FAQs are being added and updated regularly.
Health and safety topics
What do I do if I injure myself while working off-campus?
You're required to report any injuries or accidents that occur during your employment to your manager as soon as reasonably possible, but no later than 24 hours after such injury/accident. The Incident report form should be used to make such reports.
If I injure myself while working off-campus, am I eligible for Worker's Compensation?
You are covered by WorkSafeBC for compensation for injuries arising during your employment if working off-campus, as long as you're working in an approved off-campus location, and are performing work that is part of your regular employment duties. You must have authorization from Royal Roads University to work off-campus - meaning you must have an approved, signed Flexible Work Arrangement Agreement Form.
Flexible work topics
Is my manager required to support flexible working?
Managers are responsible for modeling the use of FWAs and encouraging employees to ask about and discuss FWA options. Suitability for FWAs will not be one size fits all and will vary by position and department based on the work being performed and the work environment where the work takes place.
FWAs must be mutually agreed upon by the employee and their respective manager, and is not to be interpreted as a right of employment. Decision-making regarding FWAs for a unit lies with the senior leadership of the Associate Vice-President, Dean, Director, or Vice-Provost, who will make reasonable efforts to approve FWAs based on the policy and manager's recommendation.
What factors are considered when developing a flexible work arrangement?
- Your team must coordinate work schedules to ensure that you can continue to provide exceptional service that supports and advances our vision, values, goals and commitments.
- Your team may choose to have anchor days - a designated day(s) where all unit employees are required to be on campus.
- Your team may choose to have core work hours - a period during which employees must be present on campus.
- Flexibility may look different in different unit's and roles. For example, if your role supports university infrastructure and the physical health and safety of the university community, or it supports the student experience on-campus, you'll need to work on campus. Your role would be better suited for flexible work hours, rather than a flexible location.
- FWAs are intended to provide you with more flexibility in managing your work schedule. It's important to keep in mind that it's not a substitute for sick leave, any other leave of absence, or for childcare or dependent care. Those benefits are still available to you through our Types of Leave policy.
- It's important to remember that your workload and responsibilities stay the same - you're still responsible for fulfilling all of the tasks and duties that you've been assigned.
Will my FWA agreement expire or be terminated?
We understand that everyone's work situation is unique, and we want to support you in finding a flexible work arrangement that works for both you and the university. If you're interested in trying out a flexible work arrangement, we may start with a review period of up to six months. This gives us a chance to see how it's working for everyone and make any necessary adjustments. After the review period, we'll review the arrangement and decide together whether to continue, modify, or discontinue it.
Either you or the university can end a flexible work arrangement at any time with an appropriate amount of notice so we can plan accordingly.
If I change jobs, does my FWA still apply?
No. FWA agreements are specific to your position within your current unit. If you decide to take on a new role in a different unit, your current agreement would no longer apply. You'll be able to work with your unit manager and senior leader to find a new arrangement that suits everyone's needs.
If I already have a flex schedule in place, do I need to apply for a new one?
Yes. As of June 1, 2023, all previous flex schedules require a new arrangement under the new Flexible Work Arrangement Policy. Even though your arrangement may remain the same, the forms have been adjusted to meet legal and payroll requirements.
What is the process to apply for an FWA?
Once you've reviewed the policy, you can work with your manager to figure out if there's a flexible work arrangement that would be suitable for both you and your team's needs.
You'll need to complete the Flexible Work Arrangements training course which includes:
- Flexible work arrangements acknowledgments
- Hybrid Work Safety Assessment (required for any FWA Agreements with a flexible location)
Once you've completed all of the training, you'll need to complete a Flexible Work Arrangement Agreement and submit it to your manager for approval. Your manager will work with your senior leader to review all FWA Agreements and will forward it to human resources for record keeping.
I've previously completed the forms and training for the BWA, do I still need to complete the forms and training?
Yes. The Blended Work Arrangement BWA was a pilot program that allowed us to enhance our learnings, training and compliance. The new Flexible Work Arrangements Policy and all supporting training and forms supersede any policies, guides or agreements that may have previously been in place.
Completing the new training is a requirement to be able to participate in FWAs.
On-campus work topics
If I work remotely, will I still have a workstation when I work on campus?
If you work less than sixty per cent of your regular work time on campus, you may not have an assigned workspace on campus. However, you will still have access to an appropriate workspace whenever you need to work on campus.
Will I be reimbursed for travel costs, including parking costs if I am required to work on-campus?
No. Employees are responsible for all expenses related to travelling to the University for on-campus work requirements.
Off-campus work topics
How do I set up my home office ergonomically?
Extended hours in the same body position or repeated motions can lead to various musculoskeletal injuries. Employees should take regular breaks for stretching and movement, whether they are working at home or on campus. For remote work, the employees chair or workstation must be adjusted properly:
- The external keyboard is at the right height (wrists are in a neutral position); and
- The external mouse is placed nearby (reachable without arm or wrist strain).
- For additional ergonomic safety support refer to the Our People Ergonomics page and WorkSafeBC’s resources on ergonomics in a home workspace
Will the university pay for my personal internet costs?
No. When working remotely, it is expected that an employee has access to internet connectivity for their remote work site. The university will not typically subsidize the cost of the employee’s remote workspace.