Technical Services Telecommuting Policy

January 16, 2002

(updated 2/18/2003)

This document provides a description of the procedures for determining whether to allow telecommuting by any staff member in Technical Services. Referring to Human Resources Policy #HR-023, Alternative Work Arrangements, http://www.vanderbilt.edu/HRS/policies/alternativework.htm, the following describes when telecommuting is appropriate:

Based on the above statement, both the work and the staff in Technical Services are often well suited to telecommuting. Although in many regards this is a quality of life issue for staff, a telecommuting program will also have positive benefits for the library. For instance, the opportunity to telecommute could be a valuable perquisite for hiring or retaining employees. It could also improve productivity by allowing employees to work without workplace distractions, and on days and at times when they otherwise would be unable to attend. Finally, it could result in savings in workstation requirements for staff, who in some situations could share equipment and work spaces when on-site.

This policy is intended to cover long-term, regularly scheduled telecommuting assignments. For temporary, irregular work-from-home situations that do not require the employee to meet equipment requirements, such as those required for access to Acorn, the employee and his/her supervisor may determine if telecommuting would be appropriate. Under no circumstances should an employee’s job duties be changed simply to allow for the possibility of telecommuting.

This policy is not designed to address FMLA health or other personal situations that might make a work-from-home arrangement appropriate. FMLA situations should be worked out in consultation with the Library Personnel Officer, under the guidelines of Human Resources Policy #HR-012, http://www.vanderbilt.edu/HRS/policies/hbook.htm.

Upon its initial adoption, the contents of this telecommuting policy should be considered the guidelines for a pilot implementation. The Resource Services Management Team will review the implementation within one year. (With the consent of the former RS Management Team, TechForce has agreed to undertake this review.)Following the review, telecommuting may be established as a regular work option, or the program may be disbanded if insurmountable obstacles are identified.

The decision to allow telecommuting will be made on a case-by-case basis for each employee. Employees wishing to telecommute must complete a Telecommuting Application Form, which follows this policy. The request, including sections for both the employee and the supervisor, will address the criteria given below. The employee and his/her supervisor are encouraged to collaborate to determine if telecommuting is a possibility, and work together to complete the application form. If the Team Leader is not the employee’s direct supervisor, the employee should inform the Team Leader of his/her request. The form should be turned into the Library Personnel Officer, who will convene the Administrative Review Team.

The decision process will be conducted under the auspices of a three-member Administrative Review Team composed of 1) the Personnel Officer, 2) the Assistant University Librarian (Technical Services), and 3) the appropriate Team Leader. The Administrative Review Team will make its determination from the staff member’s application. As needed, the Review Team may also consult with the employee, the direct supervisor, and the Team Leader. The decision may also be corroborated by information contained in personnel files including job description or annual performance reviews. No other input will be solicited, and unsolicited comments from others will not be considered.

The Administrative Review Team’s decision of approval or denial will be returned to the employee in writing. If the request is denied, the reasons for denial will be included, and the employee may wish to re-apply once the Review Team’s concerns have been addressed.

If the decision is made to allow an employee to telecommute, this must be with the understanding that the privilege can be rescinded at any time, should circumstances change. A Telecommuting Agreement form will then be completed and signed by the employee and his/her supervisor. The employee is responsible for letting all liaisons and critical contacts know his/her telecommuting schedule.

Below are some of the criteria the Review Team will consider when determining whether an employee may telecommute.

Does the employee’s work lend itself to telecommuting?

Is the employee self-disciplined, self-motivated, and comfortable working alone?

What level of supervision is required for the job?

To what degree is there a need for face-to-face interaction with other staff?

Does the job involve clearly defined, measurable deliverables?

Can the work be done from home?

What specific tasks can be done from home?

What percentage of the work can be done from home?

What materials will need to be taken home?

What is the liability for materials taken home?

Is the telecommuting request for a set period of time or indefinite?

At what specific hours will the employee be working from home?

For what portion of the workweek does the employee need to be on site?

At what times must the employee be present in the workplace for regularly scheduled meetings, training, etc.?

Are there specific days or times that the employee must be in the workplace to perform certain tasks?

How may the employee be reached and when?

Will the employee need to be on call for emergencies, special circumstances, etc.?

If the employee may be called in, under what circumstances would this be necessary?

For non-exempt employees, how will the supervisor monitor hours worked?

Where will the employee’s off-site workspace be?

Will the employee have a single off-site workspace or several?

Will the employee’s on-site workspace be affected?

How will the employee remove and return required materials?

What permanent resources or supplies will be required?

How will the supervisor monitor productivity?

The requirements for telecommunications and computing equipment, software, and security are attached to this policy. These requirements will change over time. The library will not provide telecommuting equipment unless it is justified based on library needs and the nature of the work assignment. Although employees should plan specifically how they will meet equipment requirements, employees submitting requests to telecommute are advised not to purchase or set up equipment until the telecommuting request has been approved. Library and Information Technology Services staff is available for advice and consultation about telecommuting equipment purchases. Following approval, the staff member will need to bring in equipment and other details of the workstation setup so that Library and Information Technology Services staff are able to verify the adequacy of telecommunications and computing equipment, software, and security.

Telecommuting Technical Specifications

Telecommuting Application Form (employee)

Telecommuting Application Form (supervisor)

Telecommuting Agreement

revised 2/18/2003;mew