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OFFICE OF HUMAN RESOURCES
System Administration Officials
POLICY AND PROCEDURES MEMORANDUM
March 1, 20__
The purpose of this policy is to provide for the administration of the telecommuting program for
<Company> Administration (System Administration).
It is the policy of System Administration to allow telecommuting on a discretionary basis, when
telecommuting enhances the overall productivity of the work unit. Before a department and
employee may enter into a telecommuting agreement, the <Title>, or his or her designee, must
authorize the individual to perform work from a remote site. A memorandum requesting approval
must be sent from the department head to the <Title>, or to the following, who are delegated
authority to approve, authorize, execute and deliver agreements and other documents related to
telecommuting: Executive Vice <Title> for Business Affairs, Executive Vice <Title> for Health
Affairs, Executive Vice <Title> for Academic Affairs, Vice <Title> for Development and External
Relations, Vice <Title> for Governmental Relations, Vice <Title> and General Counsel, and Counsel
and Secretary to the Board. The memorandum must include justification for the request to
telecommute, including benefit to System Administration; work days and hours proposed; and
confirmation that the individual and the job meet policy criteria. Once the approval to telecommute
has been obtained from the <Title> or his or her designee, the employee and the supervisor must
complete a Telecommuting Agreement. A copy of the Telecommuting Agreement is attached to this
policy. Copies of the signed approval and the signed Telecommuting Agreement must be sent to the
Office of Human Resources and to the Office of Information Resources. All management and
supervisory personnel will be required to receive training on the System Administration
telecommuting policy, procedures, and skills to facilitate successful telecommuting among
(This form may be reproduced)
Specifically. 4) have demonstrated ability to establish priorities and manage his or her time. and budgets. consulting with experts. A department may not require an employee to telecommute and an employee may not demand the “right” to telecommute. c) communicating by e-mail. and. 3) have a history of reliable and responsible accomplishment of work duties. Employees interested in telecommuting must meet the following criteria: 1) 2) have a thorough knowledge and understanding of the operations for which he or she is responsible.2 have the ability to work well with minimal supervision.1. or telephone. b) performing computer-related functions such as entering or compiling data. and providing information in response to requests. but are not limited to: a) analyzing documents such as financial statements. Employees shall abide by all University of <State> System policies and guidelines for standards and ethics. proposals. Examples include. . and programming. b) 3. employees shall strictly adhere to all University of <State> System policies regarding the use of State property. Jobs that require frequent face-to-face contact with the public or internal departmental staff would not lend themselves to telecommuting. coordinating studies. Job Criteria Jobs acceptable for telecommuting are those that can be performed at a remote site without diminishing the quality of the work or disrupting the productivity of an office. fax. when the location of the staff member is not critical. developing databases. data estimates. Employee participation in telecommuting is entirely voluntary. d) arranging meetings. It applies only to regular salaried employees and does not include employees hired for temporary positions.Page 2 of 18 a) This policy applies to Classified and Administrative and Professional employees who have at least one year of System Administration service.
Supervisors may allow for flexibility in scheduling the specific days of the week used for telecommuting and allow week-to-week flexibility to meet changing System Administration or employee needs. This time schedule will be recorded in the Telecommuting Agreement. b) Unless otherwise approved. 3. Budget limitations within a department may prevent an employee from telecommuting. The System Administration department head must approve the decision to purchase or assign equipment based on overall departmental operational efficiency and effectiveness and based on availability of funds. legal documents. usually at least once per week.1. System Administration equipment in the remote workplace is subject to all restrictions and policies relating to use of State-owned equipment. g) performing research for department planning documents. i) 3. The operational needs of System Administration. and. policies. records. network access. letters. . however. During this scheduled work time. fax. the employee must report regularly to his or her designated headquarters.4 Schedule Criteria a) The specific time schedule for each telecommuter will be worked out between the employee and his or her supervisor. The employee and supervisor will agree on how to handle communications and messages. reports. A telecommuting employee must forego telecommuting if needed in the office on a regularly scheduled telecommuting day. f) reviewing plans and specifications. take precedence over telecommuting agreements. the need for specialized materials or equipment should be either minimal or flexible. or e-mail. articles.Page 3 of 18 e) documenting trip reports and test results. policies. and procedures. h) verifying reports. procedures. the telecommuting employee must be available for contact as if the employee were working in the designated headquarters. procedures. and evaluations. contact may include telephone. and reports. pager. Job Tools Criteria In general. and accuracy tests. but the individual should be given as much notice as is reasonably possible.3 writing or editing memos.1. policies.
. Children under the age of 13 must be under the care of an individual other than the employee while the employee is working at home. Workers’ compensation benefits will apply to injuries arising out of and in the course of employment. insurance) associated with the use of the employee’s residence for telecommuting. Unless otherwise approved.).Page 4 of 18 3. or the employee must use sick leave or vacation as appropriate. c) System Administration specifically assumes no liability for injury to any other person who would not be in the work area if the duties were being performed at the designated headquarters.g. unless specifically provided otherwise in advance in writing by the head of the employee’s department. System Administration retains the right to make pre-arranged on-site inspections of this work area during work hours.g. someone other than the telecommuting employee must care for other members of the household who need regular attention. A floor plan of the area showing furniture. e) Supplies required to complete assigned work at the remote workplace should be obtained during one of the telecommuter’s in-office work periods. home maintenance.1. Out-of-pocket expenses for materials and supplies normally . The supervisor may visit the telecommuter’s work site for evaluation prior to final approval and may require that a photo of the workspace be attached to the agreement. Telecommuting is not a substitute for dependent child or elder care. or any other incidental costs (e. basic telephone service. Injured employees must notify their supervisor immediately and complete all requested documents regarding any injury. System Administration will not be responsible for operating costs.. personal disruptions such as non-business telephone calls and visitors are kept to a minimum. b) The opportunity to telecommute is offered with the understanding that it is the employee’s responsibility to maintain a proper work environment (e. equipment. d) System Administration will not be liable for damages to employee owned equipment resulting from participation in the telecommuting program.5 Work Environment Criteria a) The telecommuter should maintain a designated workspace in a clean. arrangements are made so that dependent care does not interfere with work. and electrical outlets must be attached to the Telecommuting Agreement. etc. and safe condition at the alternate work location. professional. utilities.
equipment. 3. reference materials.6 f) On telecommuting days. When the Telecommuting Agreement is terminated. Work Assignments and Evaluation a) Employees will meet with their supervisors to receive assignments and to review completed work. drawings. Evaluations should be performed every six months while an employee is telecommuting. and any other System Administration property . reports.1. software. etc. businesslike manner. floppy disks. They will be required to submit routine time and status reports detailing hours worked and tasks performed or completed. data. Satisfactory performance must be maintained in order to remain in the telecommuting program. b) The evaluation of the employee’s job performance will be based on established performance standards for his or her classification. records. Employees will complete assigned work according to the standards of performance for their classification and according to procedures mutually agreed upon with the supervisor. 3. 3.1. g) System Administration will provide an adequate work area for telecommuting employees when they are in the departmental office.. Telephone calls received at the remote workplace must be handled in a professional. The agreement does not constitute an employment contract and does not create a property interest in employment.8 Termination of Participation The telecommuting arrangement is voluntary and may be terminated at any time with 10 days written notice by either party.1. A new agreement must be completed at the beginning of each new fiscal year. will not be reimbursed. supplies. memoranda. c) Telecommuters will be required to maintain accurate time accounting documentation to support and substantiate their work hours and products. employees must be available to receive telephone calls during their scheduled work hours. unless terminated in accordance with the procedures described elsewhere in this policy. the employee must return immediately to System Administration all notes. however. System Administration may terminate the telecommuting agreement for cause without prior notice.7 Length of Telecommuting Agreements A telecommuting agreement may remain in effect for the duration of the fiscal year.Page 5 of 18 available at System Administration such as computer paper. sketches.
compensation (except for the accrual of State compensatory time). or damaged because of that employee’s negligence. remote control software (to be provided by System Administration) and to be running current virus protection software.Page 6 of 18 in the employee’s possession or control. using established procedures. cable modem service. All computers connecting to System Administration’s network via digital subscriber line (DSL). Therefore.2 Program Components 3.2. The following policies apply to all System Administration and employee-owned hardware and software used in telecommuting: a) All hardware and software used must be approved by the department and scanned for viruses. When System Administration equipment is used at a remote workplace. stolen. holidays.3 Equipment and Software Each System Administration department head is responsible for identifying all equipment needs within his or her department. the employee is financially responsible for that equipment if it is lost.2. Property removal procedures must be followed. or losses associated with the termination of the telecommuting agreement. or abuse. with the employee receiving the same benefits and having the same responsibilities as a non-telecommuting employee. All forms of telecommuting imply an employer/employee relationship. and office supplies needed by telecommuters at their remote workplace.. employee benefits including leave time.2 Authorized Expenses System Administration department heads are authorized to approve.1 Employee Benefits Telecommuting does not change employee benefits established in applicable policy or related law or rule. expenditures for office equipment (excluding furniture). or through an internet service provider (ISP) are required to use properly configured virtual private network (VPN) software. System Administration will not be held responsible for costs. etc. 3. communications (including charges for connecting telephone lines for dial up access). damages. are not affected by participation as a telecommuter. misuse. All business-related long distance calls should be charged to a System Administration calling card or a _______________ long-distance authorization account.2. software. 3. 3. Computers not properly configured and/or . personal firewall software.
until 5:30 p. copyright laws.m. Monday through Friday.Page 7 of 18 secured for telecommuting will be disconnected from the System Administration network until corrected. Technical support will be provided as follows: (1) The employee will call the System Administration HELP desk for technical assistance. (3) In cases where the problem cannot be fixed remotely. The telecommuter must run current antivirus software at all times. d) Telecommuters must use only System Administration-approved communication software when connecting with the System Administration network. (4) . f) g) The employee agrees to prevent unauthorized viewing or use of System Administration data by non-employees. (2) If required. b) Products or programs the employee develops while telecommuting for System Administration remain the property of System Administration. HELP desk staff will use remote control software to control the employee’s computer for troubleshooting.m. A password protected screen saver must be used at all times on the remote computer. and manufacturer’s licensing agreements. System Administration-owned software may not be duplicated except as allowed under law or licensing agreements. HELP desk hours are from 7:30 a. the employee will be responsible for bringing the computer to the Office of Information Resources. e) Telecommuters are responsible for ensuring the safety and integrity of data and software used at the remote site. c) Employees are required to follow all System Administration information security rules.
the employee agrees to save files to a System Administration server. the employee will contact and obtain support from the service provider. . Payment for repairs is the responsibility of the subscriber of the service. h) To ensure proper backup of data. i) The employee is required to use a surge protector. rather than to the local hard drive of the remote computer. provided by their department. to protect System Administration-owned computer equipment from electrical spikes.If a problem arises relating to the telephone or Internet Service Provider. System Administration is not responsible for repair of non-System Administration owned equipment.
2) identify jobs.Page 8 of 18 3.4 Work-Related Health and Safety Telecommuting employees are expected to maintain a healthy and safe environment at their remote workplace. An employee’s residence cannot be deemed to be an employee’s regular place of employment or duty point under the Act. e) 3. employees working full-time will be responsible for 40 hours per workweek.2.2. employees must obtain supervisory approval before taking any type of leave. c) <State> Government Code. . Under no circumstances may non-exempt employees work in excess of 40 hours per workweek without advance approval of the employee’s supervisor. employees.2.5 Time and Leave a) The amount of time an employee is expected to work will not change due to telecommuting. regardless of work location. 3. prohibits a State employee d) In accordance with established policies. Chapter 659. Employees are subject to System Administration policies. As a result. and. telecommuting employees will not receive State (equivalent) compensatory time while working at their residence. Responsibilities a) System Administration department heads will: 1) attend management training to improve skills to facilitate successful telecommuting among their employees. All time and leave records must be maintained by departments for telecommuting employees as they are for on-site employees. and supervisors appropriate for telecommuting. 3) verify that all areas in the department apply the same criteria and follow the telecommuting guidelines. b) Non-exempt employees covered by the Fair Labor Standards Act will continue to be compensated for overtime in accordance with the provisions of the Act.6 from accruing State (equivalent) compensatory time for work performed at any location other than the employee’s regular place of employment or assigned duty point.
5) ensure State-owned equipment is used only for officially permitted purposes. .Page 9 of 18 b) c) 4) obtain necessary equipment and resources as feasible. of this policy) to enter into any Telecommuting Agreement. 4) comply with all-required information security policies and procedures. 3) be responsible for the performance of telecommuting employees just as with other employees under their supervision. 2) be responsible for abiding by the terms of their Telecommuting Agreement and this telecommuting policy. materials. 5) obtain necessary approval from the <Title> or his or her designee (as indicated in Section 2. and. 3) be responsible for equipment. 4) be responsible for coordinating telecommuters’ equipment and other technical needs. 6) send a copy of the Telecommuting Agreement to the Office of Human Resources and the Office of Information Resources. 2) secure approval from the System department heads before offering the telecommuting option. and. and. and other resources provided by or belonging to the System Administration. Employees will: 1) attend employee telecommuting training to learn skills necessary for successful telecommuting. Supervisors will: 1) attend management training to improve evaluative and other skills important to successful telecommuting for their employees.
Emphasis is placed on information or communication exchanged through telephones and remote devices such as computers. Designated headquarters: The employee’s usual and customary System Administration work address. instead of commuting to a designated headquarters.Page 10 of 18 4.018 . such as a private home. §§ 658. DEFINITIONS Telecommuting: Working from a remote site. 5. modems. and fax machines to allow an employee to work at a remote workplace.010 and 659. AUTHORITY <State> Government Code.
Describe designated work area (e. Remote workplace location (street address and city): 2.g.Page 11 of 18 <Company> Administration TELECOMMUTING AGREEMENT Employee Name: Title: Department: 1. Telecommuting work schedule (indicate day(s) and hours) 4. If such facilities are installed. The decision whether to install telecommunications facilities (e.. and attach floor plan: 3.. Typical assignment to be worked on by the employee at the remote workplace location: 5. business telephone line or data circuit) will be made between the department and the employee based on consultation with the Office of Information Resources.).g. the expenses will be handled as follows: . home office section of living room. etc.
9. including the provisions for cancellation under conditions stated in section 3. 12. made from the remote workplace location will be made using a System Administration -issued calling card or via the telephone system remote access service. The employee agrees to allow appropriate System Administration personnel to inspect the employee’s designated remote workplace location at mutually agreed upon times to confirm that safe and appropriate working conditions exist. e-mail. Time and/or project accounting and documentation will be provided through weekly submission of reports on hours worked each day and on the number of hours spent on specific assigned projects. Long distance business telephone calls. Additional conditions agreed upon by the telecommuting employee and the supervisor are as follows: 10. The following System Administration equipment and software will be used by the employee in the remote workplace location and will be returned to the System Administration immediately upon expiration of this agreement: 7. Planned expiration of agreement (if before the end of the current fiscal year): 11.e. etc.12 6. either voice or data. This Agreement is subject to the terms stated in the System Administration’s Telecommuting Policy. .18 of the policy. voice mail. 13. Communication (i.) will be handled as follows: 8..
I have attended telecommuting training or completed a computer assisted telecommuting training module. I have also read the documents entitled “Office Safety” and “Safety Checklist for the Home Office” provided at the Telecommuting Policy weblink. One original of the agreement is to be maintained in the departmental file and one original is to be retained by the employee. http://www. The supervisor shall send copies of this fully signed Telecommuting Agreement to the Office of Human Resources and to the Office of Information Resources. and I agree to the conditions detailed in this Agreement.14. By signing this Telecommuting Agreement. Employee Signature Date Supervisor Signature Date Department Head Signature Date c: Office of Human Resources Office of Information Resources . the employee certifies as follows: “I have read and understand <Company> Administration’s Telecommuting Policy. 15._______________.
it is important to take mini-breaks (not many breaks) throughout the day. neck. Stretch your arms. and hold it for three seconds. breathe deeply several times by inhaling through your nose and exhaling through your mouth. always try to eat your lunch somewhere other than your desk. For a quick pick-me-up. change tasks at least once every two hours. If possible. Rest your eyes often by closing them or looking at something other than the work at hand. Other examples of stress-relieving exercises that can be done at your desk include the following: Head and Neck Stretch Slowly turn your head to the left. Slowly turn your head to the right. PREVENTING STRESS To reduce stress and prevent fatigue. . and then tilt it back as far as you can. Shoulder Roll Roll your shoulders forward and then backward using a circular motion. and legs often if you do the same type of work for long periods of time. In addition. Drop your chin gently towards your chest. and hold it for three seconds.Page 14 of 18 OFFICE SAFETY INTRODUCTION The following sections provide general guidelines for preventing stress and arranging your workstation. Repeat these steps five to ten times.
. Ensure that there is at least 1 inch of clearance between the top of your thighs and the bottom of the desk or table. follow these tips when working with computers or typewriters: Always sit up straight. To reduce the painful effects of repetitive motion. raise and lower your hands several times. Place your feet flat on the floor or on a footrest. WORK POSTURE Your seating position at work is important to your comfort and safety. ARRANGEMENT OF YOUR WORKSTATION Following are some recommendations for ensuring employee comfort through proper workstation set-up. Finger Stretch Make fists with your hands and hold tight for one second. Wrist Wave • With your arms extended in front of you. Hold this position for five seconds and then repeat with the other arm. Keep your wrists in a natural position. and thighs should be approximately horizontal. The majority of your weight should be on the buttocks. They should not rest on the edge of the desk. Lower legs should be approximately vertical. Keep the front edge of your chair approximately 4 inches behind your knees. Make sure your chair is adjusted to provide adequate support to your back. and then spread your fingers wide for five seconds.Page 15 of 18 Upper Back Stretch Grasp one arm below the elbow and pull gently towards the other shoulder.
you can also help reduce the harmful effects of repetitive motion. VDT Screen VDT images should be clear and well defined.g. have it repaired or replaced.Page 16 of 18 EQUIPMENT SET-UP By properly arranging your equipment. Document Holders Keep documents at approximately the same height and distance from your face as the VDT screen. The center of the VDT should be approximately 15 to 25 degrees below your line of vision. Wrist Support Use wrist supports made of padded material.. contrast and display size to meet your needs. the support should allow you to type without bending your wrists. place the VDT screen at a right angle to the window). Keyboards Position computer keyboards so that the angle between the forearm and upper arm is between 80 and 120 degrees. Adjust the screen's brightness. Position computer screens. Following are some tips for arranging office equipment: Lighting Lighting around computer workstations should illuminate the work area without obscuring the video-display terminal (VDT) screen or causing glare. . and pictures to reduce glare during work hours (e. Place the VDT 20-28 inches away from your face. • Place the keyboard in an area that is accessible and comfortable. blinds. draperies. If a screen flickers or jumps.
.Page 17 of 18 Telephones Neck tension is a common problem caused by holding the telephone between the head and neck. Use a headset or speakerphone if you are on the telephone for extended periods of time.
g. Electrical outlets should be 3 pronged (grounded). loose wires. exposed wires fixed to the ceiling). The space should not be crowded with furniture. flexible wires running through walls. Carpets should be well secured to the floor. level. All stairs with 4 or more steps should be equipped with handrails. Phone lines. Aisles. and free of worn or frayed seams. and corners should be free of obstructions to permit visibility and movement. All electrical equipment should be free of recognized hazards that could cause physical harm (e. dry. and free of rayed or worn seams. All circuit breakers and/or fuses in the electrical panel should be labeled as to intended service. Floor surfaces should be clean. bare conductors. • The space should be reasonably quiet and free of distractions.Page 18 of 18 SAFETY CHECKLIST FOR THE HOME OFFICE The space should be adequately ventilated. Computer equipment should be connected to a surge protector. doorways. frayed wires. electrical cords and extensions wires should be secured under a desk or alongside baseboard. Circuit breakers should clearly indicate if they are in open or closed position. . File cabinets and storage closets should be arranged so drawers and doors do not open into walkways.
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