Remote Work Policy - Template, Sample Form to Complete
✓ Valid in Canada (English)
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.
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REMOTE WORK POLICY
of
________
1) INTRODUCTION
1.a. This Remote Work Policy is revised as of: ________.
1.b. This policy's overall objective is to help bring clarity to the employer's expectations and to give employees a framework on which to base themselves when working remotely and out of office (also referred to as telecommuting). This policy further provides general employment functions, rules on remote working and safety measures.
1.c. This Remote Work Policy is to enure to the benefit of both the employer and the employee through the use of audio-visual communication technology.
1.d. All other contracts, documents, rules, policies and workplace regulations will continue to apply concurrently with this Policy. The employer shall rectify any inconsistencies between employee contracts and this Policy.
2) SCOPE AND ELIGIBILITY
2.a. ________ will permit remote work to be done by employees, whether full time or part time, whether permanent or temporary, and such, in accordance with any employment agreement signed and in accordance with the endorsement of the employer. Employees can work from anywhere they choose, subject to this Policy.
2.b. Employees will be permitted to work from a location that is not the registered office of ________, located at:
________
2.c. Employees may work wherever they choose, in accordance with the terms of this Policy.
2.d. Such telecommuting employees must comply with their employment agreement and this Policy.
2.e. Employees may submit a remote work requisition if their duties as outlined in their employment contract can be reasonably completed remotely. Remote work eligibility shall be specifically determined as follows:
________
3) PROBATION AND TRIAL PERIOD
3.a. Employee probationary periods shall remain consistent with the employee's employment agreement.
4) LEGAL COMPLIANCE
4.a. Both the employer and employee shall comply with the law. This policy shall be construed in accordance with the laws of Ontario, including:
- health and safety legislation;
- worker's compensation legislation;
- employment law legislation;
- cybersecurity laws;
- privacy laws; and more.
4.b. The employer shall remain committed to complying with all statutory law and legal requirements. Any part of this Policy not in compliance with legislation shall be deemed severed from this Policy and the law, as may be applicable, shall supersede.
5) PERFORMANCE AND EXPECTATIONS
5.a. ________ agrees that the employee shall work remotely for the following period:
________
5.b. While working remotely, employees shall be online, as follows:
________
5.c. Breaks and lunch time are as follows:
________
5.d. Any overtime work is subject to employer approval.
5.e. Any household costs normally paid by employees working from home shall not be covered by the employer. This includes but is not limited to Internet usage, utilities and electricity. These work-from-home expenses may be deducted under the Income Tax Act (R.S.C., 1985, c. 1 (5th Supp.)); such deductions are the responsibility of the contractor or employee.
5.f. Any power outages, Internet downtime, or technical difficulties may still constitute paid work as may be determined by the employer.
5.g. Employees may use public Wi-Fi locations if they deem it is reasonably secure to do so; however, the employer may require that the employee use an employer-approved VPN (Virtual Private Network).
5.h. Any workplace IT Policy must be complied with while working remotely.
5.i. Employees are prohibited from using removable storage devices while working remotely and while having access to sensitive data of ________. Use of removable storage devices requires the endorsement of ________.
5.j. Any data transmission of employer sensitive information is prohibited.
5.k. The employee shall maintain regular communications with supervisors and staff and shall ensure to be readily available for teleconferences or video conferences during working hours as outlined in this Policy and the employment contract. Notice shall be required for any absences from the employee's remote workstation. This means that employees are required to promptly advise their supervisor that they will not be around or readily available for a call. The employee shall further provide a reason and length of absence, which shall not exceed ________, save and except for an emergency.
5.l. Communications from clients or customers should be promptly addressed.
5.m. Employees are expected to focus on work during working hours and not be involved in outside activities or be involved in household responsibilities that are distracting.
5.n. Remote employees are still subject to performance reviews and shall also be considered for promotions.
6) INTERNET AND EMAIL USE
6.a. During working hours, employees shall limit Internet usage to work-related matters and shall refrain from using social media applications, save and except for breaks and lunch time, as provided in the employment contract and this Policy.
6.b. All devices for receiving and recording information such as computers, telephones of any kind and fax machines or scanners may not be used for transmitting sensitive information or sharing employer secrets.
6.c. Employees may not use the Internet for any activity such as patent, copyright, or trademark infringement, libel, slander, or unauthorized sharing of trade secrets. Use of the Internet shall adhere to employer policy and shall not be used for harassment, or use of obscene or discriminatory language.
7) SECURITY AND OFFICE-ISSUED EQUIPMENT
7.a. The employer shall provide to the employee company-issued hardware for purposes of completing work-related tasks. The employee is prohibited from using personal devices in order to complete work-related matters. The Company may also require two-factor authentication using software that the Company endorses. The employer shall be specifically providing:
________
7.b. Any unauthorized use or misuse of company-issued hardware is prohibited. Employees shall maintain a secure password on their devices, use dual authentication, encrypt data as may be applicable, and shall not click on suspicious links or spam emails and shall refrain from downloading malicious or illegal applications.
7.c. When stepping away from a workstation, employees shall ensure that any confidential information is not visible on their computer screen. Employees should put their computer on sleep mode when stepping away from their workstation to prevent dissemination of important information. Employees should, at all time, use their best judgment when walking away from their computer to ensure family members or other members of the household or place of residence do not have access to sensitive information.
8) RESPECT OF PRIVACY
8.a. Employees retain a diminished, but reasonable expectation of privacy with respect to employer property (such as computers). The hardware owned by the employer may be subject to audits and investigations in order to ensure cybersecurity and to manage processes. Employees should therefore caution personal use on company-issued hardware as audits and investigations may reveal such personal uses. Private internet browsing and sending communications should be done using personal hardware.
9) CONFIDENTIALITY
9.a. Employees shall maintain the confidentiality of all sensitive and proprietary information of the employer at all times while working remotely. Employees 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.b. All confidentiality obligations contained in the employee's employment agreement, and any separate non-disclosure agreement, shall continue to apply concurrently with this Policy. Such obligations shall survive the termination of the employment relationship.
10) DATA PROTECTION
10.a. Employees shall take all reasonable measures to protect employer data and personal information of clients, customers and staff while working remotely, in accordance with applicable privacy laws and any workplace IT Policy.
10.b. Any actual or suspected data breach, loss of equipment, or unauthorized access to employer information shall be reported to the employer immediately upon discovery. Employees shall cooperate fully with the employer in investigating and remedying any such incident.
11) SAFETY OF REMOTE OFFICE
11.a. Employees working from home shall ensure to maintain cleanliness in their workspace and shall avoid any hazards that may result in injury. Employees are further encouraged to utilize ergonomic equipment to minimize any associated risks.
11.c. Injuries at home while working remotely must be reported immediately to ________.
12) ACKNOWLEDGEMENT
I have received and reviewed the Remote Work Policy and understand my obligations contained in this Policy. Failure to comply with this Policy may result in disciplinary action, up to and including termination.
I further understand that ________ reserves the unilateral right to make changes, future amendments, and modifications as they see fit.
_________________________
Employee Signature
_________________________
Employee Name (Print)
_________________
Date
Fields you complete are inserted into the document live. This template is general guidance only — not legal advice.