Teleworking

EPFL encourages remote work as part of a commitment to flexibility, sustainability, and mutual trust. It enables better work-life balance while maintaining work quality and team collaboration.

Definition

Teleworking refers to performing one’s tasks outside the usual workplace provided by EPFL, according to a schedule agreed upon with the supervisor, without changing the contractual workplace.

  • Regular remote work:
    • Up to 40% per person per month (based on a 100% employment rate), when the nature of the work allows it
    • Requires a formal agreement signed between the employee and their supervisor
    • The agreement is available via ServiceNow (Human Resources tile)
    • Must be recorded in the time management system
  • Occasional remote work:
    • Possible without a formal agreement
    • Recording in the system is optional but recommended for transparency
    • Occasional remote work from abroad is permitted, for a maximum of two weeks per year (provided no vacation balance remains from the previous year)

Conditions and Responsibilities

  • Remote work is voluntary and subject to the supervisor’s approval
  • It must be compatible with the nature of the activity
  • The unit’s proper functioning, work quality, and collaboration must be ensured
  • Remote work does not alter the employee’s contractual rights or obligations
  • On-site presence at EPFL may be requested by the supervisor

4 Tips for Hybrid Work

  1. Make the most of time spent at the office
    Some meetings are more effective in person. Physical meetings are essential for team spirit, motivation, and unity.
  2. Be reachable and communicative
    Discuss your communication preferences with your team. What’s the fastest way to reach someone in case of an emergency?
  3. Meeting planning
    Schedule meetings for 50 or 55 minutes to give participants time to move between meetings. It’s generally not recommended to schedule meetings before 9 a.m., after 5 p.m., or during lunch breaks.
  4. Set up your workspace
    If you split your time between home and the office, try to make your home setup as efficient and comfortable as your office workspace.

Remote Access Tools

EPFL provides several tools to facilitate remote work:

  • Email access: via webmail or mobile apps
  • Exchange calendar: accessible remotely via Outlook or iCal
  • VPN: for access to the intranet, Sésame, WordPress, etc.
  • Cisco Jabber: for professional calls made remotely
  • Zoom or Teams: for video conferencing and online meetings

Useful Resources