MSU Extension Organizational Development

Michigan State University Extension

Michigan State University (MSU) Extension acknowledges a flexible work environment in support of our diverse and talented workforce. MSU Extension is a forward-facing, community-based organization and being present in communities is at the core of our mission. Community-based roles require flexibility and adaptability to meet clientele, stakeholder, and organizational needs. Creating and maintaining a culture of teamwork and collaboration externally and internally is critical to our continued success. Extension work extends beyond assigned programmatic roles and responsibilities, including and not limited to, office coverage, partnerships and collaborations, cross-institute discussions, and support for new staff in the onboarding process, etc., which is also core to our mission.

MSU Extension supports a flexible work environment and recognizes the level of flexibility within positions will vary based on individual job responsibilities, tasks, and location. Most employees hold positions with forward-facing roles and responsibilities, where in-person programming, office coverage and visits from clientele are commonplace. In-person presence is required as determined by the supervisor, district director, institute leadership, and/or work team. Examples include, and are not limited to, internal county, district and/or work team meetings; external partner, collaborator, programming meetings; trainings and events.

All employees are assigned a MSU Work Site (any university designated facility, or a university owned, leased, or operated facility) as their primary office location. Organizational leaders recognize that there are some aspects of MSU Extension work that may benefit from limited work at a Remote Work Site (the location at which the employee designates or identifies, and which will be the primary work site when not working at the MSU Work Site). MSU Extension positions that are not forward-facing may be eligible for a more formalized remote work arrangement.

MSU Extension’s Shared Values underpin our core mission and are foundational to a flexible work environment. The Shared Values serve as our social contract with each other and our partners and stakeholders that support the work of Extension.

MSU Extension’s Shared Values

• We will show up. Whether in person or digitally, MSU Extension professionals will remain engaged by being a part of community conversations, directing appropriate programming and research for community needs and never forgetting who we serve.
• We will help people thrive. We will create and maintain positive environments that allow everyone to do their best and be their best. We will work with our communities to highlight their assets while fostering partnerships to discover new possibilities together.
• We will be authentic. We know that we can’t be all things to all people. But we will live our truth, do what we do best, and connect audiences to colleagues and partners when we can’t personally meet their needs. We will do this all while staying rooted in evidence-based science.
• We will welcome everyone. We will foster inclusivity across our organization, in our programming, through our community partnerships and in our hearts. We will nurture an environment that respects and values human differences as we continuously work to expand our reach to diverse audiences.
• We will manage resources responsibly. We will be good fiscal stewards of the funds that are supplied to us from federal, state, local and university resources, as well as those that are garnered through community partnerships and philanthropy.
• We will take risks. We are lifelong learners who look for innovative and new ideas that will help us better serve Michigan residents.

Flexible Work Environment  

The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility. Individualized flexible work schedules must align and support MSU Extension’s shared values, programmatic and organizational needs, goals, and objectives. Utilization of a remote work site for purposes of flexibility, must support productivity and organizational efficiency.

Communication in a flexible work environment is crucial. Employees are expected to maintain frequent and continual communication with their supervisor, institute leadership, district director and colleagues. Supervisors and employees should discuss expectations surrounding communication, while also adhering to the General Expectations of MSU Extension Employees policy, starting on page 16 of the MSU Extension Administrative Handbook.

Considerations for additional work location flexibility include and are not limited to:

• Mild illness, under circumstances where the employee feels healthy enough to work but does not want to spread an illness to others.
• County office closures and/or other extraneous office closings or weather-related concerns. Please refer to the MSU Extension Administrative Handbook for additional information.
• Other personal circumstances, planned in advance with the supervisor, and the understanding that the employee has specific work planned for that day.

Expectations when utilizing a flexible work environment from a remote work site:

• Employees must be available and accessible during established work hours.
• Utilization of a remote work site does not preclude employees from having a presence at in-person activities.
• When using video conferencing tools such as Zoom or Microsoft Teams, employees are required to have their cameras on and use a professional background, this can include MSU Extension backgrounds, university backgrounds or the blur function.
• The utilization of both video and chat functionality in Zoom, Teams or other messaging software should be used to communicate, in addition to email and phone.
• Established procedures in accordance with the MSU Extension Administrative handbook apply regardless of work location.
• Remote work site must meet the current MSU guidelines for equipment, accessibility, performance, dependent care, etc.
• The remote work site provides workspace that is always safe and secure.
• Compliance with the MSU Institutional Data Policy and any other safeguards that are designated by MSU/MSU Extension to protect information from unauthorized disclosure or damage. Institutional data must not be stored on an employee’s personal computer/device. All records, papers, and correspondence must be safeguarded for their return to the MSU work site.
• Because the MSU work site is the primary work location for most employees, MSU Extension will not purchase additional workstations/laptops/equipment to facilitate flexible work occurring at a remote location. If the employee is assigned a laptop for their work, they may use this laptop at the remote work site but no other accessories (additional monitors, docking stations, mice, etc.) will be purchased or maintained by MSU. Office furniture owned by the university, including chairs must remain at the MSU work site.
• MSU Extension expects the remote work site to have reliable internet service, the cost of which will not be covered by MSU.

Remote Work Arrangements

Employees who have strong rationale/business reason, grounded in a position’s roles and responsibilities, and believe they can carry out their job duties and responsibilities from both their MSU Work Site and a Remote Work Location while maintaining their normal work hours can request a remote work agreement. Completing an application for remote work does not guarantee approval. Remote Work Agreements (RWA) cannot exceed one year and should be reviewed/renewed annually. All MSU Extension Flexible Work Environment terms and conditions also apply to individuals with approved remote work agreements.

Application Process:

1. Review the MSU Remote Work Policy and the Remote Work Agreement. Understanding the Remote Work Agreement provides additional information.
   
   
2. Complete the MSU Extension Remote Work Agreement Supplemental Document.
   
   
3. The MSU Extension remote work agreement supplemental document must be submitted to the supervisor and if applicable, district director and institute director, who will review the content of the request. If approved, signatures from the employee, supervisor and if applicable, district director and institute director are required.
   
   
4. The supervisor will email the signed MSU Extension remote work agreement supplemental document to the employee to complete steps #5 and 6, and will cc: MSU Extension Human Resources (msue.hr@campusad.msu.edu) on the email, to ensure a copy of the form is placed in the employees’ personnel file.
   
   
5. The employee will attach the signed MSU Extension remote work agreement supplemental document to the Remote Work Agreement request in EBS. Remote work agreements are initiated by an employee through their EBS portal. Instructions can be found on the MSU Remote Work Agreement page.
   
   
6. All MSU Extension employees with a current hybrid/remote work arrangement that would like to continue the current arrangement must complete application steps #1-5 above.
   
   
7. The EBS Remote Work Agreement’s will route to the supervisor of record’s HR Payroll/Inbox for electronic approval. Supervisor steps to complete the form in EBS can be found on the Remote Work Agreement Supervisor Instructions page.

MSU Extension Remote Work Agreement Supplemental Document