Remote and Hybrid Work Policy (Staff)

Purpose

Some NEO staff work from home for part or all of their week. Remote work carries the same duties of confidentiality, care and quality as work at our office. This policy sets the rules for staff. How we serve clients remotely is covered by our Remote and Virtual Services Policy.

Who it applies to

• Employees of NEO: the whole policy.
• Independent-contractor paralegals and students on placement: the sections on a private workspace, devices and security, and what happens when remote work ends apply whenever they work on NEO matters away from the office. Students work remotely only as their supervisor approves, under our Students and Placements Policy.

Remote work needs approval

1. Approved in advance. Working away from the office is by arrangement with the principal, recorded in writing (an email or the staff portal is fine): which days, from where, and for how long.
2. Some work needs the office, such as in-person client meetings and handling original documents or money.
3. Changes. Unless your employment agreement says otherwise, the firm may change or end an arrangement on reasonable notice when the work requires it.
4. Accommodation. If you need to work remotely because of a disability, family status or another ground in the Human Rights Code, ask under our Workplace Accommodation and Return to Work Policy.
5. Outside Ontario. Working from anywhere outside Ontario, even for a short time, needs the principal's specific approval first, because it can raise tax, employment, privacy and security issues.
6. Your remote work location is the home address in your staff profile. Tell the principal before it changes.
7. Homeworker rules. Ontario's Employment Standards Act, 2000 (ESA) has extra rules for employees who work in their own homes, called homeworkers. Where they apply to your work from home, NEO follows them: we tell you in writing the type of work and how you are paid, keep the register the ESA requires, and pay at least the homeworker minimum wage.

A private, confidential workspace

1. Private space. Work where no one else can see your screen or papers or hear your calls. Household members and visitors never see or hear client information.
2. No one else uses your work device or accounts, including family members.
3. Lock your screen whenever you step away, even at home, and keep it turned away from windows and other people.
4. Calls and video. Use headphones, use a plain or blurred background, and turn off or move smart speakers and voice assistants while you discuss client matters. Make client calls through the firm's phone system, not a personal number; calls on our lines are recorded, as our Recording of Calls and Meetings Policy explains.
5. No printing at home unless the principal approves it. Paper you do print is kept locked away and brought back to the office to be filed or shredded, never put in household garbage or recycling.
6. No client meetings at your home.
7. Public places. Don't work on client matters where you can be seen or overheard, such as cafés or transit. At a courthouse or tribunal, keep screens and papers out of view and step away to talk.

Devices and security

1. Approved devices only, set up as our Acceptable Use of Technology Policy requires: locked by a password or biometrics, and kept up to date.
2. Work in the firm's systems. Client files stay in the staff portal and our private file storage with Google Cloud. Don't download them to personal storage, USB drives, personal email or personal cloud accounts.
3. Home Wi-Fi must be protected by a strong password, with the router's default password changed and its software kept up to date.
4. No public or shared Wi-Fi (cafés, hotels, libraries) for firm work, unless you use a secure connection the principal has approved. Your phone's personal hotspot is a safer choice.
5. AI tools. Use only the firm's tools, under our Responsible Use of Artificial Intelligence Policy.
6. Report at once a lost or stolen device, a suspicious message, or anyone seeing client information, under our Information Security and Data Breach Response Policy.

Our systems record some activity wherever you work, such as punch-clock times, the approximate place and device of each sign-in, and calls on our lines. Our Electronic Monitoring of Staff Policy explains what is recorded, why and who can see it.

Hours and being reachable

1. The same hours. Work your scheduled hours unless the principal approves a change, and use the punch clock just as you would at the office, under our Hours of Work, Overtime and Attendance Policy.
2. Be reachable during your scheduled hours by phone, staff portal messages and email, and tell the principal if you need to step away for longer than a break.
3. Outside your hours, our Disconnecting from Work Policy applies.
4. Family care. Working from home isn't a substitute for regular child or dependent care during your scheduled hours. If family responsibilities affect your hours, talk to the principal: options include flexible hours, family responsibility leave or accommodation.
5. Messages to clients that office staff write are still held for the principal's approval before they are sent.

Health and safety at home

1. Our Workplace Health & Safety and WSIB Policy covers work done at home. Since October 28, 2024, Ontario's Occupational Health and Safety Act has applied to telework done in a private home.
2. Set up safely: a supportive chair, your screen at about eye level, good lighting, cords out of the way, and regular screen breaks. The principal may ask you to complete a short checklist about your workspace.
3. Report any injury or illness that happens while you are working at home to the principal straight away, just as at the office. The firm reports to the WSIB where the law requires. In an emergency, call 911.
4. Working alone. If you feel unsafe, or have any concern about violence, including domestic violence, that could affect you at work, tell the principal. Our Workplace Violence and Workplace Harassment Policy and Program applies at home too.

Equipment and expenses

1. Firm equipment stays the firm's property. Use it for work, keep it safe, and don't let anyone else use it.
2. Home costs, such as internet, phone plans, furniture or utilities, are repaid only if the principal agrees in writing in advance, under our Expense Reimbursement Policy. To claim home office expenses on your own tax return, the Canada Revenue Agency requires a Form T2200 (Declaration of Conditions of Employment) signed by the firm. Ask the principal, who completes it to reflect your actual arrangement.
3. Your own insurance. Home insurance may not cover business use or firm equipment, so check with your insurer.

When remote work or employment ends

Return all firm devices, keys and papers promptly, and don't keep copies of client or firm information in any form. Access to the firm's systems is removed on your last day.

Review

This policy is reviewed at least once a year, and whenever our systems or the law change. The principal approves every change.

Questions

Ask the principal, or email info@neolegalservices.com, call 647-200-3526 or toll-free 888-519-2435, or write to us at Unit 236, 1099 Kingston Road, Pickering, Ontario L1V 1B5.