Title
University Policy on Fully Remote Work
Category
Employment
Responsible University Office
Human Resources and the Office of the Provost
Audience
All University Employees
Who is Governed by This Policy
All University employees
Who Should Know This Policy
All University employees
Summary
This policy concerns the conditions under which University employees may work fully remotely. The policy applies to all University employees including Faculty, Researchers, Librarians and Administrative Staff including Variable Hours Officers (VHOs), though the application is not the same for all categories.
Reason(s) for this Policy
The University embraces the concept of a new work environment and provides flexibility to employees and their Schools and Departments through Columbia’s Flexible Work Arrangements Policy. However, the University also understands that there are rare instances when an employee should, for business reasons, be granted an exception and be permitted to work fully remotely. Such exceptions to Columbia’s general practice must be approved as described below in “Applying for a Fully Remote Work Arrangement.”
Policy Text
Among the lessons learned from the pandemic and its aftermath:
- Work can be done effectively in a variety of innovative ways that improve the work experience of members of our community while still meeting the needs of the University and its component parts, including our need to optimize the use of space.
- Regular presence on campus and in-person experience are essential to preserve the vitality of campus life and the sense of shared purpose and community on which the University depends.
- Our policies on remote work need to evolve continuously as our operational needs change and we learn from experience. Some remote work that was deemed appropriate or even necessary during COVID is now considered inconsistent with the University’s expectation for a vibrant in-person community.
- Flexibility is a hallmark of our policies. Schools, Departments, Institutes, Centers, and Central Units (collectively, “Units”) have diverse needs. Our policies afford them flexibility to establish work arrangements that can meet their needs while enhancing the work experience of their people.
Hybrid Work Models
A Hybrid Work Model is different from a Flexible Work Arrangement (FWA).
Units at Columbia have varying requirements for the number of days employees must be on site, as well as requirements for an employee’s daily start and end times. These requirements may also vary within a Unit based on an employee’s role. These requirements are subject to change at any time, based on a Unit’s business needs. This combination of working both on and off-campus is considered the “Unit’s Hybrid Schedule.” Any variation to a “Unit’s Hybrid Schedule” that is proposed by an employee or their manager is considered a Flexible Work Arrangement.
Hybrid Work Models strike a balance among competing considerations. They are called hybrid because they combine some remote work with substantial, regular presence on our campuses. The Unit determines which job functions need to be done on site all the time, which can be managed effectively with some work done remotely, and what an appropriate schedule and space allocation might be for the specific function. Personnel working under a Hybrid Work Model are expected to meet the terms and conditions for such work established by their Unit.
A Hybrid Work Model is about a function, not the preference of an individual. Our FWA policy, which is primarily applicable to administrative personnel, permits creation of an individualized plan to meet the needs of an individual. An FWA is an alternative to a Unit’s standard practice for where, how, and when a function is to be performed, whether that standard practice is full-time onsite or a Hybrid Work Model. FWAs are subject to review and approval under prescribed processes. More information about FWAs and how to apply for them can be found here.
Hybrid Work Models can take a variety of forms and the configuration can vary. What they all have in common is substantial, regular presence on campus.
Our policies make a distinction between Hybrid Work Models and Fully Remote Work Arrangements. Fully Remote Work Arrangements are subject to central University review and approval. They are permitted only where a policy exception has been explicitly granted.
“Fully Remote” does not mean that the individual never comes on campus. The test is whether the individual is working on a schedule that requires substantial, ongoing presence on campus on a regular, predictable basis, such as a certain number of days each week. As a guideline, arrangements in which individuals spend less than approximately 20% of their time onsite on a regular basis (e.g., one day each week) will generally be considered Fully Remote for purposes of this policy. But it’s the substance that matters. For example, an individual who alternates weeks, one on site followed by one working remotely, might not be considered Fully Remote. In such cases, if the employee is an Officer of Administration or NUSS Support Staff, the Unit must consult with its Senior HR Business Partner. In the case of Academic Officers, Units should contact Associate Provosts Carmen DeLeon ([email protected]) or Zeid Sitnica ([email protected]) in the Division of Academic Appointments, Office of the Provost.
Fully Remote Work Arrangements
The University defines a “Fully Remote” Administrative or Support Staff employee as one who works less than one day per week at a Columbia University or partner academic or research location or, in the case of an Academic Officer, as one who works less than 20% of what their regular and systematic attendance is expected to be at a Columbia University location. Any exception made to this policy for an individual employee may only be granted a fully remote work arrangement with the support of the employee’s supervisor, the Unit’s Executive Vice President or Dean, and the Vice President of Human Resources on the Morningside Campus, Chief Human Resources Officer, CUIMC, or the Provost’s Remote Work for Academic Personnel Committee. A fully remote work arrangement for an entire Unit may be agreed to by the respective Executive Vice President or Dean of the Unit and the Vice President of Human Resources on the Morningside Campus, Chief Human Resources Officer, CUIMC, or the Provost’s Remote Work for Academic Personnel Committee. Under no circumstances will a student or non-student Casual be permitted to work fully remotely. A Unit may apply for a policy exception for a Variable Hours Officer using the Fully Remote Exception Form. Employees who are in J-1 status are not eligible for fully remote work per Federal regulations. Employees who are in H-1B, O-1, TN and E-3 status are required to notify ISSO prior to requesting a fully remote work arrangement. Employees who are in J-1, H-1B, O-1, TN and E-3 status currently working in a hybrid work arrangement or seeking approval for a hybrid work arrangement must notify the ISSO.
Applying for a Fully Remote Work Arrangement
Units may apply for an exception to an onsite or Hybrid Work Model to permit a Fully Remote Work Arrangement for an individual employee using the Fully Remote Exception Form. Exceptions will be granted only if the Unit has made a compelling business argument showing that doing the work on a fully remote basis is necessary to meet the needs of the University and not merely the preference of the individual. The Unit must also demonstrate that the University benefits from the fully remote arrangement because the salary paid to the employee is more favorable while the employee is working fully remotely. Finally, the state where the individual would be living or working must be one in which the University is registered and can reasonably comply with local tax, employment and other regulatory requirements.
A successful application for a policy exception would ordinarily be expected to show that one of the following considerations applies:
- The location is dictated by the needs of the University, not the preference of the individual – e.g., a development officer with responsibility for a particular region, where the job requires that the individual live near persons with whom the individual will interact on a regular basis; or
- The Unit has made a diligent effort but nevertheless failed to identify an equally qualified candidate for the position living within normal commuting distance; or
- The function to be performed (regardless of location) is of a type that the University has designated as suitable for fully remote work – i.e., where experience has shown that (i) such work does not require regular in-person interaction with other University personnel, (ii) individuals doing such work remotely can be effectively supervised, and (iii) there are advantages to the University in having such work performed on a fully remote basis (e.g., the ability to hire at advantageous salary levels or optimize the use of space on the University’s own premises); or
- The application is on behalf of an individual who has worked on campus but relocated away from New York and the unit wishes to retain the services of that individual but on a fully remote basis, where the Unit can show that it would be more cost-effective and produce a higher quality result for the University to retain that individual on a fully remote basis than to recruit someone new.
Exceptions are more likely to be granted for time-limited appointments than for appointments with no predetermined end-date. No offer of employment that includes as a condition fully remote work may be made without the support of the employee’s supervisor, the support of the Unit’s Executive Vice President or Dean, and the explicit approval of the Vice President of Human Resources on the Morningside Campus, the Chief Human Resources Officer, CUIMC, or the Provost’s Remote Work for Academic Personnel Committee.
Individuals Already Working on a Fully Remote Basis
A number of individuals are already working on a fully remote basis. Some of these arrangements began during COVID. Others predate the pandemic. Some are of very long standing. Units are required to identify all such existing instances and review them on a case-by-case basis. Where feasible, the Unit should seek to transition the individual back into an arrangement that falls within our normal policies – that is, with the individual working either fully onsite or in a Hybrid Work Model. The following guidelines apply to cases where such a transition is found not to be feasible.
- Where the current arrangement came into being without any formal review or approval, the Unit should either terminate the employment relationship or, if conditions warrant, seek a policy exception.
- Where the current arrangement was properly authorized within the Unit under then-applicable procedures, such instances would be considered “legacy” cases. The arrangement may continue, subject to the same terms and conditions as were set when the case was approved, through December 31, 2024. Prior to that date, the Unit should either terminate the employment relationship to be effective no later than December 31, 2024, or seek an exception under the terms of this policy. For Officers of Research who have not received an exception, they need to receive the letter of non-renewal 90-days prior to December 31, 2024.
Legacy cases will be subject to the following standard of review:
- In reviewing applications for exceptions in legacy cases, the Vice President of Human Resources on the Morningside Campus, Chief Human Resources Officer, CUIMC, or the Provost’s Remote Work for Academic Personnel Committee will consider whether the Unit and the individual reasonably relied on what they understood to be the prior policy. Exceptions should be applied for using the Fully Remote Exception Form. Please submit any request for exceptions in legacy cases to the appropriate office below:
- The Vice President of Human Resources on the Morningside Campus
- The Chief Human Resources Officer, CUIMC
- The Associate Provosts Carmen DeLeon ([email protected]) or Zeid Sitnica ([email protected]) in the Division of Academic Appointments, Office of the Provost, who will bring each case to the Provost’s Remote Work for Academic Personnel Committee.
- Dionida X. Ryce, Assistant Vice President for Academic Appointments ([email protected]) or Anne Taylor, P&S Vice Dean For Academic Affairs ([email protected]), who will bring each case to the Provost’s Remote Work for Academic Personnel Committee.
If the Unit can show that the work arrangement was expressly approved under then existing policies prior to February 1, 2020, and that all conditions set for such work arrangement have been complied with those reviewing the request for exception will start with a presumption that such pre-pandemic arrangements should be allowed to continue.
Fees
Units will be charged for each year a Unit’s employee is granted an exception to work remotely to cover administrative costs associated with the management of remote employees.
Guidance on Fully Remote Work by Officers of Administration and Non-Union Support Staff
The following additional guidance is applicable to Officers of Administration and Non-Union Support Staff.
Applying for a Policy Exception
Applications should be submitted using the Fully Remote Exception Form and addressed as follows:
- For CUIMC positions, to the Chief Human Resources Officer, CUIMC;
- For all other positions, to the Vice President and Chief Human Resources Officer, CUHR.
These two Officers will coordinate to assure consistent treatment of applications across the entire University.
Applications must be signed by both the supervisor of the employee and the Executive Vice President or Dean of the submitting Unit.
Applications should show the period for which the exception is sought. Exceptions are more likely to be granted for time-limited appointments than for appointments with no predetermined end-date.
Guidance on Remote Work by Officers of Instruction, Officers of Research, and Officers of the Libraries
The following additional guidance is applicable to Officers of Instruction, Officers of Research, and Officers of the Libraries.
Expectations for Officers of Instruction, Officers of Research, and Officers of the Libraries
Absent an approved policy exception, as described below, the University expects all Officers of Instruction, Officers of Research, and Officers of the Libraries to be on campus and part of a vibrant in-person community:
- Officers of Instruction are expected to teach in person, except for online education programs or courses which have been formally approved for remote instruction.
- Officers of Research and Officers of the Libraries are expected to be on campus on a regular basis and participate in their respective communities.
Presence on campus need not be daily, but it should at least be regular and systematic depending on research and instructional activities (unless the Unit has reached a different arrangement with the Provost’s Remote Work for Academic Personnel Committee).
Officers of Instruction, Officers of Research, and Officers of the Libraries are expected to live and work within normal commuting distance of the University, defined as New York or a contiguous state: New Jersey, Connecticut, Pennsylvania, Massachusetts or Vermont.
Fully remote work or living or working beyond normal commuting distance is allowable only when the Officer of Instruction, Officer of Research, or Officer of the Libraries has to be away from campus to work at facilities located off campus or for activities that cannot be done on campus. The policy does not allow for fully remote work to be done merely for the convenience of the individual.
The standard for courses taught to in-residence students is for faculty to be located locally. It is understood that faculty obligations extend beyond classroom contact hours. Remote teaching will be approved only where the Unit makes a compelling case that (a) the class is necessary, (b) the person who would teach it is unable to do so in the conventional, in-person manner, and (c) the person is uniquely qualified to teach the course. It is understood that this is an exacting standard and that approval of such an exception will rarely be granted. Even then, the approved exception will usually be only a temporary arrangement– no more than a semester (maximum two semesters). This policy applies to both full-time and part-time faculty.
Fully Remote Work Arrangements for Officers of Research will be approved only where the Unit makes a compelling case that the Officer of Research must be physically co-located with implementation/research partners outside of Columbia for a project-driven, bounded period of time. Multi-year authorization may be granted where appropriate.
Approval by the Provost’s Remote Work for Academic Personnel Committee is not required for the remote teaching of courses to online students in degree programs that are registered with NYSED for online delivery. However, individuals who are remote teaching for NYSED approved on-line programs must reside in states in which the University is registered and can reasonably comply with local tax, employment and other regulatory requirements.
Remote teaching of courses to on-campus students requires prior review and approval by the Office of the Vice Provost for Academic Programs which will coordinate with other offices including the International Students and Scholars Office. In these cases a policy exception is required if the person teaching such a course is to live or work beyond normal commuting distance, as defined above.
Applying for a Policy Exception for Officers of Instruction, Officers of Research, and Officers of the Library
Applications for an exception should be submitted as early as possible, but no later than four months before the appointment/reappointment start date and addressed to:
- For positions on the Morningside campus, to Associate Provosts Carmen DeLeon ([email protected]) or Zeid Sitnica ([email protected]) in the Division of Academic Appointments, Office of the Provost, who will bring the request for an exception to the Provost’s Remote Work for Academic Personnel Committee for review.
- For CUIMC positions, submit the requests to Dionida X. Ryce, Assistant Vice President for Academic Appointments ([email protected]) or Anne Taylor, P&S Vice Dean For Academic Affairs ([email protected]) who will bring the request to the attention of the Provost’s Remote Work for Academic Personnel Committee for review.
Applications must be signed by the head of the submitting Unit (i.e., the Dean of the School or the head of the Institute).
Applications should explain why a departure from standard University policy is considered feasible and necessary to meet the needs of the University. At a minimum, the application should show how the individual would be effectively supervised even though working fully remotely or at a location distant from the University or both.
Applications should show the duration of the period for which the exception is sought. Exceptions are more likely to be granted for time-limited appointments than for appointments with no predetermined end-date.
Cross Reference(s) to Related Policies