Administrative Practice Letter APL XII-F

APL Title: University of Maine System (UMS) Administrative Practice Letter (APL) on Remote Work Arrangements for Staff
Organizational Area: Section 400: Human Resources (HR) and Labor Relations
Proposal Date:Effective July 13, 2026
Effective Date: July 13, 2026
Review Cycle:3-year cycle
Revision and Review History: Implemented 2026
Corresponding BOT Policies: None

Purpose and Scope

This policy applies to all regular UMS staff — represented and non-represented — who seek to work remotely or in a hybrid arrangement. It does not apply to short-term ad hoc remote work (e.g., weather-related closures) unless otherwise specified.

The purpose of this APL is to establish consistent processes and expectations for remote work arrangements across the UMS. The goal is to benefit employees and the institution by supporting productivity, job satisfaction, and recruitment, while safeguarding our mission, operational and compliance needs, and responsibilities as a public entity.

Definitions

Ongoing Remote Work: Performing all assigned duties from an approved off-campus location. A remote employee is one who works more than 30 hours per week at home.
Hybrid Work: A regular schedule that combines on-campus and remote work. A hybrid employee is defined as one who works in the office three days or fewer per week.
Crisis Remote Work: A temporary arrangement in response to a significant disruption in the ability to work on-site.
Present On-Site: Performing assigned duties at a UMS-owned or -leased facility.

APL Body

Eligibility

Remote work is subject to mutual agreement, UMS’s operational needs, and the provisions outlined in collective bargaining agreements (CBA’s) or employee handbooks. Remote and hybrid arrangements are evaluated on a case-by-case basis to ensure alignment as follows:

The nature of the position and essential job-related tasks (e.g., in-person student, research, supervisory, or facility support)
Performance history and ability to work independently
Operational, accreditation and compliance requirements
Supervisor or manager and senior leadership approval

UMS retains sole discretion to deny, limit, or revoke a remote or hybrid work arrangement at any time, including where it determines that the essential functions of the position cannot be adequately performed while working remotely or in a hybrid arrangement, in whole or in part.

Supervisors may utilize the “Remote Work Decision-Making Criteria Tool” to review factors such as job role, student and/or employee interaction, space planning, productivity, work hours, leadership, team experience, equitable workload and technical feasibility. Eligibility decisions should be based on position requirements and business needs, not individual preference alone.

Work outside the State of Maine: There are significant legal, tax, insurance and data security implications when employees work outside of Maine or travel for work outside of the United States. Ongoing remote work or hybrid work performed from a location outside the United States is not permitted. Short-term international work or travel undertaken for a legitimate UMS work purpose (such as sabbatical leave, research, fieldwork, or an approved conference or other work-related business) may be approved on a limited, temporary basis through the review process described below. Managers must contact their Human Resources Partner prior to approving any out-of-state work arrangement. Work associated with academic research, fieldwork, or other approved work-related business may follow a different review pathway; HR will advise managers on the correct process to ensure compliance.

Pay Range Requirement for Job Postings

Job postings for positions that include a remote component must include a pay range or exact pay rate/salary to comply with pay transparency laws in Maine and other states/localities. The “pay range” is defined as the annual salary range or hourly wage range that UMS reasonably and in good faith expects to pay for the position at the time of posting.

Agreement and Documentation

Each remote work arrangement, including those implemented as a result of the Americans with Disabilities Act, must be formalized via an electronic written agreement, signed by the employee and approved by the supervisor and department head and/or senior leader (vice president, dean, etc.) and included in the employee’s personnel file.
The agreement outlines, but is not limited to, the following:
- Expectations about work to be performed and regularly scheduled check-in times or meetings.
- Core hours when the employee will be available to supervisors, co-workers, and others. Core hours for remote work should align with the core hours for their university. Exceptions must be documented in the agreement. Clarification of work hours should be considered for those working across different time zones.
- Supervisor’s responsibility for reviewing work products to ensure that productivity, quality, and service are maintained at appropriate levels.
- Agreement on how phone calls to the employee’s office and the need for others to contact the employee on remote workdays will be addressed.
- Agreed-upon work-related office product expenses such as paper, writing utensils, and ergonomic equipment incurred by the employee will be provided by the UMS, subject to management approval.
- A provision making clear that the UMS does not pay utility costs associated with remote work, including phone or internet service.
- Employees are assigned a campus location. Travel reimbursement between an employee’s remote work office and campuses not designated as a home campus will be reimbursed in accordance with UMS policy.
- For hourly employees, advance supervisor approval is required if work will result in more than 40 hours worked in a week. Pre-approved flexible schedules and comp time are encouraged when appropriate.
- Employees will notify their supervisor and provide accurate time entries in MaineStreet when disability or annual leave will be used during the scheduled remote work period. Defined procedures for requesting time away from work should be followed.
- Data confidentiality and compliance with APL VI-C, Employee Protection of Data .
- Documentation of UMS-provided equipment and return procedures.
- Safe and ergonomic workspace certification using the prescribed flow chart and checklist; annual recertification is required^.
- Leave reporting, work hour rules, and supervisor approval for overtime.
- Approved remote work agreements are subject to periodic review, generally at the six-month mark and at least during the employee’s annual performance assessment. This review ensures that the arrangement continues to meet both the position’s work demands and the UMS’s needs.

On-Campus Presence Expectations

Each UMS department may require a minimum of on-campus days, with expectations clearly documented in the remote/hybrid agreement.
Employees may be expected to be available for in-person meetings, training, or other obligations with reasonable notice.
Managers must review remote/hybrid schedules annually, when job duties materially change, or the needs of the university/department materially change. If continuation of the arrangement is appropriate, it must be actively reaffirmed. If the arrangement is no longer suitable, it should be revised or discontinued to ensure alignment with operational needs. Managers should review the appropriate collective bargaining agreement or handbook to ensure compliance with notification requirements.

Other Considerations

Remote employees who reside outside of Maine observe the University of Maine System holiday schedule. UMS holidays apply uniformly to all employees, regardless of work location. Employees may request earned leave to observe additional holidays recognized in their state of residence.
While remote work may provide flexibility, it is not intended to replace regular dependent care arrangements. Employees are expected to ensure that caregiving responsibilities do not interfere with their ability to meet work expectations during scheduled work hours. Occasionally, unforeseen caregiving needs may arise and should be discussed with the employee’s supervisor.

Equipment, Technology, and Workspace

UMS will provide the standard computing equipment and software necessary to perform assigned duties. Personal printer requests are subject to business necessity or an ADA accommodation, not personal preference. To optimize resources, hybrid staff should plan to handle all printing needs during their scheduled on-campus days.
Additional equipment or furniture for home use is generally the employee’s responsibility. UMS does not extend property insurance to remote work locations and is not responsible for damage to personal property or furniture.

The following provisions apply to all remote work, including ad hoc and temporary arrangements.

Required workstation training and ergonomic evaluation must be completed and documented before starting remote work. Problems must be resolved prior to continuation; annual self-certification or completion of training is required.
All work performed remotely must comply with UMS Informational Technology and information security policies and align with data privacy expectations in accordance with APL VI-C.
The workspace should be safe and hazard-free.
Employees must report work-related injuries immediately.
UMS equipment must be returned at the conclusion of the agreement or employment.
Care should be taken to preserve confidentiality if a video or phone meeting is being held in a remote location where others are not involved in the conversation or may be present.
UMS rules for work breaks, holidays, and workers’ compensation insurance coverage apply to employees working in a remote or hybrid arrangement as they do for employees working on campus.
UMS does not pay utility costs associated with remote work, including phone or internet service, unless otherwise required by law.
Employees approved for remote or hybrid work are responsible for procuring and maintaining a secure, reliable, and sufficiently fast internet connection at their remote workspace. The connection must support all essential job functions without disruption, including clear and continuous participation in video conferences and reliable access to UMS networks and systems. As noted, UMS does not reimburse or pay for home internet service. In the event of an internet outage or connectivity issue at the remote location that prevents the employee from performing their duties, the employee must promptly notify their supervisor. Please review the relevant collective bargaining agreement or employee handbook for specific requirements regarding loss of internet or connectivity.

Accessibility and Compliance

In compliance with the ADA, state law, and UMS accessibility standards, remote work may be considered an ADA accommodation. Remote work arrangements as accommodation must also comply with state law and UMS accessibility standards. Requests for remote work as potential accommodation will be managed through the interactive process coordinated by the Office of Equal Opportunity and Title IX Services. Individuals who work remotely as accommodation under the ADA must also complete a remote work agreement to document their understanding of their responsibilities regarding other UMS policies, such as ergonomics and confidentiality.

Performance Expectations

All performance standards, productivity expectations, work hours, and service levels apply equally to remote, hybrid, and on-campus employees.
Supervisors should set clear deliverables, communication protocols, and check-in expectations.
Remote or hybrid work may be modified or revoked if performance or operational needs warrant. Agreements are reviewed at least annually and may be modified, denied, or rescinded at UMS’s sole discretion. Any such modification or revocation will include a documented rationale and, typically, a minimum of 20 business days’ written notice, provided directly to the employee. Employees may also request termination of a remote or hybrid work agreement with similar notice.

Collective Bargaining Considerations

For represented employees, this policy is intended to align with and be implemented in accordance with applicable collective bargaining agreements. The specific, binding terms of the applicable CBA control for represented employees. Supervisors and employees are expected to be familiar with the provisions in any applicable CBA regarding remote work.
UMS will consult with labor representatives as appropriate before making changes that materially affect the terms and conditions of employment.

Revisions and Change Approvals

This APL provides guidelines for coordinating and supervising remote work. Future modifications may be considered based on recommendations from UMS and UMS HR leadership. Future modifications will be administered and supported collectively by the Chief Human Resources Officer (CHRO). The final authority to approve modifications rests with the UMS Vice Chancellors. Any changes to this APL should be widely distributed to UMS supervisors, deans, directors, and other employees as appropriate.

The CHRO will determine if changes to the APL are substantive or non-substantive. Substantive changes are required to follow the APL creation and revision process. Non-substantive changes to this APL do not require any review beyond the Vice Chancellor for Strategic Initiatives. Non-substantive changes are minor changes that do not impact the overall purpose and instructions outlined in the document. Non-substantive changes may take many forms, including, but not limited to: grammar or spelling corrections, inclusive language, technical revisions, updated names and contact information for pertinent offices or departments, or reorganized APL sections.

Contact Information

For questions regarding the APL on Remote Work, please contact your university’s Office of Human Resources. UMS Services employees may contact a UMS University Services HR partner.

Additional Resources

Employees are encouraged to access these helpful tools in preparation for important conversations with their supervisor or manager. Human Resources Partners are also available to answer questions as well.

Safety and remote work

Here you will find guidance from Safety Management on how best to explore a safe and productive alternative workplace and complete a safety checklist:

Computer Workstation for Remote Work Process (Word Document)

Collective Bargaining Agreements and Handbooks

Collective bargaining agreements and employee handbooks for non-represented employees may also serve as a resource for unit-specific questions.

Related Policies and Procedures

Administrative Practice Letter II–K: Space Management

Other Useful Remote Work Tools and Resources

How to Connect Remotely using the Remote Access VPN