H12 – Hybrid Work Procedures

Part 1: Introductory

1.0 Purpose

1.1

These procedures are intended to outline the process for requesting, approving, and implementing safe and effective hybrid work arrangements in a fair, equitable and consistent manner in accordance with the Hybrid Work Policy.

2.0 Definitions

2.1

Unless the context requires otherwise or these Procedures expressly provide a different definition, all terms defined in the Hybrid Work Policy have the same meanings when used in these Procedures.

3.0 Application

3.1

These procedures apply to all employees, managers and supporting departments involved in the request, review, approval, and implementation of hybrid work arrangements as outlined in the Hybrid Work Policy.

Part 2: Procedures

These procedures establish the process for implementing and managing safe and effective hybrid work arrangements across RRC Polytech. They are designed to promote consistency, fairness, operational effectiveness, and support flexible work options where appropriate.

4.0 Hybrid Work Arrangements

Beginning Fall 2026, subject to space and operational requirements, all hybrid work arrangements are expected to meet the following minimum on-campus requirements:

1. Employees – minimum of three days per week.
2. Managers – minimum of four days per week.

4.1

Managers are responsible for designating common anchor days when all team members are on campus.

4.2

Where required by role-specific operational needs, managers can increase on-campus days beyond the minimum requirement referenced in section 4.0 of this procedure.

4.3

Managers will consider operational and space requirements while supporting increased on campus presence, collaboration and connection.

4.4

These expectations do not limit work that occurs in the community or off campus. Managers will work with their teams to align on campus presence with service delivery needs, student experience, team effectiveness and role requirements.

5.0 Departmental Assessment and Annual Review

5.1

To determine whether hybrid work is operationally supportable within a department, management must:

1. Conduct a formal departmental assessment using the Hybrid Work Departmental Assessment Form, when hybrid work is being considered for the first time, or
2. Complete an annual departmental review using the Annual Hybrid Work Departmental Review Microsoft Form where hybrid work arrangements are already in place.

5.2

The Hybrid Work Departmental Assessment Form is designed to guide departments in evaluating job functions, operational requirements, service delivery impacts, and team dynamics in relation to hybrid work. The purpose of this form is to ensure that any decision regarding hybrid work feasibility is based on a consistent and comprehensive review of operational requirements.

5.3

Once a manager has completed a departmental assessment, the assessment must be reviewed and approved. Completed assessments must be submitted to the relevant one-up approving authority for review and approval. All recommendations from the assessment must be reviewed and acknowledged by the one-up approving authority.

5.4

Departments with existing approved hybrid work arrangements must complete the Annual Hybrid Work Departmental Review Form as part of the annual renewal process. This review requires Directors and Deans (or equivalent) to assess how hybrid work arrangements support service delivery, connection, and collaboration, and to confirm alignment with departmental and institutional priorities. It also requires them to indicate whether arrangements will continue and to ensure they remain appropriate, equitable, and effective. All recommendations should be reviewed and approved by the relevant one-up approving authority before submission.

5.5

Once reviewed and approved, a manager is then responsible for communicating the outcomes of the departmental assessment to all employees within their departmental area in a clear, consistent, and transparent manner. Communication must outline consistent parameters around the types of hybrid work arrangements that can be requested; whether there are any specific days employees are required to be on-campus or minimum on-campus schedules employees are required to adhere to. The communication must also outline how and by when employees must submit their requests for hybrid work.

5.6

People Services is available to provide advice and guidance throughout the departmental assessment process and to support the communication process as needed.

6.0 Employee Hybrid Work Requests and Renewals

6.1

To request a hybrid work arrangement:

1. Employees requesting for the first time in a department must complete the Hybrid Work Employee Request section of the Hybrid Work Employee Request Form and Managers Assessment Tool.
2. Employees with an existing hybrid work arrangement in their current department must review their arrangement with their manager and complete a Hybrid Work Agreement.

6.2

The Hybrid Work Employee Request standardizes the request process and ensures the necessary information is collected to support a fair, consistent, and transparent assessment of employee requests.

6.3

People Services is available to provide advice and guidance to employees in completing the employee request form.

7.0 Managers’ Assessment of Hybrid Work Requests and Renewals

7.1

Managers must assess each hybrid work request as follows:

1. For initial requests, complete the Hybrid Work Managers Assessment section within the Hybrid Work Employee Request Form and Managers Assessment Tool.
2. For employees with an existing hybrid work arrangement in their current department, review the arrangement with the employee and assess it based on the departmental review, priorities, and expectations.

7.2

The Hybrid Work Managers Assessment section within the Hybrid Work Employee Request Form is designed to guide managers in conducting a balanced assessment of employee requests that consider both operational requirements and employee interests or preferences. The tool also serves as the documentation tool for managers to record the rationale for their decision.

7.3

After reviewing the request, managers must communicate the outcome of the assessment to the employee in a timely and transparent manner. The outcomes include that a manager may approve, modify or deny a hybrid work request. Managers are expected to provide employees with a rationale for their decision.

7.4

Managers are required to submit the Hybrid Work Employee Request Form with the completed Managers Assessment section to People Services.

7.5

People Services is available to provide support to managers in assessing requests and determining appropriate outcomes.

8.0 Hybrid Work Agreements

8.1

Where a hybrid work request is approved, the arrangement must be formally documented using the Hybrid Work Agreement Template.

8.2

This template outlines the agreed-upon work schedule, expectations, and conditions of the hybrid arrangement. The purpose of this agreement is to clearly define responsibilities and establish mutual understanding between the employee and the manager. Both the employee and manager are required to complete the agreement.

8.3

The completed agreement must then be submitted to People Services for central coordination and tracking.

8.4

Employees in hybrid work agreement are required to accurately reflect their time in the HRIS system. This means that for any hours an employee is working from home, or an alternate approved work from home location, the employee must enter the ‘Regular Hours Worked @ Home [1031]’ code in the HRIS system.

8.5

Management retains the discretion to require an employee to attend on-campus at any time, regardless of the terms outlined in their hybrid work agreement. While every effort will be made to provide reasonable advance notice, operational requirements may necessitate short-notice requirements. Travel and parking expenses incurred when commuting from the employee’s hybrid work location to an on-campus work location are not eligible for reimbursement. Unless otherwise approved by management, such commuting time will not be considered time worked.

9.0 Hybrid Work Safety Checklist

9.1

A Hybrid Work Safety Checklist must be completed for every work from location identified in the hybrid work agreement.

1. Management must be satisfied that the proposed hybrid work location meets the criteria set out in the checklist.
2. The checklists must be completed and submitted to People Services prior to the start of any agreement.
3. A new checklist must be completed if there is a change in workspace or location, or if a new workspace or location is established.

9.2

The purpose of the safety checklist is to uphold RRC Polytech’s commitment to employee safety and health and to ensure that an employee’s hybrid work environment meets health and safety requirements. The checklists ensure both employees and their managers have a clear, shared understanding of the expectations and their responsibilities for establishing and maintaining safe hybrid work arrangements and for reporting and responding to health and safety concerns.

9.3

Employees are required to report any workplace injuries occurring in a hybrid work location during work hours by contacting their manager and Safety, Health, and Security Services. Management is required to respond to emerging safety and health concerns that are brought to their attention.

9.4

Safety, Health, and Security Services is available to provide advice and guidance to employees and managers on the safety checklist and related safety and health concerns or considerations.

10.0 Equipment and Information Security

10.1

Management shall make determinations about equipment requirements in a consistent and cost-effective manner.

10.2

Management is responsible for tracking and maintaining accurate records of assigned equipment. Employees are responsible for keeping all assigned equipment safe, secure, and in good condition, and for using it in accordance with the Hybrid Work Policy. All equipment must be used appropriately and returned to RRC Polytech, upon request or when no longer needed, such as upon termination of employment or a change in work arrangement.

10.3

Employees will be permitted to transport their personal computing device (i.e., their laptop) back and forth between their on-campus work location and their work from home location. All other equipment and costs associated with the set up and maintenance of safe and effective work from home locations will be the responsibility of the employee.

10.4

Equipment for on-campus work must be procured in accordance with the Polytech’s procurement procedures.

10.5

Employees must comply with all institutional policies related to information security, data privacy, and the handling of confidential information, regardless of work location. Management and employees are responsible for ensuring that all sensitive information can be properly secured and protected from loss. Plans must be in place and documented in the hybrid work agreement to identify how any physical copies of sensitive information kept in hybrid work locations will be stored, protected, and appropriately disposed of. 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.

10.6

Information Technology Solutions is available to provide advice and guidance on equipment and information security requirements.

11.0 On-Campus Work Location Planning

11.1

Management will ensure that employees have a designated on-campus work location to be used during scheduled on-campus days. Each employee may not be assigned a dedicated workstation, but management will ensure a shared or flexible workstation is available for all employees who are working on-campus.

11.2

Environmental Stewardship and Campus Renewal are available to provide advice and guidance on space planning, shared workstations, and available on-campus work locations.

12.0 Review of Hybrid Work Agreements

12.1

All hybrid work agreements must be reviewed annually to align with the academic and operational planning cycle.

12.2

As part of this annual review, employees with an existing hybrid work arrangement in their current department must review their arrangement with their manager and complete a Hybrid Work Agreement as per the departmental review and expectations.

12.3

All hybrid work agreements must be completed and submitted to People Services. Managers may conduct more frequent reviews at their discretion.

12.4

Hybrid work arrangements may be modified or terminated at any time due to performance concerns, operational needs, or other considerations, with appropriate notice.

12.5

People Services is available to provide advice and guidance on the modification or termination of hybrid work arrangements.

13.0 Additional Resources and Supports

13.1

Additional resources to support the effective implementation and management of hybrid work arrangements are available on Staff Forum.