Remote Work Policy - Template, Sample Form to Complete Pro · EN-CA-law
✓ Valid in Canada (English) · drafted to comply with local law
Create your Remote Work Policy - Template, Sample Form to Complete for use in Canada (English). Answer a few plain-English questions and the document fills in automatically as you go — then download it in Word and PDF, ready to sign or share. This version has been professionally rewritten to comply with local law.
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REMOTE WORK POLICY
of
________
§ 1 INTRODUCTION AND PURPOSE
1.1 This Remote Work Policy (the "Policy") is established and revised as of: ________.
1.2 The overall objective of this Policy is to clarify the expectations of ________ (the "Employer") and to provide its employees (each an "Employee") with a framework on which to base themselves when working remotely and out of office (also referred to as "telecommuting"). This Policy sets out general employment functions, rules governing remote work, and applicable health, safety and security measures.
1.3 This Policy is intended to enure to the benefit of both the Employer and the Employee through the use of audio-visual and electronic communication technology.
1.4 All other contracts, documents, rules, policies and workplace regulations of the Employer shall continue to apply concurrently with this Policy. In the event of any inconsistency between an Employee's individual employment agreement and this Policy, the terms most protective of the Employee's statutory entitlements shall prevail, and the Employer shall act to rectify any such inconsistency.
1.5 Nothing in this Policy shall be construed to reduce or waive any minimum standard, entitlement or protection guaranteed to an Employee under applicable employment standards, occupational health and safety, human rights, workers' compensation or privacy legislation.
§ 2 SCOPE AND ELIGIBILITY
2.1 The Employer may permit remote work to be performed by Employees, whether full-time or part-time, and whether permanent or temporary, in accordance with the applicable employment agreement and subject to the written endorsement of the Employer.
2.2 Employees who are approved to telecommute may be permitted to work from a location other than the registered office of the Employer, located at:
________
2.3 The approved remote work location of the Employee shall be:
________
2.4 Telecommuting Employees must at all times comply with their employment agreement, this Policy, and all applicable workplace policies and procedures.
2.5 An Employee may submit a written remote work requisition where the duties outlined in their employment agreement can reasonably be performed remotely. Remote work eligibility shall be determined in accordance with the following criteria:
________
2.6 Approval of a remote work arrangement is discretionary and may be modified, suspended or revoked by the Employer on reasonable notice, subject always to the Employee's statutory and contractual entitlements.
§ 3 PROBATION AND TRIAL PERIOD
3.1 Employee probationary periods shall remain consistent with the Employee's employment agreement and applicable employment standards legislation.
3.2 The Employer may establish a remote-work trial period of ________, the purpose of which is to assess the efficacy of the Employee in a remote-work setting. Where the remote-work arrangement is satisfactory to the Employer, the Employee may continue to work remotely as determined by the Employer.
3.3 Following any trial period, the Employer reserves the right to review remote-work efficacy from time to time. Where, acting reasonably, the Employer determines that the Employee's efficacy in a remote-work setting has declined, the Employer may require the Employee to return to the physical office location. Any such direction shall be made on reasonable notice and in a manner consistent with this Policy, the employment agreement and applicable law, and shall not constitute a constructive dismissal save as provided at law.
§ 4 LEGAL COMPLIANCE AND GOVERNING LAW
4.1 Both the Employer and the Employee shall comply with all applicable law. This Policy shall be governed by and construed in accordance with the laws of the Province of ________ and the federal laws of Canada applicable therein, including, without limitation:
- applicable occupational health and safety legislation;
- applicable workers' compensation legislation;
- applicable employment standards and labour legislation;
- applicable human rights legislation;
- applicable privacy and personal information protection legislation, including the Personal Information Protection and Electronic Documents Act (S.C. 2000, c. 5) and any applicable provincial privacy statute; and
- applicable cybersecurity and data protection requirements.
4.2 The Employer remains committed to complying with all applicable statutory and legal requirements. If any provision of this Policy is found to be contrary to applicable legislation, that provision shall be deemed severed from this Policy, the remaining provisions shall continue in full force and effect, and the applicable legislation shall govern.
4.3 The parties irrevocably attorn to the exclusive jurisdiction of the courts and administrative tribunals of the Province of ________ in respect of any matter arising under this Policy.
§ 5 PERFORMANCE AND EXPECTATIONS
5.1 The Employer agrees that the Employee shall be permitted to work remotely for the following period:
________
5.2 While working remotely, the Employee shall be available and online during the following hours:
________
5.3 Breaks and meal periods shall be provided in accordance with applicable employment standards legislation and shall be as follows:
________
5.4 All overtime work is subject to the prior approval of the Employer and shall be compensated in accordance with applicable employment standards legislation and the Employee's employment agreement.
5.5 Subject to applicable law and any reimbursement obligations set out in the Employee's employment agreement, ordinary household costs incurred by Employees working from home shall not be reimbursed by the Employer, including, without limitation, Internet usage, utilities and electricity. Eligible work-from-home expenses may be deductible by the Employee under the Income Tax Act (R.S.C., 1985, c. 1 (5th Supp.)); responsibility for claiming any such deduction rests with the Employee.
5.6 Power outages, Internet downtime, or technical difficulties beyond the Employee's reasonable control may, at the Employer's determination, still constitute paid working time, subject to applicable employment standards legislation.
5.7 Employees may use public Wi-Fi only where reasonably secure to do so; the Employer may require that the Employee connect exclusively through an Employer-approved Virtual Private Network (VPN).
5.8 Any workplace IT Policy must be complied with at all times while working remotely.
5.9 Employees are prohibited from using removable storage devices while working remotely and while accessing sensitive data of the Employer. Use of any removable storage device requires the prior written endorsement of the Employer.
5.10 Unauthorized transmission of the Employer's sensitive or confidential information is strictly prohibited.
5.11 The Employee shall maintain regular communication with supervisors and staff and shall be readily available for teleconferences or video conferences during the working hours set out in this Policy and the employment agreement. The Employee shall provide reasonable notice of any absence from their remote workstation, promptly advise their supervisor, and provide a reason and expected length of absence, which shall not exceed ________, save and except in the case of an emergency.
5.12 Communications from clients or customers shall be addressed promptly.
5.13 Employees are expected to devote their attention to work during working hours and to minimize distractions, including non-emergency household responsibilities.
5.14 Remote Employees remain subject to performance reviews and shall be considered for advancement and promotion on the same basis as office-based Employees, without discrimination.
§ 6 INTERNET AND EMAIL USE
6.1 During working hours, Employees shall limit Internet usage to work-related matters and shall refrain from personal use of social media applications, save during authorized breaks and meal periods.
6.2 No device for receiving or recording information, including computers, telephones, fax machines or scanners, shall be used for transmitting the Employer's sensitive information or disclosing the Employer's confidential or proprietary information except as authorized.
6.3 Employees shall not use the Internet for any unlawful activity, including patent, copyright or trademark infringement, defamation, or unauthorized disclosure of trade secrets. Use of the Internet shall adhere to Employer policy and shall not be used for harassment, or for obscene or discriminatory communications, consistent with applicable human rights legislation.
§ 7 SECURITY AND OFFICE-ISSUED EQUIPMENT
7.1 The Employer shall provide the Employee with Employer-issued hardware for the purpose of completing work-related tasks. The Employee shall not use personal devices to complete work-related matters unless expressly authorized. The Employer may require two-factor authentication using Employer-approved software. The Employer shall provide the following equipment:
________
7.2 Any unauthorized use or misuse of Employer-issued hardware is prohibited. Employees shall maintain secure passwords, use multi-factor authentication, encrypt data where applicable, refrain from clicking suspicious links or opening spam, and refrain from downloading malicious or unlawful applications.
7.3 When stepping away from a workstation, Employees shall ensure that no confidential information is visible on screen and shall lock or place their device in sleep mode. Employees shall at all times use reasonable judgment to ensure that household members or other persons do not gain access to the Employer's sensitive information.
7.4 Upon termination of employment or upon request, the Employee shall promptly return all Employer-issued hardware, equipment and materials in good condition, ordinary wear and tear excepted.
§ 8 RESPECT OF PRIVACY
8.2 Any monitoring shall be conducted in a manner that is reasonable, proportionate and consistent with applicable privacy law.
§ 9 CONFIDENTIALITY
9.1 The Employee shall maintain the confidentiality of all sensitive and proprietary information of the Employer at all times while working remotely. The Employee shall not disclose, share or disseminate any confidential information to any third party, including members of their household, without the prior written endorsement of the Employer.
9.2 All confidentiality obligations contained in the Employee's employment agreement, and in any separate non-disclosure agreement, shall continue to apply concurrently with this Policy and shall survive the termination of the employment relationship.
§ 10 DATA PROTECTION
10.1 The Employee shall take all reasonable measures to protect Employer data and the personal information of clients, customers and staff while working remotely, in accordance with applicable privacy legislation and any workplace IT Policy.
10.2 Any actual or suspected data breach, loss of equipment, or unauthorized access to Employer information shall be reported to the Employer immediately upon discovery. The Employee shall cooperate fully with the Employer in investigating and remedying any such incident, including any reporting obligations under applicable privacy legislation.
§ 11 SAFETY OF REMOTE OFFICE
11.1 Employees working from home shall maintain cleanliness and order in their workspace and shall avoid hazards that may result in injury. Employees are encouraged to use ergonomic equipment to minimize associated risks.
11.3 Any injury sustained while working remotely must be reported immediately to the Employer.
§ 12 AMENDMENT
12.1 The Employer reserves the right to amend, modify or supplement this Policy from time to time, on reasonable notice to Employees and subject always to applicable law and the Employee's statutory and contractual entitlements.
§ 13 ACKNOWLEDGEMENT
I have received and reviewed the Remote Work Policy and understand my obligations contained in this Policy. I understand that failure to comply with this Policy may result in disciplinary action, up to and including termination in accordance with applicable law.
I further understand that ________ reserves the right to make changes, amendments and modifications to this Policy as set out in § 12, subject to applicable law.
_________________________
Employee Signature
_________________________
Employee Name (Print): ________
_________________
Date: ________
_________________________
On behalf of the Employer
Name: ________
Title: ________
Date: ________
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