Life | Remote Working Pilot Scheme
Remote Working Pilot Scheme
DCU's Remote Working Pilot Scheme
At a glance:
-
Scheduling of 20% of remote working periods all year round
-
Scheduling of 40% remote working periods for up to 21 weeks
-
For the 21 week period of 40% remote working, weeks are determined by the Head of each unit in coordination with DCU People and must recognise the academic calendar, business needs and the service provision of the particular area
DCU currently operates a Remote Working Scheme, on a pilot basis.
While we've acknowledged certain benefits of remote working, there are still uncertainties regarding how we can ensure effective service provision and a fulfilling experience for both our student and staff community.
DCU isn't alone in grappling with these questions, as the broader assessment of remote working effectiveness remains an ongoing discussion across organisations of a similar size, in both public and private sectors.
Given this context,, it was decided to extend the pilot through to September 2024, with some enhancements. Once this period of time is over, it will be thoroughly reviewed for its effectiveness in the upcoming year.
Application Process
- Staff already availing of an existing remote working arrangement are not required to reapply.
- Newly-appointed staff need to apply through the process as outlined below as they join.
Remote Working Pilot: Roles, Responsibilities, and how to apply
This policy sets out the roles and responsibilities for the relevant stakeholders and general guidance on the application procedure under the Remote Working Pilot. This serves as a complimentary document to the pilot.
A. Employee Responsibilities
1. Being familiar with the Remote Working Pilot 2023/2024 and complying with its conditions.
2. Arranging an initial exploratory conversation with their Line Manager regarding application.
3. Complying with all University regulations and policies throughout any remote working period.
4. Making themselves available to work onsite for critical onsite activities.
5. Complying with obligations under Health & Safety and ensuring a suitable & safe Workspace.
B. Line Manager Responsibilities
1. Being familiar with the Remote Working Pilot 2023/2024.
2. Ensuring that they adhere to the principles of operation as outlined in the Remote Working Pilot 2023/2024.
3. Identifying eligible roles or otherwise and determining the 21 week 40% remote working period in conjunction with the Head of School/Unit and HR.
4. Ensuring the fair application of remote working and the operational model within their School/Unit.
5. Reviewing each new application in their area of responsibility and must complete, sign and return to each employee via email, irrespective of outcome.
6. Ensuring that the high level of in-person service provision is maintained with
remote working in operation.
7. Upholding the principle that employees will spend the majority of the (five day) working week on campus.
C. Head of School/Unit
1. Engaging with Line Managers to ensure that any remote application cannot in any way adversely affect either the student or employee service provision in their Unit.
2. Signing off on the application form once satisfied with the outcome.
D. Human Resources
1. Ensuring that Remote Working is fairly and consistently applied, as much as
possible throughout relevant areas of the University.
2. Empowering and assisting Line Managers in ensuring the effectiveness of remote working in their areas.
3. Engaging with Line Managers and Heads of Units in ensuring that any remote
application cannot in any way adversely affect either the student or employee
service provision in their Unit.
4. Liaising with Heads of Units in monitoring the effectiveness of remote working across the University.
A. Employee Procedure
1. Have an initial exploratory conversation with your Line Manager.
2. Carry out self-assessment.
3. Complete the form and email this completed form to Line Manager.
4. Ensure application form is fully completed and signed by Line Manager and Head of School prior to submitting to the specified email address
B. Line Manager Procedure
1. Engage in the initial exploratory conversation with employee.
2. Review each application on the basis of both their own merit and other
applications along with the eligibility criteria, ensuring the service provision of the unit and business needs.
3. Check that each form should be checked for completeness.
4. Engage with their HR business partner for advice at this point if required.
5. Discussing applications and providing applications to the Head of School/Unit for review and approval.
6. Returning completed and signed forms to employees via email.
C. DCU People Procedure
1. Monitor the remoteworking@dcu.ie inbox.
2. Final sign-off on application forms.
3. Ensure each application is stored on an employee’s personnel file.
Remote Working: Frequently Asked Questions
This pilot applies to all staff at DCU, professional, library and technical grades. Academic colleagues already availing of existing remote working arrangements should refer to section 10.0 of the pilot.
Staff in academic grades who wish to avail of remote working must agree the proposed working arrangements with their respective Head of School. Please refer to section 10.0 of the pilot.
Researchers will need to liaise with their Principal Investigator regarding remote work arrangements. Any arrangement should not be out of line with the general provisions of this policy.
This policy does not apply to the companies within the DCU Commercial group of the University who may, where appropriate, have their own separate remote working arrangements.
Remote working is a benefit and not a contractual obligation. The Work-Life Balance and Miscellaneous Provisions Act 2023 provides the right to request a remote working arrangement. The purpose of this pilot is to set out the basis on which eligible employees can avail of the facility to engage in a remote working arrangement on a pilot basis.
DCU has not imposed the statutory minimum service criteria outlined in the Work-Life Balance and Miscellaneous Provisions Act 2023 in order to apply at this time.
The pilot runs from 1 October 2023 to 30 September 2024, during which time the effectiveness of remote working arrangements across the University will be assessed.
A response will be provided in writing to the employee within 4 weeks upon
the receipt of a fully completed remote working request
Employees may be entitled to accrue flexi leave during the period of this arrangement. A remote working day (for a full-time employee) is recorded as 7 hours for professional and library grades and 7 hours 15 minutes for technical grades respectively.
You cannot swap your remote working day if you are also availing of flexi. If your remote working arrangement is agreed for a particular day, you cannot swap it and have your flexi re-adjusted.
Those on part-time working arrangements may be considered for remote working on a pro rata basis where appropriate or possible. When considering such an arrangement, the service provision, business needs and amount of time spent on campus by the individual are taken into consideration.
Your contract of employment confirms that your place of work is Dublin City University and therefore you cannot work from abroad. In addition, as a public sector employee, and in line with DPER current guidelines, you must be in the Irish jurisdiction whilst in employment with the DCU.