Work Location Guidelines

• • 1. • Campus: Employees are required to work at a TSTC site each work day to perform core tasks.  Note:  Management may approve employees performing core tasks at a non-TSTC site for up to two days per week, depending on business needs.

       • Remote: Employees' main work location is not at a TSTC site. All core tasks are performed remotely and can be consistently executed from any location without compromising the quality of the work. Typically there is no business need for remote employees to support or be available for on campus presence. 

       • Flexible/Hybrid: Employees frequently work from a TSTC site or flexible/virtual off-campus location, but must be available for on-campus meetings and support as required by business needs, even if on an as-needed basis. Note: Virtual work includes communicating, collaborating, and interacting from a virtual off-campus space as you would face-to-face on campus.

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The arrangement is subject to modification or cancellation based on organizational needs.

• • 1. • Effective Communication Strategy: Remote workers and their managers are expected to establish a communication plan detailing methods and frequency of interactions with colleagues and supervisors.

       • Availability: Remote employees should be accessible via phone, email, Google Hangout, Google Chat, Zoom, etc., during core hours. They must obtain manager approval for any changes to their work schedule.

       • Meeting Attendance: All employees shall be required to attend on-campus meetings or perform tasks at appropriate TSTC locations, as required for business purposes, unless the employee's absence has been approved in advance by the employee’s supervisor.

       • Expense Responsibility: Flexible/Hybrid and remote employees are responsible for expenses incurred for required on-campus activities. This includes intra-state travel when employees stationed at different campus locations must convene for meetings or other activities at a central location such as Waco. Such expenses, including air travel for full-time remote employees, will be covered or reimbursed when pre-approved by management.

• • 1. • Adherence to TSTC Policies: All standard TSTC policies on attendance and working hours apply to remote employees.

       • Time Management: Non-Exempt and Hourly employees must accurately record their work hours and seek prior approval for any overtime work regardless of work location.

• • 1. • Workspace Requirements: Flexible/Hybrid and Remote employees should have a private, distraction-free workspace, ensuring confidentiality and proper telecommunication setup.

       • Employee Responsibilities: Employees are responsible for costs related to home workspace setup, internet and utility bills, and relevant insurances.

       • Reimbursement for Operating Costs: Unless otherwise approved in advance by the remote employee's supervisory chain, all operating expenses related to remote work shall be the responsibility of the remote employee.

       • Internet and Technical Equipment: Internet access, crucial for VPN connectivity, is the employee's responsibility. Technical equipment for remote work will be determined by the manager and employee, with all TSTC-provided items remaining TSTC property.

       • Professional Standards: Flexible/Hybrid and Remote employees are expected to maintain a professional image and decorum during video meetings, adhering to TSTC’s standards. This includes appropriate dress code—no pajamas or shirtless attire—and workplace behavior, such as refraining from smoking, smokeless tobacco, vaping, or consuming alcoholic beverages on camera. The environment visible during video calls should also reflect professional standards, with suitable work settings and virtual backgrounds. These guidelines help ensure that the line between casual and professional appearance is appropriately maintained, embodying TSTC’s commitment to professionalism as outlined in our Statement of Standards (SOS).

The updates to the work location guidelines were implemented to comply with Texas Government Code Chapter 658, which outlines labor hours and conditions. The changes ensure that TSTC remains compliant with legal standards while providing clarity and updated definitions to enhance the flexibility and understanding of work location options for all employees.

While TSTC values flexibility and has expanded remote and hybrid work options, the nature of some positions necessitates an in-person presence. Many of our roles are customer-facing, especially those that involve direct student services, technical support, and on-site operational tasks, which require employees to be physically present on campus. The interaction and immediate response provided in these roles are critical to maintaining the quality of service and operational integrity that our students and stakeholders expect from TSTC.

During the COVID-19 pandemic, TSTC temporarily extended greater flexibility to roles traditionally requiring on-site presence to ensure the safety and well-being of our employees and community. However, as we move forward, the allocation of work location types must align primarily with the requirements of each position. Our commitment to flexibility remains, but it is secondary to the operational and service needs inherent to certain job profiles. This approach ensures that we continue to fulfill our mission effectively while adapting to evolving circumstances and maintaining compliance with relevant regulations.

The new work location types—Campus, Remote, and Flexible/Hybrid—are assigned based on the specific requirements of each position and department within TSTC. This approach ensures that the operational needs of the college are met while maintaining high standards of service and efficiency. 

These categories are not chosen by the employees but are designated to optimize organizational performance and meet the varied demands of our services. This clarity helps employees understand the expectations and responsibilities associated with their roles, contributing to better job performance and satisfaction. While personal preferences are considered where feasible, the primary determinant of work location type is what best serves the needs of TSTC and ensures the fulfillment of our mission. This structured approach helps maintain a clear understanding of operational goals and enhances productivity by aligning job functions with appropriate work environments.

The guidelines support TSTC's goals of fostering a supportive work environment and optimizing operational effectiveness. By clearly defining work location types and criteria, TSTC aims to enhance the alignment of job roles with the most effective working environments, thereby supporting both individual professional needs and overall organizational objectives.

The updated work location types—Campus, Remote, and Flexible/Hybrid—are carefully assigned to align with the strategic needs and organizational priorities of TSTC. These changes are a reflection of our institution's growth and maturity, acknowledging the need for a more structured and clear approach to work location assignments. By explicitly defining these categories, we aim to clarify for all team members the reasons why certain roles are designated as remote, on-campus, or hybrid.

This clarity is crucial as it helps our employees understand the operational logic behind their designated work environments, ensuring that everyone is aware of how their specific role contributes to the broader objectives of TSTC. These designations are not merely about personal preference or convenience but are strategic decisions that optimize our collective ability to serve our stakeholders effectively. By establishing clear guidelines, we assist our team members in understanding their roles within the context of TSTC's operational and strategic framework, fostering a more cohesive and aligned workforce.

The guidelines are designed to maintain, if not enhance, team dynamics and collaboration by providing clear expectations for communication and accessibility, regardless of work location. By setting these standards, TSTC ensures that all team members, whether on-campus, remote, or hybrid, can effectively collaborate and contribute to their teams.

No, the performance and evaluation process will remain the same across all work locations. All employees, regardless of their work location type, are expected to meet the same high standards of performance, productivity, and professionalism. The criteria for evaluations and the methods for measuring performance will continue to apply equally to all employees.

• Campus: Required on-site presence.

• Remote: Work performed off-site.

• Flexible/Hybrid: Combination of on-site and off-site work.

All TSTC employees are subject to the new work location guidelines, which will be reflected in their job profiles on Workday.

Requests for temporary or long-term changes should be requested through HR or their immediate supervisors. Notably, any alternative work arrangements that extend beyond two weeks require formal documentation through Human Resources.

Remote workers must maintain the same standards of performance, productivity, and communication as on-site employees, and be accessible during core hours via standard communication tools.

Yes, your workspace must be private, free of distractions, and have a suitable telecommunication setup. Employees are responsible for setting up and maintaining their home office environments.

Remote and hybrid employees are responsible for their own home office expenses unless otherwise approved. Pre-approved costs related to on-campus activities will be reimbursed.

You are required to attend on-campus meetings as required by business needs unless an absence is pre-approved by your supervisor.

All employees, regardless of location, must adhere to TSTC's policies on attendance and working hours, with non-exempt and hourly employees required to accurately record work hours and seek approval for any overtime work.

All employees, regardless of location, must adhere to TSTC's policies on attendance and working hours, with non-exempt and hourly employees required to accurately record work hours and seek approval for any overtime work.

As a supervisor, it is essential to communicate the updates to the work location types—Campus, Remote, and Flexible/Hybrid—clearly and effectively to your team. Here are some key points to consider when discussing these changes:

1. Explain the Rationale: Begin by explaining why these changes are being implemented. Emphasize that the updates are designed to align with TSTC’s strategic objectives and operational needs, reflecting our organizational maturity and commitment to clarity.

2. Detail the Changes: Provide a clear description of the new work location types and what each category entails. Make sure to clarify that these designations are based on the specific requirements of each position and the overall needs of the college, rather than personal preference.

3. Discuss the Impact: Talk about how these changes might impact the daily operations and responsibilities of your team. Be open about any shifts in work dynamics and how these might be managed to maintain or enhance productivity and collaboration.

4. Support and Resources: Inform your team about the support and resources available to help them transition to these new work location types. This might include training sessions, new tools for remote collaboration, or changes in communication protocols.

5. Feedback Mechanism: Encourage feedback and be ready to address any concerns or questions. Establish a clear mechanism for team members to express their thoughts or seek clarification about the changes.

6. Continuous Communication: Stress the importance of ongoing communication. Let your team know that this will be an evolving process and that adjustments may be made based on feedback and the effectiveness of the new arrangements.

By focusing on these key areas, supervisors can ensure that their teams are well-informed about the new work location types and understand how these changes will benefit the organization and enhance their work experience.

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