Procedure addressing HR 27.0 Telework Policy.
It is important that the college establish fair and equitable processes to determine whether an employee is successful in using telework. Supervisors have discretion to decide whether an employee is a candidate for telework.
Employee Selection Guidelines/Telework Feasibility Review
Beyond job suitability, employees must demonstrate qualities that support successful teleworking. Key considerations include, but are not limited to:
- Non-probationary status (exceptions may be considered on a case-by-case basis).
- Strong time management and communication skills.
- A proven ability to work independently while consistently meeting quality and productivity expectations (i.e., accurate task completion and adherence to deadlines).
- Self-motivation and adaptability.
- A history of dependability, including no tardiness or unapproved absences in the past six months.
- Satisfactory performance reviews.
- Demonstrated proficiency with relevant computer hardware and software.
Other Requirements
To be considered for teleworking, employees must:
- Express interest by completing a Telework Application.
- Obtain supervisor and/or PLT member approval.
Supervisors should:
- Commit to invest the necessary time to support the employee’s performance while teleworking.
- Forward signed teleworking applications to the Vice President for Human Resources (HR) for review and record-keeping.
Teleworking staff must adhere to all departmental and institutional policies, including, but not limited to, policies regarding confidentiality of information, work schedules, work hours, use of equipment, ethics, performance, leave use, and tracking work hours. All time off and leave provisions under applicable policy, or the collective bargaining agreement for represented employees, continue to apply under a Teleworking Agreement.
Job Responsibilities
Teleworking does not alter an employee’s job responsibilities. Expectations for timely completion of work to established standards, attendance at meetings, responsiveness to clients/customers, and other performance criteria are the same for teleworking and non-teleworking employees.
Departments/schools will apply the same performance standards to employees regardless of work location.
Designated Alternative Work Site
The employee’s traditional on-campus worksite remains their official work location. The designated alternative worksite, typically a dedicated workspace within the employee’s home, must be maintained in a clean, professional, and safe condition, free from distractions and non-work-related obligations.
Employees are responsible for any tax implications associated with their alternative work location.
Computers, Software, and Equipment
Teleworking generally requires a designated remote workspace, a computer, internet access, and a telephone. Equipment needs will be determined on a case-by-case basis by the college in consultation with the employee and their supervisor.
Employees who telework are expected to maintain access to reliable internet service and a computer capable of supporting college systems and platforms. This includes the use of a current, modern web browser that is compatible with college applications.
Employees are responsible for ensuring their browser and system software remain up to date to maintain security, functionality, and compatibility with college systems. Technical difficulties arising from the use of unsupported or outdated technology may impact an employee’s ability to telework and may be subject to review.
- Employee-Supplied Equipment
- Employees will typically be responsible for supplying and maintaining their own equipment for teleworking.
- The college is not responsible for depreciation, upgrades, damage, or repairs to personal equipment used for teleworking.
- College-Supplied Equipment
- Employees agree to protect any college-owned equipment and to use the equipment only for official purposes.
- Use of such equipment by household members or anyone else is prohibited.
- The college agrees to service and maintain any state-owned equipment issued to the teleworking employee.
- Any equipment provided to the employee must be returned upon request by the college, upon resignation or termination of the employee, or if the Telework Agreement is discontinued by either the employee or college.
- The college agrees to provide the employee with all office supplies necessary to complete the assigned work tasks.
- Security and Confidentiality
- If an employee is using college-owned equipment (laptop computer, desktop computer, printer, etc.) for teleworking purposes, this equipment must be properly maintained and protected from damage or theft. This may include ensuring that electrical outlets are properly grounded and computer equipment is protected with a power surge protector.
- Employees are responsible for the proper use of college-owned equipment and supplies.
- Employees assume responsibility for the loss of college-provided equipment and damage that results from negligent use or handling.
- Employees are prohibited from transmitting college-owned documents, records, or materials—whether physical or electronic—to or from a remote work location unless explicitly authorized by their supervisor and in accordance with applicable college policies. This includes documents containing confidential, sensitive, or protected information.
- All college data must remain securely stored on college-managed systems and may not be transferred, duplicated, or stored on personal devices or outside platforms.
- Employees are responsible for ensuring that any college materials used during telework comply with all applicable policies related to records management, data privacy, and information security.
- Disposal of confidential materials is to be completed only at the college’s facilities.
- Employees shall protect college records from unauthorized disclosure or damage and will comply with requirements of the Privacy Act of 1974, 5U.S.C. 552a.
Supplies
The college will provide necessary nominal office supplies (e.g., pens, paper) for employees working remotely. Other equipment or expenses will be considered on a case-by-case basis between the employee and their supervisor.
Compensation
The college provides workers’ compensation and liability protection, as required by state statutes, for job-related injuries that occur while the employee is working within the designated location and approved work schedule. However, the college is not responsible for any activities, damages, or injuries that are unrelated to official job duties or beyond its control.
Liability
The college is not responsible for the employee’s personal property. Workers’ Compensation liability applies only to scheduled work hours and designated workspaces and does not extend to the entire alternative worksite.
Application Process
Employees interested in participating in the Teleworking Program must complete, sign, and date a Teleworking Application.
The employee will submit the completed Telework Application to their immediate supervisor, or designee, for review. For requests of more than one day per week, the supervisor will obtain approval from the appropriate member of the PLT for the employee’s department or school. Once the necessary approvals are secured, the supervisor will forward the application to HR for final review by the Vice President for HR or their designee.
Telework Agreements are meant to be responsive to the changing needs of the workplace, and should be reviewed and updated both as needs change and, at a minimum, annually.
Employee requests to telework as a work accommodation are handled through the accommodation process. Employees should discuss concerns about accommodation-related telework requests with HR/Benefits.
Work Schedule and Overtime
The employee’s official work schedule will be mutually agreed upon by the supervisor and the employee and documented in the telework application. If telework is assigned, the employee will be required to adhere to their regularly scheduled hours, and the number of hours an employee is expected to work remains unchanged.
Employees and managers are required to comply with all timekeeping and overtime regulations defined by state or federal law (e.g., the Fair Labor Standards Act), collective bargaining agreements, or college policy. Overtime-eligible employees must receive prior approval from their supervisor to work overtime. Supervisors must ensure accurate recording of hours worked. For employees who are represented by a union, refer to the applicable contract language addressing hours of work, overtime, and scheduling. Failure to comply with this requirement may result in the immediate termination of the Telework Agreement.
In-person, on-campus attendance may be required during an employee’s designated telework day.
Denial Appeal Process
Initial Notification of Denial
The employee will receive a written response from their supervisor or Vice President for HR, or designee, explaining the reason(s) for denial of the telework request. The response will include information about the appeal process.
Submission of Appeal
The employee must submit a written appeal to their supervisor, respective PLT member, and the Vice President for HR or designee within 10 business days of receiving the denial. Appeals submitted after the 10-business-day window may not be considered unless a valid justification for the delay is provided.
The appeal must include:
- A copy of the original telework request
- A copy of the denial response
- A statement outlining the employee’s rationale for the appeal, including any additional context or clarification
Review of Appeal
The President or their designee will assess the appeal, considering:
- The nature of the employee’s role and responsibilities
- Operational needs of the department or unit
- Equity and consistency across similar positions
- Any relevant policies, procedures, or collective bargaining agreements
The President or their designee may request a meeting with the employee and/or consult HR as part of the assessment.
Final Determination
The President or their designee will issue a written response to the employee within 10 business days of receiving the appeal.
The determination will either uphold the original denial or approve the request (in full or in part), along with a rationale.
Finality of Decision
The decision of the President or their designee is final.
