Fillable Hybrid Work Agreement (Mount Royal University)

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Hybrid Work Agreement (Mount Royal University)

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The Hybrid Work Agreement (Mount Royal University) form is 9 pages long and contains:

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  • 41 check-boxes
  • 47 other fields

Country of origin: CANADA
File type: PDF

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Hybrid Work Agreement
This Hybrid Work Arrangement (the “Arrangement”) sets out the expectations under which ____________________
(the “Employee”) will participate in the Hybrid Work Trial Program offered by Mount Royal University (the
“University”).
1. Trial Program:
1.1. The Employee is currently employed as a(n) _____________________________ in the Department of
_______________________________. The Employee’s employment is subject to the terms and
conditions set out in the Employee’s offer letter, employment agreement, applicable collective
agreements and / or other documents setting out the terms and conditions of the Employee’s work at
the University (the “Terms and Conditions of Employment”). The Employee’s compensation and benefits,
including vacation, sick leave, other forms of leave, and travel benefits remain in accordance with the
Terms and Conditions of Employment.
1.2. This document does not form part of the Terms and Conditions of Employment. This document sets out
the University’s expectations for the Employee’s participation in the Hybrid Work Trial Program. These
expectations may be modified at any time through the University providing written notice to the
Employee.
1.3. The University may at any time and for any reason either (i) terminate the Employee’s participation in
the Hybrid Work Trial Program or (ii) terminate the Hybrid Work Trial Program. In such event, the
Employee will be expected to continue their employment in a fully in-person capacity according to their
Terms and Conditions of Employment.
1.4. The Hybrid Work Trial Program will end on May 31, 2023, unless otherwise extended by the University.
The Employee will be expected to continue their employment in a fully in-person capacity according to
their Terms and Conditions of Employment at the conclusion of the Hybrid Work Trial Program.
1.5. The University may implement a permanent hybrid work program at the conclusion of the Hybrid Work
Trial Program, but is under no obligation to do so. If the University does so, the Employee will need to
qualify for the new permanent hybrid work program and is not guaranteed eligibility for that program
by virtue of participating in this Hybrid Work Trial Program.
2. Remote Work:
2.1. The Employee’s remote
work site is:
__________________________________________________________________________________
(the “Remote Work Site”)
The Remote Work Site must be within the Province of Alberta. The Employee may request an alternative
Remote Work Site during the Hybrid Work Trial Program (such as if they move residences). The Employee
will notify their Manager in advance of such relocation and must receive approval to continue their
participation in the Hybrid Work Trial Program.
2.2. The Employee is approved to work at the Remote Work Site, for up to a maximum of 40% of their work
hours for each week, month and year of work. This means that an employee working 35 hours a week
will be able to work a maximum of 14 hours each week at the Remote Work Site.
2.3. The Employee and the Manager will agree to the days of the week that the Employee will work at the
Remote Work Site. The Manager may require the Employee to modify their scheduled days at the
Remote Work Site at any time.
2.4. The Manager may require the Employee to attend the University’s campus on a day normally scheduled
for work at the Remote Work Site to meet operational needs. The Manager will provide at least 24 hours
notice of such requirement. It is at the Manager’s discretion as to whether an alternative Remote Work
Site day may be scheduled.
3. Hours of Work and Job Tasks:
3.1. The remote work is not intended to alter normal hours of work or to provide flexible work arrangements.
The Employee’s hours of work at the Remote Work Site remain their regular hours of work as set out in
their Terms and Conditions of Employment.
3.2. Employees are expected to be available during their normal hours of work as they would if they were
working on-campus. Any absences must be coordinated with the Employee’s Manager and recorded on
their time sheet (for example, all medical/dental appointments, lieu time, sick leave, and vacation).
3.3. The Employee must maintain their normal workload while working remotely.
3.4. Participation in the Hybrid Work Trial Program will not continue if it is detrimental to work quality, client
service, the work unit, or the organization. In such situations the Manager may work with the Employee
to attempt to resolve the concerns, but if the problem cannot be resolved in the opinion of the Manager,
the Manager will terminate the Employee’s participation in the Hybrid Work Trial Program.
4. Communication:
4.1. In order to maintain close communication and standards of professionalism while working from a remote
location, the Employee is expected to:
a) Notify their Manager of any scheduled absences during their regular hours of work.
b) Be available to their Manager, coworkers and clients by telephone, email and other electronic
means during their regular hours of work.
c) Return calls and emails in a timely manner.
d) The Employee will maintain contact with their work unit and colleagues, including attending
meetings on remote work days when required to do so by their Manager.
5. Equipment and Information Security:
5.1. The University will provide:
a) MRU IT support for required software and remote access.
b) Office supplies will be obtained while the Employee is on-campus through established processes
for obtaining office supplies. Office supplies purchased that do not use the approved Mount
Royal process will not be reimbursed. Office supplies brought to the Remote Work Site remain
the property of the University and must be returned when requested by the Employee’s
Manager or upon conclusion of participation in the Hybrid Work Trial Program.
5.2. The Employee will provide:
a) Internet, insurance, heat, electricity and other associated requirements at the Remote Work
Location.
b) Safe and efficient office space and office furniture.
c) Suitable lockable storage for any physical documents that are stored at the Remote Work Site.
d) Computer (if an MRU laptop has not been assigned to the Employee).
5.3. The Employee must ensure the following:
a) The safety and security of all MRU property that is in their custody while working remotely.
b) Apply appropriate levels of protection to MRU Records and Personal Information to prevent
unauthorized access, disclosure, and destruction both at the Remote Work Site and while
transiting the records between work sites.
c) When use at the Remote Work Site is concluded, return all hardcopy MRU Records and
information to the appropriate location on campus.
d) Dispose digital and physical copies of MRU Records and Information in accordance with MRU
retention schedules and disposition methods.
5.4. To ensure ease of access to MRU Records and information by colleagues, and to safeguard information,
the Employee agrees to save all work product on the MRU network shared drive or applicable MRU
system such that the information is available to team members and colleagues who have appropriate
access and permissions.
5.5. The Employee is expected to make reasonable security arrangements against the use or disclosure of
any personal or confidential information of the University that is accessed or stored by the Employee at
the Remote Work Site. This includes, without limitation:
a) securing physical documents containing personal and confidential information in a locked
cabinet or drawer when not in use;
b) ensuring that any personal or confidential information stored or accessed by devices at the
Remote Work Site are protected by password;
c) continuing to comply with any University policies which address the safety and security of
information or electronic devices, such as the Information Security policy and the Records and
Information Management Program policy, as may be modified.
6. Safety:
6.1. The Employee confirms that they have a suitable office in which they can work independently at the
Remote Work Site. The office must be, to the best of the Employee’s knowledge, safe from conditions
that could pose a hazard to health and safety.
6.2. The Employee will participate in MRU’s remote work health and safety program, which may include filling
in forms, checklists and other documentation to verify the Employee’s Remote Work Site is appropriate
for the work being conducted there. MRU may require an inspection of the Remote Work Site for
compliance with health and safety regulations.
6.3. The Remote Work Site is considered an official MRU worksite only for the Employee. The Employee
should not share the worksite with others. The Employee must report any injury to their Manager
immediately. Worker’s compensation does not cover accidents to family members or other third parties
at the Remote Work Site. As such, the Employee cannot meet with clients, co-workers, suppliers, etc. at
the Remote Work Site. If an accident occurs in the Remote Work Site, MRU may require an investigation.
7. Limitations of Remote Work:
7.1. The Employee must observe the following limitations when working from their Remote Work Site:
a) Employees cannot operate a business or work for another employer during work hours
b) Employees cannot use MRU Property for personal use
c) Employees cannot allow others to use MRU Property or access the network
d) Employees cannot use remote work as a substitute for childcare or other dependent care.
8. Liability:
8.1. The Employee will be responsible for repairing or replacing:
a) any damage to MRU Property at the Remote Work Site, excepting reasonable wear and tear, and
b) replacing any MRU Property lost at the Remote Work Site.
8.2. The Employee should check their homeowner's/renter's insurance policy for incidental office coverage.
MRU does not assume liability for loss, damage, or wear of Employee-owned equipment or household
items.
9. Review:
9.1. The Manager may at any time review, make modifications to or terminate this Remote Work
Arrangement. The University is under no obligation to continue the Employee’s participation in this
Hybrid Work Trial Program or any other remote working program.
EMPLOYEE: By signing, the Employee acknowledges that they have read, understood, and agree to the University’s
expectations for the Employee’s participation in the Hybrid Remote Trial Program.
______________________________ ______________________
(Employee name) (signature) Date
______________________________ ______________________
(Manager name) (signature) Date
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Hybrid Work Trail: Remote Work Safety Checklist
Employee Name:
Position Title:
Department:
Manager:
Remote Location Street Address:
Home/Cell Phone Number:
Date:
To be completed prior to commencing hybrid work
If the response to any item on the below list is "no", discuss with your manager the required corrective action
When completing the corrective action section, include the corresponding section letter and number for the
item requiring correction (i.e.: A1)
A. General Safety:
1. Are floors clear/free of hazards, carpets and floorboards well secured?
☐ Yes ☐ No
2. Is the workspace away from noise/distractions, and is it devoted to your
work needs?
☐ Yes ☐ No
3. Are cables and cords secured under a desk or table or against a wall and
away from heat sources?
☐
Yes
☐
No
4. Are the exits accessible?
☐ Yes ☐ No
5. Have temperature, ventilation and lighting been adequately adjusted?
☐ Yes ☐ No
B. Computer Workstation:
1. Employee is aware of ergonomic principles and utilizes them at their
workstation as outlined in the Environment Health and Safety Ergonomics
Webpage?
☐ Yes ☐ No
2. Is there space to rest the arms while not keyboarding?
☐ Yes ☐ No
3. Is the top of your monitor/screen at eye level?
☐ Yes ☐ No
4. Is your chair adjustable, sturdy and adequate support with backrest?
☐ Yes ☐ No
5. Is your computer screen free from noticeable glare and is there sufficient light
for reading?
☐
Yes
☐
No
6. Do you have enough leg room and are your feet on the floor or
adequately supported by a footrest?
☐ Yes ☐ No
C. Electrical Safety:
1. Are sufficient, grounded electrical outlets accessible and is the
electrical system adequate for office equipment?
☐
Yes
☐
No
2. Are all electrical plugs, cords, outlets, and panels in good condition with
no exposed or damaged wiring?
☐ Yes ☐ No
3. Are there adequate numbers of receptacles?
☐ Yes ☐ No
4. Extension cords and power strips are not daisy-chained and no
permanent extension cord is in use?
☐ Yes ☐ No
5. Is computer equipment connected to a surge protector?
☐ Yes ☐ No
6. Is equipment placed close to electrical outlets and turned off/put to sleep
when not in use?
☐ Yes ☐ No
D. Fire Safety:
1. Is there a functioning smoke detector in the workspace area?
☐ Yes ☐ No
2. Is there a functioning carbon monoxide detector (if natural gas is used) in
the workspace area?
☐ Yes ☐ No ☐ N/A
3. Is there clear access to a functioning fire extinguisher?
☐ Yes ☐ No
4. Are walkways, aisles and doorways unobstructed?
☐ Yes ☐ No
5. Is the workspace kept free of trash, clutter and flammable liquids?
☐ Yes ☐ No
6. Are all radiators and portable heaters located away from flammable items?
☐ Yes ☐ No ☐ N/A
E. Personal Safety & Emergency Measures:
1. You are aware that you are to report injuries/accidents no later than 24
hours after such injury/accident to your manager and also report through the
Incident Reporting and Investigation Form?
☐
Yes
☐
No
2. In case of an emergency, ill-health, or injury in your remote work space, is
there someone readily available to assist you, or can you call 9-1-1?
☐ Yes ☐ No
3. Do you have First Aid supplies easily accessible?
☐ Yes ☐ No
4. In case of emergency, do you have an evacuation plan for your remote
work space, including an evacuation route and meeting point?
☐
Yes
☐
No
5. Have you provided your “Emergency Contact” person’s name and phone to
your manager?
☐ Yes ☐ No
Corrective Action:
Item
Additional Comments & Signatures:
Employee
Please provide any additional comments.
Employee’s Name
Signature
Date
Manager
Please provide any additional comments
Checklist is approved: ☐Yes ☐ No
Manager’s Name
Signature
Date
Once completed and signed by the Manager, the Manager is to attach to the signed Hybrid Work Arrangement
Document and provide a copy to the Employee. A copy is to be sent to HR as well via humanresources@mtroyal.ca
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Hybrid Work Agreement (Mount Royal University)

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Completed 4 May 2022

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