G.1.21 Alternate Work Arrangements

Marine Biological Laboratory
Policy No. G.1.21

Human Resources

Initiated by: Human Resources
Approved by: MBL Director
Date: March 7, 2011
Revision: #1, November 18, 2021
Distribution: MBL Managers and Supervisors

1.0 Purpose
To provide guidance to departments that wish to establish alternative work arrangements for employees whose work can be performed off MBL premises for a portion of the workweek.
This policy outlines work arrangements to allow employees to work at an alternative work location, when both the job and the employee are suited for such an arrangement. These alternative work arrangements should bring value to both the employee and the MBL.

2.0  Policy Statement

MBL is a multi-faceted organization and personnel needs vary across different areas of the organization.  A constant of working at the MBL is the collegiality and close working relationships of the employees as well as the customer service necessary to provide the resident and non-resident scientists and their staff, students, and course faculty with the services they require. This policy provides a guideline for the consideration of alternative working arrangements.

Alternative work arrangements are appropriate for some employees and some positions but not for all employees and all positions.  No MBL employee is entitled to or guaranteed the opportunity to work remotely as many positions require being present on campus. Decisions on alternative work arrangements will be made on a department-by-department and case-by-case basis.  Employees who are on alternative work arrangements, like all employees, are expected to be collegial and willing to adapt to meet both the department’s needs and colleagues’ work schedules.

3.0 Typical Alternative Work Options

Typical alternative work options may include remote work arrangements to be considered in conjunction with the MBL’s normal business hours.

  • 3.1 Definitions

    Normal business hours: while MBL has activities that occur 24/7, the core business hours of the MBL are 8 am – 5 pm Monday through Friday.  Services should be available in all departments during these core business hours.  Schedules that include regular or occasional weekend work or hours outside the normal business hours may be necessary to accommodate the business needs.

    Remote Work: allows for the job to be performed off-site, on a regular, recurring basis. Remote work assignments may be comprised of working a combination of days from home and on-site: “hybrid” work.

4.0 Alternative Working Arrangement Criteria

Each employee who is eligible for alternative work arrangements has the option to request this arrangement, and each manager has the discretion to assess and determine the number of days an eligible employee is required to work onsite.  Each employee’s work arrangement will be based on the manager’s assessment of the employee’s role and the needs of the laboratory or department, in consultation with the employee and HR.  To work in an alternative work arrangement, an eligible employee must have a satisfactory performance record and not be working on a performance improvement plan. An employee is eligible for alternative work arrangements if they meet the following criteria:

  •     The employee can fulfill the functions of their job under the alternative work arrangement;
  •     The alternative work arrangement will not cause disruption to the employee’s work and work-related communications;
  •     The alternative work arrangement will not negatively impact laboratory or departmental operations or impact the workloads of colleagues;
  •     The employee is available, accessible and responsive during normal business hours;
  •     The employee’s work can be equitably distributed, if necessary, so that alternative work arrangements do not require other co-workers to take on the employee’s responsibilities; and
  •     Employees will be “online”/available to their own and other teams at required times.

5.0 Guidelines

The following guidelines apply to all employees working remotely:

  • All employees working remotely must comply with all applicable MBL policies.
  • There will be occasions when remotely working employees will be required to attend specific meetings in-person. Also, employees may be asked to temporarily end their alternative work arrangement and return to in-person work to complete specific assignments or during previously scheduled busy periods for the department. These decisions are at the discretion of the manager.
  • IT Requirements
    • There must be clear delineation of responsibility for supplies, computer set-up, and any additional applicable items for employees working remotely.
    •  Employees working remotely are responsible for providing their own Internet and telephone services necessary to complete their work.
    • All computer equipment, whether provided by the MBL or the employee, must meet MBL’s Information Technology security standards.
    • Employees working remotely are expected to familiarize themselves and comply with applicable IT policies including those related to protection of confidential data. Refer to the Information Technology Security Policy.
  •     Employees working remotely must inform HR of any changes to their remote location. This will require the employee to update the address of their remote location in UltiPro.  Any tax consequences created by an employee’s remote location are the responsibility of the employee.
  •     Work-related injuries, accidents, and illnesses must be reported to the employee’s supervisor. Workers’ compensation applies to injury or illness that arises out of and in the course of employment, whether the injury occurs at the regular work location or the approved alternative work location.  The employee agrees to hold the MBL harmless for injury to others at the remote work site.
  •     The MBL assumes no liability for accidents and injuries at the employee’s home or other remote work location outside of work hours.
  •     Employees working remotely should create and maintain a remote workspace that is safe, free from distractions, obstructions, and hazardous materials.
  •     The supervisor and employee should meet periodically during the initial few weeks to discuss the assignment and to adjust as needed.
  •     In allowing alternative work arrangements, the MBL will abide by all federal, state, and local wage and hour laws.
  •     Remote work arrangements are not a substitute for childcare or other dependent care. Employees should make and maintain childcare or other dependent care arrangements whenever they are engaging in remote work.
  •     This policy does not change or amend the process for requesting reasonable accommodations under the Americans with Disabilities act (ADA). Employees requesting an ADA reasonable accommodation should contact the Human Resources Department.
  •     If at any time a flexible work arrangement no longer serves the employee’s purposes or the needs of the MBL, the arrangement may be discontinued.

6.0 Process

Employees may request an Alternative Work Arrangement by following this process:

  •     Employee proposes arrangement; employee should initiate a discussion with their manager concerning the proposed arrangement and complete the employee portions of Alternative Work Arrangement Form prior to this conversation.
  •     Manager reviews proposal and consults with HR. If an employee’s proposal involves work conducted outside of MA, the manager must consult with HR to determine whether the remote work arrangement can be accommodated without undue legal or cost burden to the MBL.
  •     Once the manager determines whether the employee’s proposed arrangement can be accommodated, the manager and employee will document the decision on the Alternative Work Arrangement form. This form is then forwarded to HR as the final step in the approval process.  The completed form will become part of the employee’s record.
  •     The initial Alternative Work Arrangement will be in place for a 90 day period.
  •     Manager and employee routinely review the arrangement.