Remote Work Policy

Company Name: Toronto Montessori School (TMS) Approver: Andrew Cross, Head of School

Policy Title: Remote Work Policy Policy Owner: Vince Haines, CAO Version: 1 Last Review: September 30th 2021

Policy Statement

Working remotely may pose advantages for both TMS and its employees, including increased productivity and performance, enhanced employee recruitment and retention, relief of on-campus space constraints, and greater work-life balance. Working remotely is not an entitlement or School-wide benefit; it is typically an employee-initiated work arrangement in which eligible employees fulfill their job responsibilities at a site other than one of the School’s campuses during regularly scheduled work hours for an indefinite or finite period. The scope of this policy covers voluntary remote work arrangements.

Purpose

This policy is created to guide the requirements, expectations, and process for employees who are working remotely (i.e. from home), whether that be for a defined period or indefinitely. TMS considers remote work to be a viable alternative work arrangement in cases where the individual employee, the job, and the Department Head are well suited to such an arrangement. Not all employees and positions are suitable for working remotely. Suitability for working remotely is based upon the individual employee as well as the employee’s position and is to be approved by the employee’s Department Head based on this policy.

Guidelines

Formal remote work arrangements, which are long-term, short term and/or reoccurring, require the completion of TMS’ Remote Working Agreement. ▪ Employees are expected to work their normal work schedule and remain productive and responsive during their scheduled work hours. ▪ Employees are expected to maintain a presence with their department/division while working remotely, typically by using appropriate technology such as computer, email, messaging application, video conferencing, Google sheets, and/or text messaging. The employee is expected to maintain the same response times as if they were onsite at TMS and will make themselves available to attend scheduled work meetings as required and/or requested. ▪ Employees are expected to arrange for child/dependent care as necessary for the hours in which the employee works from home. Personal tasks and errands should only be performed during the employee's scheduled breaks and lunches. ▪ TMS is not responsible for operating costs of any personal equipment (including, but not limited to, computers, personal devices, cellular or standard telephones), home maintenance of personal equipment, or any other incidental costs (utility provider costs, telephone costs or for any supply costs used in the home) associated with the use of an employee working remotely.

Procedures

1. An employee in good standing who wants to work remotely submits a written email request to their Department Head. The request should include the reasons for the option to work remotely, and the days/week and frequency of the arrangement. 2. Once requested, the Department Head and employee evaluate the suitability of a remote work arrangement. 3. The Department Head and Head of School determine if the request is denied or granted. a) If the request is denied, the employee may send another request if they experience a change in job responsibilities. b) If the request is granted, the employee and Department Head prepare and sign the TMS Remote Working Agreement. 4. The Department Head sends a copy of any signed agreement to Human Resources.

Job Responsibilities

The employee and their Department Head should discuss the employee’s job responsibilities and determine if the position is appropriate for working remotely. ● Examples of jobs that may be suitable for Working remotely or remote work arrangements include those that have minimal face-to-face interaction, intensive writing or data entry tasks, or specific objectives and performance standards that can be measured. ● Examples of jobs that may not be suitable for Working remotely or remote work arrangements include those that require frequent face-to-face interaction, onsite customer support or access to onsite confidential documents.

Department and Employee Suitability

The employee and their Department Head should: ● Examine the needs of the department, including frequency of meetings, department goals and projects, other departments’ schedules, and space constraints. ● Assess the performance of the employee to ensure that the employee is in good standing and to determine if the employee’s work habits display the traits customarily recognized as appropriate for successful remote working, such as reliability, responsiveness, and the ability to work independently.

Schedule

The employee and their Department Head should discuss and agree upon the number of remote days allowed each week, the work hours and schedule that the employee will customarily maintain, and the manner and frequency of regular communication (i.e. via phone, video conferencing, and/or in person, etc.) with the Department Head and others in the department as well as external contacts. ● Remote workers must be as accessible as their onsite counterparts during their agreed-upon regular work schedule, regardless of work location. They may need to flex their schedules as required to attend onsite meetings and events as deemed necessary by their Department Head. ● Remote workers may be required to forfeit use of personal offices or workstations at their onsite work location to maximize utilization of office space.

Equipment

When TMS’ equipment is used in remote workspaces, remote workers must exercise reasonable care for the equipment and take appropriate action to protect the items from damage or theft. Remote workers may be held liable for damage caused by negligence. TMS’ equipment should be used for business purposes only and will be maintained by TMS. Employees must: ● Keep their equipment password protected ● Store equipment in a safe and clean space when not in use ● Follow all data encryption, protection standards and settings ● Refrain from downloading suspicious, unauthorized, or illegal software ● Like their onsite counterparts, remote workers must adhere to TMS’ Acceptable Use of Technology

Remote Workspace

● Employees are solely responsible for the configuration of and expenses/services associated with their remote workspace. This includes maintaining an ergonomically appropriate and safe remote workspace. ● Employees need to ensure an internet connection that is adequate for their job. ● Remote workers should not hold business visits or in-person meetings at their home unless approved by their Department Head or unless they are traveling and conducting TMS business. ● Remote workers must take all precautions necessary to secure privileged information in their remote workspace and prevent unauthorized access to any TMS system and ensure the protection of proprietary TMS information and information accessible from their remote workspace. ● Remote workers are responsible for notifying their employer of any injuries sustained while at their remote workspace while performing their regular work duties.

Health, Safety, and Wellness

TMS is committed to the health, safety, and wellness of all employees, whether working onsite or remotely. Employees are expected to maintain their remote workspace in a safe manner, free from safety hazards, and engage in wellness practices to benefit their own health and productivity. This may include taking regular breaks, going for walks, having physical movement throughout the day, and participating in TMS wellness initiatives where possible.

Other

● Remote workers’ employment terms and conditions are not affected by changing to or from a remote work schedule. ● Remote workers are solely responsible for the tax and legal implications of the use of their alternate work location for business purposes and are solely responsible for any CRA or local government regulations and restrictions. ● The availability of working remotely as a flexible work arrangement for TMS employees can be modified or discontinued by TMS at any time. Additionally, employees can discontinue working remotely at any time. Every effort will be made to give a minimum of 24 hours’ notice of such changes.