Luddy School of Informatics, Computing, and Engineering Remote Work Arrangement Guidelines for Staff

Indiana University has a Remote Work for Staff Employees Policy. Like the university, Luddy Indianapolis seeks “the balance of remote and in-person on-campus work that best meets the needs of the university and its employees while assuring that the fundamental in-person character of the university is maintained, the work of the university is performed entirely and efficiently, and the needs of the university’s constituents, especially of students, are fully met.” With that guiding principle, Luddy Indianapolis is philosophically opposed to 100% remote work by staff during ordinary circumstances; however, the school is willing to consider flexible work arrangements outside of the criteria below, under rare and extreme circumstances.

IU's Remote Work Arrangement Request Form

The University’s Remote Work Arrangement (RWA) request form—required for all staff remote work arrangements—is found at One.IU or the IU HR website.

Staff should discuss their remote work proposal with their supervisor before submitting the RWA form, as it cannot be edited once submitted. If an approver is willing to approve a change made after submission, they must disapprove the form, and the employee must submit a new RWA form.

The form routes for approval as follows: your supervisor --> ad hoc approvers --> the school’s HR Business Partner.

Staff: When submitting a request, select your first choice of remote day and add a note identifying your second choice of remote day when completing the “reason for requesting remote work” section. All requests will be considered, but remote workdays will be granted based on the staffing needs of the school.

Supervisors: enter Davide (dbolchin) as an ad hoc approver before you approve any RWA form.

Guiding principles for remote work for Luddy Indianapolis staff

• One day per week (or two half days) for remote work may be requested. Requests that specify more than one day of remote work may be considered but are highly discouraged.
• All staff must be present in the office on Wednesdays, unless using approved PTO or sick/income protection time.
• The remote day(s) must be the same each week. One-time exceptions to an approved RWA are at the discretion of the supervisor. Staff may use their available sick/income protection time if necessary.
• Each area of the school must be adequately staffed every weekday during office hours. Supervisors are responsible for ensuring adequate staffing.
• All staff for a given area cannot take the same day off (e.g. all out on Mondays or on Fridays). It is important to carefully balance the days so that continuity of in-person services to students and staff is maintained throughout the week.
• Phone and email must be answered on remote workday, just as when the employee is in the office.

Office Hours

• Core office hours are 9 a.m. - 3 p.m., exclusive of lunch break and/or commute. When requesting a half-day remote work arrangement, the half-day must include either a 9 a.m.-noon or noon-3 p.m. time slot.
• Flex hours are allowed beyond the 9a-3p hours. Employees who choose to work 5 days/week in the office will get first choice on flex hours, with the core hours still mandatory.

Events, meetings, and trainings

• Unless using previously approved PTO or sick time—or providing work coverage elsewhere—all staff must be available for, and be physically present at, in-person school events (for example, but not limited to, Career Fairs, Lawn Party, Open Houses, and Capstones).
• Staff who are the lead or content expert for an in-person event or co-curricular activity are required to be physically present at the event or activity, even if it falls on their scheduled remote day. Examples of such events include, but are not limited to, Weeks of Welcome, Final Exam Week events, Admitted Student events, Information sessions, RBLC events, and Late Night Registrations.
• Staff may be required to be in-person for a meeting, training, or special event at which their physical attendance is needed, even if it falls on their scheduled remote day.

The RWA form is not for use by academic appointees, nor should it be confused with a remote work request as an accommodation for a disability. Requests for remote work as an accommodation for a disability will be addressed through the university’s accommodations request process.