Contractual implications

Employees will be required to comply with all of the College policies and procedures set out in the Core Terms and Conditions, irrespective of work location.

There are no current plans to make any contractual changes during the framework review period (start of the academic year 2022-23 to early 2023).

If 100% remote working continues beyond the end of the review period, staff requesting to continue to work in this category will be paid on the Outside London and remote working payscale, regardless of their remote working location. During the review period, where necessary, an exercise will be undertaken to consider contractual implications/pay arrangements for staff who will usually be 100% remote but who also may be required to work onsite at a College location for a pre-arranged period of time.

Health and safety obligations

Careful consideration must be given to circumstances where staff have supervisory and health and safety responsibilities on campus. This will include ensuring sufficient provision for effective supervision of staff and students and ensuring necessary first aid and fire warden cover.

Further information can be found on the Safety Department website

Information and Communication Technologies (ICT) and technical equipment

All staff working at a College location or working remotely are required to comply with the College’s Information Security Policy, the Conditions of Use of IT Resources and associated Codes of Practice which regulate the use of the network and hardware and software provided by the College.

The College will provide laptops for staff as the default End User Computing device to carry out their role, unless their role requires a different type of device (e.g. desktop, tablet, or workstation).  Staff with a hybrid/remote working arrangement will be expected to use their College laptop when they are working remotely and onsite.

Any device provided to a member of staff remains the property of Imperial College London, regardless of the source of funding.

Additional guidance about the provision and use of laptops and other End User Computing devices can be found on the ICT webpages.

Desk allocation and workstations

The College will provide staff with appropriate working equipment (such as a chair and desk etc.) to conduct their role onsite. This provision will be in either the form of a designated work location and workstation or a shared working space or ‘hot desk’. This will be determined by the frequency of the staff member’s on-campus working and the requirements of their role.

Any additional work equipment that is required to be used for hybrid or remote working will be assessed on a case-by-case basis.

Remote working outside of the UK

Requests to perform role-related duties and work either partly or wholly outside of the United Kingdom will not usually be permitted other than in exceptional circumstances. This is due to the potential significant tax compliance risk and cost implications to the College and/or the member of staff.  If working outside the UK is being considered, the Working Overseas Guidance must be referred to for further information and managers should discuss this with their Strategic HR Partner.

Maintaining safe and healthy remote working practices

Carrying out computer or paper-based work remotely is generally deemed low risk. However, to ensure staff have safe remote working arrangements, hybrid and remote working staff will be required by the College to carry out relevant assessments. Guidance on computer health, workstation set up and home working is available via the Occupational Health webpages. The College Safety policies also apply to remote workers, and staff should refer to these for further details.

Staff working remotely who become pregnant, develop an injury or illness or change address should notify their line manager of this as soon as possible, so that a suitable risk assessment can be conducted.

Data protection and confidentiality

All staff are expected to comply with the College’s Data Protection Policy, Information Security Policy and Information Governance Policy Framework when working remotely.

In addition, it is a condition of employment that staff must preserve the confidentiality of any personal and/or sensitive information which is made available through the course of their work, whether directly or indirectly. This applies to information about current or prospective staff or students and applies to information about any person with whom contact is made during the course of employment. Any breach of confidentiality will be regarded as serious misconduct and will result in disciplinary action.

Any paper and documentation taken from onsite to work at home must be transported and stored securely. Confidential papers should be disposed of safely and securely.  Staff may do this at home if they have a shredder. Otherwise, papers should be disposed of at a College location.

Further advice can be sought from the Data Protection team.

Access to remote working locations

There may be, on occasion, a reason for the College to access a staff member’s remote working location. This could be to:

  • install, inspect, replace, repair, maintain, service or retrieve College property during the course of employment, where it is not possible or appropriate to do so on campus.
  • inspect or investigate significant health and safety concerns.

This will be discussed with the member of staff to agree a reasonable time, with reasonable notice, and will only be required when it is absolutely necessary and where there are not suitable alternative methods of achieving the required outcomes. 

Insurance and other considerations

Members of staff working remotely are responsible for assessing the personal implications of home working for insurance, taxation, mortgage, utilities provision and any leasing and landlord agreements. These should be considered in advance of the determination of work location.

The College holds liability insurance that provides cover for legal liabilities of the College and its members of staff whenever they are engaged in College business. This cover applies irrespective of where the activity is taking place.

All members of staff are responsible for the security of the College's property within their control and for avoiding loss. Heads of Departments, managers, supervisors and remote workers must ensure reasonable steps are taken to ensure the care, custody and security of College owned assets within their control, in line with the College’s Financial Regulations.

Associated costs/expenses

Imperial does not make financial contributions to those working remotely for normal household expenses such as heating, lighting, internet and phone lines or council tax costs.

The College will not reimburse travel expenses for hybrid and remote workers travelling to work at a College location.