Telecommuting: A Policy

PURPOSE & SCOPE
The purpose of this policy is to define the telecommuting program of the City and the guidelines and rules under which it will operate.  It is the policy of the City of _________ to encourage and promote the use of the telecommuting work option for home offices.

PROCEDURE

SELECTION
Telecommuting is only feasible for those tasks within a job, which are amenable in whole or in part to being performed away from the main office.  Management of the City will establish employee selection criteria and select employees as the need arises.   Selection of employees shall not be arbitrary nor based on seniority, but shall be based on specific, work related criteria established by management.  Such selection criteria may include reasonable accommodation provisions for permanently disabled employees, temporarily disabled employees and displaced employees.

Employee participation in home office telecommuting is voluntary.

All forms of telecommuting imply an employer-employee relationship with the employee receiving the same benefits as a non-telecommuting colleague.  An independent contractor is not a candidate for telecommuting due to the required employee-employer relationship.

SCHEDULING
Telecommuters need regular contact with supervisors and co-workers and access to specialized files and/or equipment.  In addition, the supervisor must take actions to prevent the telecommuter from becoming isolated from central office staff.   Therefore, home office telecommuters should spend a minimum of one day per week in the main office, except under unusual conditions.

Office needs take precedence over telecommute days.  A worker must forgo telecommuting if needed in the office on the regularly scheduled telecommute day.

HOURS OF WORK AND OVERTIME
All work schedules are discretionary and require management approval.  Any work schedule (e.g. flextime, 4/10/40, etc.) may be approved for an individual telecommuter as long as the work schedule is consistent with the requirements of the employee's work week group and the provisions of the employee's collective bargaining agreement.  An employee may telecommute for part of a day to avoid peak commute periods.

Overtime and call back must be authorized by management in accordance with the provisions of any applicable rules or collective bargaining agreement.

Overtime compensation or compensatory time off will be authorized by management in accordance with the City's rules or applicable collective bargaining agreement.

As with any work schedule, temporary telecommuting assignments or changes in work schedules may be made at management's discretion to meet management needs or to accommodate an employee's request (e.g. convalescence, parental leave, etc.).

TELECOMMUTING COORDINATOR
Responsibility for the day to day coordination and management of the City's telecommuting program has been assigned to the Director of Human Resources or his/her designee.  The telecommuting coordinator will oversee the telecommuting program including compliance with policies, procedures, and guidelines.  The coordinator will be the primary contact with the City Manager's Office.  The coordinator will represent the management of the City with respect to telecommuting employees, other agencies and the public.

RESPONSIBILITY OF TELECOMMUTER
The opportunity to participate in a home telecommute program is offered only with the understanding that it is the responsibility of the employee to ensure a proper work environment is maintained (e.g. dependent care arrangements are made so as not to interfere with the work, personal disruptions such as non-business telephone calls and visitors are kept to a minimum, etc.).  Failure to maintain a proper work environment, as determined by management, provides cause for an employee's immediate termination from the agency's telecommuter program.

Telecommuting opportunities are based upon program requirements as determined by management.  Therefore, employees previously participating in a telecommuting assignment are not assured of a telecommuting assignment when returning from a leave of absence or after a job transfer.

HEALTH AND SAFETY
Home offices must be clean and free of obstructions.  The telecommuter's home office will be described specifically.  The home must be in compliance with all building codes.  The facility must be free of hazardous materials.   Telecommuting employees are responsible for ensuring their homes comply with these health and safety requirements and for so certifying as part of their "Telecommuter's Agreement."  Management may deny an employee the opportunity to telecommute or may rescind a telecommuting agreement based on safety of the home or suspected hazardous materials in the home facility.  Management may also have the home office inspected for compliance with health and safety requirements.  Inspections will be by appointment only.

If an employee incurs a work-related injury while telecommuting, worker's compensation law and rules apply.  Employees must notify their supervisors immediately and complete all necessary and/or management requested documents regarding the injury.

TERMINATION OF PARTICIPATION
Management may terminate the [agency's] telecommuting program for any reason, at any time, with advance written notice to the employees.  Whenever feasible such notice will be provided at least 30 calendar days prior to the termination of the program.

Because participation in telecommuting is a bilateral voluntary agreement, management may terminate an individual employee's participation in the program without cause, at any time, with advance written notice.  Whenever feasible, such notice will be provided at least seven (7) calendar days in advance.  Termination of an employee's participation for cause may be immediate and does not require advance written notice.   The employee may also request to terminate participation, without cause, at any time.  Management will make arrangements for the employee to begin working at the main office as quickly as possible, but no later
than 10 days after notification by the employee.

TEMPORARY TELECOMMUTING
Each department should discuss and establish criteria for authorizing temporary telecommuting to handle special needs.  Some of the situations where temporary telecommuting may be approved are the following:

• During the convalescence of an injury or illness, while an employee's child or spouse is recovering from an illness or injury and needs someone available at home, or during the last few months or weeks of pregnancy, if regular maternity leave is not desired,

• When the work office itself is not usable due to planned events (a move) or unplanned events (a fire or other disaster).

• Particularly with recovery from illness, temporary telecommuting is often combined with a part time work schedule to accommodate the needs of the employee and employer.

RENEWAL OF TELECOMMUTING AGREEMENTS
Each telecommuter/supervisor agreement should be discussed and renewed at least annually, whenever there is a major job change (such as a promotion), or whenever the telecommuter or supervisor changes positions.  Because telecommuting was selected as a feasible work option based on a combination of job characteristics, employee characteristics, and supervisor characteristics, a change in any one of these elements may require a review of the telecommuting arrangement.

Telecommuting is a work arrangement between an individual employee and his/her supervisor.   The telecommuter has no automatic right to telecommute.  A supervisor has no authority to require an employee to telecommute.  Telecommuters and new supervisors are encouraged to continue telecommuting arrangements by mutual agreement.  Neither should be required to continue a telecommuting arrangement when it is not in the best interests of either or both.

APPROVAL

Approved by City Manager             (Initials)

Date: