ontario or otherwise and under what circumstances)
- Suitable workspace on campus and when working remotely
- Health and safety standards
- Privacy and confidentiality of information and data security
- Ownership of equipment and property
Below are some key questions that are answered by the policy, however we strongly encourage you to read both policy and procedures in full on the website.
Who is eligible for a flexible work arrangement?
This policy applies to all employees and leaders at the university, except for members of the Ryerson Faculty Association (RFA) and members of the Canadian Union of Public Employees Local 3904.
While the policy provides the framework for flexible work arrangements, not all positions at the university will be suitable for remote work, such as those supporting on-campus operational needs or facilities, or requiring the use of on-campus tools and resources. Learn more about the various ways of working on the Future of Work framework page and consult the (google slide) playbook (external link) for steps on how to determine suitability.
If I have a flexible work arrangement, can I be required to come to campus?
Even with an approved flexible work arrangement, an employee can be required by their leader to physically come to work on the university premises on days they might normally be working remotely, for any work-related purpose, such as for meetings, training, projects or as otherwise required.
Leaders will provide prior notice where possible, however prior notification is not a prerequisite of attendance, and may not be possible in all circumstances (e.g. in the case of an emergency or sick coworker).
It is important to remember that the details of flexible work arrangements are at the leader’s discretion. The Future of Work initiative indicates that decisions should be based first on operational need, then on the work employees do, followed by individual employee preferences where possible. Requiring presence on campus for in-person service delivery or team activities, for example, are reasonable expectations.
Can I work outside of Ontario?
A leader may approve an employee’s request to work outside the province of Ontario for a maximum period of one calendar month (31 days) in a one-year period, on a case-by-case basis. Requests to work outside Ontario for longer than 31 days in a year may be considered in extenuating and exceptional circumstances, such as grant requirements, research requirements, visa or documentation delays, or difficulty in filling a specialized role and an Ontario search has been exhausted. Requests must be approved at the vice-president level and reviewed and documented by Human Resources. Review the Out-of-Province Work Procedures and (google doc) Out-of Province Work Request and Agreement form (external link) .
Why must I reside in Ontario?
Employees must reside in and perform their work in the province of Ontario, within a location that allows them to attend the university premises when requested.
In instances when employees temporarily work outside Ontario, there are conditions, risks and responsibilities that they incur. For instance, there are implications on OHIP, WSIB and benefits, employment legislation, taxes, collective agreement provisions, data security and internet access.
Returning to Ontario if you’re currently out of province
Some employees are currently residing outside of Ontario with temporary approvals during COVID-19. With the support of your HR partner, leaders and employees will need to work together to determine a reasonable timeframe for returning.
What equipment is provided?
The university will provide equipment and supplies for an employee for one work location only (i.e. either flexible work location or on university premises), whichever is the primary work location. The primary work location is where an employee works three or more days per week. It is generally recommended that employees with flexible work arrangements are provided laptops for ease of movement between locations.
Employees who require accommodation for medical conditions/disability will be accommodated in accordance with the Accommodation for Persons with Disabilities Policy.
The procedures provide guidance on what equipment should be provided to new employees.
What remote employee expenses are covered?
Details about what remote work expenses are covered can be found in the employee reimbursement guidelines.
Employees are responsible for travel and parking costs incurred between their flexible work location and the university premises.
Ending a flexible work arrangement
Flexible work arrangements can be changed or discontinued depending on a department’s operational and service delivery needs, at any time for any reason. Where possible, the leader will provide a minimum of 30 days written notice to the employee should flexible work arrangements change or be discontinued, but may provide shorter notice in exceptional circumstances.
For more information
The policy, procedures and out-of-province work request form can be found on the policy website as well as the Future of Work framework page.
Please carefully read the policy and procedures in full. If you have any questions, please contact your leader.