Kitsap County Telecommuting Policy

Transcription

1 Kitsap Cunty Telecmmuting Plicy A. Intrductin As an emplyer, Kitsap Cunty is required t implement cmmute trip reductin prgrams, cnsistent with state law and lcal rdinances t reduce the number f trips and miles emplyees cmmute alne t wrk. RCW (2) (xiii) lists telecmmuting as ne f the alternatives that emplyers have available t achieve the applicable cmmute trip reductin gals. The evlutin f technlgy has created the pprtunity fr several wrk activities t be accmplished frm remte and/r alternate lcatins. Certain requirements fr all telecmmuting arrangements are set frth in this plicy statement and are intended t ensure that such arrangements cmply with all applicable laws as well as data and netwrk security. The intent is t allw Cunty departments and their managers discretin in designing telecmmuting prgrams that align with their line f business needs. Emplyees wh will wrk at least part time at an alternate wrk place n a regular basis ver a perid f time must cmplete and sign a written telecmmuting agreement prvided by the emplyees supervisr regarding the emplyee's wrk arrangement away frm the regular ffice. The emplyee's Department Head and/r Directr must als sign the written agreement. Telecmmuting - The use f wireless cmmunicatins, cmputers, r similar technlgy t permit an emplyee t wrk frm hme, r alternative wrk lcatin. Telecmmuting means wrking arrangements in which the wrkplace is lcated at least part time at an alternate lcatin, such as the emplyee's hme r a satellite ffice. B. Plicy Statement T reduce traffic cngestin, cnserve petrleum resurces, prtect air quality, increase the availability f public parking arund the Curthuse Campus, and reasnably meet the needs f Kitsap Cunty emplyees, Kitsap Cunty will give cnsideratin t telecmmuting wrk arrangements. These arrangements will be cnsidered prviding they d nt have a negative impact upn public service nr impede the rganizatinal unit frm accmplishing its missin in an efficient and cst effective manner. C. Statement f Philsphy In Kitsap Cunty Offices, telecmmuting may be used: T reduce ffice peratin csts, and reduce travel csts fr emplyees wh wrk in the field T reduce curthuse parking space requirements and enhance pprtunities fr 'shared' ffice space T enhance emplyee prductivity, creativity and satisfactin As a mutually agreed upn wrk alternative between supervisr and emplyee, rather than a reward r a jb requirement If clear cmmunicatin exists between supervisr and emplyee, and between telecmmuter and the rest f the ffice

2 If the practice is transparent t the public If standard business practices are maintained If cnsistent criteria fr participant selectin is emplyed If structured time plicies are used t ensure attendance at meetings, agency events, etc D. Management Respnsibilities and Cnsideratins Elected Officials and Department Heads wh chse t allw telecmmuting in their departments shall take the fllwing steps befre implementing a telecmmuting prgram. Frmulate and cmmunicate a cmprehensive department specific telecmmuting plicy fr emplyees Develp fair perfrmance evaluatin criteria befre implementing telecmmuting Ensure that department plicy prvides fr fair and equitable treatment f emplyees regardless f telecmmuting status Establish individual emplyee agreements fr arrangements based upn the cmprehensive plicy Establish a prcedure fr the peridic review f individual emplyee telecmmuting agreements and arrangements Arrange fr filing and maintenance f telecmmuting agreements within the department Jbs which lend themselves t telecmmuting are psitins in which: Clear wrk bjectives can be set Wrk flw can be cntrlled Tasks n telecmmuting days can be clearly defined Prjects where quiet r uninterrupted time wuld increase emplyee prductivity A determinatin whether t allw an emplyee t telecmmute shuld be based n an emplyee's past perfrmance. Only emplyees wh meet the fllwing criteria shuld be cnsidered as candidates fr telecmmuting. Self-mtivated Results riented Able t wrk independently Familiar and cmfrtable with their jb requirements

3 Knwledgeable abut necessary prcedures Successful in current psitin Effective cmmunicatr wh is adaptable E. Telecmmuting Rules 1. Telecmmuting is nt a universal emplyee benefit, and an emplyee's participatin in a telecmmuting prgram is entirely vluntary. Telecmmuting is strictly within the discretin f the Elected Official r Department Head and may be revked at any time. 2. Telecmmuting arrangements fr emplyees represented by a unin must be apprved by the unin. Unins may prvide apprval fr represented emplyees in general, rather than separate apprval fr each emplyee. 3. Emplyee salary, benefits, wrkers' cmpensatin, sick leave, annual leave, and ther emplyee insurance shall nt change due t telecmmuting. Likewise, the duties, bligatins, and respnsibilities f telecmmuting emplyees remain unchanged. 4. Perfrmance evaluatin requirements fr telecmmuting shall nt differ frm thse f nntelecmmuters. 5. Ttal hurs wrked n a telecmmuting day must cver the department's established cre hurs f 8:00 a.m. t 4:30 p.m., including specific cre hurs f phne accessibility. The specific day(s) and wrk hurs will be identified in a separate Telecmmuting Agreement. 6. Each incidence f vertime must be expressly apprved by the Elected Official r Department Head. 7. Telecmmuting is nt a substitute fr dependent care. Telecmmuters must make and maintain dependent care arrangements. 8. It is the telecmmuter s respnsibility t ensure that time sheets and ther peridic reprting frms are turned in by the required deadlines. 9. In the event circumstances such as illness, pwer failure r equipment failure prhibit the telecmmuter frm perfrming his/her duties while wrking at the alternative wrksite, the telecmmuter shall immediately cntact his/her supervisr fr further instructins. These instructins may include requiring the emplyee t reprt t the curthuse Campus r ther Cunty wrksite. 10. Kitsap Cunty makes n representatin as t whether a telecmmuter's alternative wrk statin is a tax deductin fr the telecmmuter. Telecmmuters shuld cntact a tax expert fr independent advice n this issue. 11. A telecmmuter is respnsible fr cnfrming t the Cunty s plicy regarding electrnic cmmunicatins. See Appendix F.

4 F. Cmmunicatins Effective cmmunicatin is key t the success f telecmmuting. Frm the perspective f prfessinalism and prductivity, telecmmuters must strive t ensure that telecmmuting has n negative impacts, especially n anyne utside the Department ffices. 1. Telecmmuters are respnsible fr maintaining effective cmmunicatin and wrk flw with their supervisr and c-wrkers. 2. Each telecmmuter must devise an apprpriate strategy fr cmmunicatin which is apprved by their supervisr. This must include clear, cnsistent cmmunicatin with their immediate supervisr abut telecmmuting days. The telecmmuter's alternative wrk statin telephne number must be knwn s that he/she can be reached by c-wrkers r supervisrs. G. Alternate Wrk Lcatins 1. The Elected Official and/r Department Head shall have the discretin t inspect and apprve an emplyee's hme as an alternate wrk lcatin fr telecmmuting. When the emplyee's hme wrkplace is cnsidered an extensin f the ffice wrkplace, the emplyee may be cvered by wrkers' cmpensatin laws and regulatins fr accidents that ccur while perfrming wrk n behalf f the Cunty and during the understd and apprved wrk schedule. Wrkers' cmpensatin shall NOT apply t nn-jb related injuries that ccur in the hme 2. All apprved wrk lcatins must be maintained by the telecmmuter in a clean, prfessinal, and safe cnditin 3. At mutually agreed-upn times, the Cunty shall have the right t make n-site inspectin f the wrk area and Cunty-wned equipment, t ensure that safe wrking cnditins exist 4. Except fr lcal calls, the Cunty will reimburse the emplyee n a case-by-case basis fr jbrelated telephne expenses incurred by the emplyee at hme. The emplyee must present an itemized cpy f the telephne bill fr reimbursement. The Cunty will nt be respnsible fr any basic phne service 5. The public will nt be given a telecmmuter's hme phne number 6. Any hardware r sftware purchased by the Cunty remains the prperty f the Cunty and will be returned t the Cunty when the telecmmuting agreement is terminated 7. Fr security purpses, nly Kitsap Cunty sftware may be installed n Cunty-wned equipment 8. Restricted-access materials (such as payrll and persnnel files) may nt be remved frm Cunty ffices r accessed thrugh cmputers frm a remte lcatin withut the written permissin f the Elected Official r Department Head 9. Cunty equipment lcated at an alternate wrksite may nt be used fr persnal purpses 10. Supplies required t cmplete assigned wrk at the alternate wrk lcatin shuld be btained during ne f the telecmmuter's in-ffice wrk perids. Out-f-pcket expenses fr materials and supplies nrmally available thrugh the Cunty will nt be reimbursed

5 11. Kitsap Cunty shall nt be liable fr lss, damage, r wear and tear f emplyee-wned equipment r supplies used in telecmmuting H. Sftware - The prgrams, rutines, and symblic languages that cntrl the functining f the hardware and direct its peratin. 1. While wrking at hme perfrming Cunty functins, emplyees must cnfrm t sftware standards established by the Cunty Department f Infrmatin Services. Under mst circumstances emplyees will be allwed t run a cpy f Cunty standard sftware n the PC they have at hme based n the varius manufacturer's licensing agreements. It will be the telecmmuter's respnsibility t cntact Infrmatin Services t ensure that the sftware they plan t use cnfrms t this agreement. 2. All sftware, virus prtectin, and ther peratinal utilities are required t be patched and updated t the same level that is maintained n Cunty systems 3. N Cunty sftware is t be cpied and used ff-site withut the written apprval f the emplyee s Department Head and/r Infrmatin Services 4. Telecmmuters using Cunty sftware must adhere t the manufacturer's licensing agreement I. Hardware 1. Emplyees using persnally wned hardware are required t be self-supprting f their hardware t ensure it meets the standard cnfiguratin requirements as Cunty hardware. 2. Emplyees using Cunty equipment at an alternate wrk place are respnsible fr taking care f the equipment t prtect it frm damage r theft. Emplyees must take reasnable measures t prtect against cmputer viruses. 3. Bth persnal and cunty equipment must be physically prtected. Any access must have Cunty standard cmplex passwrds. 4. Incidents f damage r theft will be examined t determine whether lss resulted frm emplyee grss negligence, intentinal misuse, r vilatin f rules and prcedures emplyee has agreed t fllw.