Sac State University Policy Manual

Telecommuting Policy for CSUS

Policy Administrator: Vice President for Administration
Authority:
Effective Date:
Updated:
Index Cross-References:
Policy File Number: UMT17065.htm

CALIFORNIA STATE UNIVERSITY, SACRAMENTO
TELECOMMUTING POLICIES FOR MANAGEMENT AND STAFF PERSONNEL
EFFECTIVE JANUARY 1, 1994

Preamble

Telecommuting means working one (1) or more days each workweek at a site distant from the campus while staying in touch through electronic devices. Such an option can save commute time and expense for staff, relieve some of the congestion on campus, provide opportunities for disabled or mobility impaired staff, and offer some uninterrupted time for concentrated work.

I. Eligibility

Management and staff employees are eligible to participate in the telecommuting
program whose established duties do not require that they be present on campus on a
daily or routine basis and whose assignments involve activities which can be
communicated to the campus.

II. Authorization

Each program center administrator shall designate those managers who shall have the authority to authorize participation in the telecommuting program after going through an initial training period. The program center administrator may add qualifications to the University-wide criteria for participation in the program if the program center has unique needs.

The employee's HEERA manager must authorize participation in the telecommuting
program. Final authorization must be granted by the Vice President for Human Resources before employee participation begins.

Participation in a telecommuting program will be strictly voluntary.

III. Written Understanding

Before authorizing participation in the telecommuting program, the manager and the staff member shall develop and sign a mutual understanding which shall contain at least the following details:

     A. An appropriate written statement of the telecommuting job assignment which
     shall contain at least:

     -- the minimum hours per week which the staff member shall be on campus

     -- the hours per week which the staff member shall remain at the
        telecommuting site but be working and available for communication with
        campus staff

     -- length of the telecommuting assignment

     B. The equipment, paraphernalia, or devices which will be provided by the campus
     and which will be provided by the staff member

     C. The staff member's responsibility for CSUS-sponsored travel and the
     method of reimbursement

     D. Criteria for evaluation of the staff member's performance

     E. The person in the campus office who shall serve as the staff member's
     "contact"

     F. The goals and measurable objectives in terms of lowered costs, improved
     employee effectiveness, reduced commute trips, etc.

IV. Guidelines for Equipment/Software and Operations Support

     A. Three (3) possibilities exist to support telecommuting equipment and software
     needs

          1. The staff member may voluntarily supply his or her own equipment and
          software. In so doing, the staff member assumes responsibility for
          maintenance and repair costs.

          2. The staff member may, with the supervisor's and manager's approvals,
          move equipment and software from the office to the telecommuting site.
          In this case, an "equipment check-out form" must be submitted according
          to current University policy.

          3. The staff member may check out equipment and software for
          telecommuting from the University which shall maintain a certain stock
          for this purpose.

     B. Operations costs

          1. When telecommuting involves additional expenses which are not covered
          by the University under option IV.A.3. above (such as communications
          equipment [including a modem or a second telephone line], equipment
          upgrades, repair, software, a fax machine, or telephone costs [including
          redirection of campus phone numbers]), these costs shall be paid by the
          program center which authorizes the telecommuting. Routine supplies and
          materials shall be provided by the staff member's division or unit.

          2. Program centers shall be eligible to receive funds for telecommuting from
          a special line item created in the CSUS allocations to support this activity.
          The Vice President for Administration shall be responsible for distributing
          these funds.

V. Role of Communications and Media Services in Telecommuting

When telecommuting involves the additional expenses described in IV.A.3. or IV.B.2., the written agreement between manager and staff member shall identify these expenses.   This agreement shall be submitted to the Assistant Vice President for Administration, Telecommunications for review of these expenses in terms of their accuracy and appropriateness. The Director shall report his/her findings to the Vice President for Administration before funds are distributed from the special line item.

VI. University Regulations for Telecommuting

     A. The supervisor and the staff member must develop and sign a mutual
     agreement which must be approved by the appropriate program center
     administrator before the telecommuting responsibilities begin. A copy of the
     agreement will be placed in the employee's personnel file.

     B. The agreement can be modified by mutual consent.

     C. The manager can cancel the agreement without cause after giving twenty-one
     (21) calendar days written notice to the employee. The supervisor can terminate
     the agreement immediately for cause, and advance written notice is not required.

     D. The normal liability and workers compensation provided to employees on
     campus is extended to staff while they are working on a telecommuting project. In
     case of a work-related injury while telecommuting, employees must notify their
     supervisors immediately and complete all required documents regarding the
     injury.

     E. The employee is liable for the loss of State-owned equipment due to damage or
     theft.

     F. During the hours identified in the agreement, the staff member shall be
     available for consultation with his or her supervisor or other University officials.
     Staff shall inform the "contact" person on campus whenever he or she is going to
     be absent, under the same provisions for employees who are traveling off-campus
     or who are not on "State time" such as vacation or sick leave, for whatever
     reasons.

     G. Telecommuting is merely a change in the location where work is performed.
     Therefore, no new classifications or revisions to existing classifications or
     employee reclassifications should be necessary due to telecommuting.

     H. Staff who are telecommuting shall have appropriate office space available at
     CSUS for those days when they are on campus.

     I. The telecommuting agreement must be discussed and renewed annually at a
     minimum.

     J. Telecommuters are expected to follow the rules and regulations for an office
     location on campus while they are working at the external location including
     adherence to the Fair Labor Standards Act.

     K. The telecommuting site must be free of obstructions and in compliance with all
     building codes. Telecommuting employees are responsible for ensuring the site
     complies with health and safety requirements and must so certify as part of the
     "Telecommuter's Agreement."

     L. None of the rights or benefits provided under the employee's collective
     bargaining agreement between the State and the employee unions are enhanced
     or abridged by the implementation of telecommuting programs.

VII. The Vice President for Human Resources is responsible for implementing these procedures