Home Flexible Work Arrangements Telecommuting Guideline Ex.

Examples of Telecommuting Guidelines

Note: The following is not a University policy.  It is included here only as an example for departments to use as a guideline in establishing their own policy.

Overview
As of April 1, 2001, the Office of the Associate Vice-President for Finance shall embark on a pilot program of agreeing to telecommuting relationships with employees under very prescribed circumstances. All pilot participants in this AVPF Telecommuting Program must have a current signed Telecommuting Agreement on file. The below guidelines describe the AVPF Pilot Telecommuting Program.

Sections:

1. Recommended Qualifications of Telecommuter
2. Telecommuter Responsibilities and Obligations
3. Recommended Skills and Practices for the Supervisor
4. Work Assignment and Supervision
5. Customer Impact
6. Assessment and Evaluation
7. Work Space
8. Equipment
9. Support and Coordination
10. Appeals
11. Conditions of Employment and Pay Status
12. Accidents and Injuries
13. Liability
14. Program Parameters

1. Recommended Qualifications of Telecommuter

1.1 Employee should be self-disciplined and capable of working with little 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). The employee should be able to effectively use work time to complete projects and must be flexible.

1.2 Employee needs strong verbal and written communication skills, as well as appropriate knowledge of the use of e-mail and faxes and other computer technology.

1.3 Employee should have consistent, productive, and organized work habits, along with the ability to make independent decisions and access appropriate technological support.

1.4 Employee must have a good performance record: no documented absenteeism problems and positive performance evaluations.

1.5 Employee must be able to provide an appropriate telecommuting work environment which meets university standards laid out in "Arranging Your Workstation to Fit You" (available through the Risk Management Office).

1.6 Employee should have worked at AVPF for a minimum of one year in an on-site position. If this is not possible, the manager needs to ensure that the employee becomes familiar with AVPF culture and environment.

1.7 Telecommuting is appropriate for regular full-time employees as opposed to temporary employees unless extenuating circumstances exist.

1.8 There are certain jobs which do not lend themselves to telecommuting. Since there are many individual or work group specific situations in AVPF, performing certain tasks in a telecommuting environment is up to the supervisor or manager's discretion. Following is a sample list of tasks which may or may not be acceptable to pursue in a telecommuting environment:
Each AVPF unit may clarify additional acceptable/unacceptable criteria.

2. Telecommuter Responsibilities and Obligations

2.1 The telecommuter is required to comply with all University policies and guidelines, as set forth in the University's Standard Practice Guide (SPG), as well as AVPF policies and procedures as if s/he were at the primary work site.

2.2 Work products and programs developed by the telecommuter remain the property of the University. Questions concerning this policy should be directed to the Office of Technology Management.

2.3 The telecommuter is responsible for determining any and all tax implications or zoning regulations.

2.4 During the pilot, employees are responsible for participating in all evaluation surveys and focus groups authorized by management. All information will be kept confidential.

2.5 Beside providing group members and customers with scheduled telephone contact hours, employees/customers should have access to the telecommuter via e-mail and fax.

2.6 Certain meetings are mandatory and will require the telecommuter to come in to the office. Advance notice will be given to employees whenever possible. Telecommuters should not expect to be reimbursed for trips between their home and work.

2.7 When the employee ceases telecommuting, it is his/her responsibility to return all U-M equipment to his/her department.

2.8 The telecommuter, in agreement with the manager, will schedule his/her hours out of the office and let managers and co-workers know when and where to reach him/her. This pre-defined work schedule will be set forth in the AVPF Telecommuting Agreement

3. Recommended Skills and Practices for the Supervisors who participate in the AVPF Pilot Telecommuting Program

3.1 Supervisor should give all employees the opportunity to know about the telecommuting program and what would be expected of them should they wish to participate. Copies of the AVPF Telecommuting Guidelines and AVPF Telecommuting Agreement should be made available by request.

3.2 Supervisors should attend training or receive guidance on how to supervise telecommuters and support employee productivity. Supervisors should understand that supervising telecommuters may place additional demands on themselves.

3.3. Supervisors must exhibit effective communication skills.

3.4 Supervisors should plan to measure telecommuting performance based on employee's deliverables as spelled out in a work plan and not necessarily on direct observation. The work plan should include responsibilities, clearly defined goals and tasks, and describe objective/measurable performance expectations (both in quality and quantity).

3.5. The supervisor should define clearly for the employee what steps should be taken when a problem arises during the telecommuting work period

3.6 Wherever possible, staff meetings should be scheduled on days that the telecommuter is available. This will ensure face-to-face contact between the telecommuter and co-workers..

3.7 Research shows that some telecommuters have a tendency towards overwork when at home. It is the responsibility of the supervisor to monitor the number of hours worked beyond the agreed work day and to counsel the employee on appropriate work practices and the possibility of burnout. All overtime work must be agreed upon in advance by the supervisor.

4. Work Assignment and Supervision

4.1 The telecommuter will consult with the supervisor, through mutually agreed upon mode(s) of communication, to receive or review completed assignments. The telecommuter may be required to attend department and office meetings. The travel expenses incurred by the telecommuter are his/her responsibility.

4.2 The telecommuter agrees to limit his/her performance to the officially agreed duties while working at the approved telecommuting site. The telecommuter is to complete all assigned work according to work procedures and University regulations, as agreed upon by the supervisor and the telecommuter.

4.3 For the telecommuting pilot period, as described in the AVPF Telecommuting Agreement, the telecommuter's job performance will be reviewed informally after 30 days, and thereafter, during the third and sixth month. The telecommuter's performance will be based on criteria and expectations as agreed upon by the supervisor and telecommuter, and as documented on a work plan. The telecommuter is to keep and submit a work record using a formal or informal documented work tracking system or procedure.

4.4 The University or AVPF has the right to terminate the telecommuting arrangement at any time for any reason or no reason. Such a termination will be communicated in writing with reasonable notice from the supervisor. Similarly, the telecommuter may terminate the telecommuting arrangement at any time with appropriate notice to the supervisor.

5. Customer Impact

5.1 Customer needs should be taken into consideration in the design and implementation of any telecommuting arrangement.

5.2 A formal evaluation of customer impact should be completed before a telecommuting agreement is reached. Any pilot telecommuting program participants should be chosen to pose the lowest possibility of negative impact to customers.

6. Assessment and Evaluation

6.1 Supervisor and telecommuter should consider scheduling face-to-face performance reviews after 30 days, and thereafter at regular intervals (for example, during the third and sixth month of a six-month pilot program agreement). Weekly telephone contacts are also advised. Monthly written feedback and status reports from the telecommuter to supervisor should be discussed.

6.2 The supervisor and telecommuter should set goals and document them in a work plan.

6.3 The criteria for the evaluation of the telecommuter's performance should be the same as for on-site employees.

7. Work Space

7.1 The telecommuter agrees to use a designated work space that is conducive to working and one that meets the University of Michigan recommendations, such as described in the publication "Arranging Your Workstation to Fit You" (available from Risk Management). The work space should be free of hazards to the telecommuter and University equipment.

7.2 The telecommuter agrees to permit work site reviews by the University when necessary, provided there is at least a 24-hour notice and the inspection is within working hours. The review would ensure appropriate maintenance of University property, provide the employee with feedback about how to improve their environment, along with ergonomic compliance. It should be noted that Occupational Safety and Environmental Health will not conduct this inspection, as it does not provide this service in an employee's home.

7.3 The costs for office furniture will be the responsibility of the employee. AVPF may loan surplus office furniture if available. AVPF may provide the computing environment for the employee if possible, but the manager will make the final decision, depending on what equipment may be needed.

7.4 Telecommuters who telecommute 40% or more of their appointments may be asked to exchange private office space for shared office space. Telecommuters will be consulted before the implementation of shared space occurs.

8. Equipment

8.1 All equipment loaned by the University for the purpose of performing the job duties as agreed with AVPF is to be maintained in good working condition and used only for performing job responsibilities. The cost for maintenance for University equipment will be covered by the University, if approved by the supervisor in advance. Upon resignation or termination of this agreement, the telecommuter agrees to return the equipment loaned in good working order and in comparable condition as when loaned. Any telecommuter using University equipment at home must submit a "Request for Removal and Use of University Equipment" form.

8.2 It is the expectation that AVPF will provide one desktop machine to each employee (if required by their job duties) whether for use at the office or at home. It may be beneficial for the manager to consider requisitioning an additional machine for the telecommuter, if feasible. Personally-owned equipment may also be used at the home office, however, maintenance and repair of this equipment remains the responsibility of the employee. Access (including dial-in costs) to the UM network will be decided upon by the telecommuter and the supervisor (or manager) together, depending on the type of work done, where the telecommuter lives, and budget constraints.

8.3 The telecommuter is responsible for the safety and security of University equipment, software, data, supplies, and furniture at the telecommuting site. This includes maintaining data security and confidentiality to the same degree maintained by the University and AVPF requirements. The telecommuter may not duplicate University-owned software, as stated by the manufacturer's agreement. (See "Management of Copyrighted Software" SPG 601.3-1.)

8.4 U-M equipment and software is to be used for U-M related projects only. You may not use University equipment for unlawful purposes or for work for other employers, nor may other persons use it. (See "Work Outside the University" SPG 201.65-0 and "Conflict of Interest" SPG 201.65-1.)

8.5 AVPF may provide equipment and maintenance for University owned equipment from one or more sources: by purchasing equipment, by renting or leasing equipment, or by subcontracting the supply and support of equipment. This equipment may include whatever is required for the telecommuting employee in order to accomplish his/her work, for example: modems, fax machines, computers, telephones, or software.

9. Support and Coordination

9.1 Telecommuters will be required to bring their University-owned machines into the office for servicing. Telecommuters can also call or send e-mail to the desktop support staff for inquiries.

9.2 AVPF Human Resource Coordinators and the Human Resource Officer will coordinate the AVPF Telecommuting Program. They will oversee paperwork and ensure compliance by both the employee and manager. They will also oversee that the managers and employees involved in this program have adequate support.

10. Appeals

10.1 Staff members who feel that their denial for telecommuting is not fair may request a meeting with an AVPF Human Resource Coordinator or the AVPF Human Resources Officer and their supervisor or manager. Prior to the meeting, staff members should state their objection in writing to the AVPF Human Resource representative and supervisor or manager. The staff members manager or supervisor is the final arbiter of the decision.

11. Conditions of Employment and Pay Status

11.1 All employment responsibilities and conditions (i.e., compensation, benefits, vacation time, overtime, rights, privileges, and disciplinary procedures) apply at the telecommuting site as if the telecommuter were at the primary work site.

11.2 The telecommuter works in a regular pay status while at the telecommuting site. The telecommuter will be reimbursed only for authorized or pre-approved expenses incurred while working for the University, as stated in University regulations.

11.3 Requests for overtime, vacation, sick leave, and change of work schedule are to be approved in the same manner in which they are approved on-site, following unit or AVPF policy guidelines.

12. Accidents and Injuries

12.1 A designated work space shall be maintained by the telecommuter at the alternate work location and described in the AVPF Telecommuting Agreement. Worker's compensation liability will be limited to work-related injuries at this work space. The telecommuter is responsible for immediately informing his/her supervisor.

12.2 The University will be responsible for any work-related injuries as stated under the state's Worker's Compensation laws (if a telecommuter's alternative work site is at another state, other Worker's Compensation laws may apply).

12.3 A health and safety inspection may be conducted by a University representative in order to ensure a safe working environment. It should be noted that Occupational Safety and Environmental Health will not conduct this inspection, as it does not provide this service in an employee's home.

12.4 Transportation to or from the campus work site, and any accident that may occur in transit, is the responsibility of the telecommuter. When a telecommuter's presence is required at a campus work site, the telecommuter is not considered to have arrived at the work site until the destination is reached.

13. Liability

13.1 The Risk Management Office has provided the following information as recommended: except as stated under 8.1 and 12.1 of this agreement, the telecommuter understands and agrees that the telecommuter is liable for property damages and injuries to the telecommuter and third persons at the telecommuting site. The telecommuter agrees to indemnify and hold the University and all or any of its representatives harmless from and against any and all claims, demands, judgments, or liabilities (including any related losses, costs, expenses, and legal fees) resulting or arising from or in connection with any injury and damage (including death) to any person or property, caused directly or indirectly by the telecommuter's willful misconduct, negligent actions or performance of the telecommuter's duties and obligations under this agreement, except where liability arises solely from the negligence and misconduct of the University.

14. Program Parameters

14.1 The policy and guidelines in this document are not meant for employees who may telecommute occasionally under special circumstances. These employees should continue to work on a case-by-case basis with their supervisors or managers to make the necessary arrangements. Examples of occasional arrangements include weather conditions that prevent an employee from traveling to work, or when an employee wants to work at home to complete a special report.

Special thanks to the ITD Telecommuting Task Force chair, Suzanne Schluederberg, for the use of their Telecommunications Report.