G.1.21 Hybrid Work Policy

Initiated by: Director, Human Resources
Approved by: COO
Date: May 22, 2024
Distribution: MBL Community

Policy Statement

The MBL recognizes the evolving nature of work and the importance of flexibility in meeting the needs of our employees while maintaining productivity and collaboration. The hybrid work policy outlines guidelines and expectations for employees who choose to work both remotely and in the office.

Eligibility

A hybrid work schedule is appropriate for some employees and some positions but not for all employees and all positions.  No MBL employee is entitled to or guaranteed the opportunity to work a hybrid schedule as many positions require being present on campus. Decisions on a hybrid work arrangement will be made at the discretion of the manager and Human Resources.

Work Schedule

Employees participating in the hybrid work model will agree upon a schedule with their manager that outlines days spent in the office and days spent working remotely. The specific schedule may vary depending on individual and team needs but should aim to maintain a balance between remote and in-office work.

Remote Work Environment

Employees working remotely are responsible for ensuring they have a suitable workspace that allows for focused work and video conferencing capabilities. They must also ensure they have access to necessary tools and resources to fulfill their job responsibilities.

Remote employees will be available, accessible and responsive during normal business hours; they will be online and available to their own team and other teams throughout the workday.

Remote work arrangements are not a substitute for childcare or other dependent care. Employees should make and maintain childcare or other dependent care arrangements whenever they are engaging in remote work.

Equipment and Security

Employees are responsible for safeguarding company-issued equipment and ensuring compliance with security protocols, whether working remotely or in the office.

IT Requirements

• Employees working remotely are responsible for providing their own Internet and telephone services necessary to complete their work.
• All computer equipment, whether provided by the MBL or the employee, must meet MBL’s Information Technology security standards.
• Employees working remotely are expected to familiarize themselves and comply with applicable IT policies including those related to protection of confidential data. Refer to the Information Technology Security Policy.
• There must be clear delineation of responsibility for supplies, computer set-up, and any additional applicable items for employees working remotely.

Office Space

Employees whose hybrid schedule consists of two (2) days or less on campus per week should not expect to maintain an individual office.

If the need for space arises, employees working three (3) days a week on campus may also be asked to share an office with another employee.

Office Attendance

While the hybrid work model allows for flexibility, there may be occasions when employees are required to attend the office for team meetings, collaboration sessions, or other events. Also, employees may be asked to temporarily end their hybrid work schedule and return to in-person work to complete specific assignments or during previously scheduled busy periods for the department. These decisions are at the discretion of the manager and employees are expected to adhere to these requirements as outlined by their manager.

Communication and Collaboration

Effective communication and collaboration are essential for the success of our hybrid work model. Employees must maintain regular communication with their managers and team members, leveraging digital tools and platforms to stay connected and informed.

Performance and Accountability

Performance expectations remain consistent regardless of where employees choose to work. Managers will evaluate performance based on agreed-upon goals and objectives, considering both individual contributions and team collaboration.

Health and Safety

Work-related injuries, accidents, and illnesses must be reported to the employee’s supervisor. In MA, workers’ compensation applies to injury or illness that arises out of and in the course of employment, whether the injury occurs at the regular work location or the approved alternative work location.  

The employee agrees to hold the MBL harmless for injury to others at the remote work site. The MBL assumes no liability for accidents and injuries at the employee’s home or other remote work location outside of work hours.

Employees working remotely should create and maintain a remote workspace that is safe, free from distractions, obstructions, and hazardous materials.

Remote Work and Relocation

Any employee considering a move out of state (whether temporary or permanent) should reach out to Human Resources and refer to the Notification Requirement for Relocation Policy.

Evaluation and Adjustments

The MBL will regularly evaluate the effectiveness of the hybrid work model and make adjustments as necessary to ensure it continues to meet the needs of employees and the organization.

Compliance

Employees are expected to comply with all applicable laws, regulations, and company policies while participating in the hybrid work model.

Acknowledgment

By participating in the hybrid work model, employees acknowledge that they have read, understood, and agreed to abide by the guidelines outlined in this policy.

Policy clarifications and updates are available from the Human Resources office.

MBL reserves the right to amend this policy at any time.