Telecommuting Proposal
Employee’s Proposal Name of Employee Making Proposal _______________________ Department ______________ Title of the Position __________________________________Job/Position #_______________ What is the telephone number of your telecommuting site?______________________________ What is the e-mail address of your telecommuting site?_________________________________ What is the fax number (if applicable)?______________________________________________ Which days/times do you propose working from home?
Which of your current duties do you propose to do from home?
Is there a sufficient amount of that work to support working at the telecommuting site for the specific time and amount of time you propose? ___Yes ___ No Do these duties lend themselves to independent accomplishment and can they be accomplished with equipment available in the home (or provided by the university)? ___ Yes ___ No Can these duties be accomplished without access to paper files, network software and daily mail that are not at the home worksite? ___ Yes ___No Do you supervise others? ___ Yes ___No If yes, how do you plan to maintain supervisory responsibilities and ensure connectedness with those you supervise? Are you part of a project team? ___ Yes ___ No If yes, are you familiar with Oncourse and its use for making communication and document sharing easier? ___Yes ___No If not will you investigate and learn to use Oncourse (if applicable) before starting to telecommute? ___ Yes ___No Please identify any obligations/distractions that might make working at the telecommuting site difficult, and explain how you plan to handle. Potential Obligation/Distraction Plan to Handle
How will this arrangement help you to be an even more productive employee?
How will department costs be affected (savings? additional costs?)? Details please.
How do you propose that your phone calls, campus mail, customer visits and faxes be handled in your absence? Phone Calls – Campus Mail – Customer Visits – Faxes – I am a good candidate for this flexible work arrangement because (personal characteristics, work history, etc.):
I have considered the needs of our department/office/unit/etc., and the expectations of my position and have identified several potential benefits (improved cost effectiveness/customer service/productivity) to this arrangement. They are as follows:
What are the potential concerns relating to the department if this request is granted, and what are your suggested solutions? Challenge Coworkers Possible Solution
Customers -
Lack of supervisor’s presence during work time - –
Communication with customers, coworkers, etc. -
Other -
I agree: That I will not combine both a compressed work week or job sharing with telecommuting. That telecommuting is not a substitute for dependent care and, thus, have dependent care arrangements made, so that I will not serve as the primary caregiver for a dependent during work time and can be available for work as needed. To refrain from picking up work from the office on my telecommuting days or having others deliver work to me because I share the concern about the potential for Workers’ Compensation events and travel costs/liabilities. I will take work home with me as I leave the main office on days that I am there and will not split days between the two sites unless required by supervisor. That travel and mileage between home and office once a day will be noncompensable as this is ordinary commuting. For example, if you are asked to come into the office once on a normal telecommuting day, your travel time and mileage would not be compensated. If, however, you are asked to travel further than you would normally have had to travel to come into the office for work or are asked come into the office more than once a day, such travel time is in excess of the normal trip to and from the office and will be compensated. See Staff Policy 4.3 E. for more details on travel. To permit inspections of the worksite by the University, with 24-hour notice, to ensure proper maintenance of University property and worksite conformance with safety standards, etc. To accurately record my time using the TIME system or other system used in the department and understand that if I am overtime-eligible, federal law mandates that I must record the actual time spent providing work services and must clock out for personal phone calls, etc.
To protect access to and confidentiality of information by labeling all work files and keeping (when not in use by the employee) in a locked file cabinet to which only I have the key; by refraining from moving items that contain personal/confidential/proprietary information, electronic or otherwise, to the alternate work site without prior approval of my supervisor; by turning off the computer when not in use: by keeping any laptop which contains confidential/proprietary information locked in a file cabinet when not in use and under my close watch at other times; to use stringent passwords, security codes, a password-protected hardware firewall, a software firewall, updated virus protection/patches and encryption for electronic information; and to bring all items that contain personal/confidential/proprietary information and need to be shredded to main office and shred, place in office shredding container, or shred on home cross-cut shredder. To provide security of information and protection from computer viruses, worms, etc. by providing computer protection software and doing daily updates, if I am providing the computer that will be used for work purposes. The brand/version of computer protection software that I will provide is Norton Antivirus Corporate Edition version 10.0.1.100 which is available for download free online to all staff via http://iuware.indiana.edu/ (or the campus bookstore). I have the minimum computer requirements to install the software (Windows 2000 or Windows XP and 64 MB of disk space). To use a high-speed modem so that I can work efficiently. To confer with my departments technology specialist and install the required software. Note: Most departments use Microsoft Office Suite which can be downloaded from http://iuware.indiana.edu/ site for free. To use only secure lines (not the Internet) to send work information, log off if I leave my work area, safeguard passwords to work files, scan diskettes for viruses before and after each telecommuting session, refrain from using borrowed software and avoid loading non work related software on a computer provided by employer. To use a modem saver or phone line tester to test the digital phone line before plugging in my laptop (if applicable) so that the laptop modem won’t be “fried.” To allow those at the office access to the phone number of my alternate work site. I also understand that caller ID may allow those I call to identify my phone number. I ___ permit ___ do not permit my number to be given to those who don’t work in my department. That the main office (not my telecommuting location) is still my official duty station and understand that all pay, special salary rates, leave and travel entitlements are based on the official duty station. To refrain from using my car for university business unless specifically authorized by my supervisor.
To immediately report any accidents/injuries/workplace violence/harassment at the alternate work site to my supervisor and to Neelam Chand at 274-8932 in Human Resources Administration. To abide by governmental codes, rules, regulations and zoning ordinances, as well as, tax implications associated with home offices. Tax forms 4562 (and companion instructions, publication 534, and publication 587 from the IRS may be of interest). To take responsibility for taxes, if applicable. To assume liability for equipment/property damages and injuries to myself, third persons and/or members of my family at the alternative worksite except as provided for under the HR policy on on-the-job injuries. To indemnify and hold harmless the University and its staff members, agents, officers, trustees, successors and assignees (in their official and individual capacities) from and against any and all claims, demands, judgments or liabilities (including any related losses, costs, expenses and attorney fees), resulting from, arising out of or in connection with any injury to person (including death) or damage to property, caused directly or indirectly by the services provided hereunder by the staff member or by the staff member’s willful misconduct or negligent acts or omissions in the performance of the staff members duties and obligations under this agreement except where such claims, demands or liability arise solely from the gross negligence or willful misconduct of the University. By signing below I certify that I have checked my homeowner’s/renter’s policies to be sure that my home office is covered. I have read and understand the above. If I felt I needed more information, I have sought that out and understand it. I have taken any steps needed to be in compliance with items outlined above. I propose that this telecommuting arrangement begin __________________. Note: Starting at the beginning of the pay period may be advantageous, especially if there is a change of FTE. I certify that my answers to the above are true. I have read and agree to the above. If I felt I needed more information, I sought that out and now understand fully. I would like to discuss this proposal with you further and address any concerns that you may have. I understand that you are responsible for the success of this organization and must determine whether or not this plan fits appropriately within the goals for the office. I also understand that approval of this proposal means that we will pilot the arrangement, and that we may need to make adjustments to this plan or I may need to return to my original work schedule/arrangement if this is not going well or the needs of the organization require this on a temporary or permanent basis.
Signature of Employee ____________________________________ Date __________________ Please attach: A copy of your official job description and a list of duties not on the official job description
Work-at-Home Health and Safety Checklist (required for all telecommuters) Is Telecommuting Good for Me? Copy of last performance appraisal