Fillable Procedure 6.24: Telework and Alternate Work Locations Staff (Alabama A&M University)

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Procedure 6.24: Telework and Alternate Work Locations Staff (Alabama A&M University)

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Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 1 of 7
Procedure 6.24: Telework and Alternate Work Locations – Staff in Academic and
Non-Academic Units
Managing Office: Office of Human Resources
Effective Date: March 17, 2020
Revision Date: August 21, 2020
I. PURPOSE
Although many Alabama A&M University work units, programs, operations, and services
require the regular presence of employees at their primary workplace during the work week, the
president, or his/her designee may designate certain positions, departments, and employees as
eligible to participate in a formal telework arrangement or, instead, to work one or more days in
an alternate location.
An eligible employee who works in an eligible position may request permission to participate in
either flexible work option and all requests will be considered on a case-by case basis consistent
with the provisions of this procedure. Additionally, every effort will be made to apply the same
review standards to all requests from similarly situated employees (e.g., those employees
encumbering the same type of position with similar job duties and responsibilities); however, the
requesting employee’s vice president, academic dean or unit head, has the sole discretion to
determine if an employee’s request is approved.
A participating employee will perform essentially the same work as he/she would in their
primary workplace consistent with their established performance expectations and accompanying
terms and conditions of employment. The initial approval of a position for telework does not
guarantee its continuous use or that a future incumbent (of the same position) would be
authorized to telework or to work at an alternate work location.
For purposes of this procedure, a formal telework arrangement is one in which a participating
employee works an average of one (1) or more days per week from his/her home.
In certain instances, and pursuant to the Reasonable Accommodations in Employment and the
Americans with Disabilities Act (ADA), the creation of a formal telework arrangement or
authorization to work in an alternate work location on a temporary basis could be considered a
reasonable accommodation for an employee with a disability.
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 2 of 7
II. APPLICABILITY
All work units associated within Alabama A&M University.
III. DEFINITIONS
Alternate Work Location/Site: A workplace other than an employee’s usual and customary
workplace where business is performed on a limited basis to include an employee’s home or
another work site such as a satellite campus.
Eligible Employee: The Vice President or unit head will determine who is eligible to participate.
Primary Workplace: An employee’s usual and customary workplace.
Telework: A flexible work arrangement in which an employee is authorized to perform his/her
assigned job duties in his/her home for one (1) or more days per week.
Telework Agreement: A formal written agreement between an employee and his/her supervisor
and approved by the Vice-President or unit head that outlines the terms and conditions of an
employee’s work assignments to be performed from an employee’s home.
Teleworker: An employee working from his/her home for one (1) or more days per week.
IV. GENERAL EXPECTATIONS AND ACCOMPANYING TERMS AND
CONDITIONS:
Employees who have an approved Telework/ Alternate Work Location Agreement are required
to adhere to all of the policies/procedures of Alabama A&M University during work hours.
1. An employee desiring to telework or work from an alternate work location must
understand and agree that the arrangement does not alter or supersede the terms of the
existing employment relationship between the employee and Alabama A&M University.
2. Work Hours/Leave:
a. An employee that teleworks will be assigned requirements on an individual basis by the
supervisor.
b. No work-related meetings involving other employees may be held in an employee’s
home.
c. Employee should continue to track and report hours based on existing University
procedures.
d. A full-time non-exempt employee participating in teleworking may not work more than a
total of forty (40) hours in a seven (7) day work week/work period without the prior
approval of appropriate Vice President or his/her designee.
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 3 of 7
e. Approval for leave while teleworking will be obtained in the same manner as if the
employee was on campus using the existing University procedures.
3. An employee’s compensation and benefits will not be impacted by his/her participation in a
telework agreement.
4. Equipment, Supplies, Materials, and Reimbursable Expenses:
a. General office supplies (pens, paper, etc.) will be supplied by the employee’s primary
workplace and should be obtained during an in-office workday.
b. An employee teleworking/working from home is expected to use his/her own furniture,
telephone lines, and other office equipment (e.g., a printer). No Alabama A&M
University equipment shall be permanently installed in an employee’s home; however, it
is permissible for an employee to utilize a work unit-issued laptop or other portable
equipment. All university-issued portable equipment must be maintained according to
Alabama A&M University guidelines and must be properly inventoried.
c. Any theft, damage or malfunction of State-issued portable equipment must be
immediately reported to the employee’s supervisor.
d. Neither Alabama A&M University or any of its work units shall assume responsibility for
any costs associated with any improvements made by an employee to his/her premises or
for any operating costs (e.g., electric bills, additional phone lines, internet, wi-fi, etc.),
home maintenance, new or replacement equipment, the cost of maintenance, repair or
operation of personal equipment or, any other costs associated with the employee’s use of
his/her home/home office for telework purposes.
e. Any other expense associated with the employee’s performance of his/her duties and
which is appropriate for reimbursement pursuant to guidelines, must be submitted to and
approved by an employee’s supervisor.
5. Child/ Dependent/Adult Care and Personal Business:
a. Teleworking/working from home is not intended to serve as a substitute for child or
dependent care nor is it a substitute for the use of paid leave.
Pursuant to Procedure 6.4, Alabama A&M University prohibits the presence of minors in
the workplace (which extends to locations that are approved to serve as a workplace for
an employee). Employees who are requesting a Telework/ Alternate Work Location for
child/dependent/adult care reasons are expected to make appropriate arrangements for
children/ dependent/ adult supervision during work hours.
b. An employee should refrain from conducting personal business while in a work status at
his/ her home or alternate work/ location.
6. Security of Work Unit Information and Records:
a. A teleworker or employee working from an alternate work location must ensure the
security, integrity, and confidentiality of data, documents, records, information, paper
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 4 of 7
files, and access to work unit computer systems to the same degree as when working in
his/her primary workplace.
b. Employee agrees to conduct university business only through the approved portal
provided by the university. No files, data, or information may be saved on any device,
i.e., personal computer hardware or external drive of any sort. All information should be
controlled in a manner consistent with FERPA and HIPAA guidelines.
7. Liability for Injuries: Employee acknowledges that Alabama A&M University is not held
personally liable for any personal injuries that occur due to hazards at the employee’s home
or alternate work location that the University did not create.
V. REASON FOR TELEWORK/ ALTERNATE WORK LOCATION REQUEST:
Please provide a detailed reason as to why the Telework/ Alternate Work Location is being
requested. (If the reason is due to a health condition, the employee must contact the Office of
Human Resources prior to submitting a Telework/ Alternate Work Location Request to identify
what additional documents should be submitted for consideration).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
*If more space is needed, please list on an additional sheet and attach to this agreement.
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 5 of 7
Alabama A&M University Teleworking Agreement
For Staff in Academic and Non-Academic Units
Teleworking is an agreement between the supervisor and the teleworker. This agreement begins
on ___________________________ and continues until the end of the current semester or until
terminated by the employee’s supervisor (whichever occurs first). Additionally, a teleworking
agreement can be discontinued at any time by either party without adverse repercussions.
Scope of Agreement
Other than those duties and obligations expressly imposed on Employee under this agreement,
the duties, obligations, responsibilities, and conditions of Employee’s employment with Alabama
A&M University remain unchanged. Employee’s salary and participation in the pension, benefit,
and Alabama A&M University sponsored insurance plans shall remain unchanged.
The terms “remote work location,” “remote workplace,” or “alternate worksite” shall mean
Employee’s residence or any alternate office location approved by Supervisor. The term “office”
shall mean Employee’s usual and customary Alabama A&M University work address.
Work Hours and Leave
Employee agrees that work hours will conform to the terms agreed upon by Employee and
Alabama A&M University. Employees acknowledge that no overtime may be worked without
prior approval of the Vice President or his/her designee. Employee also agrees to obtain approval
from supervisor for leave (i.e. sick and/or annual).
Alternative Workplace
The employee acknowledges that the workspace that he/ she will utilize to perform university
work must meet the following at all times:
1.The workspace must be clean and free of debris.
2. The employee must have access to a desktop or laptop computer at all times during work
hours.
3. The employee should ensure that his/ her university telephone is forwarded to a personal
device at all times. Additionally, the employee should be available and responsive to calls made
during the employee’s work schedule.
The university reserves the right to implement corrective action (end the Telework/ Alternate
Work Location Request up to separation of employment) if an employee does not observe the
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 6 of 7
requirements for the alternative workplace (as outline above) during his/ her approved work
hours.
Work Schedule and Work Status
An employee that teleworks will be assigned requirements on an individual basis by the
supervisor. Employee agrees to maintain contact with the office as needed to complete
requirements. Employee agrees to perform only official duties and not to conduct personal
business while on work status at the alternate work location. Personal business includes but is not
limited to caring for dependents or making home repairs.
Employee agrees not to conduct any work-related meetings at the alternate work location if that
alternate work location is the Employee’s home.
Standards of Conduct
Employee agrees to be bound by Alabama A&M University regulations, policies, and procedures
while working at the alternate workplace. Violation of the foregoing may result in termination of
this agreement and the teleworking privilege.
Security of Confidential Information
Employee agrees that all Alabama A&M University-owned data, files, software, equipment,
facilities, and supplies must be properly protected and secured. Alabama A&M University
owned data, software, equipment, facilities, and supplies must not be used to create Employee-
owned software or personal data. Employee will comply with all Alabama A&M University
policies and instructions regarding security of confidential information. Any software, products,
or data created as a result of work- related activities are owned by Alabama A&M University and
must be produced in the approved format and medium.
Reimbursement
Employee agrees that Alabama A&M University will not be responsible for operating costs,
home maintenance, or any other incidental cost (e.g. utilities, insurance) whatsoever, associated
with the use of Employee’s residence or computer equipment.
Equipment, Supplies, and Assets
List any Alabama A&M University equipment that will be used at the alternate workplace:
Item
Inventory No.
Date Out
Date Returned
Supervisor
*If more items are needed, please list on an additional sheet and attach to this agreement.
Alabama A&M University
Telecommute and Alternate Work Location (Staff Form)
Procedure No. 6.24
Page 7 of 7
Cancellation of Agreement
Employee’s participation as a teleworker is entirely voluntary, except when the University has
declared a State of Emergency. Under the voluntary arrangement, the agreement will be
available only as long as Employee is deemed eligible at Alabama A&M University’s sole
discretion. There exists no right to telework. Either party may cancel Employee’s participation as
a teleworker, with or without cause, upon reasonable notice thereof, in writing, to the other.
Alabama A&M University will not be held responsible for costs, damages, or losses resulting
from cessation of participation as a teleworker. This agreement is not a contract of employment
and may not be construed as one.
Term of Agreement
This Agreement shall become effective as of the date written above, and shall remain until
terminated by Employee or Supervisor.
Acknowledgement
I have read and understand this agreement and all of the conditions and stipulations delineated in
Procedure 6.24 – Telework and Alternate Work Location and agree to abide by and operate in
accordance with the terms and conditions described in both documents. I agree that the sole
purpose of this agreement is to regulate telework and that it constitutes neither an employment
contract nor an amendment to any existing contract and may be cancelled at any time.
_______________________________________________________ __________________________
Employee/Teleworker Date
_______________________________________________________ __________________________
Supervisor/Chair/Director Date
Approve Disapprove
_______________________________________________________ __________________________
Dean/AVP (For academic units) Date
Approve Disapprove
_______________________________________________________ __________________________
Vice President Date
Approve Disapprove
Note: If the agreement is not approved at any level, the request is considered final. A copy of the
Teleworking Agreement should be submitted to the Office of Human Resource
CC: Employee’s Human Resources Personnel File
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Procedure 6.24: Telework and Alternate Work Locations Staff (Alabama A&M University)

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Completed 28 January 2021

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