Telecommuting Policy

It is the policy of the library to allow changes in an employee’s work environment and permit employees in specific positions to telecommute and work at home as long as telecommuting does not impact the employee’s productivity or adversely affect the efficient operation of the library. Some positions within the library, by their very nature, will not lend themselves to telecommuting. The library Director will determine whether a specific job may be performed effectively off site and whether an individual is effective working without supervision at home.

When considering telecommuting, the following conditions must be met:

• telecommuting does not adversely affect the library, departmental assignments/projects, patron relations, or other departments and employees;
• there is adequate and suitable work available for the employee to perform at home with no supervision;
• the position is appropriate for a telecommuting arrangement; and
• the employee has been a library employee for a minimum of 18 months and has maintained a good work record prior to making his/her request to telecommute (for example, no excessive or unexcused absences and no corrective action within the last six months of employment).

Employees interested in telecommuting should discuss with the director whether telecommuting is an option in their current position. If approved, an agreement that permits the employee to telecommute will be drawn up. The agreement will need to be signed by the employee, the employee’s supervisor and the library Director.

Procedure:

After approval by the director, an agreement regarding the terms and conditions for the telecommuting position will be drawn up. The agreement will include:

• the hours and days the employee must be present in the workplace. Telecommuting employees will be required to spend at least 24 hours per week in the library facility so that they are available for one-on-one consultation with other employees. Regardless of the hours agreed upon, the employee is responsible for attending all scheduled meetings whether or not those meetings take place on his/her scheduled days in the library.
• acknowledgement that the employee has a suitable home office environment equipped with computer, telephone, fax, and/or other support equipment. In a few cases, the library will authorize a minimal capital expenditure for office equipment.
• provision that the outcome of the telecommuter’s work will be regularly evaluated or reviewed and the results will be used to determine whether the telecommuting arrangement is effective. Performance expectations and standards will be determined by the appropriate supervisor.
• directive for telecommuting employees to check voice mail and e-mail every 2 hours and respond.
• acknowledgement that the telecommuting arrangement may be revised or discontinued at any time (It is recommended that the agreement be of limited duration, usually three months. If the employee is doing well telecommuting, a new agreement should be executed for an additional three to six months. *This forces the supervisor to review the employee’s performance while telecommuting and keeps the employee from developing an “entitlement mentality” regarding telecommuting.) and
• acknowledgement that the employee remains employed at will and that the telecommuting agreement does not constitute a contract of employment.