5.66A - Hybrid Work Program Procedure

Policy Number - 5.66A

Approved: 03/17/2026

Purpose

Kansas City Kansas Community College (KCKCC) recognizes that hybrid work arrangements can be an important benefit for recruiting and retaining quality employees, enhancing job satisfaction, increasing productivity, and staying market competitive. This procedure outlines the process for remote work at KCKCC.

Scope

This procedure applies to all regular, benefit-eligible, full-time staff and non-teaching faculty, who are not on the exclusions list. This procedure does not supersede items covered in the master contract.

Procedure

Cabinet-level leadership is responsible for approving one (1) or (2) days for hybrid work arrangements and guiding department leaders in implementing this procedure in their division. Human Resources is a training resource and can assist supervisors in evaluating and implementing hybrid work agreements. Participants must apply each year by June 30 for consideration to continue in the next fiscal year, but leadership reserves the right to discontinue the program at any time.

Eligibility Requirements

Employees must meet the following eligibility criteria:

Classified as full-time, benefits-eligible staff or non-teaching faculty.
Job duties must be able to be performed remotely. At least 75% of the position must be able to be performed at a remote location. Must be in a position that does not require the staff person to be at a college location full-time.
Assigned work must be able to be managed and measured in a remote work environment.
Requires satisfactory ratings on performance, with no disciplinary action for the previous 12 months. In the event of natural disasters, the performance requirement can be waived by leadership.
Must have a remote work location that is secure and provides a reasonable noise level for work, phone calls, and virtual meetings.

Exclusions

KCKCC Police, Facilities Division, instructional faculty, front-facing and student-facing positions, as deemed inappropriate for remote work by management, and designated leadership positions are not eligible for the hybrid work arrangement.
This hybrid work arrangement procedure does not apply to any remote work arrangements made through the College’s reasonable accommodation policy or process based on an employee’s disability or other applicable circumstances.
This procedure does not apply to advertised and filled positions as 100% online.
This procedure does not supersede the Master Contract.

A position’s suitability for hybrid work is based on operational needs and upon the duties and responsibilities as defined in the employee’s position description. Participation in the Hybrid Work Program is a privilege. It can be granted, changed, or eliminated at any time based on employee performance, business needs, or any other KCKCC work requirements. Those participating in the program can be required to come to work at any time, even on the same day the employee is working from home on a scheduled remote day.

To be approved for remote work, the following must occur:

Discuss hybrid work with the supervisor.
Complete and sign the hybrid work form.
Receive signed form and approval from the supervisor and the member of the President’s Cabinet that follows the employee’s reporting structure.
Complete Human Resources training on hybrid work requirements. Attendance at a training session is not a guarantee of program participation.

Training is recommended for supervisors, managers, directors, and Cabinet members who oversee staff who participate in the program.

Supervisor Considerations

Supervisors, in consultation with their Cabinet member and/or Human Resources, should consider if the employee can meet all the requirements below to participate in the Hybrid Work Program:

Can the employee’s job requirements be performed remotely for one (1) or (2) days a week without negatively affecting College performance and operations?
Has the employee’s work history demonstrated the ability to prioritize assignments, meet deadlines, work with minimal supervision, communicate effectively, and manage time efficiently?
Are adequate employees available on-site to perform needed job duties? What, if any, changes need to occur so the team can continue to meet its objectives?
Could hybrid work arrangements help retain top talent?
What precedent is this decision setting? Will others in similar situations be allowed equitable opportunities?
How will this impact team morale?
How will you track employee performance on job assignments?
In what ways can you utilize technology to increase collaboration and communication with employees participating in the Hybrid Work Program?
How will you communicate team expectations? How will you share with your department which employees are assigned a hybrid work arrangement?
How will the changes in your department be implemented?

Documenting the Hybrid Work Arrangement

The supervisor or Cabinet member must submit a signed Hybrid Work Agreement Form to Human Resources. Non-exempt (overtime-eligible) hourly employees must report hours worked accurately, regardless of their work location. Employees and supervisors should also retain a copy of the agreement.

Managing Hybrid Work Participants

Note the guidelines and requirements for Hybrid Work Program participants:

Employees should demonstrate an ability to work independently with a high degree of productivity, accountability and accuracy. The college will provide access to phone technology and a laptop for remote work.
Employees are required to provide a reliable internet connection at their own expense.
Employees designated remote workspace will have a similar level of confidentiality and noise control as their KCKCC primary workspace. Employees may not take home KCKCC monitors, chairs, or similar office equipment. If any expense for a workspace is needed, it is solely the employee’s responsibility.
The supervisor and employee should establish clear written expectations regarding the quantity of work product, quality standards, and deadlines that will demonstrate appropriate productivity.
Follow the established College rules for submitting and approving actual hours worked for non-exempt staff and for requests and approvals of absences for all eligible staff.
Ensure understanding that approval of an alternate work location does not change the number of assigned work hours. Non-exempt staff working additional overtime or holiday hours require the supervisor's prior approval.
Participation in the program must not adversely impact the productivity of the individual or department, division or college, or negatively impact communication or collaboration with team members and/or customers.
Establish core work hours during which employees must be available for communication, calendar expectations, and other communication protocols.
Hold regular conversations during the work week to track work performed.
At a minimum, the Customer Service Guidelines should be followed by program participants to ensure a high level of customer service for students, employees, and community stakeholders.

Expectations Surrounding Accountability and Timely Response

The following are best practices and should be the minimum expectation of anyone working at a remote location:

When not in a meeting, assisting another individual, or on a scheduled lunch or break, the employee will respond to all phone calls and messages in Teams within a reasonable time frame defined by the employee and supervisor (30 minutes is the recommended time to respond).
Lunch, personal leave, and any work meetings will be accounted for on the Outlook calendar. The supervisor, including any direct department team members the supervisor designates, will have access to view limited details, and College employees will have access to view Busy/Available times.
The status feature in Teams will correctly indicate when the employee is available, in a meeting, working on a project, or away. Unless on a scheduled break, employees should be available and not marked as “away” in the Teams status.

College Property and Data Security

Reasonable steps must be taken to ensure that College property is assigned and used according to College policies. Compliance with all software licensing, virus protection, and data security measures are required. Use of personal computers for college business activities is only allowed with permission from Information Services. Security and confidentiality of records must be maintained and stored in college-identified drives and accessed via secure remote access technology provided by Information Services.

The employee must immediately report any damage to equipment, either physical or through malicious malware, phishing, etc., to Information Services for immediate support.

Ending Hybrid Work Participation

Hybrid work agreements may be terminated or suspended if there are performance concerns, position changes, departmental absences, or other work-related reasons.
Identify mechanisms for returning College property and equipment if the arrangement permanently ends. Home expenses are not reimbursable.
Whenever feasible, the supervisor will provide at least one week’s notice of the decision to terminate or suspend participation.
Employees participating in the program can be required to come into work at any time, even on the same day the employee is scheduled for hybrid work.

Workers’ Compensation

Promptly report work-related injuries incurred at any location, including remote locations, using college policy, procedures, and forms. Accidents will be reported to the Benefits Coordinator in the Human Resources Department. The College or the proper designee has the right to inspect the alternate worksite premises whenever a worker’s compensation claim is filed.

Exclusions or Special Circumstances

Employees are expected to follow all professional standards of performance and conduct, applicable laws, and College policies at all work locations.

Participation in the Hybrid Work Program is not intended to provide dependent care, convalescing, or caring for an ill family member. Children, pets, guests, or other dependents in the alternate work location should not negatively affect employee productivity or the ability to return to the non-remote work location at any time.

In a public health or other business operation emergency, employees identified as hybrid work eligible by the College do not need to submit an agreement form for temporary assignments. Supervisors may approve such temporary assignments without HR approval for up to 30 days.

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