Telework

Telework

I.   Policy

The Commonwealth of Virginia’s Department of Human Resources Management Policy 1.61 is designed to promote general work efficiencies by permitting agencies to designate employees to work at alternate work locations for all or part of their workweek as required by § 2.2-2817.1 of the Code of Virginia.

The purpose of this policy is to set forth the Commonwealth’s philosophy and administrative guidelines for telework programs in state agencies. Its intent is to promote telework as a means of achieving administrative efficiencies (e.g., reducing office and parking space), reducing traffic congestion and transportation costs, supporting Continuity of Operations Plans, and sustaining the hiring and retention of a highly qualified workforce by enhancing work/life balance.

In keeping with this Commonwealth of Virginia policy, UMW considers teleworking to be a viable alternative work arrangement in cases where the job requirements are best suited to such an arrangement. UMW may designate employees to work at alternate work locations for all or part of their workweek in order to promote general work efficiencies and meet operational needs. UMW may also designate vacant positions as “teleworking required” upon recruitment.

All teleworking arrangements, including short term for projects and medical accommodations, require the completion of a telework agreement. The Telework Agreement is a written agreement between the employee and supervisor requiring them to adhere to applicable guidelines and policies. The telework agreement is not an employment contract and may not be construed as such. Under state policy, telework agreements may be terminated at the discretion of UMW. Advance notice to the employee is encouraged, but not required.

II. Methods to Achieve an Effective Telework Program

Work performed in alternate work locations is considered official state business; therefore, UMW will establish specific conditions that apply to employees working in alternate locations.

UMW will also:

1. Identify positions that are appropriate for telework;
2. Require work agreements between the agency and employees;
3. Require compliance with local zoning regulations;
4. Identify ineligible positions, with justification for such determination;

A. Work Agreements

1. UMW and designated employees must agree to the terms of telework arrangements before an employee may work at an alternate work location.
2. UMW has identified specific conditions listed below in work agreements:

• the duration of the agreement;
• the work schedule and how it can be changed;
• how leave is to be requested and approved by the supervisors;
• status of employees during emergencies or weather-related closings affecting the central or alternate workplace under Policy 1.35, Emergency Closings;
• how routine communication between the employee, supervisor, co-employees, and customers will be handled;
• employee’s performance plan/expectations;
• the equipment and/or supplies that will be used, and who is responsible for providing and maintaining them;
• UMW-provided equipment/supplies are to be used for business purposes only, and to notify agency immediately when equipment malfunctions;
• any applicable data security procedures;
• expectation of compliance with all state and agency rules, policies, practices and instructions;
• immediate notification to supervisors of any situations which interfere with their ability to perform their jobs;
• confirm that the work location is free from hazards;
• notify their supervisors immediately of any injury incurring while working; and
• assume responsibility for the security of information, documents, and records in their possession or used while teleworking and not take restricted-access material home without the written consent of their supervisors.

B. Termination of Telework Agreements

UMW may terminate the telework agreement at its discretion, with advance notice to employees.