OUS
Chancellor’s Office Policy
Effective 01-01-99
Introduction
Telework,
also known as telecommuting, is a program under which employees
work at a place other than their traditional workplace on specified
days and at their primary worksite the remainder of the time,
retaining flexibility to meet the needs of the work unit. The
telework location may be the employee’s home or another
suitable location. Employees may use telephones and, in many
instances computers, to communicate effectively.
The
Chancellor’s office supports telework to maximize productive
work time, decrease the need for parking and office facilities,
reduce energy used for transportation, and decrease traffic congestion,
hazards, and air pollution. The Chancellor’s office supports
telework in situations where it is in the best interest of the
University System.
This
policy applies to work outside of the office for one or more days
a week on a routine basis. The policy does not apply to temporary
or occasional work arrangements such as dependent care, inclement
weather, recovery from an illness, caring for an ill family member,
or instances where an employee is assigned to work at home.
The
employee’s supervisor and the appropriate Dean/Director/Vice
Provost must approve Telework arrangements. This policy creates
no employee rights in relation to telework.
Telework
is only one form of flexible work arrangements. Others include
flextime, compressed workweeks, and job-sharing.
To ensure
an effective, productive telework program, OUS establishes the following
policy:
PSU Telecommuting Agreement
Eligibilty
Unclassified
employees who have completed trial service and normally work
an established workday are eligible to apply to become teleworkers
under this policy. Their work shall be of a nature wherein face-to-face
interaction is minimal or may be scheduled to permit teleworking.
Classified employees, who are covered under the appointing authority
of Portland State University, are eligible for telework under
the terms and conditions of the PSUtelework policy.
Tasks
that benefit from uninterrupted work time are suitable for telework.
Such tasks include writing, editing, reading, analysis, design
work, computer programming, word-processing and data entry. Telework
may not be suitable for all employees and/or positions. The need
for specialized material or equipment must either be minimal
or flexible.
Application
Employees
who desire to work at some place other than the primary workplace
on specified days shall complete a Telework Application (See
Appendix A) and submit it to their supervisor.
Each
telework schedule needs to allow adequate time at the primary
worksite for meetings, access to facilities, supplies, and communication
with other employees and customers. Telework must not adversely
affect customer service delivery, employee productivity, or progress
of an
individual or team assignment.
The
supervisor shall consider an employee request to telework in
relation to the operational and customer needs of the department.
The supervisor will take into consideration the overall impact
of the teleworker’s total time out of the primary worksite,
including flextime, compressed workweek schedules, meetings,
consultations, presentations, and conferences. The supervisor
will also consider the applicant’s demonstrated conscientiousness
about work time and productivity, and their work habits, including
their ability to be self-motivated and have minimal face-to-face
daily supervision.
The
supervisor shall generally respond within 30 days. All requests
are subject to approval by the appropriate Dean/Director/Vice Provost.
Agreement
Employees
who are approved for telework shall sign and abide by a telework
agreement (See Appendix B). The agree ment may require modification
to fit individual telework-site circumstances. A copy of the
Agreement shall be retained in the employee’s personnel
file.
Unless
otherwise stated in the agreement, the supervisor, the Dean/Director/Vice Provost,
or the employee may discontinue the arrangement, generally giving
at least one week’s notice. The parties may negotiate a
longer notice to provide for a smooth transition.
General
Provisions
A. Communication.
While teleworking, the employee shall be reachable by telephone,
fax, pager, or e-mail during agreed-upon work hours. The employee
and supervisor shall agree on expected turnaround time and the
medium for responses.
B. Conditions
of Employment. The teleworker’s conditions of employment
shall remain the same as for non-teleworking employees; wages,
benefits and leave accrual will remain unchanged.
C. Equipment.
Home worksite furniture and equipment shall generally be provided
by the teleworker. In the event that equipment and software is
provided by OUS at the telework-site, such equipment and software
shall be used exclusively by the teleworker and for the purposes
of conducting OUS business. Software shall not be duplicated.
The parties shall consult with the support manager regarding
the availability of equipment to loan. If OUS provides
equipment, the teleworker is responsible for safe transportation
and set-up of such equipment.
D. Equipment
liability. The Oregon University System will repair and
maintain, at the primary worksite, any equipment loaned by
OUS. Surge protectors must be used with any OUS computer made
available to the teleworker. The employee will be responsible
for:
- any
intentional damage to the equipment;
- damage
resulting from gross negligence by the employee or any member
or guest of the employee’s household;
- damage
resulting from a power surge if no surge protector is used;
- maintaining
the current virus protection for software.
OUS
may pursue recovery from the teleworker for OUS property that
is deliberately, or through negligence, damaged, destroyed, or
lost while in the teleworker’s care, custody or control.
Damage or theft of OUS equipment that occurs outside the employee’s
control will be covered by OUS. Teleworkers should check their
homeowner’s/renter’s insurance policy for incidental
office coverage. OUS does not assume liability for loss, damage,
or wear of employee-owned equipment.
E. Dependent
Care. Telework is not a substitute for childcare or other
dependent care. Teleworkers shall make or maintain childcare
arrangements to permit concentration on work assignments.
F. Home
Work Site. The teleworker must establish and maintain a
dedicated workspace that is quiet, clean, and safe, with adequate
lighting and ventilation. The teleworker will not hold business
visits or meetings with professional colleagues, customers,
or the public at the home worksite. Meetings with other OUS
staff will not be permitted unless approved in advance by the
employee’s supervisor.
G. Hours
of Work. The teleworker will have regularly scheduled work
hours agreed upon with the supervisor, including specific core
hours and telephone accessibility. The agreed upon work schedule
shall comply with FLSA regulations. Overtime work for a non-exempt
employee must be pre-approved by the supervisor.
The
teleworker will attend job-related meetings, training sessions
and conferences, as requested by supervisors. In addition, the
teleworker may be requested to attend “short-notice” meetings.
The supervisor will use telephone conference calling whenever
possible as an alternative to requesting attendance at “short-notice” meetings.
H. Incidental
Costs. Unless otherwise stated in the Telework Agreement,
all incidental costs, such as residential utility costs or
cleaning services, are the responsibility of the teleworker.
I.
Inclement Weather. If the primary worksite is closed due
to an emergency or inclement weather, the supervisor will contact
the employee. The teleworker may continue to work at the telework-site.
If there is an emergency at the telework-site, such as a power
outage, the teleworker will notify the supervisor as soon as
possible. The teleworker may be reassigned to the primary worksite
or an alternate worksite.
J. Inspections.
In case of injury, theft, loss, or tort liability related to
telework, the teleworker must allow agents of OUS to investigate
and/or inspect the telework site.
K. Injuries.
The employee will be covered by workers’ compensation for
job related injuries that occur in the designated workspace,
including the teleworker’s home, during the defined work
period. In the case of injury occurring during the defined work
period, the employee shall immediately report the injury to the
supervisor. Workers’ compensation will not apply to non-job
related injuries that might occur in the home. OUS does not assume
responsibility for injury to any persons other than the teleworker at the
telework-site.
L. Intellectual
Property. Products, documents, and records developed while
teleworking are property of OUS.
M. Leave.
The telework employee must obtain supervisory approval before
taking leave in accordance with OUS policy.
N. Network
Access. OUS is committed to supporting telework by increasing
network access to remote locations. However, network access
is not guaranteed.
O. Office
Supplies. OUS shall provide any necessary office supplies.
Out-of-pocket expenses for supplies normally available in the
office will not be reimbursed.
P. Performance & Evaluations. The
supervisor and teleworker will formulate objectives, expected
results, and evaluation procedures for work completed while the
employee is teleworking. The supervisor will monitor and evaluate
performance by relying more heavily on work results rather than
direct observation. The supervisor and telework employee will
meet at regular intervals to review the employee’s work
performance.
Q. Personal
Business. Telework employees shall not perform personal
business during hours agreed upon as work hours.
R. Policies.
OUS policies, rules and practices shall apply at the telework
site, including those governing communicating internally and
with the public, employee rights and responsibilities, facilities
and equipment management, financial management, information resource
management, purchasing of property and services, and safety.
Failure to follow policy, rules and procedures may result in
termination of the telework arrangement and/or disciplinary action.
S. Quality
of Work. All work shall be performed according to the same
high standards as would normally be expected at the primary
worksite.
T. Questions.
If you have questions about the telework program, or you would
like to access training material, contact the OUS Human Resources
Department, at (541) 346-5698.
U. Record
Retention. Products, documents and records that are used,
developed, or revised while teleworking shall be copied or
restored to OUS’s computerized record system. Whenever
possible, all telework related information shall be stored
in a directory designated for telework and this information
shall be backed up on a disk or on the LAN server.
V. Security.
Security and confidentiality shall be maintained by the teleworker
at the same level as expected at all worksites. Restricted access
or confidential material shall not be taken out of the primary
worksite or accessed through a computer unless approved in advance
by the supervisor. The teleworker is responsible to ensure that
non-employees do not access Chancellor's office data, either
in print or electronic form.
W.
Taxes. A home office is not an automatic tax deduction.
Teleworkers should consult with a tax expert to examine the
tax implications of a home office.
X. Telephone/Internet
Expenses. The teleworker and supervisor will use the most
efficient and effective way of handling long distance calls,
whether that is the use of a state calling card or reimbursement
of long distance business calls. If reimbursement is approved,
the teleworker will submit an expense request along with a
log of long distance business calls and an itemized copy of
the telephone bill. Such expenses may include increased charges
for Internet access and/or facsimile transmissions.
Y. Travel.
The teleworker will not be paid for time or mileage involved
in travel between the telework-site and the primary worksite.
Z. Worksite.
Telework-sites shall be in Oregon or in the same state as the
primary worksite.
