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Homeworking policy

1.0 INTRODUCTION

This policy sets out the College’s approach, arrangements and conditions on which homeworkers are employed by Birkbeck.

Birkbeck is committed to enabling effective, safe, and inclusive homeworking arrangements that:

  • support organisational needs
  • maintain high standards of performance and service
  • promote employee wellbeing
  • ensure compliance with health, safety, and data protection requirements

2.0 scope

This policy applies to Birkbeck employees who work under a homeworking contract of employment

3.0 definitions

Homeworking is a working arrangement where an employee works solely or mainly from home and for contractual purposes, their regular work base is their home.

This is different to hybrid working, which is a form of flexible working where employees spend some of their working hours or days at their contractual place of work (Birkbeck campus) and some of their time remotely within the UK, usually at their home.

Employees can request flexible working including homeworking, through the Flexible Working Policy. Where an employee makes a flexible working request for homeworking Birkbeck reserves the right to agree to an employee working from home on a trial basis. If such homeworking proves problematic or unsuitable to Birkbeck’s operational requirements and business needs, then the arrangements may be discontinued at Birkbeck’s discretion. Some roles may be more suitable for homeworking than others. Therefore, each request will be considered on a case-by-case basis.

4.0 TERMS AND CONDITIONS

  • The basic terms and conditions on which homeworkers are employed will be as set out in the offer letter and in their Statement of Terms and Conditions of Employment. With the exception of the place of work, these will be comparable to 'office'-based employees.
  • Homeworkers will be required to work the hours specified in their Statement of Terms and Conditions of Employment.
  • Homeworking contracts form part of the National Framework Agreement and as such do not include the payment of London Weighting.
  • All Birkbeck policies and procedures will apply unless it is clearly stated in their contract to the contrary. Homeworkers must refer to Birkbeck’s policies, which are on the Birkbeck website.
  • There may be occasions when a homeworker is required to attend the workplace on particular days at the request of either their line manager or the wider management team. This could be for in-person training and for meetings that have been determined are best conducted in person. In such cases, the homeworker will be provided with as much notice as possible.
  • Staff must not relocate their place of work outside the United Kingdom, whether on a temporary or ongoing basis. Any staff member found to have done so will be subject to disciplinary action and will be liable for any penalties and taxes incurred by the University. This requirement does not apply to short-term overseas travel undertaken in the course of approved University business, including teaching, research, conferences or other authorised activities, provided such travel complies with relevant University policies.

5.0 MANAGING WORK and performance

Homeworkers are subject to the same rules, procedures and standards of conduct and performance as all other employees. Managers must ensure homeworkers are not disadvantaged in relation to performance management, career development or access to opportunities.

5.1 Communication and contact

Regular communication between homeworkers, colleagues, and managers is essential.

Employees are expected to:

  • be available during agreed working hours
  • respond to messages within reasonable timeframes
  • attend virtual or in‑person meetings as required

Managers should maintain regular contact and ensure homeworkers are included, through scheduled online 1:1s and team meetings, emails, MS Teams calls, and in-person meetings where appropriate. Other digital tools can also be used to aid collaborative working and communication such as SharePoint, MS Teams, Moodle and project management boards.

Homeworkers will also have access to College news and information via the Birkbeck Connect site including ‘Inside the Birkbeck Community’, all staff emails and relevant local communications.

5.2 Objectives and review

Employee performance should be assessed based on outcomes and contributions and supported by clear objective setting.

Managers and homeworkers will agree clear objectives aligned with departmental and organisational goals.

Performance will be reviewed through:

  • regular 1:1s
  • annual performance development reviews (PDRs)
  • formal check‑ins

5.3 Training and development

Homeworkers will have equal access to training and development opportunities.
This includes:

  • online learning
  • virtual workshops
  • in‑person training where required

Where travel or overnight accommodation is necessary for attending training at Birkbeck or other premises, this will be reimbursed in line with the Expenses Policy.

Managers will ensure homeworkers receive appropriate induction, ongoing support, and access to digital resources. There is an online staff induction for all new employees to complete. They will also be invited to an in-person Birkbeck induction event, which all homeworkers are encouraged to attend where possible.

6.0 HEALTH AND SAFETY and wellbeing

Under Health and Safety legislation, Birkbeck has a duty to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all employees, including those working from home.

6.1 Risk Assessment

A homeworker’s line manager must ensure that the homeworker completes the Display Screen Equipment training and assessment module on the online learning platform, Moodle, in relation to their home workstation. If the homeworker has any concerns related to the impact of their workstation on their health or safety, they must raise these with their line manager immediately.

Where a requirement for reasonable adjustments is identified following a home workstation assessment for a disabled employee, in the first instance the employee should discuss this with their line manager with specialist advice from the College’s Health and Safety Manager or Occupational Health provider. A specialist assessment may be arranged if appropriate.

Homeworkers also have a responsibility to take reasonable care for their health and safety while working at home and ensure they have a suitable environment to work in. As such, they must notify their line manager if they:

  • feel any discomfort due to working at home (such as back pain)
  • believe that there are any work-related health and safety hazards
  • report any work-related accidents or near misses that occur in their home, following the College procedures for reporting such incidents (see Health, Safety and Wellbeing Connect site).

In any instance where an adjustment to the workstation may be required, whether as part of a reasonable adjustment or otherwise, the line manager will liaise with the Health and Safety Manager to investigate what action can be taken.

The Health and Safety Policy Statement contains further information relating to the employee’s and Birkbeck’s health and safety responsibilities.

Additional information can be found on the Health, Safety and Wellbeing Connect site

Homeworkers should be advised that Birkbeck is only responsible for maintaining equipment supplied by Birkbeck. It is the homeworker’s responsibility to ensure that all electrical sockets are safe. For further advice, please contact Birkbeck’s Health and Safety Manager.

6.2 Safeguarding

Under no circumstances are arrangements to be made for students or external stakeholders to meet with an employee at their home to conduct College business. All such meetings should be held at the College, virtually, or in a similar professional setting, in order to maintain the necessary levels of professionalism and safety.

6.3 Wellbeing

Homeworking can sometimes result in some employees feeling lonely or isolated and this can impact their wellbeing. This can be minimised by promoting an inclusive environment where regular contact is maintained and homeworkers feel involved with the team (see s.5.1 communication and contact) to build a sense of belonging and connection at work.

If an employee is not well enough to work, they should not continue to try to work whilst unwell regardless of where they are working. Sickness absence should be reported through the normal procedures.

Homeworkers are encouraged to take regular breaks and maintain boundaries between work and home life. They should make sure that they raise any concerns or challenges around wellbeing as early as possible with their manager. Information on wellbeing resources available to staff can be found on the staff Health, Safety and Wellbeing Connect site.

7.0 DATA PROTECTION AND INFORMATION SECURITY

All employees are responsible for safeguarding the security of College data and homeworkers must ensure that they follow Birkbeck’s policies and procedures regarding data and the use of IT equipment. Please see the Birkbeck IT regulations for further information.

Laptops and other equipment provided should not be used by any other household members or third parties.

It is important that employees are aware of and follow Birkbeck’s IT regulations and associated policies around information and device security and data protection and undertake Birkbeck’s Information security awareness training, which is mandatory.

8.0 EQUIPMENT AND FACILITIES

Birkbeck will provide equipment as appropriate for the employee to carry out their role effectively from home. This will include some or all of the following, dependent upon the role:

  • Managed laptop
  • computer software/licences
  • mobile phone
  • printer
  • desk and chair

The homeworker’s line manager is required to keep an inventory as a means of recording the equipment supplied. Homeworkers are required to sign for the receipt of any equipment provided.

Equipment supplied will remain the property of Birkbeck, and homeworkers are required to store it safely and securely. It must be returned to Birkbeck when they leave Birkbeck’s employment.

Homeworkers are advised to check that their home building and contents insurance(s) are not invalidated by working from home or by the storage and use of Birkbeck equipment at home.

9.0 EXPENSES

9.1 Equipment and services

Homeworkers are entitled to receive reimbursement of any costs incurred in the provision of services connected to the work activity that are agreed in advance of incurring any costs, with their line manager, as necessary to carry out their role.

9.2 Travel

Travel between the homeworker’s home and Birkbeck’s premises or any other location visited on behalf of Birkbeck is regarded as business travel and will be reimbursed. For all claims for reimbursement of travel expenses, staff should submit a claim for expenses.

9.3 Additional home expenses

Any additional home expenses such as heating and lighting, which are incurred as a result of working from home, will not be reimbursed by Birkbeck.

Birkbeck will not be liable for any increase in the homeworker’s mortgage payments or any similar liability as a result of the homeworker working from home.

10.0 RESPONSIBILITY

All those persons referred to within this policy are required to adhere to its terms and conditions.

Individual managers are responsible for ensuring that this policy is applied within their own work area. Any queries on the application or interpretation of this policy must be discussed with the Human Resources Business Partnering team prior to any action being taken.

Version number: 2

Policy owner: Human Resources

Approved by: Human Resources Strategy and Policy Committee

Date approved: 30 July 2026