Telecommuting entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a regular basis. For the majority of positions, presence on campus most of the time is important to effective job performance. However, there may be situations when it is in the best interest of both the department and an employee to work from a location other than campus on either a temporary or regular basis.
Each request to telecommute shall be decided on an individual basis under the Eligibility Requirements set forth below.
Davidson College considers telecommuting to be an option in those limited situations where job responsibilities and an individual's performance are suited to accomplishing objectives in a remote location. It is not an entitlement; it is not a college-wide benefit; and it in no way changes the terms and conditions of employment with Davidson College.
Any exceptions to this policy must be jointly approved by the relevant principal executive staff member and the director of Human Resources.
All requests for permission to begin telecommuting shall be submitted to Human Resources by using the form attached to this policy statement.
An individual requesting formal telecommuting arrangements must have a minimum of twelve (12) months of continuous, regular employment at Davidson College.
The employee must demonstrate sustained high performance, and the supervisor must believe that the employee can maintain the expected quality of work while telecommuting.
The nature of the employee's job allows telecommuting to be feasible and appropriate.
Administration of Policy
The Director of Human Resources shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college's Policy on Policies.
Telecommuting must benefit the employee and the college and must be mutually agreed upon according to the process described below.
All telecommuting arrangements are granted on a trial basis for the first 3 months, and may be discontinued, at will, at any time at the request of either the telecommuter or the institution.
Telecommuting is not intended to permit employees to have time to work at other jobs or to run their own businesses. Failure to fulfill normal work requirements on account of other employment may be cause for disciplinary action or termination of employment. In addition, the employee is responsible for securing adequate childcare for dependents while working to ensure that s/he is not distracted from work.
A specific work schedule, including work days and hours, must be agreed upon in advance. Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record all hours worked. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements will require the advance approval of the supervisor. Failure to comply with this requirement can result in the immediate cessation of the telecommuting agreement.
Employees must make themselves available on-site as necessary to attend meetings, training, or other required events.
Employees are responsible for the safety and security of all Davidson College property and proprietary information. Steps include, but are not limited to, use of locked file cabinets, desks, regular password maintenance, and any other steps appropriate for the job and the environment.
Injuries sustained by the employee while at his/her home work location and in conjunction with their regular work duties are normally covered by Davidson College's workers' compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries in accordance with college worker's compensation procedures. The employee is liable for any injuries sustained by visitors to his/her work site.
The college does not commit to supplying equipment or internet lines for employees working from home. Home computers must meet the security requirements for connecting to the campus network. Instructions for accessing the network are available on the ITS web site. ITS does not support home computers, but will provide "best guess" effort and advice.
College property, such as computers, printers, fax machines and other equipment loaned to an employee, is the employee's responsibility while it is not on college premises. It is the employee's responsibility to make sure that homeowners or renters insurance covers injury arising out of or relating to business use of the home. In many cases, employees will be expected to provide their own equipment, such as office equipment and telephone lines, if they wish to telecommute.
The telecommuter is responsible for maintaining good communication with supervisor, peers, and customers.
Procedure for Requesting to Telecommute
Employee requests approval from supervisor for participation in the program by completing the Telecommuting Agreement Request Form (DOC).
Supervisor verifies eligibility, makes determination, and if approves, forwards to the relevant Principal Executive Staff member for final decision; consideration should include related expenses, security, confidentiality, nature of work, past performance of employee, overall impact on the department and other employees within the department.
The relevant Principal Executive Staff member approves and returns form with signature (electronic approval via email is acceptable) to supervisor.
Supervisor relays decision to employee and sends signed approval form to HR for scanning into employee's personnel file.