Temporary Remote Work Policy

Purpose

This policy establishes guidelines for temporary remote work when the University campus is inaccessible due to weather events or other emergencies. It also applies to rare cases in which employees are granted approval for temporary remote work by their supervisor and the appropriate Executive Leadership Team (ELT) member.

• This policy applies to all University employees, except where otherwise stated.
• Temporary remote work is not a substitute for sick leave or personal leave.
• Classified employees may be subject to additional provisions under the Telework Policy for Classified Staff (SCS Rule 11.4.1).
• Faculty must follow college and department guidelines and/or instructions from their department head and dean.

Policy

Forwarded Office Phone Calls

As assigned by a supervisor, employees should forward their office phone’s incoming calls during business hours to a device to which they have access during remote work occurrences. Employees whose primary duties involve receptionist activity and cannot accept phone calls during business hours should communicate with their supervisor immediately to determine an alternative or to request leave.

Microsoft Teams or Comparable Virtual Platform

During remote work situations, all employees are expected to maintain access to Microsoft Teams or another University-approved virtual platform during business hours. This involves individuals being logged into the platform using a computer or mobile device which enables communication using chat, audio call, or virtual call functions. Scheduled lunch and other permitted breaks apply.

Employees without access to a suitable device should immediately notify their supervisor to discuss alternatives or to request leave.

Virtual Private Network (VPN) Access Tier System

During remote work situations, VPN access may be granted to employees on a case-by-case basis. Access must be requested through the Office of Information Technology and requires approval from the employee’s supervisor and the appropriate ELT member.

The following tiered system outlines how VPN access will be distributed during extended periods of remote work:

Continuous VPN Access:

• ELT members and other senior leaders approved by the University President
• Designated personnel from McNeese Police

Tier 1:

• Unit heads within the Enrollment Management and Business Affairs divisions
• Dean of Student Support and Advocacy
• Director of Counseling Services

Tier 2:

• Unit heads within the Academic Affairs division
• Support staff within the Enrollment Management and Business Affairs divisions
• Counselors within the Office of Counseling Services
• Academic deans
• Select academic department heads

Tier 3:

• All other employees requiring VPN access, subject to supervisor and ELT approval

Best Practices for Remote Work

The need for remote work can sometimes arise unexpectedly. The following list of best practices allows employees to properly prepare and maintain ideas for what to accomplish when not physically in the office:

• Frequently test login credentials and troubleshoot any issues ahead of time.
• Remain logged into email and available for calls during normal working hours.
• Forward phone calls during business hours from the office phone to a home or cell phone.
• Use Microsoft Teams for instant messaging and video calls with coworkers and other peers.
• Conduct all scheduled meetings virtually via Microsoft Teams.
• Upload files and resources to Microsoft OneDrive to be accessed from a remote work location.
• Engage in independent work that does require a physical presence, such as:
  • Reviewing McNeese website content for accuracy
  • Conducting policy reviews
  • Drafting reports
  • Researching peer institutions for trends and best practices
  • Reading higher education publications related to work duties
  • Completing assessment reports
  • Completing online training
  • Creating plans for future office operations, programs, and activities

Security and Confidentiality of Information

Privacy regulations apply to remote work. Employees must take appropriate precautions to protect sensitive information while working remotely. Only secure, password-protected networks should be utilized, and screen viewing privacy should be maintained. Employees who have cybersecurity concerns should inform their supervisor and contact the Office of Information Technology before accessing the VPN network.

University Equipment Used for Remote Work

When University equipment is removed from campus for remote work purposes, all applicable standards outlined in the Property Control Policy must be followed. The Equipment Entrustee Form must be completed as required.

Technology resources will be provided by the University when feasible and available. However, employees may be required to use their own equipment to meet remote work needs.

The University is not responsible for damage to an employee’s personal or real property while working remotely. Additionally, the University will not cover costs related to internet service, or provide repair, technical support, or maintenance for personal equipment, including home networking components such as routers and modems.

Alternatives to Remote Work

Employees with duties primarily conducted outside of an office setting may have alternative arrangements as determined by their supervisor and/or the appropriate ELT member. This could include but is not limited to remaining on call for in-person duties or, within reason, reporting to campus if essential services are required.

Communication

This policy is distributed via the University Policies webpage.