South Puget Sound Community College TELECOMMUTING GUIDELINES AND PROCEDURES

Transcription

1 Suth Puget Sund Cmmunity Cllege TELECOMMUTING GUIDELINES AND PROCEDURES PURPOSE These guidelines explain the psitin f Suth Puget Sund Cmmunity Cllege regarding telecmmuting agreements fr emplyees wh are perfrming assigned jb duties at an alternate wrksite. These guidelines d nt apply t faculty teaching assignments. These guidelines will allw emplyees t assist the cllege in meeting the intent f the state Cmmute Trip Reductin prgram mandate. I. GUIDELINE Fr purpses f these guidelines, telecmmuting is defined as an agreement whereby an emplyee is allwed t perfrm his r her nrmal jb duties and respnsibilities, with r withut the use f cmputers, at hme r at a place ther than the emplyee s permanent duty statin. A. All telecmmuting arrangements shall be agreed t by bth the emplyee and the cllege. Telecmmuting agreements shall be based n the needs f the psitin, the emplyee, the wrk grup, the cllege and its custmers, and will nrmally nt exceed tw days a week. Telecmmuting assignments d nt change an emplyee s cnditins f emplyment r required cmpliance with cllege plicies. Management is respnsible fr managing the affairs and peratins f the cllege; thus, management has the sle discretin t: a) Designate psitins fr telecmmuting; b) Establish telecmmute emplyee respnsibilities and expectatins, and c) Apprve emplyees t telecmmute. B. All telecmmuting agreements shall be in writing. Agreements allwing emplyees t be paid fr wrk perfrmed at hme r lcatins ther than the permanent duty statin during regular wrking hurs must be made in writing. These guidelines and agreement apply t any emplyee wrking at an alternate wrksite rather than the permanent duty statin, and shall include: a) Arrangements fr supervisin and apprpriate prductin expectatins and indicatrs shall be included in the written authrizatin and agreement. b) Wrk hurs shall be included in the agreement. Emplyees shall be accessible during regular wrk hurs unless therwise arranged with the supervisr. The supervisr may waive the telecmmuting agreement in rder t require attendance at meetings at the supervisr s discretin. c) The duratin f the agreement shall be specified in the agreement. This includes beginning and ending dates (nt t exceed ne year, but may be renewed annually) as well as any ptins fr changing thse dates. d) The emplyee shall nt have the primary respnsibility fr child care, dependent adult care, r ther duties nt rdinarily part f his/her jb duties during wrking hurs. 1 f 11

2 e) The prvisin fr allwing inspectin f wrk premises by the supervisr and/r the Human Resurces staff in rder t meet the cllege s bligatin as an emplyer t prvide a safe and healthful wrkplace shall be included in the agreement. f) The prvisin fr allwing fr the review and, if apprpriate, the discntinuatin f the telecmmuting agreement by either party, including criteria fr such a determinatin as apprpriate, shall be included in the agreement. g) Any expenses nt specifically cvered in this guideline require pre-apprval by the supervisr and the Chief Human Resurces Officer. h) Emplyee must btain supervisry apprval befre taking leave in accrdance with established cllege prcedures. By signing this telecmmuting frm, emplyee agrees t fllw established prcedures fr requesting and btaining apprval f leave. i) Telecmmuting shuld nt diminish the emplyee perfrmance r service delivery. When apprpriate the cllege shall allw shared space amngst several part-time telecmmuters. j) The cllege will nt be respnsible fr perating csts, hme maintenance, r any ther incidental csts (e.g., utilities) assciated with the use f the emplyee s residence as an alternative wrk lcatin II. PROCESS A. Determining psitins that are apprpriate fr telecmmuting In making decisins abut which psitins are apprpriate t designate r apprve fr telecmmuting, the prgram shuld thrughly analyze the duties f psitins and hw the wrk is perfrmed. Generally, telecmmuting may be apprpriate fr psitins that: Require independent wrk Require little face-t-face interactin Require cncentratin Result in specific, measurable wrk prducts Can be mnitred by utput, nt time spent ding the jb B. Emplyee qualities that are apprpriate fr telecmmuting Prgrams shuld review the wrk qualities f emplyees, in additin t ensuring that their psitins are apprpriate fr telecmmuting. Generally, emplyees wh are successful in telecmmuting: Are able t wrk prductively n their wn Are self-mtivated and flexible Are knwledgeable abut the jb Have a lw need fr scial interactin Are dependable and trustwrthy Have abve average perfrmance recrds Are rganized Have gd cmmunicatin skills 2 f 11

3 C. Psitins nt apprpriate fr telecmmuting include: Psitins that require physical presence t perfrm effectively are nrmally nt suitable fr telecmmuting. Examples: receptinist and custmer service specialist psitins. Telecmmuting during the prbatinary perid is nt apprpriate. Psitins that require clse supervisin r clse interactin with ther departments. D. The Chief Human Resurces Officer and the Vice Presidents have authrity t apprve telecmmuting agreements n behalf f the cllege. N permanent telecmmuting agreement shall be made with an emplyee withut the apprval f the Chief Human Resurces Officer and the apprpriate Vice President. Such decisins shall be final. E. Telecmmuting agreements will be reviewed n an annual basis. Any telecmmuting agreement lasting mre than 12 calendar mnths shall be reviewed and reapprved by the Chief Human Resurces Officer and the apprpriate Vice President every 12 calendar mnths fr the duratin f the agreement. Failure t evaluate may result in immediate terminatin f the telecmmuting agreement. F. Discntinuatin f telecmmuting agreement. If at any time the emplyee r emplyer wishes t discntinue the telecmmuting agreement the Human Resurces Office and IT must be ntified immediately. The Human Resurces Office reserves the right t revise r eliminate the guidelines at any time. G. The Human Resurces Office will maintain recrds f authrizatin and agreements. The Human Resurces Office shall maintain recrds related t all current and past telecmmuting agreements. These agreements will be kept in the emplyees persnnel files. H. Use f cmputer equipment. If the emplyee requires a cmputer t accmplish their wrk, the Cllege will nrmally prvide a windws laptp and materials used by emplyees t effectively perfrm their duties. The emplyee must supply their wn internet/phne cnnectivity, hwever; emplyees may be authrized t use their wn equipment fr intermittent r temprary telecmmuting. The cllege prvided equipment must be brught t the cllege at least nce a mnth t receive security updates and sftware upgrades; Persnal cmputer equipment will nt be allwed t cnnect t the cllege netwrk. If VPN access is required t perfrm the emplyee s duties, IT Services shuld be cnsulted and the apprpriate administrative apprval btained t grant this access. Fr additinal infrmatin regarding the use f cmputer equipment refer t the cllege technlgy plicy. Emplyees are respnsible fr prtecting state-wned equipment frm theft, damage and unauthrized use. UL apprved surge prtectin must be prvided when cnnecting equipment t electrical utlets. Emplyees must safeguard cllege infrmatin and data used r accessed while telecmmuting. State-wned equipment used in the nrmal curse f emplyment will be maintained, serviced and repaired by the cllege. The emplyee is respnsible fr scheduling appintments with IT fr any cllege wned cmputer equipment service r updates; When emplyees are authrized t use their wn equipment SPSCC will nt assume respnsibility fr the cst f equipment, repair r service. Emplyee will ensure system is kept up t date with perating envirnment and sftware patches and upgrades, anti-virus sftware and updates, and cnfiguratin fr access acrss the Internet. 3 f 11

4 III. PROCEDURES Respnsibilities when cnsidering an nging, indefinite arrangement: (NOTE: At any time during this prcess, the Human Resurce Office is available t review the agreement and/r t answer questins.) Emplyee Immediate Supervisr 1. Cmpletes Telecmmuting Authrizatin and Agreement frm and submits t immediate supervisr fr cnsideratin. 2. Reviews emplyee s prpsal fr cmpliance with the guidelines and determines feasibility. 2a. If nt apprved, returns t emplyee stating reasn(s) fr disapprval, r 2b. Signs the agreement t shw recmmendatin fr apprval, and submits it t the next persn in the chain f cmmand, Dean and/r Vice President. Vice President in cnsultatin with the Chief Human Resurces Officer 3. If apprved, signs agreement and sends a cpy t the immediate supervisr, dean, emplyee, and persnnel file. Supervisr and Emplyee 4. Emplyee s supervisr initiates annual evaluatin and re-apprval prcess after 11 mnths if arrangement is expected t last mre than 12 mnths. 5. Cmpletes the Telecmmuting Annual Evaluatin frm assessing the telecmmuting arrangement. 6. Frwards cmpleted frm(s) t the Human Resurces Office t be placed in emplyee s persnnel file. 4 f 11

5 EQUIPMENT LOAN AGREEMENT Name Office Phne # Request use date(s): Ntes: Frm: T: Return date: It is essential that equipment be returned by this date. Equipment Number f Items Serial Number State Inventry Tag Number THE BORROWER ASSUMES FULL RESPONSIBILITY FOR LOSS OR DAMAGE BEYOND NORMAL WEAR PLEASE READ AGREEMENT Checked ut t: By Signature f persn picking Supervisr up equipment Returned t: By Signature f persn returning equipment Supervisr Repairs needed: Cpy: Repairs cmpleted: 5 f 11

6 TELECOMMUTING AUTHORIZATION AND AGREEMENT Emplyee Prgram/Divisin Title Alternate Wrksite Phne # Supervisr Number f days per mnth: SCHEDULE Wrk Hurs: Will this be set days each mnth? Yes N If yes list days: If n number f allwable cnsecutive telecmmuting days: If telecmmuting fr parts f a day(s) indicate cre hurs: If the telecmmuter must cme int the ffice n a predesigned telecmmuting day, can anther day be substituted: Yes N LOCATION Address f alternate wrksite: Emplyee Residence State Facility Descriptin f designated wrk space at alternate wrksite: Telephne cverage: Vice Mail/Answering Machine Receptinist/C-wrker takes calls Other Cllege wned: EQUIPMENT & SPECIFICATIONS Telecmmuter wned: RESPONSIBILITIES Describe respnsibilities t be perfrmed at alternate wrksite: What evaluatin criteria will be used t assess prgress tward these respnsibilities? 6 f 11

7 AGREEMENT I have read and understand the Suth Puget Sund Cmmunity Cllege Telecmmuting Guidelines, and agree t the duties, respnsibilities and cnditins fr telecmmuters expressed in the dcument, which are in additin t my nrmal duties and respnsibilities as a Suth Puget Sund Cmmunity Cllege emplyee. a) I agree t cmply with all federal law, state and cllege rules, plicies, practices r instructins, adhere t my nrmal wrk schedule as specified in my apprved wrk hurs, furnish and maintain my designated wrk space in a safe manner, emplying apprpriate telecmmuting security measures and prtecting cllege assets, infrmatin, and infrmatin systems and nt take restrictedaccess material hme withut the written cnsent f my supervisr. b) I agree t cmply with all privacy requirements set frth in state law and cllege plicies. c) I agree t abslve the cllege frm liability fr damages t real r persnal prperty resulting frm participatin in the telecmmuting prgram. d) I certify that the wrk lcatin is free frm hazard. Inspectin f wrking premises shall be permitted upn request in rder t meet the cllege s bligatin as an emplyer fr a safe and healthful wrkplace. e) I agree t ntify my supervisr/manager immediately f any situatin which interferes with my ability t perfrm my jb. f) I understand that telecmmuting is vluntary and I may discntinue telecmmuting at will at any time. I understand that the cllege may, at will, at any time, change any r all f the cnditins under which I am permitted t telecmmute r withdraw permissin t telecmmute. If the telecmmuting agreement is discntinued, the Human Resurces Office will be ntified. g) I als understand that this telecmmuting agreement is nt t exceed ne year, but may at that time be renewed if bth parties agree. Telecmmuting will begin and will end n Emplyee signature Immediate Supervisr signature Dean signature Vice President signature Chief Human Resurces Officer signature 7 f 11

8 Requesting renewal TELECOMMUTING ANNUAL EVALUATION Nt requesting renewal Emplyee Prgram/Divisin Title Length f time telecmmuting Supervisr The fllwing questins are t be answered by the emplyee: Questin: D yu feel telecmmuting was successful? Yes N Please explain answer: Questin: D yu feel telecmmuting was beneficial? Yes N Please explain answer: Questin: Did yu incur any prblems with telecmmuting? Yes N If Yes, please explain answer: The fllwing questins are t be answered by the supervisr: Questin: D yu feel telecmmuting was successful? Yes N Please explain answer: Questin: D yu feel telecmmuting was beneficial? Yes N Please explain answer: Did yu incur any prblems with telecmmuting? Yes N If Yes, please explain answer: Emplyee Signature Dean Signature The Telecmmuting Authrizatin and Agreement frm has been: Supervisr Signature Vice President Signature Apprved fr renewal Discntinued 8 f 11

9 WORK SITE EVALUATION Emplyee Name: Divisin: Supervisr Name: Lcatin: Phne: The fllwing checklist is designed t assess the verall safety f the alternate wrk lcatin. Each participant shuld read and cmplete the self-certificatin safety checklist. Upn cmpletin, the checklist shuld be signed and dated by the participating emplyee and submitted t the immediate supervisr. The alternate wrk lcatin is lcated (check ne): in hme nt in hme Describe the designated wrk area: T the best f my knwledge: Is the space free f asbests-cntaining materials? Yes N If asbests-cntaining material is present, is it undamaged and in gd cnditin? Yes N Is the space free f indr air quality prblems? Yes N Is there adequate ventilatin fr the desired ccupancy? Yes N Is the space free f nise hazards (excess f 85 decibels)? Yes N Is there a ptable (drinking) water supply? Yes N Are lavatries available with ht and cld running water? Yes N Are all stairs with fur r mre steps equipped with handrails? Yes N Are all circuit breakers and/r fuses in the electrical panel labeled as t intended service? Yes N D circuit breakers clearly indicate if they are in the pen r clsed psitin? Yes N Is all electrical equipment free f recgnized hazards that wuld cause physical harm (frayed wires, bare cnductrs, lse wires, flexible wires running thrugh walls, expsed wires fixed t the ceiling)? Yes N Will the building s electrical system permit the grunding f electrical equipment? Yes N Are aisles, drways, and crners free f bstructins t permit visibility and mvement? Yes N Are file cabinets and strage clsets arranged s drawers and drs d nt pen int walkways? Yes N D chairs have any lse casters (wheels)? Are the rungs and legs f chairs sturdy? Yes N 9 f 11

10 Is the wrk area verly furnished? Yes N Are the phne lines, electrical crds, and extensin wires secured under a desk r alngside a basebard? Yes N Is the ffice space neat, clean and free f excessive amunts f cmbustibles? Yes N Are flr surfaces clean, dry, level, and free f wrn r frayed seams? Yes N Are carpets well-secured t the flr? Yes N Cmputer equipment is cnnected t electrical utlets using UL apprved surge prtectrs Emplyee Signature 10 f 11

11 Temprary Telecmmuting Guidelines& Expectatins Emplyee vice mail must indicate that the emplyee is wrking ut f the ffice but will check vice mail thrughut the day and return calls. Vice mail shuld be checked and answered at least twice a day (am and pm). Telephne calls must be returned in 24 hurs. shuld be checked thrughut the day and respnded t in a timely manner. Ntify c-wrkers f telecmmuting agreement and requirement t call the emplyee s hme phne r any questins they may have. These guidelines apply t me and I am t fllw all practices and prcedures listed. Signature lmd.rev f 11