• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Principles 
• Section 4 - Eligibility
• Section 5 - Conditions
• Section 6 - Interstate or International Arrangements
• Section 7 - Request and Approval
• Section 8 - Roles and Responsibilities
• Section 9 - Definitions

Section 1 - Purpose

(1) This Guideline sets out the expectations for managers and staff members in relation to remote working arrangements at the University of Wollongong (the University).

Section 2 - Scope

(2) This Guideline applies to staff of the University.

(3) This Guideline does not apply to:

1. casual staff;
2. persons who hold honorary appointments and visiting academics to the University;
3. staff employed by other entities controlled by the University; and
4. staff employed at campuses of the University outside of Australia.

Section 3 - Principles 

(4) This Guideline provides information to staff and their Supervisors on the processes and expectations associated with any remote working arrangement whilst in employment of the University. It supports and should be read in conjunction with the Flexible Work Procedure.

(5) Work location flexibility is outlined in the Flexible Working Arrangements Procedure and is one of a suite of flexible work options available to staff as part of the University’s commitment to flexible working practices. 

(6) The University is committed to providing a workplace that is agile, flexible, and adaptable to meet the changing environment in which we operate. This includes working with staff members to create a flexible place of work that meets the business needs.

(7) The University recognises that an important part of our culture is valued in coming together on campus to foster relationships, innovation, and community.

(8) The University offers work location flexibility to enable staff to balance onsite team connection and collaboration and the flexibility of working remotely.

(9) Staff may make occasional ad-hoc requests that do not fit within this framework. These requests should be managed between the staff member and their Supervisor.

(10) The University is committed to enabling a safe working environment for staff regardless of the location where work is conducted.

(11) Staff who work remotely must set up their workspace at their own expense unless agreement is reached by the Head of Unit. University equipment, other than portable computer devices provided to staff members to carry out their work, is not to be taken off site to be used in a home office environment (e.g., monitors).

(12) It is expected that all roles at the University will spend some time on campus, the duration and regularity of which will be dependent on local area business needs and arrangements made between Supervisors and staff members.

(13) All flexible working arrangements are subject to an annual review and adjustment in line with the needs of the University and the personal circumstances of the staff member and can be terminated at any time by either party.

Section 4 - Eligibility

(14) The University may accommodate remote working arrangements for staff members in the following circumstances:

1. if working remotely does not directly impede a staff member’s working capacity;
2. if the remote working arrangement will be unlikely to have a negative impact on the service delivery, efficiency, performance or productivity for the work area;
3. where the needs of the staff member, the work unit and the University can be met;
4. if the staff member has adequate facilities and equipment to enable a remote working arrangement; and
5. if the remote working arrangement satisfies the University’s obligations under the Work Health and Safety legislation to provide a safe and healthy work environment.

(15) Staff will work together with their Supervisors to determine the level of flexibility that their role can support and the requirements of the business unit.

(16) In circumstances where a role cannot be performed remotely, this requirement will be specified in the job advertisement and/or position description.

(17) There may be occasions when staff attendance onsite is required on a day the staff member would normally work remotely, and the staff member will be expected to make themselves available in such circumstances. This may include being available at short notice, but will be communicated with enough notice.

(18) Staff should seek independent financial advice to determine if home working expenses can be claimed in their annual tax return.

Section 5 - Conditions

(19) Where a staff member is approved to work remotely, the following conditions will apply:

1. staff working remotely will generally be expected to be working from home;
2. all costs of setting up a remote office (including but not limited to desk, monitors, office chair and internet connection) are the responsibility of the staff member unless agreement is reached by the Head of Unit;
3. staff should review and use the AGILE Workplace Safety Guidelines (Working from Home) to set up their home workstation;
4. staff must maintain appropriate confidentiality and privacy of information;
5. staff must remain accessible while working remotely during agreed work hours; and
6. staff will follow the normal procedures for notifying of leave (e.g. sick leave or carers leave).

Section 6 - Interstate or International Arrangements

(20) Working from an interstate location for an extended period or as an ongoing principal place of work is not normally permitted. Approval for these exceptional circumstances can only be made by the Chief People and Culture Officer or delegate via the People and Culture Business Partner or Advisor.

(21) The University does not support staff working from international locations, unless for University business, due to tax and employment implications. If staff are required to travel internationally for business purposes this should be managed in accordance with the Travel and Entertainment Policy and with approval by the relevant delegate in accordance with the Delegations of Authority Policy.

(22) Where a staff member is approved to work from a location that is not in close proximity to the campus (or other location) stated in their employment contract (or if no location is stated, from the Wollongong Campus), any costs associated with required travel to campus, will be at the staff member’s expense.

Section 7 - Request and Approval

(23) A remote work model may not suit all positions at the University and the Flexible Work Procedure ensures an equitable and transparent process for requesting and considering flexible work arrangements outside of a remote work request.

(24) To request a remote working arrangement staff are required to discuss the proposed arrangement with their Supervisor and consider:

1. the suitability of their role for a hybrid arrangement;
2. if they can meet the operational needs, requirements and outputs of their role from a remote environment;
3. overall team service coverage onsite; and
4. team cohesion and morale.

(25) Any refusal of a remote work arrangement will be communicated by the Supervisor with reasons in writing to the staff member.

(26) Should a remote working arrangement start to impact on a staff members ability to complete the inherent requirements of their role, the Supervisor must consult with their People and Culture Business Partner or Advisor and provide clear reasons as to why the remote working arrangement is not working. The remote working arrangement may be terminated.

Section 8 - Roles and Responsibilities

(27) Staff approved to work remotely must:

1. be contactable via phone and email during their normal span of work hours;
2. ensure remote worksite complies with health and safety requirements and report any hazards, near misses or incidents as soon as practicable;
3. maintain a dedicated workspace, free from distractions and ensure connection to team members during periods of remote work;
4. ensure fitness for work requirements are met. If staff are unwell or unfit for work, leave entitlements should be used; and
5. ensure the security and/or confidentiality of University equipment and records.

(28) Supervisors are responsible for:

1. ensuring workplace flexibility is offered equitably and transparently to staff in accordance with the respective enterprise agreement requirements;
2. ensuring the staff member is working in accordance with their agreed remote working arrangement and are adhering to University policies and procedures;
3. ensuring the nature of the work and job responsibilities are possible to be performed in a hybrid or remote work location without causing disruption to performance and service;
4. maintaining regular communication with staff while working remotely and setting clear expectations around performance; and
5. reviewing any remote work arrangement on a regular basis in consultation with the staff member.

(29) The People and Culture Division is responsible for:

1. Ensuring workplace flexibility is offered equitably and transparently to all staff in accordance with the respective enterprise agreement requirements.

(30) The Wellbeing Health and Safety Unit will provide advice on:

1. ergonomic matters where necessary; and
2. workplace assessments if required.

Section 9 - Definitions

(31) Definitions are consistent with the Employment Lifecycle Policy.