P230 Telecommuting Program Telecommuting Agreement Form
Practice Directive P230
January 2000 Revised February 2013
230.1 The Telecommuting Program is designed to provide guidelines under which staff and administrative employees may participate in home telecommuting. Telecommuting is defined as working in a space specifically set aside as an office in an employee’s residence (home office). The University supports telecommuting in order to meet operational requirements and when determined to be in the best interest of the University. Primary elements of the program include identification of work expectations, home safety and ergonomic considerations, consistent interactions with the University, and on-going evaluation.
230.2All staff and administrative employees may participate in home telecommuting by mutual agreement between the employee and Dean/Director. Participation shall be based on a written and signed agreement containing the work schedule, performance expectations, duration of assignment, work place hazards assessment, equipment assignment and business related costs. The telecommuting agreement shall also include any reasonable accommodation provisions for employees with permanent disabilities, and employees with temporary disabilities. Employees are covered by the University Worker’s Compensation Program while actively performing in a telecommuting arrangement. Because participation in telecommuting is by mutual agreement, either the employee or the University may terminate participation at any time, normally with a 30-calendar day notice.
230.3 Where the provision of the Telecommuting Program are in conflict with the collective bargaining agreements reached pursuant to Chapter 12, (commencing with section 3560) of Division 4 of Title I of the Government Code, the collective bargaining agreements shall take precedence.
230.4EMPLOYEES shall maintain a consistent work schedule and consistent interaction with supervisors and co-workers. Employees shall spend a minimum of one day per week on Campus unless a medical condition prevents the employee from being able to travel or under special circumstances approved in advance by the Dean/Director. For non-exempt employees, overtime shall be authorized in advance by the Dean/Director. For all employees, use of vacation or other leave credits shall be authorized in advance by the supervisor. Employees shall ensure that their home telecommuting space complies with safety guideline as stated in the Telecommuter’s Home Safety Guidelines. In the event of a worker’s compensation injury or illness, employees shall notify their supervisors immediately and complete all necessary documents regarding the injury. Finally, employees shall confer with the University Coordinator of Disability Programs in Human Relations where the telecommuting arrangement results from a temporary or permanent disability.
230.5SUPERVISORS shall ensure that the employee has appropriate equipment in good working condition. Supervisors shall provide employees with written performance expectations prior to the commencement of telecommuting. Supervisors shall ensure that appropriate equipment and information security procedures are maintained and that all equipment issued by the University is properly documented. Finally, supervisors shall monitor the effectiveness of the telecommuting arrangement and shall provide the employee with feedback regarding performance. The Cabinet Level Officer shall approve each Telecommuting Agreement.
230.6CERTIFICATION must be provided by 1) University Risk management for safety, ergonomic and insurance considerations and 2) Human Resources for program compliance, prior to the initiation of any individual Telecommuting Agreement.