Procedure 5.43.1 - Telework


It is the policy of Southeastern Community College that an employee’s central workplace is a college location that is owned and operated by the College or a site that is the assigned place of work or primary workstation. However, there may be times when the College activates a Temporary Telework Program to permit an employee to maintain an alternate work location other than the College central workplace such as an employee’s home or at a satellite location where official College business is performed.

A Temporary Telework Program may be activated due to reasons such as natural disaster, fire, pandemic, or other events that may cause the College central workplace location to be inaccessible, unsafe, or where there is a reasonably determined need to maintain the environmental health and safety of the College location workplace.

When the Temporary Telework Program is activated, the decision to allow an employee to telework must be approved by the direct supervisor and the President, or a supervisor who reports directly to the President.

  1. Terms of the Temporary Telework Program are defined as follows:
    1. Alternate Work Location – a worksite other than a central workplace such as an employee’s home or satellite office where official College business is performed.
    2. Central Workplace – an employee’s assigned place of work or duty station owned or operated by the College or a site that is the primary workstation. Typically, a central workplace is a duty station from which an employer, along with employees in the same work unit, performs the functions of their job.
    3. Telework/Teleworking – a flexible work arrangement in which a supervisor directs or permits an employee to perform his or her job duties away from their central workplace, in accordance with the same performance expectations and other approved or agreed-upon terms.
    4. Teleworker – an employee engaged in teleworking.
    5. Temporary Teleworking Agreement – a written agreement that details the terms and conditions by which an employee is allowed to engage in teleworking.
    6. Work Schedule – the employee’s hours of work in the central workplace and/or in alternate work locations.
  2. Guidelines for Temporary Teleworking Agreements
    1. Temporary Teleworking assignments must be designed so that a reasoned determination can be made as to the benefits of teleworking.
    2. It must be determined that work resources are used efficiently and productively.
    3. The College may allow an employee to engage in a teleworking agreement in accordance with the guidelines established by policy.
    4. The College and employee must mutually agree upon temporary teleworking arrangements; however, if situations dictate, the College may require an employee to telework or not to telework.
    5. The College reserves the right to offer the temporary teleworking opportunities to employees. Temporary, or non-temporary, teleworking is not a universal employee benefit. Any temporary teleworking situations are voluntary for the employee and at the discretion of the College; however, if an employee does not want to participate in temporary teleworking, he/she may be required to use any available, applicable, and approved accrued paid time such as annual leave, sick leave, or accept an approved status of leave without pay.
    6. Conditions of Employment – The policies and procedures that normally apply to the central workplace shall remain the same for teleworking employees. This shall include, but not be limited to, performance development. Temporary Teleworking assignments do not change the conditions of employment or required compliance with policies and rules.
    7. Advisory Note: Since the employee’s home work space is an extension of the College central workplace location, the College’s liability for job-related accidents will continue to exist during the employee’s approved work hours and the employee’s designated work location. All injuries incurred by an employee during hours worked and all illnesses that are job­ related must be reported to the employee’s supervisor and/or the Human Resource Department.
  3. Terms of Temporary Teleworking Agreements
    1. All temporary teleworking arrangements are to be supported by a review of the applicable position description with a determination of the current duties and responsibilities to continue, plus any additional duties and responsibilities as deemed appropriate.
    2. Each participant in a temporary teleworking arrangement must sign the Temporary Teleworking Agreement that contains the terms of the temporary teleworking arrangement.
    3. At a minimum, the Temporary Teleworking Agreement shall define the parameters of the temporary teleworking arrangement and shall comply with the following:
      1. Compensation and Benefits: An employee’s compensation and benefits will not change when he/she teleworks.
      2. Safety and Liability: The College shall establish procedures that provide reasonable assurance that materials, equipment, and furniture supplied to the employee at the alternate work location comply with safety standards.
      3. Restricted-Access Materials: Supervisors must grant permission for teleworkers to work on restricted-access information or materials at alternate work locations. Teleworkers shall agree to follow the College’s approved security procedures in order to ensure confidentiality and security of data.
      4. Work Hours: The total number of hours that employees are expected to work will not change, whether work is conducted at the central location or at the alternate work location. This does not restrict the use of alternative work schedules. The College must ensure that procedures are in place to track the work hours of employees who telework and to document the hours worked by employees covered by the Fair Labor Standards Act, FMLA and any other applicable state and/or federal policy. Employees shall apply themselves to their work during designated work hours and not engage in other activities that are not work­ related.
      5. Annual/Sick Leave: Employees will be required to use annual/sick leave in accordance with existing policies and procedures.
      6. Equipment and Software: The College shall set forth in the Temporary Telework Agreement conditions for the use of personal equipment and other devices.
  4. Termination of Temporary Teleworking Agreement
    The College, at its discretion, may adjust or terminate a Temporary Teleworking Agreement at any time.
  5. Guidelines for Temporary Teleworking Agreements
    1. Temporary Teleworking assignments must be designed so that a reasoned determination can be made as to the benefits of teleworking.
    2. It must be determined that work resources are used efficiently and productively.
    3. The College may allow an employee to engage in a teleworking agreement in accordance with the guidelines established by policy.
    4. The College and employee must mutually agree upon temporary teleworking arrangements; however, if situations dictate, the College may require an employee to telework or not to telework.
    5. The College reserves the right to offer the temporary teleworking opportunities to employees. Temporary, or non-temporary, teleworking is not a universal employee benefit. Any temporary teleworking situations are voluntary for the employee and at the discretion of the College; however, if an employee does not want to participate in temporary teleworking, he/she may be required to use any available, applicable, and approved accrued paid time such as annual leave, sick leave, or accept an approved status of leave without pay.
    6. Conditions of Employment – The policies and procedures that normally apply to the central workplace shall remain the same for teleworking employees. This shall include, but not be limited to, performance development. Temporary Teleworking assignments do not change the conditions of employment or required compliance with policies and rules.
    7. Advisory Note: Since the employee’s home work space is an extension of the College central workplace location, the College’s liability for job-related accidents will continue to exist during the employee’s approved work hours and the employee’s designated work location. All injuries incurred by an employee during hours worked and all illnesses that are job­ related must be reported to the employee’s supervisor and/or the Human Resource Department.
  6. Terms of Temporary Teleworking Agreements
    1. All temporary teleworking arrangements are to be supported by a review of the applicable position description with a determination of the current duties and responsibilities to continue, plus any additional duties and responsibilities as deemed appropriate.
    2. Each participant in a temporary teleworking arrangement must sign the Temporary Teleworking Agreement that contains the terms of the temporary teleworking arrangement.
    3. At a minimum, the Temporary Teleworking Agreement shall define the parameters of the temporary teleworking arrangement and shall comply with the following:
      1. Compensation and Benefits: An employee’s compensation and benefits will not change when he/she teleworks.
      2. Safety and Liability: The College shall establish procedures that provide reasonable assurance that materials, equipment, and furniture supplied to the employee at the alternate work location comply with safety standards.
      3. Restricted-Access Materials: Supervisors must grant permission for teleworkers to work on restricted-access information or materials at alternate work locations. Teleworkers shall agree to follow the College’s approved security procedures in order to ensure confidentiality and security of data.
      4. Work Hours: The total number of hours that employees are expected to work will not change, whether work is conducted at the central location or at the alternate work location. This does not restrict the use of alternative work schedules. The College must ensure that procedures are in place to track the work hours of employees who telework and to document the hours worked by employees covered by the Fair Labor Standards Act, FMLA and any other applicable state and/or federal policy. Employees shall apply themselves to their work during designated work hours and not engage in other activities that are not work­ related.
      5. Annual/Sick Leave: Employees will be required to use annual/sick leave in accordance with existing policies and procedures.
      6. Equipment and Software: The College shall set forth in the Temporary Telework Agreement conditions for the use of personal equipment and other devices
  7. Termination of Temporary Teleworking Agreement The College, at its discretion, may adjust or terminate a Temporary Teleworking Agreement at any time.

Adopted:

 

Reviewed: