HIGHLINE COMMUNITY COLLEGE

TELECOMMUTING POLICY AND PROCEDURE

(link to Policies)

 

POLICY

 

Highline Community College supports the concept of telecommuting and encourages the practice in those circumstances where telecommuting does not detract from the efficient or effective delivery of the services of the college.  The benefits of telecommuting include: increased productivity and compliance with the State’s efforts to reduce traffic congestion during peak periods.  Final approval for telecommuting is granted by the appropriate member of the Executive Staff.

 

PROCEDURE

 

This procedure is established to provide guidance to employees and supervisors regarding the implementation of a specific type of telecommuting.

 

Telecommuting that falls under this policy is:

·        A work schedule that regularly allows the employee to work from the employee’s home or from another alternate work site (e.g. another office) near the employee’s home, rather than from the principal place of employment

·        At least one day every two weeks

·        A work alternative mutually agreed upon between the telecommuter and supervisor

·        A work schedule approved by the supervisor and the appropriate member of the Executive Staff

 

There may be occasions when work-from-home or work at an alternate site occurs that does not meet the above definition of telecommuting.  These instances of alternate work are negotiated between the employee and her/his supervisor on a case-by-case basis.

 

ELIGIBILITY AND PARTICIPATION

 

This policy and procedure applies to classified, exempt and hourly staff. 

 

Basic eligibility and participation will be determined as follows:

  • Classified, exempt and hourly employees are eligible to apply to telecommute.
  • The employee must have a record of satisfactory or better performance, e.g. no disciplinary actions, regular attendance and satisfactory employee reviews.
  • The need for specialized material or equipment must be either minimal or flexible.
  • The telecommuting arrangement must not disrupt service to the employee’s internal or external customers.
  • The arrangement can be terminated by either party with a minimum notice of five working days if it can be shown that the arrangement is no longer feasible. The notice requirement is waived in cases of temporary changes to the arrangement arising from emergency conditions.

 

Telecommuting approval is at the convenience and sole discretion of the College and is reviewed on a case-by-case basis.

 

Telecommuting arrangement may be initiated for the purpose of benefiting the College or the employee but must in any case not result in a reduction of service to customers, clients and co-workers, or a reduction in productivity by the employee.  

 

Eligibility Criteria

·        The position does not require daily face-to-face supervision or daily interactions with customers, clients, students, members of the public, or co-workers.

·        The position has results oriented work performance objectives with identifiable measures of productivity, or the position has administrative duties suitable for completion at an alternate work location.

·        The employee has demonstrated ability to be self-directed, self-motivated, independent, focused, well organized, and dependable

·        The employee is willing to assume primary responsibility for maintaining effective communication and work flow among co-workers and customers.

·        The employee has demonstrated proficiency with job related software and computer hardware.

·        The employee can assure the designated work area is a suitable work environment.

·        The employee is able to return from the alternate location to the primary work site when requested or necessary.

·        The employee agrees to maintain appropriate safety habits during the time worked.

 

Designated Alternative Work Site

·        The employee’s traditional on-campus work site will remain the employee’s official designated work site.

·         The alternative work site should be a suitable work environment free of apparent potential injury hazards.  The employee is primarily responsible for establishing and maintaining safe and healthful working conditions in their alternative work space. Employees who wish to have help in determining whether their alternative work site/space is "safe and healthful" may request assistance from the college, including assistance from the Workplace Consultation Services Program of the Department of Labor and Industries http://www.lni.wa.gov/Safety/Basics/Assistance/default.asp .

·        The employee will be covered by worker's compensation laws and procedures for all work-related injuries that occur in the designated workspace at the telecommuter’s home during the telecommuter's defined work period. Since the workplace and home will be one and the same, worker's compensation will NOT apply to non-job related injuries that might occur in the home. The College is not liable for any injuries to family members, visitors and others in the employee's home.

 

Work Performance and Overtime

·        The performance standards for employees working at the alternate worksites shall be equivalent to the standards used when the employees are working at the campus worksite.

·        Employees in positions that are designated as eligible for overtime must have advance approval from the supervisor for overtime work.

 

Equipment, Including Computer Hardware and Software

Equipment required for each telecommuting arrangement will be identified and determined on a case-by-case basis.

 

In most cases, the employee will be required to supply all necessary equipment for telecommuting, including a computer, internet access, and required software, and to maintain the required equipment in good working order during the time the equipment is in use for the telecommuting arrangement.

 

On occasion the College may supply non-standard equipment or software required for telecommuting. If the College supplies equipment, the College is responsible for equipment maintenance and will supply required software for computer equipment. The employee will be required to return the equipment for maintenance and repairs. The employee assumes responsibility for the loss of College equipment and any damage resulting from negligent use or handling. Any equipment supplied by the College must be returned to the College upon termination of the telecommuting arrangement.  An employee may not load personal software onto College computer equipment unless prior authorization is obtained, and may not use any College provided equipment for personal use.  Use of College provided equipment is for approved purposes only and must comply with the College’s Appropriate Use Policy and State ethics laws.

 

Liability

The College accepts no responsibility whatsoever for the safety, security or suitability of any alternative work site. The College also accepts no responsibility for the personal property of any employee.

 

Inventions and copyrights

In the absence of a formal written agreement to the contrary, any copyrights arising from the work of the employee, even those performed while telecommuting, are the property of the College.

 

Security

College information and data that are stored at the alternative worksite should be kept in a secure area. For work that has security/confidentiality issues, passwords for computer access must be established. Backups of data should be performed on a scheduled basis and stored at the regular college worksite. Employees will take all precautions necessary to secure proprietary information and prevent unauthorized access to any college system from their alternate worksite.

 

TELECOMMUTING AGREEMENTS:

Employees who telecommute according to the definitions of this policy must complete and sign a Telecommuting Agreement. The supervisor must approve the Agreement and conduct a work planning session with the employee, and the employee’s co-workers as necessary, prior to the beginning of the alternative work assignment.

 

Telecommuting Agreements shall be in writing and address the following:

1.      Telecommuting task definitions and/or scope.

2.      Performance expectations and measurements.

3.      Working hours, including core hours of phone or email accessibility.

4.      Duration of the agreement.

5.      A list of pre-approved telecommuting expenses, and a defined procedure for the approval of all related expenses.

6.      A list of College supplied equipment and software.

7.      If applicable: the method of handling, transporting, and/or storing of confidential College information/data.

8.      A provision that the entire Telecommuting Policy and Procedure is inclusive of the Telecommuting Agreement.

9.      Signatures of the employee, supervisor, and appropriate member of the Executive Staff.

 

Procedure for Establishing a Telecommuting Arrangement

 

1.      Employee and supervisor discuss the feasibility of telecommuting for the employee.

2.      Supervisor and employee determine the required equipment, work arrangement, expected productivity outcomes, and method for monitoring the success of the proposed arrangement.

3.      If telecommuting is determined to be feasible, a telecommuting agreement is written and signed by the employee, the supervisor and the appropriate member of the Executive Staff.

4.      If telecommuting is determined to not be feasible, the employee will be given the reasons for denial based on the eligibility criteria in this procedure.

5.      A copy of the agreement is given to the employee and sent to Human Resources for filing in the employee’s record. 

6.      The approved telecommuting arrangement is implemented.

 

 

ORIGINAL SIGNED APRIL 9, 2007

________________________________________

Approved by Jack Bermingham

Highline Community College Interim President

April 9, 2007

 

 

HIGHLINE COMMUNITY COLLEGE

TELECOMMUTING AGREEMENT

 

Date:                                                                           Department:

 

Employee:                                                                    Supervisor: 

 

 

Telecommuting schedule:

                List day(s) of week, frequency (weekly, biweekly, monthly) and work hours of each day

 

 

 

Length of telecommuting assignment

 

 

 

 

Telecommuting tasks/scope of work

 

 

 

 

Performance expectations and measurement

 

 

 

 

College supplied equipment and software (if any)

 

 

 

 

Identification of confidential information that may be accessed and method of handling, transporting and/or storing that information

 

 

 

 

Approved expenses (if any) and process for claiming and approval

 

 

 

 

Highline Community College’s Telecommuting Policy in its entirety (copy attached) applies to the telecommuting approved by this Agreement.

 

____________________________                          _____________________________

Employee                                                                    Supervisor

 

__________________________________

Executive Staff