Remote and Hybrid Work Pilot
RISD recognizes that the nature of the workplace has changed. Starting September 1, 2021, almost all RISD employees will return to on-campus work while piloting a program to foster a more flexible workplace based on the lessons learned from the past year.
RISD as a Place-Based Institution
RISD’s guiding philosophy: As a place-based institution with a commitment to providing a transformative residential educational experience, we anticipate that most employees will return to in-person, on-campus work to ensure the highest level of service to and engagement with students, faculty and each other. Yet, RISD also supports increased flexibility depending on the nature and requirements of the work.
Remote and Hybrid Work Pilot Program
Over the next six months RISD will pilot a program that allows for remote and hybrid arrangements across administrative departments that are mutually agreed upon between managers and employees. A consistent and equal framework has been developed for managers and their Cabinet-level supervisors on how to develop a comprehensive pilot work plan for their area. The outcome, however, will not be a “one size fits all” model across RISD. Arrangements will be specific to the nature of each department’s work and in line with mission of the institution.
Timeline and Process
The following considerations will be taken by leadership when assessing whether remote or hybrid work arrangements can be increased and extended during the pilot program. In addition, managers and supervisors can reference the RISD Manager’s Guide to the Remote and Hybrid Work Pilot Program.
- RISD’s guiding philosophy and division plans related to remote work
- The operational needs and services provided by the department including the impact remote or hybrid arrangements will have on quality and consistency of service to students, campus partners, and other constituencies
- The core responsibilities of each employee, the nature of each position and it’s suitability for remote/hybrid work
Guidelines and Forms
Hybrid and remote employees will need certain equipment to be successful in their work.
- Computers: all employees will have RISD owned laptops managed through the RISD computer replacement program.
- WiFi: employees are expected to have access to WiFi or a personal hotspot that is reliable and of adequate bandwidth to connect to the RISD network and participate in virtual meetings.
- Phone: RISD will provide phone access via Zoom to be used on a personal handheld device or through their RISD laptop.
- Printers: RISD will not normally fund home print devices, paper or ink/toner. Employees can print documents when they come to campus.
- Peripherals: in certain cases peripheral equipment may be required such as microphones/headsets, monitors, keyboards, etc. ITS should be contacted before peripheral equipment is acquired. If a purchase is deemed necessary, departments can fund on a case by case basis upon approval of their divisional Vice President
Expectations of employees:
- RISD work is to be performed on RISD equipment
- RISD computers should be kept secure when not in use
- Virtual Private Networking (VPN) is required to connect to the RISD network
RISD will provide training on use of VPN and other security measures, as well as software such as Zoom, Canvas, Zoom Phone, Series 25 and others.
Meeting spaces that can accommodate in-person with remote participation will be identified and available to schedule in Series 25.
RISD will not invest in significant reconfigurations of space or furniture for the pilot phase of the program.
The expectation is for each department to run the pilot with the facilities they have and identify opportunities for potential reconfiguration of space for the assessment in January-February, 2022. These opportunities could be shared office/workspaces, meeting spaces and changes in location of work.
RISD has approximately 141,000 square feet of office space that it maintains. As we look to the long-term work strategy after the pilot phase, we will assess opportunities to share and reconfigure space, possible office consolidations and the possibility for repurposing space that becomes free.
These options for space to support hybrid working should be considered:
- Groups of desks/offices provided for scheduled use when on campus
- Provide employees with laptops for office or remote use
- Provide centrally located office equipment (printers, scanners, etc.)
- Provide private storage space for personal files, etc.
- Note: at a minimum, this will require a scheduling tool to implement, e.g. 25 Live
Desk/office sharing model
- To be shared by two or more employees on alternate/different days (or alternating schedules)
- Provide bookable office space for privacy or use when unexpectedly on campus
Employees are expected to maintain an appropriate work area to limit distractions.
Fewer people coming to campus will help with RISD’s sustainability efforts. For those employees who need to come to campus, RISD will not charge for parking permits during the pilot period, however, employees will need to obtain a parking hang tag from the Department of Public Safety to access RISD parking areas. RISD will continue to encourage the use of public transportation (RIPTA, Amtrak, Commuter Rail) when practicable to reduce single vehicle commuting. Coordination of work schedules will be needed to maximize the impact on parking.
RISD is currently developing a strategy to comply with state regulations for employees who are working in a hybrid or fully remote mode addressing issues of taxation, worker’s compensation, minimum wage, paid time off, family leave and other regulations.
To minimize compliance concerns and cost to comply, RISD will be limiting the states for employees to work from to the following:
- New Hampshire
- New York
- Rhode Island
Remote and Hybrid Work Resources
- Managing Virtual Teams (LinkedIn Learning)
- Managing Remote Teams: Setting Expectations, Behaviors, and Habits (LinkedIn Learning)
- Leading Virtual Meetings (LinkedIn Learning)
Frequently Asked Questions
Hybrid or remote work arrangements are not a substitute for family care arrangements and it is expected that the time of day designated as work time is focused on job responsibilities and that others are attending to family care arrangements during that time.
The staff member should discuss their desire to return to work on campus with their supervisor and ideally, in advance of their desired return date.