Effective Date
April 14, 2010
Date of Last Revision
April 20, 2010
Chapter Name
10.0 Other
Chapter Number
10.1
1.0 Purpose
Title
IT Telecommuting
The Division of Information Technology (DoIT) considers telecommuting to be a viable alternative work arrangement in cases where individual, job and supervisor characteristics are suited to such an arrangement.
The telecommuting arrangement allows an employee to occasionally work from home when warranted by specific conditions approved by their supervisor. The telecommuting from home arrangement is not an entitlement but a privilege granted when it is mutually beneficial to the employee and the division.
DoIT will continually monitor the program and conduct periodic assessments to ensure the telecommuting program is being carried out in a cost-effective and equitable manner.
2.0 Scope
Only full-time regular employees of DoIT who meet eligibility requirements and have successfully completed their probationary employment term are eligible.
3.0 Policy
This policy covers conditions when working from home arrangements are beneficial to both the employee and the
Division of Information Technology .
With the exception of unforeseen events such as weather closures or sudden illness, all instances of working from home must be discussed and approved in writing by the employee’s supervisor - in advance.
Telecommuting from home is permissible under the following circumstances:
• While the employee or his/her family member is recovering from an illness or injury and needs at-home assistance.
• To complete special project work that requires minimal interruption.
• When the primary worksite is inaccessible or uninhabitable due to construction, accident, inclement weather, or natural disaster - and alternative arrangements have not been provided by EMU.
• Under the reasonable discretion of the supervisor for other circumstances not explicitly specified in this policy.
3.1 Eligibility
The decision to allow an employee to utilize the work from home arrangement will be approved by the employee’s supervisor on a case-by-case basis. Factors that will be considered in the decision include:
1. Employee must be self-disciplined, and capable of working with no on-site supervision. S/he should demonstrate the ability to maintain productive work habits (i.e., working 8 hours per day, or the agreed amount per day or week).
2. Employee must demonstrate strong verbal and written communication skills.
3. Employee must demonstrate productive and organized work habits, along with the ability to make independent decisions (within their scope of responsibility) and have access to appropriate technology.
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4. Employee must be able to provide an appropriate telecommuting work environment equivalent to that provided if working on campus.
5. Employee must have a good performance record, such as, no documented absenteeism problems and positive performance evaluations.
6. Employee must have successfully completed the employment probationary period.
Employees are required to have a computer (with Internet connection) and a cell phone in order to telecommute from home. Since this arrangement is employee-requested, the University is not required to provide these devices or services to the employee.
3.2 Hours and Availability
The employee will work their normal schedule while utilizing the work from home arrangements, unless a change in schedule has been agreed upon in writing with their supervisor. Telecommuting from home is not to be for durations less than four (4) hours.
Telecommuting employees are required to be available by phone and e-mail during scheduled hours, with the exception of the lunch period and contractual break periods.
The supervisor reserves the right to require a telecommuting employee to return to the primary work location upon two hours verbal notice to the employee.
The work from home arrangement will be documented on the divisional employee calendar (currently PerlCal) to inform the Division of Information Technology (DoIT) staff.
3.3 Application Process
1.
The employee will obtain written approval to qualify for use of the work from home arrangement from their supervisor and director. Regular or reoccurring work at home arrangements (more than one day in a two-week period) must also be approved by the CIO or DCIO.
2.
Occasional telecommuting from home (no more than one day in a two-week period) must be approved in writing by the employee’s supervisor and director – in advance.
3.
When an emergency (such as inclement weather) arises, the requestor will utilize the Division of
Information Technology (DoIT) call in procedure, providing the reason for utilization of telecommuting from home.
4.
Written approval to utilize the telecommuting arrangements will be provided to the employee and a copy placed in the supervisor’s employee file.
3.4 Telecommuter Responsibilities and Obligations
1. The telecommuter is required to comply with all University policies and guidelines, as set forth in the
University’s Standard and Policy Guide as if s/he were at the primary work site.
2. Work products and programs developed by the telecommuter remain the property of the University.
3. Telecommuters will not be reimbursed for trips between their home and work.
4. The telecommuter will limit his/her performance to the EMU tasks while working at home.
5. The employee is required to modify their primary voicemail message to indicate they may be reached at an alternate phone number or they will be checking messages regularly. Employees are required to check for both e-mail and voice mail messages every 2 hours, at a minimum.
6. The telecommuter agrees to use a designated workspace equivalent to that provided on campus. This area should be free of hazards to the telecommuter and University equipment.
7. The telecommuter will provide safe and efficient working conditions.
8. The telecommuter must provide their supervisor with a written record of their daily work activities. This written record should provide sufficient detail to the supervisor for them to ensure that progress was achieved on assigned tasks.
9. The telecommuter will apply approved safeguards to protect EMU records from unauthorized disclosure or damage. Work done at the telecommuting location is considered official EMU business. All records, papers, computer files and correspondence must be safeguarded for their return to the official location.
Release or destruction of any records should only be done at the official location according to statute and regulation.
10. Telecommuters should obtain supplies stocked at DoIT and will not be reimbursed if they are obtained elsewhere.
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11. EMU will not be responsible for operating costs, home maintenance, or any other incidental cost (e.g. utilities) whatsoever, associated with the use of the employee’s residence.
3.5 Supervisor Responsibilities and Obligations
1.
Supervisor must monitor for abuse of this privilege and report potential abuse to their director and the CIO or DCIO.
2.
Supervisor must approve telecommuting in written documentation in advance and place in employees file.
3.6 Appeals
Staff members requesting an appeal for their denied telecommuting request, may schedule a meeting with the appropriate director and the CIO or DCIO. Concerns need to be written and distributed appropriately prior to the meeting.
3.7 Conditions of Employment and Pay Status
1. All employment responsibilities and conditions (i.e., compensation, benefits, vacation time, rights, privileges and disciplinary procedures) apply at the employee’s remote work site as if the employee were at the primary work site.
2. The employee works in a regular pay status while at the remote work site. The employee will only be reimbursed for authorized or pre-approved expenses incurred while working for the University, as stated in
University regulations.
3. Requests for over-time are to be approved in the manner in which they are approved on-site. Employees are prohibited from working over-time without appropriate approvals.
3.8 Termination of the Telecommuting Arrangements
The Division of Information Technology has the right to terminate the telecommuting arrangement at any time for any reason without advance notice. Such a termination will be communicated in writing from the supervisor.
Similarly, the telecommuter may terminate the work from home arrangement at any time upon written notification to the supervisor.
The Division of Information Technology has the right to terminate this policy at any time without notification or justification.
4.0 Responsibility for Implementation
Directors, CIO, or DCIO have the authority to establish telecommuting arrangements, and are encouraged to give serious consideration to all reasonable requests. Arrangements should be authorized only when it is in the best interest of the University to do so.
5.0 Enforcement
Violation of any part of the IT Telecommuting Policy will result in termination of these privileges for one (1) year from date of infringement and is enforced by directors, CIO, or DCIO for the Division of Information Technology.
Any employee found to violate federal or state of Michigan laws, EMU policies, procedures or standards of conduct, will be subject to disciplinary action under University policy. Any suspected violation of State or Federal laws will be reported to the appropriate legal authority for investigation.
Consequences for violations include, but are not limited to; verbal warnings, revocation of access privileges, disciplinary actions up to and including discharge, and criminal prosecution.
The University reserves the right to protect its electronic resources from threats of immediate harm. This may include activities such as disconnecting an offending computer system from the campus network, terminating a running job on a computer system, or taking other action.
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6.0 Definitions
Term
Telecommuting
7.0 Revision History
Description
Original
Moved from chapter 9 to chapter 10
Definition
A work arrangement in which the work is performed from home and meets the criteria specified in this policy.
Approval Date
April 14, 2010
April 20, 2010
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