Determining Flex-Work @ PSU Arrangements

• On-campus positions: University positions which are required to be completed on campus either due to the nature of the job (e.g., grounds keeping, student-facing services) or because the work requires access to campus resources (laboratory equipment, physical documents).

• Remote or Hybrid positions: University positions which can be performed in flexible locations, with flexible hours or a combination of both.

A position must be suitable for Flex-Work before employee eligibility can be determined. Answering these questions can help you determine whether the job meets criteria for Flex-Work @ PSU:

1. Does the position require data or hard files remain on campus due to sensitivity of information?

2. Is there equipment, or are there materials, that can only be accessed on campus?

3. Does the position take place at a public-facing service desk or require face-to-face contact with students, staff or community members?

4. Are there limitations to the hours during which the job must be performed?

5. Does the position require receipt of deliveries or interaction with vendors on campus?

6. Does the position description require updates that may exclude it from a Flex-Work agreement?

7. Can the job be performed in a Flex-Work setting and still be measured and evaluated?

Step 2 is only possible if the position (Step 1 above) has been determined to be suitable for Flex-Work. Flex-Work @ PSU is not an entitlement. The following questions can aid Supervisors in making this determination:

1. Is the employee internally motivated and able to complete job tasks with little to no in-person supervision?

2. Does the employee demonstrate the ability to set priorities and meet deadlines?

3. Can the employee complete the job requirements without technical or computer support when working remotely or outside of tech support hours? (Refer to the Remote Work Guidelines for information regarding equipment, supplies or expenses.)

4. Are there job-related skills that the employee must learn or show proficiency in before a Flex-Work agreement can be implemented?

5. Does the employee have a history of performance issues that would preclude them from a Flex-Work agreement?

6. Would a Flex-Work model enhance employee engagement and support work-life balance?

7. Does the employee demonstrate the ability to effectively and routinely communicate work status to stakeholders?

Ensuring equity is imperative not only for legal purposes, but to support better outcomes as an integral part of PSU’s mission, vision and values. As a large employer with varied units and positions, it is unlikely that any position or Flex-Work agreement will be exactly the same as another. Because PSU has no “standard” flexible work environment, we must be deliberate, intentional and systematic in the way we make decisions and hold ourselves accountable for ensuring our workplace is as equitable as possible.

Ask yourself these questions and any others to help consider whether your Flex-Work plan is equitable:

1. Were you consistent in applying steps 1 and 2 when planning which employees may use a Flex-Work @ PSU model?

2. How does your Flex-Work @ PSU implementation affect access for external customers historically impacted by inequities?

3. How will your overall Flex-Work implementation affect differently situated employees, including those who are underrepresented, minoritized and/or in protected classes?

4. Have you shared your plan with your department leadership (director, dean, and/or vice president) to ensure equity is being applied across the division or college?

Once the previous steps have been completed, supervisors should discuss and review the Flex-Work @ PSU Agreement with the employee.

The purpose of the Flex-Work @ PSU Assessment Tool is to assist supervisors and unit leaders in thinking through relevant considerations in order to ensure effective Flex-Work decisions and create equitable and measurable employee plans.

The following steps are provided for finalizing the work arrangements:

1. Create the employee’s Flex-Work plan:

   • Review position description with the employee and determine any specific duties that should be performed at certain times or on campus.

   • Establish a regular time to check in with the employee.

   • Discuss expectations around the duration of agreement.

   • Discuss expectations around university-owned equipment, costs for supplies, building access and parking during off hours.

   • Discuss and resolve any obstacles prior to signing the agreement.

2. Review the Flex-Work agreement and policies with employees.

3. Review the Flex-Work “What Ifs…”

4. Complete a Flex-Work @ PSU Assessment Tool.

5. Review/update the Remote Work Agreement on an annual basis, ideally during the annual performance review process.

Workspace Factors

Supervisors should consider how to approach workspace needs for those who are working with a Flex-Work arrangement.

Ergonomics: Environmental Health and Safety (EHS) can assist with advice and referrals for assessing activities, work environments and equipment in various work settings. For more information, visit EHS ergonomics website or contact an EHS specialist (ehuns2@pdx.edu) for more information. 

Confidentiality, Remote Work IT and Security: Consistent with PSU’s expectations of security for employees working at a campus workspace, employees who are working remotely are expected to ensure the continued protection of information that complies with state and federal privacy laws. See OIT’s data security guidelines for more information.

If an employee working remotely uses restricted/confidential data, they are expected to follow the same processes to ensure that confidentiality is maintained at their remote work site. These processes include, but are not limited to: 

1. storing any confidential documentation in a locked cabinet when not in use; 

2. closing any applications that display confidential data (Banner screens, spreadsheets, etc.) when not in use; 

3. locking your computer or logging off when not in use; 

4. limiting confidential documentation held off site to an absolute need to know; and

5. returning documentation to a secure PSU location as soon as possible.

As a supervisor, it is your responsibility to ensure your employees understand the steps required to maintain confidentiality, and you may have additional requirements as necessary for the individual or the job.