Employee toolkit

Steps for applying for a FWA

1. To participate in an FWA, you'll need to first review the policy and explore the options with your manager to see if flexible work arrangements are suitable for your position and unit.
2. Complete the Flexible Work Arrangements training course which will provide you with health and safety training as well as details on the options available in the Flexible Work Arrangements Policy. 
3. If you're exploring a flexible location option, you'll be required to complete the Hybrid work safety assessment to make sure you have a safe environment to work in when you're off campus.
4. Once you've completed all training, you're ready to complete a Flexible Work Arrangement Agreement and have it signed by your manager. Your manager will take it from there and you'll be informed on whether your request was approved or if it requires revisions. If your FWA agreement can not be approved, a rationale will be shared with you.

Health and safety

An off-campus workspace is considered an extension of the workplace. The Flexible work arrangement training course and Hybrid work safety assessment must be completed prior to working off campus. This course makes sure all employees understand and agree to maintain a safe work environment.

If you're injured while working in an approved off-campus workspace, workers' compensation laws and rules apply — just as they would if you're injured on campus.

• In the event of an injury while working off-campus: 
  • Notify the manager immediately and complete all required documents regarding the injury.
  • Learn more about injury reporting at RRU.
• If you're working out-of-province:
  • Check with your human resources consultant for workers' compensation requirements if your off-campus location is outside BC.

Ergonomics

Regardless of whether you work on or off campus, both you and your manager have roles in ensuring you have an ergonomic office arrangement. Review the resources provided by WorkSafeBC.

Specialty ergonomic equipment will not be supplied to you unless a specific accommodation is required under the B.C. Human Rights Code. For more information on accommodations, visit the Healthy workstation page on Our People.

The resources below are available to help you get your workstation set up safely — in compliance with RRU policies and WorkSafeBC — and better support your arrangement:

• Healthy workstations
• WorkSafeBC Ergonomics
• Ergonomics Expert Explains How to Set Up Your Desk  (3m22s)

Supplying equipment

You'll be provided with furniture and basic office supplies for your on-campus workspace, including any hardware and software you may require. 

You'll be provided with a laptop to support your flexible work arrangements; however, you're required to furnish the rest of your offsite workspace yourself — unless agreed otherwise or to provide a reasonable accommodation under the B.C. Human Rights Code.

RRU will not provide cellular phones (with exceptions as noted in job descriptions), home office furniture, printers, additional monitors or other hardware to support a flexible work arrangement. RRU will not reimburse the costs of home internet. 

Computing and information security

You're required to complete the Cyber-Security Training and should use the IT Knowledgebase for IT support, service updates and to find information on phishing and security.

If you're working off-campus, you're expected to take care of RRU equipment and documents with the same level of care as when you're on campus. 

Staying connected, and setting boundaries

Although hybrid work has many benefits, it can reduce our opportunity to engage in meaningful connections with our colleagues and can make it difficult to set boundaries when working from home.

It's important that to find strategies to offset these reduced connections as they can result in feelings of increased isolation. Left unchecked, hybrid work can also lead to employee burnout.

1. Stay connected with your team. Set 1:1 meetings with your colleagues, and discuss opportunities to have recurring check-ins with your whole team.
2. Share your communication preferences with your team and to learn about theirs too.
3. Use status messages in MS Teams, or in Outlook, to share your hours of work, and your days on-campus, versus remote with your team.
4. If you have enough space at home, create a separate area specifically for work, and leave it when your workday is over.
5. Take a break. Try blocking off your lunch in your calendar each day as a reminder to stand up, and away from your workspace. 
6. At the end of the day, try to take a walk or an activity you're able to engage in that will help you disconnect from work.  

Flex location tips

Tip 1: Maintain a routine

Set clear start and end times, take breaks, and establish a structure that promotes productivity and work-life balance. Stick to your designated work hours as much as possible. Avoid the temptation to work excessively or extend your workday without breaks, as it can lead to burnout.

Tip 2: Take breaks

Schedule short breaks throughout the day to rest and recharge. Step away from your workspace, stretch, go for a walk, or engage in activities that help you relax and maintain focus.

Tip 3: Stay organized

Use tools and productivity apps to manage your tasks, deadlines, and projects. Keep your files and emails organized and create a system that allows for easy access and retrieval of information. Seek out best practices and share them with your team.

• Use your calendar to schedule your day. Designating specific desk time for projects and tasks can allow you to work more efficiently and productively. Calendar reminders are another great tool to keep you on track throughout the week, and to remind you to follow up on priorities if needed.
• Use apps like Microsoft OneNote to make prioritized to-do lists.

Tip 4: Staying engaged

Remote work can be isolating, so it can be helpful to make an effort to connect with colleagues and participate in on-campus events when and if you're able. In order to engage the entire workforce, it's important to offer hybrid events to support inclusivity. 

When working off-campus schedule virtual coffee breaks, or informal chats to maintain connections. Schedule team meetings and participate in discussions, and contribute your ideas. 

Step 5: Regularly assess and adjust

Reflect on your remote work experience and make adjustments as needed. Continuously evaluate your productivity, work habits, and well-being to optimize your flexible work arrangement.

Resources for flexible arrangements

• Tips for working remotely (3m30s)
• Building relationships while working from home (22m)
• One-Minute Habits for Hybrid and Remote Working Success (31m)
• Ergonomics Expert Explains How to Set Up Your Desk  (3m22s)
• Timecard calculator (to support completing averaging agreements)