FINAL
National Oceanic and Atmospheric Administration
U.S. Department of Commerce
NOAA TELEWORK POLICY ADDENDUM FOR OAR
The approved NOAA Telework Policy, dated November 28, 2003, and distributed January 15,
2004, incorporates any and all requirements stipulated in the Department of Commerce Telework
Policy dated January 2003. The NOAA Policy provides guidance for OAR to implement a
telework program within the provisions of the Policy.
This Addendum defines the parameters in which OAR Laboratories and Program Offices may
implement a telework program under the auspices of the NOAA Policy. Laboratories and
Program Offices may wish to develop an attachment to this Addendum or add bolded
information to specific areas in this Addendum to further define discretionary areas in this plan.
Sections:
1.
INTRODUCTION: NOAA Policy applies
2.
BACKGROUND: NOAA Policy applies
3.
STATEMENT OF PURPOSE: NOAA Policy applies. OAR adds:
4.
SCOPE: NOAA Policy applies
5.
OFFICIAL DUTY STATION: NOAA Policy applies. OAR adds:
Official duty station determination must be consistent with the law and OPM.
Laboratories and Program Offices should consider the following when establishing schedules:
OPM requirements state that, “for an employee who telworks from an alternate worksite,
an agency may designate the employee’s official duty station as the location of the
employee’s main or reporting office, as long as he or she regularly commutes into that
office at least once a week. The agency must change the employee’s official duty station
to the location of the telework location (i.e., the location of his/her home, telework center,
or other alternate worksite) if the employee does not commute into the main or reporting
office, except in certain temporary situations.”
Further, OPM states, “in certain temporary situations, an agency may designate the
location of the main or reporting office as the station of an employee who teleworks on a
regular basis at an alternate worksite, such as when an employee recovering from an
injury or medical condition that prevents the employee from regularly commuting to the
worksite.”
Changing the location of an employee’s duty station may affect the employees pay rate
and travel benefits (additional information is available at website:
http:/www.opm.gov/oca/pay/html/factindx.asp).
6.
EFFECTIVE DATE: NOAA Policy applies
7.
PROGRAM OVERSIGHT AND RESPONSIBILITIES: NOAA
Policy applies. OAR adds under:
Line Office Assistant Administrators and Staff Office Directors: The OAR Assistant
Administrator delegates responsibility to the OAR Chief Financial Officer/Chief
Administrative Officer (CFO/CAO) for the development, administration, operation, and
evaluation of its telework program.
OAR Telework Program Manager: The OAR Telework Program Manager is the
Management and Organizational Development (MOD) Director who is responsibility for
OAR-Wide oversight of the Telework Program and for reporting requirements, as
needed, for inlcusion in NOAA-wide reporting requirements, mandated by the
Department. The Program Manager ensures Laboratory and Program Office consistency
and compliance with established OAR and NOAA guidelines and is lead for the telework
focal points on resolving training and implementation issues.
Laboratory and Program Offices’ Telework Coordinators: The OAR CFO/CAO
Telework Coordinators will serve as the central point of contact between the
Laboratory/Program Office and OAR’s Telework Program Manager for receiving and
distributing telework information, responding to requests for statistical and program
information, assuring telework implementing procedures and amendments are approved,
prior to implementation, and providing feedback.
Approving Officials: OAR Demo Pay Pool Managers, the Directors of Great Lakes
Environmental Research Laboratory, Pacific Marine Environmental Research
Laboratory, and Office of Global/Climate Programs, will serve as Approving Officials.
Approving Officials are also responsible for designating a telework focal point within
their Lab or Office and reporting that focal point to the OAR Telework Program
Manager. Focal Point responsibilities include: provide guidance to their
laboratory/program office; ensure training to employees; evaluate the program when
required; maintain telework records for their office, maintain telecenter usage, and
coordinate with the OAR Telework Program Manager for consistency and compliance
with established OAR guidelines.
See Section 7 of NOAA Telework Policy for Approving Officials, Supervisor, and
Employee responsibilities.
8.
POLICY: NOAA Policy applies. OAR adds under:
Telework Implementing Procedures: Telework is not a benefit or an employee
entitlement. Employee participation is voluntary.
OAR’s policy is to allow eligible employees to work at sites away from their official
workplaces during all or a portion of their regular workweek. Approving Officials may
establish work schedules–allowance for the teleworker to work all, or a specified number
of days, of the pay period at the alternative work site–as appropriate within their
laboratory/program office based on mission requirements and criteria established within
the NOAA Policy. [Refer to Section 5 on duty station location when establishing
schedules.]
Requests for a telework arrangement must be submitted through, and endorsed by, the
employee’s immediate supervisor and then cleared through the chain-of-command before
submission to the appropriate Approving Official as follows:
For OAR Headquarters employees: the CFO/CAO;
For Laboratory employees: each Laboratory Director (Pay Pool Manager);
For Program Office employees: each Program Office Director.
Modification and Termination: The overall interests of the office must take
precedence over working off-site on a scheduled off-site day if a conflict arises. When
this occurs, the employee should be allowed to re-schedule the off-site day to another day
in the same pay period. Supervisors may make adjustments of individual schedules to
meet the needs of the office.
Labor- Management Relations: The various unions that OAR employees participate in
were consulted in the development of this Addendum. No further action is necessary by
OAR management. However, Laboratories/Program Offices with unions may need to
consult with them if adding additional criteria to the OAR guidelines when developing
Laboratory/Program Office specific criteria within their addendums.
9.
REPORTING REQUIREMENTS: NOAA Policy applies.
OAR Approving Officials are required to report to the OAR Telework Program Manager
on the status and success of their telework programs. The Telework Program Manager,
in turn will provide a report to the OAR CFO/CAO. The OAR Telework Program
Manager will initiate the request for reporting information to each OAR telework focal
point based on NOAA-wide reporting requirements, mandated by the Department, at
least annually.
10.
IDENTIFYING JOBS AND DUTIES SUITED FOR TELEWORK:
NOAA Policy applies. The NOAA policy identifies generic functions, duties
suitable/not suitable for telework. OAR provides the following additional
guidance for Laboratory/Program Offices to apply in determining functions,
duties, and tasks of positions suitable/not suitable for telework:
A. Telecommuting may be feasible for work that requires:
Reading proposals
Data analysis
Reviewing or writing reports, plans, procedures, policies
Researching
Planning
Editing
Interviewing over the phone
Computer programming, data base development, data entry, word processing
Remote System Administration and Monitoring
Round-the-clock operational positions may be suitable for special projects under special
conditions
B. Teleworking may not be feasible for:
Work requiring extensive face-to-face contact with a supervisor/clients/public
Work requiring frequent access to materials or equipment not to be removed from the
building
Work requiring special equipment or facilities located only in the building
Work requiring security too costly to provide outside the building
11.
SELECTING TELEWORK PARTICIPANTS: The NOAA Policy
applies for basic eligibility. OAR Approving Officials should also apply the
Additional Factors for Consideration cited in Section 11 d) of the NOAA policy
as ancillary criteria in determining whether telework is appropriate: Conduct,
Supervision, Organization and Time Management Skills, Contact with Others,
Immovable Material, Facilities and Equipment, and Other.
12.
AUTHORIZED TELEWORK ARRANGEMENTS: NOAA Policy
(Section 12) applies.
13.
TELEWORK AGREEMENTS: NOAA Policy (Section 13) applies. OAR adds:
OAR managers and supervisors will rely on the employee’s completed Self-Certification
Safety Checklist and will not inspect the alternative worksite.
For employees who telework on an intermittent basis, a separate agreement for each
telework episode is not necessary if the employee has signed an agreement to telework on
an intermittent basis. However, each telework incident must have advance supervisory
approval through email, telephone, memoranda, or telework T/A worksheets.
14.
ESTABLISHING THE WORK SCHEDULE: NOAA Policy applies. OAR adds:
Supervisors must approve flexible alternative work schedules in advance to preclude any
unintended liability for premium or overtime pay and to ensure proper administration of
other employee benefits. In addition, care must be taken not to approve any telework
schedule inconsistent or in conflict with provisions made under the Alternative Work
Schedules program.
OAR’s policy is to allow eligible employees to work at sites away from their official
workplaces during all or a portion of their regular workweek. Laboratories and Program
Offices may establish work schedules–allowance for the teleworker to work all, or a
specified number of days, of the pay period at the alternative work site- as appropriate
within their laboratory or office based on mission requirements and criteria established
within the NOAA Policy.
Laboratories and Program Offices may allow for establishing work schedules at the
alternative work site that do not parallel regular work schedules for the traditional office
environment, in accordance with the DoC Handbook on Hours of Duty and Leave
Administration. Any such schedules must be established with approval of the
appropriate supervisor.
15.
HOURS OF DUTY, TIME AND ATTENDANCE, PAY AND OTHER
MISCELLANEOUS ISSUES: NOAA Policy applies. OAR adds:
Hours of Duty: Laboratories and Program Offices may allow for establishing work
schedules at the alternative work site that do not parallel regular work schedules for the
traditional office environment, in accordance with the DoC Handbook on Hours of Duty
and Leave Administration. Any such schedules must be established with approval of
appropriate supervisor.
Certification and Control of Time and Attendance: Laboratories and Program Offices
shall have in place procedures allowing for proper monitoring and certification of
teleworker’s time working to ensure that teleworkers are only paid for work performed
and absences are properly accounted for. Refer to
http://ohrm.doc.gov/information/handbook/handbook.htm for additional information.
Some methods are: determining reasonableness of work output for time spent, occasional
supervisory telephone calls or emails to an employee during times the employee is
scheduled to be on duty. OAR reserves the right to apply occasional visits by the
supervisor to the employee’s alternative worksite as listed in the NOAA Policy.
Overtime Work. NOAA policy applies.
Leave. NOAA Policy applies. Laboratory and Program Offices shall adhere to all
established leave procedures which remain unchanged for telework participants.
Emergency Conditions: NOAA Policy applies, with OAR amplification:
Although a variety of circumstances may affect individual situations, the principles
governing administrative leave, dismissals, and closing remain unchanged.
If the activity announces an early dismsisal (e.g. due to inclement weather to allow
employees to return home safely) and the employee is working at a telecenter, the
employee will frist follow the dismissal procedures of the telecenter, and second will
check with their supervisor for determination on appropriate dismissal from the office.
If the employee is working at home when an early dismissal (e.g. due to inclement
weather) is announced, the employee shall check with their supervisor for determination
as to whether he/she is capable of continuing work for the rest of the regularly scheduled
shift.
When an early dismissal of employees for non-emergency conditions such as on the day
prior to a Federal holiday, employees who telework will be excused. When an
emergency affects only the alternate workplace for a major portion of the workday, the
employee is expected to report to the regular office or request supervisory approval of
annual leave, compensatory time, credit hours if on a flexible work schedule, or leave
without pay. When an employee knows in advance of a situation that would preclude
working at the alternate workplace, the employee must either come to the regular office
or request leave.
Worker’s Compensation. NOAA policy applies.
Workplace Environment. NOAA policy applies with OAR amplification:
It is the responsibility of the employee to ensure that a proper work environment is
maintained. Dependent care arrangements must be made so as not to interfere with the
work. Personal disruptions such as nonbusiness telephone calls and visitors must be kept
to a minimum. The employee and family should understand that the home office is just
that, a space set aside for the employee to work. Family responsibilities must not interfere
with work time at home.
Dependent Care. NOAA policy applies, with OAR amplification:
No telework arrangement is authorized which entails the employee providing day care to
any individual.
Official Duty Station. NOAA policy applies.
16.
FACILITIES AND EQUIPMENT: NOAA Policy applies. OAR adds:
Alternative Office: OAR managers and supervisors will rely on the employee’s
completed Self-certification Safety Checklist (except for teleworkers utilizing telecenters)
and will reserve the right to inspect the alternative worksite.
Government-owned Equipment: NOAA policy applies. OAR adds guidance in the
attached OAR Information Technology Policy and Unclassified System Remote Access
User Security Agreement.
Government-owned Computer Security Issues: NOAA policy applies. OAR specific
guidance, OAR Information Technology Policy, is attached to addendum.
Installation of telephone lines: Laboratories and Program Offices may use
appropriated funds to pay for telephone line installation and monthly service charges for
telephone, cable, DSL, ISDN lines at the alternative worksite, to be used for official
government business only. Labs and Program Offices may issue Government calling
cards for use by the teleworking employee to make long-distance telephone calls to
conduct official government business. Labs and Program Offices may also allow
government-furnished cell phones as an additional line for the employee to conduct
official business.
Telecenters: Follow NOAA Policy for general guidance. Lab and Program Offices will
submit telecenter requirements to the OAR Telework Program Manager on a quarterly
basis for the succeeding quarter. The OAR Telework Program Manager will consolidate
requests and forward to the NOAA Telework Coordinator to reserve seats at the
appropriate telecenter. Each Lab/Program Office will be notified on the number of seats
allocated. Fees for the allocated telecenter seats will be billed to each Lab/Program
office on a quarterly basis. All costs will be paid from each Lab/Program Office’s
operating budget. Actual usage, including swaps, cancellations, etc. will be managed by
each OAR Lab and Program Office.
17.
SECURE OPERATIONS: NOAA Policy applies. OAR
Information Technology Policy further defines Lab and Program Office
responsibilities. OAR Labs and Program Offices my use, but are not limited to,
methods (such as a checklist suggested in the NOAA Policy and outlined in the
OAR Information Technology Policy) to certify that adequate physical and
environmental security measures are in place to protect the equipment from being
accessed by unauthorized individuals. The security measures in place shall be
annotated in the Telework Application and Agreement.
18.
PREPARING FOR THE TELEWORK ARRANGEMENT: NOAA Policy applies.
19.
PRIVACY ACT, SENSITIVE OR CLASSIFIED INFORMATION:
NOAA Policy applies and refer to OAR Information Technology Policy.
20.
21.
TELEWORK ORIENTATION AND TRAINING: NOAA Policy applies. In
addition to NOAA’s web-based telework orientation, OAR Laboratory and Program
Office telework focal points have access to and/or receive telework guidance in order to
provide training sessions for their supervisors and employees.
OTHER ISSUES: NOAA Policy applies, with OAR amplification:
Dependent Care. Telework is not intended to serve as a substitute for dependent care.
Generally, telework will not significantly reduce dependent care costs. However,
telework may reduce dependent care costs by reducing the number of hours of care
necessary due to commuting time saved. In some cases, it could eliminate the need for
before or after school care.
The opportunity to participate in the program is offered only with the understanding that
it is the responsibility of the employee to ensure that a proper work environment is
maintained (e.g. dependent care arrangements are made so as to not interfere with the
work, personal disruptions such as non-business telephone calls and visitors are kept to a
minimum, etc.) The employee and his/her family should understand tha the home office
is just that, a space set aside for the employee to work.
Tax Benefits: See NOAA Policy.
22.
OAR Information Technology Policy
1.0
References
.12
1.2
1.3
1.4
1.5
2.0
NAO 212-13 NOAA Information Technology Security Management
NAO 212-14 NOAA Use of Internet
Department of Commerce Internet Use Policy
NOAA Policy on the Use of Internet and Electronic Mail
OAR Remote Access Policy
Roles and Responsibilities
2.1
Chief Information Officer (CIO) – The Chief Information Officer is
responsible for establishing IT policies for telework.
2.2
Designated Approval Authority – The Designated Approval Authorities
(Laboratory and Program Office Directors) are responsible for administering the
telework program in their respective organizations, including ensuring
compliance with all applicable policies and procedures and identifying positions
suitable for the telework option.
2.3
Senior IT Manager (SITM) – The Senior IT Managers are
responsible for the following:
2.3.1 Providing IT services and support as determined by their
Designated Approval Authority
2.3.2 Enforcing IT security policies for telework employees
2.3.3 General oversight regarding equipment and other
information and computer needs associated with telework
2.3.4 Defining the appropriate data communications equipment,
software, and services for telework.
3.0
Policy
3.1
Personal Computer System
3.1.1 Equipment – Employees who telework may be
approved by the Senior IT Manager to use their personal
computers and equipment for work on non-sensitive, unclassified
data.
3.1.2 Maintenance – The employee is responsible
for the installation, repair, and maintenance of all personal
equipment. OAR assumes no responsibility for any operating
costs associated with an employee using his or her personal
equipment, and residence as an alternative worksite. This
includes home maintenance, insurance, and utilities.
3.1.3 Software – Personal computer software and
operating systems used for telework must be properly licensed.
Personal computers must also meet the following criteria for use in
telework:
3.1.3.1 Must be configured not to “remember”
NOAA or OAR passwords.
3.1.3.2 Must not share or reveal NOAA or OAR
usernames and passwords to anyone (including family members) to
prevent unauthorized access to NOAA and OAR IT systems and
data.
3.1.3.3.Must install, configure to automatically update (at
least monthly), and run anti-virus software on personally
owned equipment. NOAA provides anti-virus software for
home equipment.
3.1.3.4 Must adhere to NOAA Incident Response Guidelines if there is a
security breach on a personally owned computer. Guidelines are
available on the NOAA Computer Security Program web site
(https://www.csp.noaa.gov/noaa/ncirt/index.html).
3.1.4 Connectivity – Where possible, a telework employee, using
a personal computer, shall use his/her own Internet Service Provider, to
gain access to the Internet. Connectivity may be provided for employees
that are required to telework, at the discretion of the Senior IT Manager.
3.2
Government-Furnished Computer Systems
3.2.2
3.2.1 Equipment – Government-furnished equipment must abide
by the following guidelines:
3.2.1.1 Employees who are required to telework
may be provided with equipment at the discretion of the Senior IT
Manager. Government-furnished equipment is for official duties
in accordance with applicable use policy.
3.2.1.2 Family members and friends of the
teleworkers are not authorized to use any government-furnished
equipment.
3.2.1.3 The employee must return all
government-furnished equipment and materials to the agency at the
conclusion of teleworking arraignments or at the request of the
Senior IT Manager.
3.2.1.4 Property management of
government-furnished equipment is the responsibility of the
property custodian at the local site.
Maintenance – The Senior IT Manager is responsible for the
installation, repair, and maintenance of all government-furnished
equipment. This may (at the discretion of the Senior IT Manager) require
employees to return government-furnished equipment to the Senior IT
Managers periodically so maintenance can be preformed on the
equipment. However, OAR assumes no responsibility for any operating
costs associated with an employee using government-furnished equipment,
and residence as an alternative worksite. This includes home
maintenance, insurance, and utilities.
3.2.3 Software – Personal computer software and operating
systems used for telework must be properly licensed.
Government-furnished computers must also meet the following criteria for
use in telework:
3.2.3.1 Must be configured not to “remember”
NOAA or OAR passwords.
3.2.3.2 Must not share or reveal NOAA or OAR
usernames and passwords to anyone (including family members) to
prevent unauthorized access to NOAA and OAR IT systems and
data.
3.2.3.3 Must install, configure to automatically
update (at least monthly), and run anti-virus software on personally
owned equipment. Anti-virus software is provided by NOAA for
home equipment.
3.2.3.4 Must
adhere to NOAA Incident Response
Guidelines if there is a security
breach on a personally owned
computer. Guidelines are available
on the NOAA Computer Security
Program web site
(https://www.csp.noaa.gov/noaa/ncir
t/index.html).
3.2.4 Connectivity – Where possible, a telework employee, using
government-furnished equipment, shall use his/her own Internet Service
Provider, to gain access to the Internet. Connectivity may be provided for
employees that are required to telework, at the discretion of the Senior IT
Manager.
3.3
Information Security
3.3.1 Employees are responsible for being aware of and in
compliance with all IT Security policies that apply to teleworking.
3.3.2 All teleworking employees are required to sign a Remote
Access Agreement in addition to the Telework Application and
Agreement. The Remote Access Agreement is provided by the Senior IT
Manager (see attached sample agreement).
3.3.3 Employees must not store sensitive information on the
fixed media of portable computer devices or palm-type devices.
3.3.4 Employees must not program portable IT devices with
passwords in scripts.
3.3.5 Acceptable options for storage and use of sensitive
information are:
3.3.5.1 Use removable media and password protect
the media and/or files;
3.3.5.2 Use removable media and encrypt the data,
do not leave the removable media in the IT device after use;
3.3.5.3 Place sensitive information on controlled
access cards or papers (without explicit identification of locations
or systems). Controlled access means the cards/papers are
uniquely identified and are signed out when needed and signed
back when the task is completed.
3.3.6 Employees shall supply the security measures that will be
used at the alternative worksite (see suggested measures below). These
measures shall be noted, under Equipment and Supplies, in the Telework
Application and Agreement between the supervisor and teleworker.
3.3.7 Working Environment
3.3.7.1 OAR managers and supervisors must ensure
that the designated work space or work station of the employee has
adequate physical and environmental security measures in place to
protect the equipment from being accessed by unauthorized
individuals.
3.3.7.2 Managers and supervisors will rely on the
teleworker’s completed applications and agreement, to ensure
compliance and shall not inspect the alternative worksite.
3.3.7.3 The following issues within the designated
work area may be address, including (but not limited to):
3.3.7.3.1 What security measures will be in effect for Privacy Act
records for the handling and confidentiality of the data,
if appropriate?
3.3.7.3.2 What security measures will be in effect to deny
unauthorized individuals, including family members,
access to the equipment and/or work area?
3.3.7.3.3 What physical security measures will be in effect in the
telecommunication aspect of telework to protect
unauthorized access to the system (i.e. passwords, access
codes, etc)?
3.3.7.3.4 What procedures will be in effect if the teleworker’s
computer needs service regarding information that is
stored on magnetic media?