Work-at Home (Telecommuting)

It is the policy of the University of Virginia normally to have work performed on University premises. Exceptions to this policy are permitted according to the guidelines below. This policy applies to employees in the University Academic Division (Agency 207).

"Telecommuting," "flexplace," or "working at-home" is defined as allowing employees to work away from the employer's premises one or more days a week and communicate by computer, telephone, fax machine, or other means.

The typical characteristics of the at-home worker include:

• Being able to work independently without close supervision. This involves the ability to deal with periods of isolation from the supervisor and fellow employees.
• Willing to work alone.
• Having strong and proven communication skills.
• Knowing how to manage time effectively.

Managers/supervisors should:

• Be experienced in a managerial capacity and administering policies.
• Have strong communication skills.
• Understand the meaning of at-home work.
• Be willing to manage someone "unseen."

Procedure

Establishing a Work At-Home Arrangement

Guidelines

A written justification of "business need" or "condition" should be made to the respective vice president and/or his/her designee unless approval is delegated to a dean or department head. An employee requesting "work at-home" is not a sufficient "business need."

Approval of work at-home arrangements is made on a case-by-case basis.

Approvals should be based on the position's duties and responsibilities, as well as the employee's record of performance and other factors, each independent of one another.

The approval of an employee's work at-home request does not mean that another employee who later may fill that same position will be authorized to work at-home.

Also, an employee who changes positions or is reallocated may not necessarily continue to work at-home.

The department head must approve each telecommuting (work at-home) request/agreement. Further each request/agreement must be submitted to the appropriate HR Consulting Services Manager for your school or department or the Director of HR Consulting Services for approval.

Institutional and business-related conditions that should be met for a work at-home request:

The proposed work at-home position should readily lend itself to a work at-home (telecommuting) situation. Possible jobs that lend themselves to a work at-home situation include accountant, architect, or programmer/analyst.

Examples of positions not conducive to a work at-home situation include a secretary, receptionist, office support position, trades/craft job, housekeeping worker, laboratory specialist, and most health care providers.

A work at-home arrangement must be cost neutral. It must not result in a decrease in employee productivity or an increase in the cost of business operations, such as cost of insurance, equipment, managing the offsite employee. It is preferable that work at-home arrangements result in a measurable cost savings, such as a reduction in space needs or an increase in employee productivity.

Note: In certain cases, the work at-home arrangement could be considered a "reasonable accommodation" for a disabled employee covered under the Americans with Disabilities Act (ADA). The University will assess whether a reasonable accommodation for an employee will cause an "undue hardship" on the employer. The provisions of ADA do not extend to family members. The Employee Relations Division in the University Human Resources should be contacted regarding ADA issues.

Criteria for a Salaried and Wage Employee to Work At-Home

A new salaried employee who is hired to work at-home should work on-site during part of his/her probationary period. An employee deemed "less than proficient" in his/her position should not be eligible to work at-home.

A non-probationary salaried employee is eligible to work at-home if he/she has been rated as "meets expectations" on the most recent performance evaluation.

A wage employee may be hired or assigned to work at-home as a condition of employment.

Conditions of Employment Governing the Work At-Home Arrangement

The At-Home Worker's Hours of Work/Schedule

Each at-home worker should have a formal work schedule defining standard hours of work in which the employee's duties and responsibilities are to be performed.

Normally, this schedule is Monday through Friday, 8 a.m. to 5 p.m. as prescribed by University policy. The same University policies and procedures should be followed to include starting work times, breaks, lunches, and ending work times.

Employer Visits to the At-Home Worksite

Management reserves the right to visit the employee's home work site. Prior notice of a visit by management is not required during the employee's scheduled working hours.

Managers and supervisors must have the employee's permission to enter the employee's home (work site).

University (Employer) Equipment in the Employee's Home

Management reserves the right to remove University-owned equipment, materials, working papers, official or working documents from the work at-home site. This includes computer hardware and software that are University property.

Note: Managers and supervisors must have the employee's permission to enter the employee's home (work site).

University equipment used in a work at-home situation should be inventoried by the respective department and signed for by the employee.

Termination of the Work At-Home Arrangement

Management reserves the right to end the work at-home arrangement at any time.

Under most circumstances, a reasonable notice period should be provided.

Responsibilities

Responsibilities of the Requesting Department

To administer the work at-home policy.

To establish a sound communication plan with the at-home worker, including:

• Periodic scheduling of supervisor-employee meetings;
• Attendance at regular employer-sponsored staff meetings;
• Notification of office events; and
• Periodic performance reviews.

To establish with the at-home worker a place of work in the home that is principally used to perform the employee's required work.

To establish a process of submitting hours worked, whenever necessary.

Responsibilities of the At-Home Worker

To assume complete responsibility for safeguarding all University-owned equipment including computer hardware/software, calculators, transcription equipment, etc., which is provided for the work site.

To agree not to use, or allow use by non-University employees, of any University-owned equipment including computer hardware/software, calculators, transcription equipment, etc., for non-University use. Non-University use includes employees or persons holding non-University jobs, independent contractor work, etc.

To be responsible for the safekeeping of any confidential materials, official or working documents, transcription tapes or other forms of media relating to patients, employees, or the business activities of the University,

Current August 13, 2008