Remote and Flexible Work Arrangement Policy

Policy number: 7.32

Policy section: Human Resources

Revised Date: February 16, 2026

1.  Purpose

Southern Methodist University (SMU) is committed to fostering an environment of academic excellence, collaboration, and community. The University affirms that work performed by faculty and staff is best accomplished through in-person engagement on campus. This policy outlines the limited circumstances under which flexible work arrangements may be approved, ensuring alignment with SMU’s mission, operational needs, and our student-centered culture.

2.  Scope

This policy applies to full-time and part-time staff employees. It does not apply to faculty, student employees, or contractors unless otherwise noted in their respective agreements or appointments.

3.  Policy Statement

SMU remains an in-person, on-campus institution.  In-person work is the standard expectation for all staff at SMU. Remote or flexible work may be permitted under specific and very limited circumstances, including:

  • Remote Worker: Certain staff may be hired as remote workers as noted in their job description (regional admission recruiters, some OIT staff, etc.)These positions are determined by the nature of the role rather than individual preference and require Human Resources’ involvement during the recruitment process.
  • Flexible Schedule (Permanent): Limited staff may be hired with a flexible schedule (i.e. only coming to campus a few days a week) as a condition of their employment and as noted in their job description. These employees must have positions that are non-public facing and/or be positions that can be performed completely remotely (for example, some OIT staff.)These positions are determined by the nature of the role rather than individual preference and require Human Resources’ involvement during the recruitment process.
  • Emergency Situations: During official University closures or declared emergencies, remote work may be authorized at the discretion of university leadership. (SMU Policy 9.12 - University Operations Affected by Emergency Conditions)
  • Designated Remote Workdays: Each academic year, the President and University leadership will designate certain remote workdays for staff surrounding University holidays and other breaks where students are not on-campus and there are limited activities on campus. During these designated days, staff, at their supervisor’s direction, may be allowed to work remotely based on business need and ability, provided it does not disrupt department operations or service levels. During these periods, offices must remain open and fully functional.
  • Temporary Flexible Work Arrangement: In rare cases, departments may propose a temporary flexible work arrangement. These arrangements should only be used in special circumstances such as an unanticipated, short term, personal disruption where working from home, from time to time, will be necessary. Temporary arrangements may be approved for an initial period of up to one month and are expected to be reassessed at the end of that period. If the need continues, the arrangement may be renewed in one-month increments, with appropriate approvals, but may not exceed three months in total.

    Temporary flexible work arrangements are not intended to address ongoing medical conditions, disability-related needs nor unexpected health-related issues. Employees who require workplace accommodations due to a disability should contact the Office of Equal Opportunity (OEO) to discuss reasonable accommodation options. Employees who need leave for a serious, ongoing or temporary, health condition or to care for a qualifying family member should contact Human Resources regarding Family and Medical Leave Act (FMLA) eligibility and the appropriate process.

    Temporary flexible work arrangements include remote or hybrid work or alternate work schedules that vary from the department’s administrative and general office hours. (SMU Policy 7.9 – Office Hours and Work Week)

Any vacation or sick time used by a remote, flexible (permanent or temporary) worker, or on designated remote workdays must be recorded on timesheet, communicated to the supervisor and in accordance with university leave and time-off policies. (SMU Policy 7.14 – Staff Vacation; SMU Policy 7.15 - Paid Medical Absence)

Remote workers and those with flexible work arrangements, both temporary and permanent, must complete the Remote and Flexible Work Arrangement Form (Exhibit A).  This form must be submitted to Human Resources prior to the start date of the agreement.  A remote and flexible work arrangement form is not required for designated remote workdays.

All flexible work arrangements may be terminated at any time per business need and must comply with applicable federal, state, and local laws, as well as University policies and procedures.

4. Eligibility and Guidelines

  • Staff with approved remote/flexible work arrangements are expected to maintain the same level of productivity, responsiveness, and availability as if working on campus.
  • The nature of the position and department needs must demonstrate minimal need for on-site presence or specialized equipment.
  • Flexible work arrangements must be documented using the University’s Flexible Work Arrangement Form which will be maintained by the Department of Human Resources.
  • No other work commitment, outside of SMU work commitments, will be performed during normal work hours.

5. Responsibilities

  • Employees working remotely must ensure appropriate work environments, maintain confidentiality, and adhere to university policies when working. Employees must be reachable and have a dedicated work area.

SMU Policy 1.2 – Code of Ethics

SMU Policy 7.25 – Personal Conduct

SMU Policy 8.1 - Acceptable Use

SMU Policy 8.2 Information Security

  • Supervisors are responsible for monitoring performance, maintaining communication, and reviewing the ongoing suitability of any remote/flexible arrangement. Supervisors may choose to terminate agreements with no notice.
  • Human Resources will provide guidance, review requests for flexible work arrangements, and ensure consistency in application across campus.

Appendix A: Remote and Flexible Work Arrangement Form

Please visit this link for the Remote and Flexible Work Arrangement Form

Appendix B: Related Resources

Revised: February 16, 2026

Adopted: August 28, 2025

The official University Policy Manual is housed in the Office of the University Secretary. The University Secretary is responsible for maintaining new and updated policies and for maintaining this website. Should the official University Policy Manual conflict with any internal policies, procedures, departmental administrative rules, or guidelines, that may be contained in manuals provided by schools, departments, or divisions within the University, the official University Policy Manual controls.