Remote and Flexible Work Arrangement Policy

Policy number: 7.32

Policy section: Human Resources

Revised Date: September 15, 2025

1. Purpose

Southern Methodist University (è��Ƶapp) is committed to fostering an environment of academic excellence, collaboration, and community. The University affirms that work performed by faculty and staff is best accomplished through in-person engagement on è��Ƶapp. This policy outlines the limited circumstances under which flexible work arrangements may be approved, ensuring alignment with è��Ƶapp’s mission, operational needs, and our student-centered culture.

2. Scope

This policy applies to full-time and part-time staff employees. It does not apply to faculty, student employees, or contractors unless otherwise noted in their respective agreements or appointments.

3. Policy Statement

è��Ƶapp remains an in-person, on-è��Ƶapp institution. In-person work is the standard expectation for all staff at è��Ƶapp. Remote or flexible work may be permitted under specific and very limited circumstances, including:

Remote Worker: Certain staff may be hired as remote workers as noted in their job description (regional admission recruiters, some OIT staff, etc.) These positions are determined by the nature of the role rather than individual preference and require Human Resources’ involvement during the recruitment process.
Flexible Schedule (Permanent): Limited staff may be hired with a flexible schedule (i.e. only coming to è��Ƶapp a few days a week) as a condition of their employment and as noted in their job description. These employees must have positions that are non-public facing and/or be positions that can be performed completely remotely (for example, some OIT staff.)These positions are determined by the nature of the role rather than individual preference and require Human Resources’ involvement during the recruitment process.
Emergency Situations: During official University closures or declared emergencies, remote work may be authorized at the discretion of university leadership. (è��Ƶapp Policy 9.12 - University Operations Affected by Emergency Conditions)
Designated Remote Workdays: Each academic year, the President and University leadership will designate certain remote workdays for staff surrounding University holidays and other breaks where students are not on-è��Ƶapp and there are limited activities on è��Ƶapp. During these designated days, staff, at their supervisor’s direction, may be allowed to work remotely based on business need and ability, provided it does not disrupt department operations or service levels. During these periods, offices must provide clear direction as to how staff may be contacted and business conducted.
Temporary Flexible Work Arrangement: In rare cases, departments may propose a temporary flexible work arrangement. These arrangements should only be used in special circumstances such as an unanticipated, short term, personal disruption where working from home, from time to time, will be necessary. (e.g. health issues) This arrangement is temporary and may not exceed six months.

Temporary flexible work arrangements include remote or hybrid work or alternate work schedules that vary from the department’s administrative and general office hours. (è��Ƶapp Policy 7.9 – Office Hours and Work Week)

Any vacation or sick time used by a remote, flexible (permanent or temporary) worker, or on designated remote workdays must be recorded on timesheet, communicated to the supervisor and in accordance with university leave and time-off policies. (è��Ƶapp Policy 7.14 – Staff Vacation; è��Ƶapp Policy 7.15 - Paid Medical Absence)

Remote workers and those with flexible work arrangements, both temporary and permanent, must complete the Remote and Flexible Work Arrangement Form (Exhibit A). This form must be submitted to Human Resources prior to the start date of the agreement. A remote and flexible work arrangement form is not required for designated remote workdays.

All flexible work arrangements may be terminated at any time per business need and must comply with applicable federal, state, and local laws, as well as University policies and procedures.

4. Eligibility and Guidelines

Staff with approved remote/flexible work arrangements are expected to maintain the same level of productivity, responsiveness, and availability as if working on è��Ƶapp.
The nature of the position and department needs must demonstrate minimal need for on-site presence or specialized equipment.
Flexible work arrangements must be documented using the University’s Flexible Work Arrangement Form which will be maintained by the Department of Human Resources.
No other work commitment, outside of è��Ƶapp work commitments, will be performed during normal work hours.

5. Responsibilities

Employees working remotely must ensure appropriate work environments, maintain confidentiality, and adhere to university policies when working. Employees must be reachable and have a dedicated work area.

è��Ƶapp Policy 1.2 – Code of Ethics

è��Ƶapp Policy 7.23 – Personal Conduct

è��Ƶapp Policy 8.1 - Acceptable Use

è��Ƶapp Policy 8.2 Information Security

Supervisors are responsible for monitoring performance, maintaining communication, and reviewing the ongoing suitability of any remote/flexible arrangement. Supervisors may choose to terminate agreements with no notice.
Human Resources will provide guidance, review requests for flexible work arrangements, and ensure consistency in application across è��Ƶapp.

Appendix A: Remote and Flexible Work Arrangement Form

Please visit this for the Remote and Flexible Work Arrangement Form

Appendix B: Related Resources

Revised: September 15, 2025

Adopted: August 28, 2025

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