Procedure 6.28.1: Telecommuting Procedures

Effective Date: Tue, Nov 13, 2007

Supervisors shall evaluate positions within their area of responsibility to determine if there are those that may be effectively performed off-site. When considering telecommuting, the supervisor and employee are responsible for ensuring that the following conditions are met:

  1. Telecommuting does not adversely affect the College, departmental assignments/projects, customer relations, employee’s completion of assigned duties, or other work areas;
  2. There is adequate and suitable work available for the employee to perform at home or other locations with no supervision;
  3. The position is appropriate for a telecommuting arrangement; and
  4. The employee has maintained a good work record prior to making his/her request to telecommute. (For example, no excessive or unexcused absences and no corrective action within the last six months of employment.)

Employees interested in telecommuting should discuss with their managers whether telecommuting is an option in their current position. If the manager agrees, the manager should present the option to the President. It if is determined that it is suitable for an employee to telecommute, a draft agreement shall be written. The agreement shall be signed by the employee, the employee’s manager, and the President and will be included as an addendum to the employee’s employment contract. The agreement shall include at a minimum:

  1. The hours and days the employee shall work and those times when the employees must be present in the workplace. The employee shall be available at all time during the hours and days scheduled to work.  (NOTE: It is recommended that telecommuting employees be required to spend some time in the office so that they are available for one-on-one consultation with other employees. The agreement should state that regardless of the hours agreed upon, the employee is responsible for attending all scheduled meetings whether or not those meetings take place on his/her scheduled days in the office.);
  2. Acknowledgment that the employee has a suitable home office environment equipped with computer, telephone, fax, and other support systems; (NOTE: consider who is responsible for cost of equipment, etc – in some cases, if employees has equipment, then the cost of upkeep of personal equipment may be considered)
  3. The performance criteria that will be used to determine whether the telecommuting arrangement is effective. The manager needs to articulate how he/she will measure the productivity of the telecommuting employee;
  4. The reporting requirements for the telecommuting employee (NOTE: It is recommended that telecommuting employees be required to check voice mail and e-mail every two hours and respond.);
  5. Acknowledgment that the telecommuting arrangement may be revised or discontinued at any time. (NOTE: It is recommended that the agreement have a defined duration – some recommend as short as three months. If the employee is doing well telecommuting, a new agreement should be executed for an additional three to six months. This ensures that managers review the employee’s performance while telecommuting and keeps the employee from developing an “entitlement mentality” regarding telecommuting.)
  6. In order to be eligible for telecommuting, the employee must be employed as a full-time faculty or staff member by the College a minimum of one full year.
  7. The College has determined that some positions within the College, by their very nature, do not lend themselves to telecommuting. For example, positions that require the supervision of other employees usually cannot be performed off-site, as it is an integral part of the position that the supervisor be available to answer questions and coach employees.
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