H12 – Hybrid Work Policy

Approver: President and CEO
Owner: Chief Human Resource Officer
Date Approved: January 1, 2022
Last Reviewed: June 2025
Next Review Date: June 2026

See the H12 – Hybrid Work Procedures ›

1.0 Purpose

1.1

Red River College Polytechnic is committed to fostering safe, inclusive, and productive work environments, and recognizes that flexible work arrangements, such as hybrid work, can support work-life balance, enhance productivity, increase engagement, and contribute to sustainability.

1.2

This policy and accompanying procedures establish clear guidelines and expectations to support the effective implementation and management of hybrid work arrangements in a fair, equitable and consistent manner; and, ensure that decisions around hybrid work are aligned with RRC Polytech’s strategic values and commitments, advance operational requirements and consider employee interests or preferences.

2.0 Definitions

2.1

“Hybrid Work” is a voluntary, temporary, and flexible work arrangement whereby an employee receives approval from management to perform their assigned duties through a work schedule that includes both on-campus and from home (or another approved off-campus location) work. Hybrid work does not change an employee’s work headquarters, work hours or terms and conditions of employment. At RRC Polytech hybrid work arrangements may include:

“Fixed Hybrid Work Arrangement” this type of arrangement involves a pre-determined schedule with specific days designated for on-campus work and specific days for work from home. For example, an employee might work on campus every Monday, Wednesday, and Friday, and work from home on Tuesday and Thursday. The schedule is consistent and agreed upon in advance.
“Flexible Hybrid Work Arrangement” this type of arrangement allows for more flexibility in determining on-campus and work from home scheduling, often within a set framework or minimum on-campus requirement. For example, an employee might be required to be on campus a minimum of two days per week, with the specific days varying based on operational requirements and individual preferences, as long as overall departmental expectations are met.
“Blended Hybrid Work Arrangement” this type of arrangement combines both fixed and flexible hybrid arrangements. For example, an employee might be expected to be on-site every Wednesday, while also having the autonomy and flexibility to choose additional on-campus or work from home days based on operational requirements and individual preferences.

2.2

“Hybrid Work Agreement” is a written arrangement between RRC Polytech and an employee outlining the terms and conditions of an approved hybrid work arrangement. The hybrid work agreement generally includes the agreed upon work schedule, duration of the arrangement, approved hybrid work location(s), equipment expectations, health and safety considerations, and performance and compliance requirements.

2.3

“Hybrid Work Safety Checklist” is a required tool used to assess and confirm that an employee’s work from home location meets health, safety, security, and ergonomic standards. The checklist must be completed as part of the hybrid work arrangement approval process and reviewed and updated on a regular basis.

2.4

“Employee” refers to any individual employed by RRC Polytech in a full-time, part-time, term, or contract capacity.

2.5

“Management” or “Manager” refers to individuals with the authority to oversee an employee’s work, approve work arrangements, and manage departmental operations. This may include Executive Directors, Directors, Deans, Managers, Chairs, or equivalents.

2.6

“On-Campus Work” means work performed from any RRC Polytech-occupied building, site, mobile vehicle, or any other premises or location whether indoors or outdoors in which one or more employees, or self-employed persons, are engaged in work or have worked.

2.7

“Work From Home” means work performed from an employee’s residence or another approved off-campus location that is safe, suitable, secure, and supports required work tasks.

2.8

“Workplace” is any place where an employee is engaged in work for their employer. This includes locations where work is being performed on-campus, outdoors, on third-party premises from home or any other approved work location. An approved workplace such as a home office, is considered and is an extension of the workplace.

2.9

“Equipment” refers to the tools, technology, software, systems access, and workplace furnishings that an employee may need to effectively perform the duties of their position. These typically include:

Laptop and charger
Monitor(s), keyboard, and mouse
Headset with microphone
Docking station or adapter
Access to a secure internet connection
VPN or secure remote access tools
Licensed software applications
Workplace furnishings such as a desk, chair, and appropriate lighting

Equipment requirements will vary by position and will be determined by management.

2.10

“Operational Requirements” refers to the needs, priorities, and conditions required to fulfill RRC Polytech’s mandate, deliver services, and maintain academic and administrative excellence. Operational requirements will consider whether the nature of the work performed by the department or work area, the specific duties and responsibilities of the position and the individual performance of the employee are suitable for hybrid work. Operational requirements are a key factor in determining the suitability of hybrid work arrangements.

2.11

“Employee Interests or Preferences” refers to the individual circumstances, working styles, or situational factors that may influence an employee’s request for hybrid work including preferences related to work-life balance, commuting, focus and productivity, or work environment. These are not the same as formal employment accommodations requests related to disability, medical needs, family status or other protected grounds under human rights legislation which are addressed under the Employment Accommodation Policy.

3.0 Application

3.1

This policy applies to all employees whose positions are suitable for hybrid work, meaning their duties can be effectively and safely performed both on-campus and from home (or another approved off-site work location). Hybrid work requests will be considered by management in accordance with this policy and accompanying procedures, subject to operational requirements and at the discretion of RRC Polytech.

3.2

This policy applies to hybrid work arrangements that involve a recurring work schedule of on-campus work and work from home. This policy does not apply to other types of flexible work arrangements such as compressed work weeks; modified hours; flextime arrangements unrelated to location; or job sharing.

3.3

This policy does not alter, supersede, or waive any terms or conditions of employment set out in an employee’s employment contract, collective agreement, or RRC Polytech’s policies such as an employee’s work headquarters, assigned duties, salary, benefits, vacation, sick leave, or overtime pay.

3.4

This policy does not apply to critical operational situations, such as campus closures due to adverse weather, emergencies, or public health directives. Such situations are managed under separate continuity or emergency response policies and procedures and may result in the modification or temporary termination of previously established hybrid work arrangements.

3.5

This policy does not apply to ad hoc, occasional, or one-time work-from-home requests (e.g., a single day working from home). These types of requests are managed informally and at the discretion of the employee’s manager and do not require a formal hybrid work agreement.

3.6

Hybrid work arrangements established under this policy are voluntary and may be approved, modified, or terminated at the discretion of management based on operational requirements, position suitability, or employee performance.

3.7

This policy does not replace or substitute RRC Polytech’s employment accommodation process. Employees requiring employment accommodation related to disability, medical need, or other protected grounds under human rights legislation must establish the accommodation in accordance with the Employment Accommodation Policy.

3.8

Hybrid work is not to be used as a substitute for sick leave or other medical-related leaves. If an employee is unable to work due to illness or injury the established sick leave practices apply.

3.9

Hybrid work is not to be used as substitute for ongoing family or childcare responsibilities. Employees are expected to have appropriate care arrangements in place during working hours to ensure they can fully perform their duties and remain accessible and engaged during scheduled work time.

3.10

This policy does not apply to requests for out-of-province or international hybrid work. These types of requests would require consultation with Human Resource Services and exceptional consideration/approvals.

3.11

For faculty, any pre-existing arrangements to perform administrative duties such as marking or curriculum development from home, or another approved off-site location, previously agreed to by management in accordance with the collective agreement do not require further consideration under this policy.

4.0 Policy

4.1 Types of Hybrid Work

There are three (3) types of hybrid work arrangements covered under this Policy:

“Fixed Hybrid Work” which involves a fixed work schedule of specific days on-campus and specific days working from home.
“Flexible Hybrid Work” which involves a variable schedule of days on-campus and days working from home often within a set framework or minimum on-campus requirement.
“Blended Hybrid Work” which involves a blend of fixed and flexible hybrid work elements to balance operational requirements and individual preferences.

4.2 Eligibility and Approval

Hybrid work arrangements will be considered based on the nature of the role, operational requirements, and the employee’s ability to perform duties effectively through hybrid work.

All employees are eligible to request hybrid work arrangements by submitting a request to their manager.
Requests will be assessed on a case-by-case basis in a fair and consistent manner, in accordance with the Hybrid Work Policy procedures. Decisions are made at the sole discretion of management.
All hybrid work arrangements require prior approval from management.

4.3 Hybrid Work Agreements

Approved hybrid work arrangements must be formalized through a documented hybrid work agreement.

The agreement will detail the terms of the arrangement, including the schedule, duration, approved hybrid work location(s), equipment expectations, health and safety considerations, and performance and compliance requirements.
Hybrid work agreements do not alter the terms and conditions of employment.
All arrangements must include both on-campus and from home work components.
Hybrid work agreements are temporary in nature and subject to regular review. Agreements may be amended or terminated at any time due to performance concerns, operational needs, or other considerations, with appropriate notice.

4.4 Employee Safety and Health

RRC Polytech is committed to providing safe and healthy work environments that are compliant with applicable legislation regardless of whether an employee is working on-campus or from home.

Employees are responsible for ensuring that their hybrid work location(s) comply with safety and health practices and ergonomic principles.
A completed hybrid work safety checklist is required for all work from home locations.
Work-related injuries that occur while working from home during scheduled hours must be reported immediately to an employee’s manager and Safety, Health and Security Services in accordance with institutional procedures.
Employees are not permitted to conduct in-person meetings at their work from home location.

4.5 Equipment and Information Security

RRC Polytech will provide employees with the equipment required to effectively perform the assigned duties of their position while working on-campus. Equipment requirements will vary by position and will be determined by management.

All assigned equipment is to be used and maintained in accordance with the Acceptable Use of Information Technology Resources Policy.
Except for their assigned personal computing device (e.g., laptop), employees are responsible for the expenses and maintenance of any additional equipment or services required to establish and maintain their work from home location. This includes utility costs, home insurance costs, and the costs of any other equipment and supplies required to work from home. RRC Polytech will not provide additional equipment such as monitors, keyboards, mice, or other workstation furnishings to equip an employee’s work from home location.
Employees will be responsible for determining their eligibility for and claiming any eligible deductions on their personal income tax returns in accordance with Canada Revenue Agency guidelines.
Employees must comply with all institutional policies related to information security, data privacy, and the handling of confidential information, regardless of work location. In the event of a theft, information breach or security breach, the employee must immediately report to their manager so that appropriate mitigation steps can be taken.

4.6 Employee Performance, Conduct and Accountability

Hybrid work arrangements do not change performance expectations or policy compliance requirements.

Employees must meet all performance standards and remain accountable to their role responsibilities.
Employees are expected to follow their agreed-upon work schedule and be available and responsive during scheduled work hours.
Any applicable overtime must be pre-approved in accordance with institutional practices.

5.0 Responsibilities

The effective implementation and management of hybrid work arrangements is a shared responsibility of employees, managers, and supporting department areas.

5.1

Employees will:

Submit requests for hybrid work in accordance with the established policy and accompanying procedures.
Adhere to the terms of their approved hybrid work agreement, including agreed work schedules, location(s), and responsibilities, and the term and conditions of their employment agreement or collective bargaining agreement.
Purchase and maintain any additional equipment, furnishings, supplies, or services required to establish effectively functioning and professional work from home location(s). This includes ensuring their work from home location has appropriate internet connectivity.
Ensure their work from home location(s) adhere to safety and health requirements as established through the Hybrid Work Safety Checklist and comply with all applicable procedures and/or codes of practice or directions developed or issued by Safety, Health, and Security Services under this policy or otherwise.
Maintain productivity, accountability, and availability during scheduled work hours. This includes making themselves available for regular “check-ins” with their manager or other designated person(s) as determined by management. Management may also require that the employee notify them when leaving their work from home location during regular, scheduled work hours for reasons other than scheduled breaks.
Attend on-campus as required by management. This may include attending on-campus for in-person meetings, training and employee development activities, or other ongoing departmental interactions; and, may require the employee to attend on-campus on a day that they were otherwise scheduled to work from home. Management will endeavor to provide reasonable notice. Where travel to and parking on-campus is required, costs associated with such travel and parking will not be reimbursable. Generally, commuting from the employee’s from home work location to an employee’s on-campus work location will not be recorded as time worked.
Employees must maintain adequate and appropriate childcare services to permit them to devote their full time and attention to their assigned duties and to attend on-campus as required by management.
Protect institutional data and comply with information security, privacy, confidentiality, and code of conduct policies. This includes locking sensitive information away and preventing unauthorized use or access to RRC Polytech’s resources, equipment, and information. In the event of a theft, information breach or security breach, the employee must report it to their manager immediately so that appropriate mitigation steps can be taken.
Report any work-related incidents or injuries sustained while working from home during scheduled hours.
Accurately record time worked from home in accordance with established timesheet entry practices.

5.2

Managers will:

Assess hybrid work requests fairly, consistently, and in accordance with this policy and accompanying procedures.
Approve hybrid work requests and establish hybrid work arrangements using the Hybrid Work Agreement.
Review, modify or terminate hybrid work agreements annually, at a minimum, or more frequently, as necessary, based upon performance concerns, operational needs, or other considerations and ensure all arrangements are documented in a Hybrid Work Agreement.
Set clear expectations regarding performance, communication, availability, and accountability for employees working under hybrid arrangements.
Monitor and support employee performance and address concerns related to productivity, conduct, or policy compliance.
Ensure completion and regular review of Hybrid Work Safety Checklists annually, at a minimum, or more frequently, as necessary, for all approved hybrid work locations and respond to any safety and health concerns brought to their attention.
Consult with relevant departments (e.g., Human Resource Services; Safety, Health and Security Services, Information Technology Solutions, Environmental Stewardship and Campus Renewal) as needed to support decision-making and implementation.

5.3

Human Resource Services will:

Develop and maintain hybrid work procedures, templates, and tools to support the consistent application of this policy.
Provide advice and support to managers and employees in submitting and reviewing hybrid work requests and establishing hybrid work agreements.
Monitor and review policy application for fairness, equity, and alignment with related legislation and institutional commitments and priorities.
Support change management, training, and communications related to hybrid work practices.
Advise on matters related to out-of-province or international hybrid work requests in collaboration with Legal and Compliance Services.

5.4

Information Technology Solutions will:

Support managers and employees to establish effective and safe hybrid work arrangements through the provision of approved technology resources, tools, software, and access.
Provide training, advice and technical support to managers and employees to ensure the proper use and access of the required technologies and applications.
Develop procedures related to data and information security, confidentiality, and use of RRC Polytech information technology resources to support the implementation of this policy.

5.5

Safety, Health, and Security Services will:

Develop and maintain the Hybrid Work Safety Checklist and provide related safety and health advice, guidance, and training for hybrid work arrangements.
Provide support to employees and managers in assessing and addressing ergonomic, health, and safety considerations.
Respond to and investigate work-related incidents or injuries occurring at hybrid work locations in accordance with institutional procedures.
Ensure institutional compliance with relevant occupational health and safety legislation for all approved work locations.
Develop procedures and/or codes of practice to ensure workplace standards related to safety, health, risk management and the reporting of incidents/ accidents that occur in approved hybrid work locations are met.

5.6

Legal and Compliance Services will:

Address legal and compliance issues related to this policy.
Provide legal advice on employment contracts and other types of agreements governing hybrid work under this policy.

5.7

Environmental Stewardship and Campus Renewal will:

Monitor the impact of hybrid work arrangements on campus space utilization and office allocation.
Collaborate with departments to develop flexible workspaces that support hybrid work models and meet operational needs.
Provide guidance on workspace planning, design, and usage to align with RRC Polytech’s goals for sustainability, inclusion, and space efficiency.

6.0 Review Period

This policy will be reviewed annually in consultation with institutional leadership and collaboration with internal departmental stakeholders to ensure alignment with institutional priorities, legal obligations, and evolving workforce needs.

7.0 Related Policies and Tools

Hybrid Work Toolkit

Related Policies

E1 — Safety
E10 — Use of Equipment for Personal Use
E13 – Violence Prevention
E14 – Public Health Protection
H17— Absence due to Adverse Weather Conditions
H18 – Employment Accommodation
IT1— Acceptable Use of Information Technology Resources
IT2— Security of Information Technology Resources
P1 – Conflict of Interest
P3 – Ethical Behaviour and Code of Conduct
U2 – Space Use
MGEU Collective Bargaining Agreement

Policies and Corporate Legal