UIndy Telecommuting Policy

Responsible Offices: Human Resources, Information Technology, Office of General Counsel & Risk Management

Effective: March 2019

Purpose

This policy is intended to provide guidance for telecommuting arrangements for employees.

Scope

All Staff

Telecommuting: a work arrangement where an employee performs his/her usual job duties from another location away from the usual workplace.

Policy Statement

With prior approval, employees, whose job responsibilities are suitable for telecommuting, can complete part or all of their normal business day from another location away from the usual workplace. Telecommuting requests, for non-location critical positions, may be approved with the following guidelines.

General Guidelines:

• The University may, in its sole discretion, restrict or revoke telecommuting privileges at any time.
• No University employee is entitled to or guaranteed the opportunity to telecommute.
• Some positions may not be eligible for telecommuting due to the nature of the employee’s work. Eligibility will be determined by supervisors.
• Telecommuting requests must be approved in advance by the employee’s supervisor.
• Frequency and regularity of an employee’s telecommuting will be determined by supervisors.
• The supervisor determines work to be performed and documentation of time spent may be requested.
• The employee must be reachable during normally scheduled working hours by phone, email, text, chat just as if the employee was in the office in person. It might be necessary for calls to be forwarded to a cell phone in order to successfully telecommute.
• If the employee routinely receives business phone calls throughout the work day, he/she should plan on checking voicemail frequently.
• Supervisors and managers may cancel a pre-approved telecommuting day if required for operational/business needs, special events, or emergencies.
• Because telecommuting is a privilege, University management reserves the right to review any telecommuting arrangement at any time in light of employee performance as determined by the following factors: 1) quality of employee work product; 2) efficiency with which an employee delivers work product in accordance with assigned deadlines; 3) the employee’s ability to support student/customer/client needs and provide follow-up on a timely basis; and 4) the employee’s ability to meet management expectations with respect to overall job performance.
• Anyone found abusing this privilege may lose future opportunities to telework and face other disciplinary actions up to and including termination. Decreases in productivity or behaviors that detract value from the University may result in the immediate loss of telecommuting privilege and/or may result in disciplinary action.
• This policy is not intended to replace the University’s sick or vacation leave policies.
• Telecommuting time is not a leave time benefit subject to accrual or payout at any time.
• Telecommuting should not be used to provide active care for a child or other dependent.
• An employee’s classification, compensation, and benefits will not change if the employee is approved to telecommute.
• Overtime is prohibited while telecommuting.

Process for Telecommuting Request & Criteria for Supervisor/Manager Decision:

• A supervisor determines whether an employee is a good candidate for telecommuting. (Consider factors such as, but not limited to, completion of the probationary period, satisfactory performance, and the ability to work independently).
• Supervisor should also consider that certain positions like those below do not lend themselves to telecommuting. Typically, it will be positions that require minimum physical activity, low overhead, definable and measurable goals, and long-term deadlines.
  • The following conditions make telecommuting unsuitable: equipment, materials, and files necessary to the position can only be physically accessed on University property
  • Face-to-face contact with supervisors, other employees, clients, or the public on University property is a regular and integral part of the position responsibilities
  • In addition, despite the suitability of positions or employees to telecommuting arrangements, departments must ensure that sufficient personnel are available on campus to provide service to the campus community during scheduled business hours. As a result, there may be limited opportunities for employees to make use of telecommuting arrangements
  • When determining whether telecommuting is compatible with certain jobs, supervisors should assess data security issues that might arise from telecommuting. Supervisors are encouraged to consult with Information Technology if questions arise.
• Determine that the nature of work is suitable for performance from a remote site.
• Evaluate and consider how the proposed arrangement will impact other employees or the department as a whole.
• The supervisor determines and communicates if the telecommuting request is denied or granted.

Important Requirements and Considerations:

Costs: The University will not pay for or reimburse any costs associated with telecommuting. Charging telecommuting expenses to a University credit card is strictly prohibited. This includes, but is not limited to, costs associated with an internet connection, equipment, landline or mobile phone, etc. Any employee opting to work remotely who is also unwilling or unable to cover the costs associated with telecommuting should report to work at his/her regular work space and use University-provided services and equipment.

Work Space: The location from which the employee will telecommute should have the necessary equipment for the employee to perform the requirements of the position. Further, the location should be one that will not interfere with the employee’s participation in telephone or video meetings or lead to the inadvertent disclosure of confidential or proprietary information to third parties at the telecommuting site.

According to the Occupational Safety and Health Administration (OSHA), there is no provision in the law that excludes workplaces located in a home. Because of this, employees working from home should take reasonable steps to ensure that the work environment is safe and free from hazards. Employees should also be familiar with Worker’s Compensation procedures.

When working at home or elsewhere, the employee is responsible for establishing a work environment free of interruptions and distractions that would affect performance. The employee is also responsible for any ergonomic needs that an employee may have in a home office.

IT Support: University staff cannot provide hands-on assistance for any equipment or connectivity issues to employees working remotely outside the university. The University’s Information Technology Staff may be able to access university-owned computers remotely to resolve issues. If that is unsuccessful, the employee may need to bring the computer to campus for troubleshooting, repairs, or replacement. IT support will be best-effort for non-UIndy owned devices or older platforms that may be unsupported by the vendor or by the software manufacturer.

Support for a network connection to the University is strictly limited to establishing a connection through the University’s virtual private network (VPN). Information Technology staff will not provide support for an individual’s home network, wifi or internet service. Operating system, software or configuration issues that prevent the installation of the University’s virtual private network (VPN) cannot be supported.

Visit the UIndyIT Tech Guides for more information about connecting to the UIndy VPN.

Telecommuting Technology and Information Security Guidelines: Concerning a remote working environment, the employee will be responsible for complying with all University policies and guidelines. The employee working remotely is responsible for protecting the University’s data and systems that are both remote and those accessed remotely that are located at University facilities.

For working remotely, it is the employee's responsibility to follow the same best practices for protecting physical and electronic information and resources as is required at all University locations. The employee must ensure the physical security of the equipment used to access UIndy information and resources. This includes protecting University information and remote-working equipment from being stolen or accessed by unauthorized persons. This also includes the security of information in paper format including ongoing storage, back-ups, and proper disposal. Hardware, software and data destruction of confidential materials must be done securely and disposed of at the termination of business need. Remote working arrangements should be equipped to facilitate this activity (a cross-cut shredder) or include the employee bringing materials to UIndy to be disposed of through standard on- site processes.

Users may not store any University confidential or personally identifiable information (PII) data on their personally owned laptop. Any storage or processing of confidential or personally identifiable information (PII) should be done only on a University Supplied laptop. Employees are to safeguard student, employee, and other customer information by turning off or removing from the work area devices such as Amazon Alexa and Google Home.

FERPA and Other Confidentiality Requirements and Considerations: Employees remain subject to all FERPA and University confidentiality requirements while telecommuting. Employees are reminded of their obligation to protect the University’s proprietary information at all times regardless of where they are working, and to be mindful of confidentiality considerations when telecommuting in a public place away from their regular work space. Employees are strongly discouraged from taking paperwork and

documents bearing any FERPA or confidential information on them home or to a telecommuting location. If, however, the employee is required to take any such paperwork or documents for use when telecommuting by a supervisor, the employee is required to keep all items secure and safe from inadvertent disclosure, including through loss or destruction.

If sensitive data is lost or stolen, please report the theft immediately to the University Risk Manager.

Related Information

• Extreme Weather Policy
• Telecommuting Policy FAQs

Telecommuting Policy FAQs

Q: Why do we have a Telecommuting Policy?
A: There are a number of reasons to support telecommuting arrangements, including reducing costs and time lost in connection with commuting and enhancing the University’s ability to attract and retain our workforce.

Q: What is telecommuting?
A: Telecommuting is a work arrangement that allows the employee to regularly fulfill his/her primary job responsibility at a location other than his/her UIndy work site, such as at home.

Q: Who approves telecommuting arrangements?
A: The supervisor for the work area approves telecommuting arrangements.

Q: What types of positions are considered for telecommuting opportunities?
A: Positions that do not require direct customer contact or those that do not have to be performed on site.

Q: Can faculty request to telecommute?
A: Faculty work is governed by the Faculty Handbook and Faculty often telecommute.

Q: If a position has been approved for telecommuting, is every person in that position immediately authorized to telecommute?
A: No. A position may be suited for telecommuting however, staff members suited for telecommuting are self-disciplined, self-motivated, require little supervision and are comfortable working alone. The option to approve this type of arrangement rests with the supervisor for the area.

Q: If I am approved for a telecommuting arrangement, will I be required to come into the office?
A: Telecommuting staff should maintain daily contact by telephone and email with his/her department. A telecommuting day should not be approved if meetings or other appointments are on the calendar.

Q: Can I utilize telecommuting and work from home when I am sick?
A: No. The option to telecommute is not decided on a day-by-day basis by an employee. It is a regularly scheduled pre-approved alternative work arrangement. If an employee is ill and is unable to come in to work and does not have a pre-approved telecommuting work day, then the employee will need to use the call-in procedure established within his/her department.

Q: If I am on FMLA, may I work from home to extend my available leave time?
A: No. Employees who are on FMLA may not perform work at home in order to extend his/her available leave time. Remember, employees who have been approved for FMLA leave will not be available for work until he/she is released by the treating physician or in the case of caring for an ill family member, until the approved leave time has been met and is no longer needed.

Q: If my treating physician determines that I should temporarily work from home and not come in to the office, will this be an approved telecommuting arrangement?
A: No. However, temporary alternatives for work arrangements will be evaluated based on the departmental needs on a case-by-case basis under our ADA parameters.

Q: Who is responsible for establishing my home as an alternative work site?
A: Telecommuters who work from home are responsible for having a designated work area.

Q: Can I deduct my home office as a business expense on my taxes?
A: If you are considering tax implications of periodically working from home, it is recommended that you consult with a tax expert.

Q: Is UIndy responsible for my personal equipment when I use it for work purposes?
A: No. Employees using personal equipment are responsible for any loss, damage or wear to that equipment.

Q: What happens if I am a telecommuter and am too ill to work at home?
A: Telecommuters should follow their department procedures and utilize sick time when reporting time not worked.

Q: What should employees do if they have a work-related accident, injury, or illness which occurs at a telecommuting work-site?
A: A telecommuter who suffers a work-related accident, injury or illness should make a report immediately to the employee's supervisor and Benefits Specialist so that a first report of injury can be reported and an investigation into the incident can begin.

Q: Do UIndy policies apply to telecommuters working at remote sites?
A: Yes. UIndy policies and procedures apply to all telecommuting work arrangements.

Q: If I work from home and am required to come to campus for a meeting, can I count that as business travel?
A: No. Establishing a remote work location in a telecommuter’s home does not make the telecommuter’s regular commute to the primary work location a business trip.

Q: Once a job has been approved as viable for an alternative work arrangement, is it always approved?
A: No. These arrangements do not change the basic terms and conditions of the staff member's employment, nor are they guaranteed to any employee for any specific time. These arrangements are evaluated by the department and goal expectations are set and monitored. These expectations must be reached regardless of your work location.

Q: Under what conditions will a telecommuting arrangement be discontinued?
A: If at any time alternative work arrangements do not meet the needs of the institution they can be discontinued at the discretion of the department.

Q: What is the process for submitting a request to telecommute?
A: Submit a written request to your supervisor. The University retains complete discretion whether to approve the request, deny the request, or approve some aspect of the request.

Q: If my telecommuting request is denied, will a reason be provided for the record?
A: Telecommuting is not a right, and it is not required that management specify in writing a reason for denying a telework request. Nevertheless, it is generally expected that your supervisor will discuss with you the concerns that were involved regarding the decision.

Q: My child is finished with school in mid-afternoon; may I telecommute so that I can be home when he/she is back from school?
A: No. Telecommuting is not to be used as a substitute for personal needs such as dependent or elder care.

Q: How many days per week are allowed for telecommuting?
A: There is no specific limit to telecommuting schedules. Telecommuting schedules must be assessed and approved by departmental supervision such that all duties and responsibilities are accomplished at or above existing levels absent the telecommuting arrangement.

Q: Are there any other telecommuting responsibilities that I need to be concerned about?
A: As stated in the Policy, and defined in further detail in individual arrangements, telecommuters have a number of other responsibilities, including maintaining regular communication, returning to campus as requested on what otherwise are telework days, establishing and maintaining a safe work environment, abiding by all University policies regarding confidentiality and information security.

Q: As a supervisor, how will I know whether to approve or deny a telecommuting request?
A: First you need to be sure that you understand the details of how the employee proposes to perform all of the responsibilities of the job. Review the request and engage in a detailed discussion with the employee. Remember that jobs requiring face-to-face interactions likely are not appropriate for teleworking. The bottom line is that the University supports reasonable telecommuting arrangements, but all material components of the job must be performed at levels that equal or exceed those existing absent the telework arrangement. Customer service must be seamless. A good rule of thumb is that any colleagues outside the department who work with a telecommuter should not know that the employee is teleworking on scheduled telework days. In addition, departmental colleagues should be able to consult and communicate with a teleworker as though no telework was being done.

Q: What if an employee who works with protected health information, or other restricted data, applies to telecommute?
A: This decision needs careful consideration because of the serious nature of protected health information. If the employee will have to use, or access, restricted data while working remotely, you must carefully consider the risks. It is critical that you consult with IT and HR to understand the sensitivities and the technical and equipment requirements necessary in such a situation.

Q: What are my responsibilities as a manager if one of my staff members has a telecommuting arrangement?
A: As the supervisor of a telecommuter, in addition to ensuring that the work is appropriate for telecommuting, you are responsible for managing the arrangement.

Q: What if I approve a telecommuting arrangement, and subsequently circumstances change, or it is determined that the telecommute is detrimental to customer service or achievement of other departmental goals?
A: The department has the right to terminate any and all telecommuting agreements, so you should reassess all agreements and determine what changes are to be implemented to ensure that all responsibilities are achieved and goals are met as they would be without any telecommuting agreements in effect.

Q: Is telecommuting the same as remote work?
A: No. Telecommuting (aka telework) means that the employee may work on-site sometime. Remote work indicates the employee is remotely located and does not have the ability to report to campus on a daily basis. Remote workers and their supervisors may rarely or never meet in person. Remote work requires additional justification and permission from leadership and Human Resources.