Who can take part in the Hybrid Work Program?

MRSA members, Exempt employees and leadership roles up to Director level are eligible for the Hybrid Work Program. Decisions about eligibility are based on factors such as position and personal suitability. Participation in the program must align with the operations and strategy of the department and must sustain or improve service-levels. Managers make decisions on eligibility with final approval by the Dean/AVP.

Employees who share a similar position description or job title should bear in mind that due to the varied needs of faculties, areas, or departments, they may not necessarily have similar hybrid arrangements. Suitability to take part in the trial is based on many factors and is decided by managers and AVPs/Deans.

As a faculty member, am I eligible to participate in the Hybrid Work Program?

The Hybrid Work Program was developed to align with the work generally performed by MRSA, Exempt and management-level employees. Faculty members seeking flexible work arrangements are encouraged to discuss options better suited to faculty positions with their Chair or Dean.

What are the criteria to determine which roles can take part in the Hybrid Work Program?

Not all positions/individuals lend themselves to this program. Decisions on eligibility are made by your manager and AVP/Dean, and take into consideration factors including those outlined in the Program Eligibility and Guidelines section of the Hybrid Work Program Guide. Roles and their functions are considered in determining which positions may be eligible for hybrid work arrangements. While some functions of your job may be able to be performed remotely, your position may be performed more productively on campus.

What resources are available to help me determine if I am eligible?

The Employee Assessment for Hybrid Work Program Participation form provides an overview of the various factors which are considered as part of the approval process. It identifies key factors which, in their absence, may make a hybrid work arrangement difficult or not appropriate. If you are interested in taking part in the Hybrid Work Program, complete the form before applying.

How do I apply?

1. Review the Hybrid Work Program Participation Employee Assessment form. It includes a thorough review of the position and circumstances to make sure you are eligible for the program.
2. Review the Hybrid Work Program Guide to ensure a strong understanding of the guidelines.
3. Fill out:
   • Hybrid Work Program Application
   • Hybrid Work Agreement
4. Submit the completed forms to your manager. They will consider all factors related to position and personal suitability in determining if participation in the program is appropriate.
5. If they provide preliminary approval, your manager then shares your request with the AVP/Dean for further review and final approval. If your manager denies your request, they provide you with the reasons why.
6. The AVP/Dean reviews the request and follows a decision-making process. They share their decision with your manager, who then communicates it to you. If your request is approved, follow Step 7. If your request is denied, your manager provides the rationale for the decision.
7. If your request is approved, complete the following and submit to your manager:
   • The Office Workstation Ergonomic Self-Assessment for your remote work location
   • The Remote Work Safety Checklist

Who determines if I can take part in the Hybrid Work Trial?

Decisions on eligibility are made by your manager and AVP/Dean, based on the Values and Principles outlined in the Hybrid Work Program. Roles and their functions, along with personal suitability, are considered in determining which positions may be eligible. While some functions can be performed remotely, they may be more productively performed on campus. All decisions are final and at the sole discretion of management.

Can I appeal my manager’s denial for me to participate?

When your manager communicates their decision, they provide their rationale if your application is denied. Employees are encouraged to discuss any concerns they have with the denial with their manager. There may be an opportunity to participate in the program during certain parts of the year (e.g. over the summer months) or that the denial is time-limited and open for discussion at a later date. However, all decisions related to hybrid work arrangements are at the discretion of managers and AVPs/Deans and are not subject to an appeals process.

As a director/manager, my application was denied but I believe I can work effectively remotely. Why was my application denied?

Management-level positions may be more challenging to perform remotely. Teams require support and guidance from their leaders and often this is most effectively provided in person. The nature of your role as a director may itself be the reason for the denial. That being said, there may be many reasons why your application was denied and you are encouraged to inquire directly with your manager.

How often can I work remotely?

In most circumstances, you are required to work at a minimum, three (3) days per week on campus. The number of days you are eligible to work remotely are completely dependent on the nature of the work (e.g. highly interactive and front-facing versus independent with little to no interaction with others), among other factors. For some, remote work may only be possible during certain parts of the year; for others, it may be possible to provide additional flexibility. Managers review each application and make decisions on a case-by-case basis, considering all relevant factors relating to the position and personal suitability.

Can my manager require me to attend work on my remote work days?

From time to time, your manager may require you to report to work on campus on one of your remote work days. Outside of extenuating circumstances, you are expected to make every effort to attend campus at the direction of your manager. Managers will provide as much notice as possible; however, in some circumstances, this may not be possible. If you are asked to come to campus and are unable to do so due to extenuating circumstances, discuss this with your manager.

Where can I work remotely?

Alternate work locations must remain within Alberta. It is strongly recommended that you remain in the Calgary area as you may be required to work on campus with little notice.

What are the expectations for availability when I am working remotely?

When working remotely, you should be available during your regular working hours in the same fashion as if you were working on campus. You are expected to be responsive and to remain on task. If you are unable to work due to illness, injury or other personal circumstances, you are expected to report this to your manager as per the normal reporting process. You are also expected to attend to personal matters on your own time, outside of business hours.

I work remotely occasionally. Do I need to be in the Hybrid Work Program to continue to do so?

Yes, even if you are working from home occasionally you should apply and fill out the appropriate paperwork.

I have an elderly family member and/or child that requires my care during the day. Does the Hybrid Work Program allow me the flexibility to care for them while I work remotely?

The University recognizes that our employees may have personal and family commitments that on occasion, conflict with work commitments. However, it is expected that employees will make every effort to arrange for care for their family member during working hours in the same fashion as they would if they were working on campus. If you are facing exceptional circumstances related to dependent care, and feel you may need an accommodation, you should connect with Employee Wellness (employeewellness@mtroyal.ca) to discuss accommodation options.

Can my manager remove me from the Hybrid Work Program?

Participation in the program is subject to ongoing review and may be ended at any time with a minimum of 14 days’ notice. Less notice can be provided when there are security or performance concerns.

What are the requirements for my remote work environment?

You are responsible for setting up an appropriate work environment at your remote work location that provides the same level of safety and security as your regular work office. As an employee,you must follow EHS training for remote work. You are required to complete the Office Workstation Ergonomic Self-Assessment for your remote work location as part of the application process. You can request a remote ergonomic assessment of your workstation with the EH&S Department (ehs@mtroyal.ca) if you continue to face issues related to its set-up. Visit EH&S’s ergonomics page for more information and resources.

Can I use my personal computer while working remotely?

Whenever possible, it is strongly recommended that you use your University-provided laptop. If this is not an option, use of personal equipment may be possible; however, any personal equipment you supply for work-related use (such as personal computers or personal cell phones) must be maintained by you. The University will not reimburse costs associated with such personal equipment (including any monthly plan costs) and assumes no responsibility for any damage to, wear of, repairs or loss of your personal property.

You are required to comply with Mount Royal University’s IT policies and procedures, guidelines and best practices, and with security and confidentiality provisions including those outlined in policy and applicable privacy laws.

Will the University pay to set up my remote work office?

You are expected to use your own office equipment and are responsible for the maintenance and repair of that equipment. Mount Royal University will not be responsible for any costs that are associated with you using your home as a remote worksite including fees associated with home maintenance, insurance, internet or telephone connection, or utilities.

In the exceptional circumstance where Mount Royal University provides home office equipment for an employee working remotely, the University will assume responsibility for normal maintenance and repair of that equipment subject to appropriate use.

I’ve been approved to take part in the Hybrid Work Program. How do I set up my remote workspace?

Health and safety considerations must be reviewed prior to determining whether or not a remote working arrangement is appropriate. If all parties agree to a remote working arrangement, you must complete the Remote Work Safety Checklist along with a Office Workstation Ergonomic Self-Assessment for your remote workstation.

Mount Royal University is committed to creating a healthy and safe work environment for everyone that works, studies or visits the campus. This commitment and duty also extends to University employees who work off campus. While working remotely, employees are expected to work within the province of Alberta and are covered by Alberta Workers’ Compensation Board (WCB).

You are responsible for setting up an appropriate work environment within your home that provides the same level of safety and security as your regular work office. You are required to adhere to EHS training for remote work. If you are experiencing challenges with your remote work-station set-up, you can arrange a remote ergonomic assessment of their workstation with the EH&S Department.

What should I do if I am sick and working remotely?

The process for reporting an absence is the same as if you were in the office. Please let your manager know you will be off for the day due to illness following the normal reporting requirements outlined in your collective agreement, terms and conditions of employment or as directed by your manager.

What if I am hurt while working remotely?

If you are injured while working remotely, you must comply with the normal reporting requirements for any work-related accident as outlined on Mount Royal’s EH&S website. First, treat or seek treatment for the injury, and then report the injury to your supervisor, just as you would if you were injured on campus.

If I am injured while working remotely, am I eligible for Workers’ Compensation?

Yes, if you are working remotely and are injured while working in your home office, you are eligible to apply for WCB benefits. While WCB assesses each case individually based on its circumstances, generally the injury must have occurred in the course of working remotely and/or in the location identified as your remote working location, which the Ministry of Labour defines as the actual space where work is conducted, during the time when work is being done.

If I take part in the Hybrid Work Program, can I still receive long-term disability if I am injured?

Since the employer-employee relationship remains unchanged, your access to certain benefit plans, such as disability insurance, remains the same. In determining approval of the claim for disability insurance, work location is not a factor. If you are ill or injured and unable to work, you must comply with the normal procedures for reporting absences due to illness and injury.

How does the University address workplace violence?

Workplace violence is managed under the Workplace Violence and Harassment Prevention Policy which requires all community members, including employees working remotely, to report incidents of violence that occur in the workplace, as well as behaviours (including uncivil or harassing behaviours) that may indicate a risk of workplace violence.

Employees working remotely are subject to all of the same policies and procedures and expected standards of conduct as all other Mount Royal University employees. Please see the Hybrid Work Program Guide for more information.

Can I have in-person meetings in my remote workspace?

For health and safety reasons, employees cannot have work meetings with clients or others in their homes.