Purpose of Guidance
To clarify UW-Eau Claire’s expectations for remote work in alignment with UW System Administrative Policy (SYS) 1228, Telecommuting (Remote Work).
Affected Stakeholders on Campus
This guidance applies to all employees working directly for UW-Eau Claire that perform their job functions from an approved alternate worksite (such as the employee’s home) which is not the official office location for the employee’s work unit, on a standard and recurring basis (“remote work”).
Guidance
UW-Eau Claire is a student- and client service-oriented institution. Our commitment to high-quality service means that availability, responsiveness, and collaboration are most often achieved through in-person presence. While remote work arrangements can support employee flexibility and work-life balance, they must be carefully evaluated and monitored to ensure they do not compromise our core mission of serving students and the campus community.
UW-Eau Claire requires approval of two forms for remote work:
- A UW-Eau Claire Remote Work Initiation form (link available soon) to provide details of the arrangement. Email the completed form to humanresources@uwec.edu.
- A Universities of Wisconsin Flexible Work Arrangement request in Workday. Information and instructions are available here.
Employees may not work remotely until both forms are approved. Due to the Workday transition, all employees seeking approval for remote work on or after July 1, 2025 should submit their FY26 request by August 30, 2025.
Supervisor’s Responsibilities
1) Evaluate Position Eligibility for Remote Work
Before approving any remote work request, supervisors must work with their executive-level leader to determine if the position is suitable for remote work by assessing:
- Job duties and expectations: Does the role require any in-person interactions with students, staff, or the public?
- Access to physical materials or systems: Are essential tools or files only available on campus?
- Team collaboration needs: Does remote work affect the team's efficiency or ability to coordinate?
- Service impact: Will remote work diminish the level of service provided to students or stakeholders?
- Nature of the work: Are tasks transactional or results-based, allowing for clear measurement of output and accountability while working remotely?
Positions that are student- and/or client-facing are expected to work on-site to maintain service excellence. The Office of Human Resources can help determine if a position is suitable for remote work.
2) Set Clear Performance Expectations
Supervisors are responsible for ensuring remote employees:
- Maintain productivity and meet performance standards
- Are responsive during agreed-upon work hours
- Stay engaged in team communication and campus operations
- Attend in-person meetings, work, or other functions, as needed
- Follow proper procedures for data security, equipment use, and time reporting
Expectations must be documented in the employee’s remote work agreement and regularly reviewed.
3) Regularly Review and Monitor Remote Arrangements
Remote work agreements should not be assumed to be permanent. Supervisors should:
- Conduct regular check-ins to assess whether remote arrangements are meeting departmental and university needs
- Adjust agreements as needed in response to performance, changing duties, or staffing needs
- Confirm that remote work remains transactional or results-based, so that output is visible, measurable, and aligned with position responsibilities
4) Modify or Terminate Agreements When Needed
Supervisors have the authority and responsibility to:
- Modify remote work agreements if circumstances change (e.g., shift in duties, team needs)
- Terminate agreements if the arrangement negatively impacts service delivery, collaboration, or performance
- Communicate changes clearly and with reasonable notice, except in urgent situations
The remote work policy supports flexible arrangements only when the employee continues to meet the operational needs of the university.
Reminders
- All remote work agreements must be approved through appropriate channels.
- Supervisors should consult HR for guidance on equitable implementation and proper documentation.
- The default expectation remains in-person work unless a remote arrangement is clearly justified and formally approved.
- State statute and UW policy require UW-Eau Claire to be open to the public for standard office hours Monday to Friday from 7:45 a.m. to 4:30 p.m. except during holidays and as adjusted by the chancellor.
- Additional information is available in the Universities of Wisconsin Telecommuting (Remote Work) Guidelines for Supervisors.
Employee’s Responsibilities
1) Maintain Availability and Responsiveness
- Be fully accessible during your scheduled work hours.
- Respond promptly to emails, calls, and messages from students, colleagues, and supervisors.
- Attend meetings (virtual or in-person as required) and remain engaged in daily operations.
- Do not work overtime, or additional hours that generate night or weekend differentials, without receiving supervisor approval in advance.
2) Meet Job Expectations and Deliver Results
- Continue to meet all performance expectations and deadlines.
- Ensure work quality and output are consistent with on-site performance.
- Be proactive in communicating about progress, priorities, and challenges.
3) Stay Connected and Collaborative
- Actively participate in team meetings, discussions, and planning sessions.
- Foster a sense of presence and reliability despite the physical distance.
- Be aware that remote work should not create barriers for colleagues or students.
4) Follow All Policies and Procedures
- Comply with all UW and UW-Eau Claire policies, including those related to:
- Data privacy and security
- Use of university equipment and systems
- Time reporting and attendance
5) Create and Maintain an Appropriate Work Environment
- Ensure a dedicated, distraction-free workspace that supports productivity.
- Have reliable internet, phone, and access to all necessary work tools.
- Protect sensitive information in accordance with university standards.
6) Understand the Conditional Nature of Remote Work
- Remote work agreements may be modified or terminated by the supervisor at any time based on:
- Performance concerns
- Changing department needs
- Service or collaboration impacts
- Be prepared to return to on-site work when requested, either temporarily or permanently.
Contact: humanresources@uwec.edu
Original Issuance Date: July 14, 2025
Last Revision Date: July 14, 2025