Human Resources

REMOTE WORKING POLICY

Updated April 2016

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 1. Definition

Remote working is a work arrangement that permits an employee to

conduct all or some of their work at an approved alternative worksite such
as the home or in office space near to the employee’s home.

2. Purpose

This policy has been developed to protect sensitive or valuable data and
maintain the overall security of University data and equipment whilst
employees are working remotely. In addition this policy recognises and
defines the duty of care of the University to the remote working
employees in regard to their health and safety and fair treatment.

Employees must ensure security of information and systems accessed

through mobile and remote working arrangements are given due
consideration. This policy emphasises the importance of staff
understanding the University’s current Information security policies and
procedures and each individual’s responsibilities in relation to these which
must be adhered to at all times.

Information that is related to and can identify an individual is called

personal data and is protected by the principles of the Data Protection Act
1998.

This policy and procedure does not form part of any employee’s contract
of employment. It may be amended from time to time with appropriate
consultation with recognised trade union representatives.

3. Eligibility and Process

In principle, any job role at the University of Surrey could be considered

for remote working. Nevertheless, it is clearly the case that some
activities can only be adequately carried out on-site, whilst others may be
carried out equally or even more effectively at a remote location – usually
the employee’s home.

A proposal to conduct remote working needs to be carefully reviewed in

terms of: the cost of providing equipment; health and safety
and

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communications considerations; security, data protection, and other legal
issues; working and reporting relationships and any requirements to
attend work to perform the duties of the post.

For a role to be considered for ad hoc remote working, the employee must
submit a written request with reasonable notice to their line manager who
will consider the effectiveness of the role being performed off site and the
impact on any direct reports.

For a role to be considered for regular remote working, the employee

must submit a flexible working request to their line manager who will
consider the request under the University’s Flexible Working Policy.

The Remote Working Policy should not be used as an alternative to caring

for dependants. For dependency leave, please refer to the University
Leave Policy.

4. Security

4.1 Personal Security

For the maintenance of personal security, the University strongly advises

against any external work contacts visiting an employee when they are
working at home and that such visits should take place on the University
premises wherever possible.

For the employee’s own security it is also recommended that employees

who are remote working should:

 Not release any personal data or information to external contacts

such as home address or personal telephone number
 All employee’s remote working business lines should be ex-directory
 Always ensure that colleagues are aware of the remote working
employee’s whereabouts and that you are able to be contacted
within your contractual working hours.

4.2 Security of Equipment and Data

To ensure safety and security is maintained at all times, a separate

allocated room should be used for remote working, where possible.

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University provided IT equipment has a range of security measures
enabled to make home working safer. Do not use personal devices for
storing, accessing or transmitting personal or commercially sensitive
information. Further information around the rules and guidance can be
found in the University’s Use Your Own Device Policy.

The University Information Security Policy should be adhered to when

remote working; this includes locking a device when not in use, ensuring
that data is encrypted in the event of device loss and not disclosing any
passwords, PINs or encryption keys. It is the responsibility of the remote
worker to safe- guard and protect any University information that they
hold. Remote workers must have an understanding of digital risks, use
secure working practices and apply encryption and back-up procedures as
appropriate. If the remote worker is not confident in this area, they should
seek assistance from the IT User Support team prior to working remotely.

Digital information must only be downloaded or uploaded over a secure

connection. WiFi networks offered to travellers at airports, hotels, coffee
shops and on public transport are generally insecure and extra measures
must be taken to safeguard against information loss. Surrey’s VPN service
provides a secure channel for data transfer over insecure networks and
should be used by remote workers when interacting with University
resources. This includes but is not limited to use with desktops, laptops,
tablets and smartphones.

5. Health and Safety

The underlying principle of this section is that the standards of care

towards remote working should be equivalent to that of employees
working on the University’s premises. Therefore, it is essential that the
conduct of University business from an employee’s home or elsewhere
does not adversely affect the health and safety of the individual or others.

It is the duty of the University and the employee’s line manager to ensure
the equipment and working practices meet the standards as defined in the
Work with display screen equipment: Health and Safety (Display Screen
Equipment) Regulations 1992 as amended by the Health and Safety
(Miscellaneous Amendments) Regulations 2002. To ensure this is met,
the employee must

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conduct a Display Screen Equipment risk assessment within the first week
of remote working and return to their manager.

While the University has a reasonable duty of care towards an employee’s

health and safety, the employee undertaking remote working, is expected
to take primary responsibility for ensuring safe and healthy working
conditions whilst working offsite. Therefore, prior to commencing remote
working on a regular basis, a DSE Health and Safety Risk Assessment
must be completed which can be found under the University Health and
Safety web pages. Employees should return the completed risk
assessment to their line manager within the first week of remote working.

Employees are encouraged to seek further advice and guidance on how to

set up a remote working workstation, which also can be found under the
University Health and Safety web pages. It is the joint responsibility of the
manager and employee to ensure that a thorough risk assessment is
completed prior to starting regular remote working. In addition, a review
of the risk assessment should be conducted on an annual basis as a
minimum.

If in the event, further clarification or advice is needed, the manager and

employee should ensure they consult with the Health and Safety or HR
department respectively.

The University has the right to refuse to allow remote working on grounds
of Health and Safety.

6. Equipment

The line manager will discuss and agree with the employee prior to
commencing remote working, what equipment and IT requirements will be
needed to enable the individual to work effectively from home. Any
equipment necessary will be provided by the University who will bear the
full cost of delivery and installation. The equipment will remain the
property of the University at all times.

In the event of University equipment malfunctioning or inoperability, the

IT department will in the first instance provide email and telephone
support line to assist the remote worker to identify and remedy the fault.
If the fault persists, the IT department will discuss arrangements to
recover and replace

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equipment at the earliest opportunity.

With regard to the equipment, the remote worker will be expected to:

 Take reasonable care of the equipment;

 Take all reasonable steps to minimize the risk of theft or damage to
University property and paperwork whilst these items are away from
University premises;
 Use it only for work purposes and in accordance with any operating
instructions as defined in the University Information Security Policy;
 Comply with software licensing Terms and Conditions;
 Return to the University, the equipment at the end of the Remote
working arrangement.

In the event that equipment becomes obsolete, the cost of recovering the
items from the remote worker’s home will be covered by the respective
department.

The University will only need access to the employee’s home when setting
up/repairing/collecting equipment or if a disciplinary matter has arisen
that requires access to the employee’s home. Any access requirements
will be notified to the employee with reasonable notice.

In the event the employee moves house under the Remote Working
agreement, the employee must make the line manager aware so that IT
are able to collect and set up equipment at the new address. All other
terms and conditions remain the same.

7. Financial Matters and Insurance

Employees working remotely are responsible for the safekeeping and

protection of University-owned electronic devices that have been issued
or loaned to them and reasonable care and due diligence must be taken
to prevent or reduce the possibility of loss or theft of University-owned
electronic devices.

Remote working employees are required to be aware of the environment

in which they are working and apply appropriate common-sense
measures to

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protect University-owned equipment and University data on both
University- owned and privately-owned devices in accordance with the
University’s IT Security Policy.

The University Insurance policy excess for University equipment is £2,000

and therefore any damaged or stolen (in the case of forced entry)
equipment replacement costs would be liable by the relevant department
of the employee. Equipment in transit left in a stationary vehicle must be
locked securely out of site. Remote Working employees will be
responsible for the cost of equipment which is damaged or lost due to
their own negligence. It is advisable, for this reason, that remote working
employees clarify whether their personal insurance will cover them for
damage or lost due negligence.

Losses of, or damage to, University-owned electronic devices may be

investigated in accordance with the University’s Disciplinary Policy.

The University will not reimburse any expenses incurred through remote
working apart from items such as postage and packaging which can be
reimbursed by using the University expenses system.

The University will not reimburse an employee for costs incurred whilst
remote working through the use of electricity.

Employees will be reimbursed in full for travel expenses wholly,

necessarily and exclusively incurred in the course of the University's
business, through the online expenses system.

For further clarification on the reimbursement of expenses, please refer to

the University Staff Expenses Policy.

Employees are advised to seek clarification and advice from their relevant
mortgage/insurance provider with regards to Remote Working and the
impact it may have on their insurance and cover / payments.

8. Terms and conditions

The underpinning principle is that Remote working employees will be

no worse off than office-based employees when conducting their work.
For

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example, remote workers will be eligible to attend all appropriate training
courses in the same way as office-based employees.

Remote working employees, maintain their existing terms and conditions

of employment apart from their designated place of work which changes
from the University to the remote worker’s defined remote site.

Prior to commencing Remote Working the employee and line manager

should agree on the working pattern of the employee and the times they
will be available for contact. The employee should be made aware by their
line manager that they will be required to visit campus on occasion as
required by their line manager or department. Desk space will be
provided for this visit.

If either party request the remote working arrangements to end, a

reasonable period of notice (a minimum of one month) should be given
and agreed to allow both parties time to consider and plan alternative
arrangements.

To ensure the remote working arrangement is effective, an annual review

will be conducted by the line manager to ensure the business needs are
met and the arrangement is still efficient.

On an ongoing basis Remote Working agreements will be reviewed at

least annually by the Faculty or Department to ensure the arrangement
continues to meet any change in business demands. Remote Working
agreements may also be reviewed as a result of any team or
departmental changes.