In some circumstances, CIA staff may be considered for alternative work arrangements so long as such arrangement complies with the Fair Labor Standards Act and other applicable requirements. To see if you qualify, discuss your options with your supervisor and Human Resources.
Alternative work arrangements are considered on a case-by-case basis and may result in the following:
Flexible Work Schedule (Flextime)
Staff choose to shift their everyday schedule by starting the day later or leaving earlier. The total of working hours doesn’t change. “Core hours” may be established during which a staff member is obliged to be present at the workplace.
Reduced hours when a staff member works for less than the standard working hours either by fewer hours per day or by fewer days per week. In such cases salary is calculated anew depending on the new schedule. *This arrangement may affect your benefit eligibility
Compressed Work Week
Staff work longer hours on a number of days per week so they can take time off on the remaining days. Total working hours and compensation remain the same.
Remote Work
Refers to a flexible work arrangement where staff is directed or permitted to work remotely from a designated alternative work location outside of the traditional on-site work environment. Only CIA staff who are specifically authorized pursuant to this policy can work remotely (“Remote”) and have a flexible work schedule (“Flexible Work”). The staff or department's ability to utilize Remote and Flexible Work shall not negatively impact CIA’s operational standards. CIA’s decision to authorize a Remote and Flexible Work arrangement is at all times discretionary and may be modified.
Remote Work may be utilized in a hybrid or blended model (e.g. staff may be scheduled to work at the alternative work location on certain days of the week and the normal work location on others). The Flexible an Remote Work Agreement Form captures the details of the Remote and Flexible Work schedule and shall be updated when a schedule changes.
Situational Remote and Flexible Work
Situations may arise that call for use of Remote and Flexible Work that is not intended to last beyond a few days or weeks. Such situations must be approved through appropriate supervisory channels but depending on the length of time may not require a formal Remote and Flexible Work Agreement.
Infrequent remote access, defined as less than 20 days in a calendar year used to perform CIA business functions does not constitute formal Remote and Flexible Work.
Authorization
Remote and Flexible Work may be authorized for specific staff or departments, so long as there is no negative impact to the overall operations. Prior to engaging in Remote and Flexible Work, eligible staff must be authorized by the highest-ranking member of management in their department (e.g. Director), their area Vice President, and Cleveland Institute of Art Human Resources, all three of which will sign off on the Remote and Flexible Work Agreement.
A. Request for Remote and Flexible Work. When a department supervisor or an individual staff member requests authorization to perform Remote and Flexible Work, they should notify their department Supervisor or equivalent to discuss any related concerns. Cleveland Institute of Art Human Resources is available for consultation. If all parties agree with the request, the impacted staff or a member of management shall complete a Flexible an Remote Work Agreement Form.
B. Response. The approval is completed when the department Director, Vice President, and Human Resources have signed indicating their approval. The fully executed Remote and Flexible Work Agreement shall be included in the staff members personnel file.
C. Staff Eligibility. Remote and Flexible Work is not available for every staff member or for all positions. The following factors, though not an exhaustive list, may impact the determination on a Remote and Flexible Work Request:
- ORIENTATION PERIOD: Newly hired staff are not authorized for Remote and Flexible work. The orientation period is the first 90 days of the employment period or defined by the individual circumstance.
- JOB DUTIES: The staff member must be able to effectively perform all necessary operational functions and job duties.
- DEPENDENT CARE: Remote Work is not a substitute for dependent care. The Remote Worker must not be the permanent primary caregiver for any individual during the Remote Worker’s scheduled work hours. Alternative supervision or care outside of the Remote Work location must be established prior to the initiation of Remote Work. Cleveland Institute of Art may request documentation to ensure that the staff member is not using Remote Work as a substitute for dependent care. In limited and infrequent circumstances where a staff member is able to complete assigned duties while also caring for a dependent (e.g. a sick child must stay home from school), the staff member may still be permitted to Remote Work.
- ACTIVE DISCIPLINE: In the event a staff member has active discipline or is the subject of an administrative investigation, it may impact their ability to start or continue Remote and Flexible Work. Individual consideration will be given, and the decision may be revisited after a reasonable amount of time has passed.
- PERFORMANCE: Staff performance in the year prior to the Remote and Flexible Work authorization request must be satisfactory. If staff is on a performance improvement plan or has declining performance, they may be denied Remote and Flexible Work. Cleveland Institute of Art may consider staff’s most recent performance evaluation, history of poor information security practices (e.g. staff who repeatedly respond to phishing attempts), or active disciplinary record. For job functions that regularly access or input sensitive data or personally identifiable information, departments shall consider ways to minimize any information security risks before determining that Remote Work is an option.
Employment Information
- Compliance. Remote and Flexible Work does not affect staff’s basic terms and conditions of employment with Cleveland Institute of Art. Staff that are authorized to Remote and Flexible Work are still obligated to comply with all Cleveland Institute of Art rules, policies, practices, and instructions. Any violation of the above may result in removal from the Remote and Flexible Work arrangement and/or disciplinary action, up to and including termination pursuant to Cleveland Institute of Art work rules and/or applicable law.
- Pay and Benefits. Rate of pay and benefits are not affected by the Remote and Flexible Work arrangement.
- Work Hours and Vacation Usage. All work hours, overtime compensation, and paid time off must be recorded (if applicable) and comply with any applicable policy. Staff are still responsible for submitting their time worked and vacation requests according to established policies.
- Call Off Procedure. Staff authorized to Remote and Flexible Work must continue to comply with Cleveland Institute of Art call off policies and procedures while in a Remote and Flexible Work arrangement. Any request for leave while participating in a Remote and Flexible Work arrangement shall be made in accordance with Cleveland Institute of Art policy and procedure.
- Work location. Staff authorized to Remote and Flexible Work must perform his/her job duties at a designated alternate work location during their scheduled work hours for the duration of the Remote and Flexible Work arrangement. However, Cleveland Institute of Art shall maintain the right to require the staff member to change their schedule and/or work location, at any time. The supervisor will make a reasonable effort to provide notice in the event of a change.
Tax Implications (Remote Work)
- Remote and Flexible Work Agreement Controlling. Local payroll tax withholding will be based upon the approved Remote and Flexible Work Agreement. It is the staff members responsibility to accurately record their remote days on the agreement. If staff fails to maintain an accurate Remote and Flexible Work Agreement, it is their responsibility to work with local tax authorities for needed adjustments.
- Split Workdays. If any staff works part of a day remotely, but comes into the office for a meeting or some other reason, the entire day is considered worked at the location where the majority of the work took place. For instance, if more than half the day is worked remotely, then the entire day is considered remote. Staff shall be considered to have spent a day performing services in a municipal corporation only if they spent more time performing services for or on behalf of the employer in that municipal corporation than in any other municipal corporation on that day.
Alternate Work Location
- Establishing an Alternate Work Location. Staff who are authorized to Remote Work will work with their supervisor to identify the alternate work location and indicate the space where the work will be performed and where equipment will be used for purposes of conducting Cleveland Institute of Art business. The alternate work location should be reasonably quiet and free of distractions or any noises inconsistent with an office environment.
- Compliance with Building and Zoning Codes. Staff are responsible for ensuring that their alternate work location meets all applicable building and zoning codes and that no hazardous materials are present in the alternate work location. Any fines or fees that are incurred by the staff member while participating in Remote and Flexible Work are not the responsibility of Cleveland Institute of Art
- Location Expenses. Cleveland Institute of Art will not reimburse, or otherwise pay for, the cost(s) to use the Remote Work location itself. This includes mortgage payments, rents, utilities (including internet services), equipment (including printers) or any other cost to use the Remote Work location. This also includes any maintenance or repair costs to the Remote Work location.
- Damages. Cleveland Institute of Art will not reimburse, or otherwise pay for, any damage to personal or real property related to the staff members Remote Work assignment.
Computer Equipment and Supplies
- Approval and Issuance. Cleveland Institute of Art shall provide and/or approve the computer equipment and software that are necessary to conduct Institution business while at the alternate work location. Staff are generally responsible for ensuring the alternate work location has adequate workspace, including internet capabilities necessary to perform Institution business. All office furniture, including chairs, desks and other bulk items shall be the sole responsibility of the Remote Worker. The Remote Worker is liable for any damage to or loss of Institution-owned computer equipment provided under the Remote Work program due to some fault of the staff.
- It is the Remote Worker’s duty to immediately report to their supervisor any lost, stolen, damaged, or potentially compromised Institution-owned equipment and/or Institution data in their possession.
- Compliance. Staff authorized to Remote Work shall comply with all Cleveland Institute of Art information technology (IT) policies, standards and procedures regarding Institution owned computer equipment, software, licensing, connection, security, and overall management/support requirements.
- Usage. The use of computer equipment, software, data, and supplies, if provided by Cleveland Institute of Art, is limited to use by authorized persons and for purposes related to Institution business only.
- Security. Staff authorized to Remote Work will be responsible for the security of all items furnished to them by the Institution. The staff member shall be responsible for protecting all data accessed and extreme care shall be taken regarding sensitive data and/or personally identifiable information. All such data must be maintained in accordance with Cleveland Institute of Art Acceptable Use Policy.
- Office Supplies. General office supplies shall be provided by Cleveland Institute of Art. Expenses for supplies regularly available at the main office will not be reimbursed unless pre-purchase approval has been granted by the Remote Worker’s supervisor. Staff may not use CIA funds to purchase items available at the main office.
- Personal Equipment and Supplies. Staff authorized to Remote Work will be responsible for the cost of maintenance, repair, and operation of all personal equipment not provided by the Institution.