Lehigh University has established a Flexplace Work Policy. Flexplace arrangements allow for mobility to accomplish work at home or other remote locations within those states where Lehigh is authorized to conduct business. LTS has developed the following standards for flexplace work to support the technical requirements of working at a flexplace location.
Technical Requirements for Flexspace Work Arrangements
- Flexplace work must be performed exclusively on University-owned computers configured, secured, and managed in accordance with Library and Technology Services (LTS) standards. Personal computers must not be used for flexplace work.
- The employee is responsible for establishing and maintaining Internet connectivity that meets LTS minimum specifications (currently 25 Mbps download and 3 Mbps upload) and provides speed sufficient to meet their work demands. Installation, configuration, maintenance, and troubleshooting of Internet connectivity is entirely the responsibility of the employee. Lehigh devices should be physically connected to the flexplace location network through either hardwired connection or a password protected, encrypted wireless connection.
- All technical support for hardware and software will be provided by LTS for business-related activities and University-owned equipment in accordance with LTS policies and procedures. LTS will not provide on-site support at the flexspace location. Employees will deliver the equipment to the Lehigh repair site for any technical support. University-owned computers cannot be serviced by non-LTS technical support.
- Flexspace employees requiring hardware service for Lehigh-owned computers should request assistance through the LTS Help Desk or through their Computing Consultant.
- Use of equipment, software, data, supplies and furniture provided by the University for working in a flexspace location is limited to authorized persons for the performance of University business. The employee is responsible for ensuring all items are properly handled and maintained.
- Only LTS-supported and legally-licensed software can be installed on Lehigh equipment.
Processes and Procedures for Technical Support
Library and Technology Services will:
- Provide phone, chat, email, and remote-in support to employees working at a flexplace. LTS will not travel to private residences or flexplaces to troubleshoot technology issues.
- Determine how installation services for new University-owned devices such as laptops will be provided, and provide a detailed setup guide for all equipment delivered to flexplace employees.
- Determine how maintenance services, such as laptop upgrades, will be provided, and how the flexplace employee can comply with them.
- Specify whether loaner systems are available to maintain productivity during a maintenance incident. If loaners will be made available to flexplace employees for the duration of the maintenance incident, outline the process for receiving and returning a loaner.
- If third-party support is provided, supply the support provider’s contact information, along with an outline of service processes.
- It is the employee’s responsibility to ensure that all items are properly used in accordance with the Acceptable Use of Computer Systems and Facilities Policy.
- All Lehigh security guidelines, policies, and best practices apply regardless of work setting. Employees taking advantage of flexplace arrangements will be expected to ensure the protection of University equipment and information accessible from their flex site. Under no circumstances shall Lehigh’s data be stored or downloaded on an employee’s personal computers and mobile devices.
- Activities on Lehigh-owned computers are subject to audit.
- Do not use Lehigh Cisco softphones to make 911 calls while working in a flexplace, as this does not provide accurate dispatch location information.
- All hardware, software, and supplies purchased or provided by the University will remain the property of the University. When the flexplace arrangement ends, all equipment must be returned to Lehigh immediately.
- Lehigh equipment must be returned immediately in response to request (e.g., subpoena or other legal requirement).
- The employee must take reasonable precautions to protect University equipment and resources from loss, theft or damage, applying the same standards of care in a flexplace as when working in a University office.
- In the event of loss or theft, the employee must report the incident to local and Lehigh Police immediately.
Incurred expenses in Flexspace Environments
Lehigh University is not responsible for additional expenses incurred as a result of working in a flexplace, such as increased electrical, telephone, internet access, heating, or air conditioning costs, and other similar expenses. Long distance or cellular expenses will be subject to manager approval. Lehigh Cisco softphones are used to conduct University business.
Security and Confidentiality
Flexplace employees must ensure the same, if not a greater, level of security for all University network and data access; physical documents; and any health, student information or otherwise sensitive information that might be displayed on a flexspace computer screen.
All flexplace employees must:
- Adhere to Lehigh University’s Information Security Policy.
- Follow Lehigh University’s policy regarding appropriate storage locations of electronic data. If you have any questions, refer to the data classification table.
- Ensure that remote-access communications and stored data cannot be read by unauthorized parties, including a flexplace employee’s family members or visitors.
- Guard against sensitive data being viewed on monitor screens in the flexspace or while traveling.
If you have any questions about these guidelines, please contact LTS.
Draft, April 23, 2021
Library and Technology Services