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Thurston County Policy Number: 15.1 - Teleworking

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Thurston County
Policy Number: 15.1 - Teleworking

Effective Date: 5/8/00
Revision Dates:

1. PURPOSE

This policy addresses the requirements for teleworking in Thurston County. It allows individuals and their managers to design their own teleworking arrangements within the guidelines and requirements of this policy.

2. DEFINITIONS

  1. Teleworking: Teleworking is also known as telecommuting and it is the practice of working from home, instead of commuting to a designated office. Emphasis is placed on information or communication exchange through telephones and remote devices, such as computers, modems, and fax machines, so an employee may work off-site. In some cases, the telephone may be the only necessary communication equipment. Teleworking is an option that management may use when appropriate. It is a privilege extended to employees as a voluntary option with a clear understanding that not every job or employee may be adaptable or compatible for remote work.
  2. Designated office: The employee's usual and customary Department/Office work address.
  3. Alternate work-site: The employee's home.
  4. Teleworking schedule: Teleworking is a flexible deployment of staff to meet department/office needs. Telework may occur on a regularly scheduled basis or be intermittent or episodic as defined in the teleworking agreement.

3. TELEWORK AGREEMENTS

  1. Employees desiring to telework must complete teleworking arrangement checklists and sign a Telework Agreement. The employee's supervisor and appointing authority must also sign the checklist and agreement.
  2. Teleworking arrangements: Requires mutual agreement by the teleworker and manager and subject to the approval of the appointing authority. Management or the teleworker may terminate the voluntary telework arrangement at any time, for any reason.

4. CRITERIA FOR EMPLOYEE PARTICIPATION

  1. Participation as a teleworker is voluntary. Criteria for participation include adaptability of the job for teleworking, aptitude of the employee for teleworking, and approval of the supervisor and appointing authority. Other factors that will be considered in selecting teleworkers are attendance, skill, ability and performance.
  2. Performance Characteristics: These performance characteristics should be considered prior to entering into a teleworking agreement:
    1. Works alone effectively.
    2. Completes assignments independently, on time, meeting quality standards.
    3. Asks for assistance when needed.
    4. Communicates information fully and timely to leadership, coworkers, support staff and customers.
    5. Sets appropriate priorities.
    6. Maintains a suitable workspace.
    7. Demonstrates dependability and responsibility by meeting attendance standards, completing work assignments as scheduled and maintaining confidentiality.
    8. Operates and maintains computer or other equipment independently.
  3. Job Characteristics: Jobs suitable for teleworking generally have the following characteristics:
    1. Face-to-face interaction can be scheduled.
    2. The needs of both internal and external customers can be satisfied from the remote workplace.
    3. Ability to schedule workflow so that work that can only be done at the designated office can be completed on non-teleworking days.
    4. Clear objectives can be set and tasks can be clearly defined.
    5. Job contains tasks that can be completed at a remote site.
  4. Other Prerequisites Needed to Qualify:
    1. Evidence of a suitable work site.
    2. Employee must agree to sign and abide by the Teleworking agreement.
    3. Approval of supervisor and appointing authority.
    4. Participation of both employee and supervisors in training about teleworking.
    5. The employee must make and maintain dependent care arrangements to permit concentration on work assignments.

5. WORK PERFORMANCE

The performance standards for teleworking employees should be equivalent to standards used when the employees are working at their designated office. This policy does not change or waive standards of performance or behavior.

6. COMMUNICATION

Teleworkers must maintain effective communication with their supervisors and co-workers. Teleworkers, their supervisors and coworkers will devise procedures for effective communication. Communications should allow the teleworker's location to be undistinguished from the designated office.

7. TRAINING

Teleworkers and their supervisors should participate in training before beginning to telework. The training includes such topics as the Teleworking Policy, performance standards, customer service, and impact on workflow and communication among the workgroup.

8. COMPENSATION AND BENEFITS

Compensation and benefit plans are not affected by teleworking.

9. WORKER'S COMPENSATION

Teleworkers will be covered by worker's compensation for work related injuries that occur during work hours while teleworking at the alternative work site.

10. LIABILITY

The county is not liable for any injuries to family members, visitors and others in the employee's alternative work site.

11. WORKPLACE SAFETY AND ERGONOMICS

  1. Teleworkers will set up and maintain the alternative work site in a safe, unobstructed and clean fashion so that it complies with all laws regulating work areas. This includes following basic safety precautions such as eliminating trip and fall hazards, avoiding heavy lifting and ensuring proper lighting and furniture, and electrical connections. The employee must take precautions to avoid accidents.
  2. The teleworker is responsible for any home maintenance or construction costs associated with the use of the employee's home for teleworking. No reimbursement will be provided for maintenance, insurance or utilities.
  3. The teleworker must allow their supervisor or another representative of the county to inspect the alternative work site to ensure adequate health and safety and to inspect any county owned equipment. Twenty-four (24) hours' notice will be given to the employee prior to inspection.

12. HOURS OF WORK

  1. Work schedules must comply with the Fair Labor Standards Act, county policies, and collective bargaining agreements governing overtime and compensatory time. Teleworkers must get pre-authorization to work overtime.
  2. The policy requires teleworkers to work an agreed upon schedule. Management may call teleworkers into work in the designated office during any scheduled work hours. Teleworkers must attend staff meetings and training as required and approved by their supervisor.
  3. Requests to use leave, whether paid or unpaid, must be pre-approved by the supervisor.

13. EXPENSES

  1. The appointing authority is authorized to approve expenditures for software, communications devices and office supplies needed by teleworkers for their alternative work site.
  2. The County does not cover costs of remodeling or furnishing the alternate worksite if it is located in the employee's home or household expenses such as heating and electricity. The County does not provide commuting expenses between the teleworking location and the designated work site.

14. EQUIPMENT AND INFORMATION SECURITY

  1. The employee is responsible for maintaining and safeguarding office equipment that is used at an alternate work site.
  2. Any hardware or software provided by the County remains the property of the County and shall be returned at the end of the teleworking agreement. Teleworkers may not copy or distribute County-provided software. No unauthorized hardware or software may be installed on any County owned equipment.
  3. Teleworkers shall comply with computer software licensing agreements, County policies and other applicable laws including copyright and patent laws.
  4. Teleworkers must use approved surge protectors and virus scanning software. They must use equipment compatible with existing county systems. The teleworker is also responsible for proper file maintenance and backup of documents.
  5. Employees must safely store diskettes and papers. Products, documents and other records used and/or developed while teleworking remains the property of the County. The teleworker must follow the County's department's or office's policies on confidentiality, access and retention of public records.
  6. Should the equipment at the site fail, the teleworker will make arrangements for repairs and return to work at the designated work site.

15. PROCEDURES AND FORMS

  1. Employee and Administrative Services shall adopt procedures and forms to implement this policy. Procedures and forms may include the following:
    1. Teleworker Selection Guide
    2. Telework Office Checklist
    3. Telework Application
    4. Teleworking Agreement