Ways of working
FAQs to support the Remote Working Framework
- What is remote working?
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Remote working is the practice of an individual performing all or part of their role from home or, in some instances, another suitable non-University workplace.
- What do we mean by hybrid working?
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Hybrid working is the regular performance of work across more than one location (remote and on campus).
- Why do I need to perform a proportion of my role on campus?
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Some roles have elements that have to be delivered in person, on campus; for example teaching or providing an in-person reception service. Remote working offers staff many benefits, however, there are also things that can be achieved more effectively through regular on campus working, such as collaborative team working, relationship building, shared experience, networking, and connectivity to the Sussex culture.
These are important experiences for staff and teams and also contribute to the experience of our students. It is for these reasons we believe that in the vast majority of roles it’s optimal to strike a balance between on campus and remote working.
- What are the benefits to the University in these ways of working?
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The University recognises a series of benefits to remote working, including but not limited to:
- Increased flexibility for staff and increased home life, work life balance
- The promotion of staff wellbeing
- Competitive benefit for attracting and retaining staff
- Opportunities for departments to consider the best use of office spaces on campus
- Opportunity for more dynamic, collaborative working spaces over traditional office environments
- Reduced staff commuting
- Flexibility for staff to carry out tasks in a variety of environments best suited to the nature of the task.
- What are the disadvantages of remote working to be mindful of?
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The disadvantages of remote working will vary for different individuals, some could be things such as:
- A lack of social interaction
- A feeling of being disconnected from colleagues and the university
- Lack of access to a quiet, suitable space and equipment
- Competing personal and professional obligations
- Fewer opportunities for creative thinking and collaborative working with colleagues
- A lack of mental and physical separation from home and work
- Technical and connectivity difficulties.
- Can I work remotely 100% of the time?
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Staff seeking flexibility beyond the realms of their remote working category should apply for this in the usual way, via the University’s Flexible Working procedure.
100% remote working on a permanent basis would be considered on a case-by-case basis, but cannot be accommodated in situations where there is a clear role requirement to be on campus for a proportion of the time, for example if that person as a core and fundamental part of their role is required to provide: a front-line face-to-face reception or drop-in type service to students or staff; to line-manage others; or to deliver in-person teaching.
- Can I teach remotely?
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Teaching staff are defined as category 1 - Campus Workers in the Remote Working Framework – unless they are specifically teaching Online Distance Learning and/or Transnational Education and have had their remote working category agreed by their line manager.
Apart from the two exceptions above, our teaching offer is defined to students in our current prospectus and terms and conditions as in-person and campus based.
Anyone who has teaching as part of their role is defined as a campus worker, with a requirement to be on-campus to deliver the student facing element of their role. We can make alternative arrangements for exceptional, temporary circumstances if the member of staff is based in the UK. However, if this goes beyond a short exceptional period (e.g. two weeks) we would require an in person facilitator to host an in person teaching component, so where for example the main lecturer has to be remote for a semester, we would need an in-person facilitator so the learning experience is not remote. Where there is a mixed teaching team and this is agreed and appropriately workload planned, it is possible to accommodate this for one semester, but only under these conditions and in exceptional circumstances.
Drivers for this include pedagogy, student experience and belonging, visa requirements and our own and sector terms and conditions and guidance (for example Office for Students and ministerial guidance). Importantly, the Home Office requires students designated as international to study in person and all of our courses are open to these students and we would put them at risk of their visa if we delivered our in-person provision remotely.
- Can I work remotely from outside the UK?
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Overseas working will only be permitted where it has been agreed in advance, and is required as part of an employee's role in order to fulfill the University's business objectives. Further information can be found here.
- How can we maximise effective teamworking between hybrid and on-campus staff?
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A hybrid working environment does mean that staff may not always overlap frequently or by default. There will be times or tasks when it is beneficial for colleagues to engage in person. Teams are encouraged to consider if/where/when they feel this is beneficial so they can plan face to face time to meet personal, team and organisational needs.
Wherever a member of staff is working, they will be encouraged to be ‘visible’ and ‘accessible’, to ensure colleagues are able to connect with ease in working hours. It is recommended that teams discuss and agree ways of working to ensure everyone feels connected and part of the team irrespective of their location. With the support of technology, colleagues should be able to continue to connect successfully with one another. ITS have advice and guidance on the software available to support remote and hybrid working.
- How are categories of worker decided?
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The majority of roles at the University fall into the Hybrid Worker Category, followed by the On Campus Worker Category. A very small number of roles fall into the Permanent Remote Worker Category.
The percentages of time to work on campus and remotely are a guide and may vary from week to week depending on individuals’ workloads and demands. If the majority of your role needs to be performed on campus you will fall into the On Campus Worker Category. If there are aspects of your role that are not tied to campus, for example you work in a lab but need to spend a few hours a week carrying out administrative duties, you will be able to agree with your manager to do such duties remotely, for up to 20% of your working week.
- I hold multiple posts which fit into different categories, what does this mean for my work location?
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If you hold more than one post with the University your remote working category is determined for each of the posts you hold and agreed with the respective managers based on the FTE for each of your posts. For example, if you hold two 0.5 FTE posts, one of which is in the sports centre delivering physical activities, the other is an administrative post within a professional services area, your sports centre role would be classified as ‘On Campus’ whilst your administrative post ‘Hybrid’.
You would agree a suitable working arrangement with the managers for each of these posts in line with the respective allocated category, for the days or times at which you perform that role.
- How will my on campus working days be determined?
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This should be discussed and agreed with your manager. Staff and managers need to work together to identify optimal working patters for the team and individual roles, that enable tasks to be completed in optimal locations. Where staff have preferences over their remote working days they should discuss these with their line manager, however, remote working days will ultimately need to be driven by the needs of the role, team and University and will be at a manager’s discretion.
- When working remotely do I need to work from my home, or provided I’m able to do my role, can I be in a location of my choosing?
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We recognise for some staff home might not offer a suitable working environment in the short or long term for a variety of reasons. Remote working is optional, however, if a member of staff wishes to work remotely from a location other than their home they are encouraged to speak to their line manager and explore whether the alternate location is appropriate and suitable, as defined in section 6.3 of the Remote Working Framework.
- If I’m working remotely will I miss out on opportunities I would otherwise have had at work?
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All staff, irrespective of their place of work and the frequency by which they work remotely, will be treated equally. The University and line managers will provide equal access to relevant information and opportunities, such as news, meetings and events, benefits and development and promotion opportunities so as not to disadvantage a particular category of worker.
Inevitably chance conversations happen in person and these can help build relationships with colleagues and trigger ideas, opportunities and actions. We ask staff and managers to be mindful that, whilst this is a really positive aspect of on campus working, it could cause remote workers to feel excluded. Conscious effort should be made to be equally inclusive of those who aren’t physically present as well as those who are.
Remote working staff are encouraged to ensure they are visible and virtually accessible, so even if they are not always on campus to interact with colleagues in person, they are easily contactable by colleagues. If staff feel they are missing out on opportunities as a result of remote working they are encouraged to feedback to line managers so they are aware, and openly explore ideas to improve levels of inclusion. In some cases, meetings and events will need to be in person, in line with the needs of the team. In these cases, or in cases of sickness absence requiring cover, your manager will give you as much notice as possible.
- Does the University provide staff with equipment to support remote working?
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The University will provide all campus and hybrid workers with standard equipment for use in the office, and standard IT equipment to use from home.
Non-technical equipment for remote working including chair, desk etc are the responsibility of members of staff. Additional specialist equipment that is provided as a reasonable adjustment for a health condition or disability will be supplied for use in the office, and where this is not portable, the provision of specialist equipment for home working will be considered on a case-by-case basis.
Any equipment provided for remote working remains the property of the University and must be returned to the University on leaving.
- Where can I get advice about my home workstation set up?
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To ensure staff have safe remote working arrangements, remote working staff are required to carry out relevant assessments by the University, including but not limited to, Display Screen Equipment (DSE). The University’s Health, Safety and Wellbeing policies apply to remote workers, and staff should refer to these policies for further details. The OD team have published lots of useful resources, advice and guidance on good remote working practices. These include good practices for remaining physically and mentally healthy whilst working remotely.
If having tried the range of above options a member of staff is still experiencing negative implications of their home working set up, they are encouraged to speak to their manager. They may well be able to/asked to return to campus where the University is able to provide safe and suitable equipment which should overcome these issues. It may also be appropriate for staff to be referred to Occupational Health.
- If I’m working remotely but become unwell, what should I do?
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The priority when staff are unwell is that they rest and recover. The expectation of staff who find themselves unwell whilst remote working is that they inform their manager, as they would do when working on campus, and take time off work to recover. Sickness Absence should be logged on on MyView.
- Will I have an allocated desk on campus?
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You should discuss desk allocation arrangements with your manager. Most divisions now operate some form of hotdesking arrangement. However, if you have specific requirements or reasonable adjustments due to a disability, this should be discussed with your manager.