Fillable Temporary Telecommuting Agreement San Jose Evergreen Community College (Evergreen Valley College)

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Temporary Telecommuting Agreement San Jose Evergreen Community College (Evergreen Valley College)

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Temporary Telecommuting Agreement
San Jose Evergreen Community College District
Social Distancing Response to COVID 19 Pandemic
1
In order to minimize the spread of COVID-19 virus, San Jose Evergreen Community College District
(District) encourages departments and units to consider ways of implementing social distancing. One
option for social distancing is telecommuting on a temporary basis, in situations where an employee
requests this option and management has determined that such temporary telecommuting is
appropriate and viable. Telecommuting will be approved on a case-by-case basis, consistent with the
mission of the District and respective department or unit.
Managers, Supervisors, Confidential Employees Council (MSCC) has reviewed and agreed to the scope
and form of this Temporary Telecommuting Agreement (Agreement). It should be used in all instances
in which management has determined that an employee who wishes to temporarily telecommute may
do so as a means of social distancing in response to the COVID 19 Pandemic.
This Agreement is between the District and _____________________________ (“Employee”) and must
be signed and approved by your manager or supervisor.
This Agreement is entered into as a temporary measure to address the COVID 19 Pandemic and will be
only used for that purpose. This Agreement cannot be the basis for a request for future telecommuting
that is not related to the COVID 19 Pandemic. Note that having successfully engaged in temporary
telecommuting pursuant to this Agreement does not require management to agree to any future
telecommuting.
A. Employee will temporarily telecommute according to the following schedule:
Name: ________________________________________
Employee ID: ____________________________________
Start Date: _______________________________________
End Date: _______________________________________
Regularly Assigned Place of Employment: The days the District expects the Employee to be physically
present at the District Worksite are the following: (Place a check mark next to the appropriate days.)
Day
Morning
Afternoon
Start
End
Start
End
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Temporary Telecommuting Agreement
San Jose Evergreen Community College District
Social Distancing Response to COVID 19 Pandemic
2
Telecommute: The days (“Work Schedule”) the District permits the Employee to be physically present
at the Alternate Worksite are the following: (Place a checkmark next to the appropriate days.)
Day
Morning
Afternoon
Start
End
Start
End
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
This agreement to permit Employee to telecommute is a temporary measure only and will be
reviewed continuously during the period in which the District encourages social distancing as a
measure intended to minimize the spread of the COVID 19 Pandemic. The District may alter this
schedule or end the temporary telecommuting agreement at any time at its sole discretion.
B. Every employee shall perform a self-assessment prior to entering a district facility in an effort to
maintain employee safety and lessen the spread of COVID 19. The employee will utilize the CDC
Corona Virus self-checker https://www.cdc.gov/coronavirus/2019-ncov/symptoms-
testing/symptoms.html to complete the self-assessment. If an employee’s self-assessment
indicates they should get tested or self-quarantine:
a. The employee shall immediately notify their supervisor.
b. The supervisor in turn will complete an entry, on the COVID 19, Employee Reporting
Maxient site located on the District’s Homepage https://www.sjeccd.edu. The
supervisor will report:
i. Name of employee
ii. Employee ID Number
iii. Facility which employee is normally assigned
iv. Department which the employee is normally assigned
v. Last location, date and hours the employee last worked
c. The employee shall take any precautions necessary, which may include either self-
quarantine for 14 days or a COVID 19 test at the health facility of their choice.
d. If the employee has self-quarantined for 14 days or has received a negative test for
COVID 19, the employee is free to return to work (whichever comes first).
e. The employee will notify their supervisor prior to returning and will continue with the
daily self-assessments.
If an employee tests positive for COVID 19 he/she should inform the supervisor immediately.
The employee will need a medical release to return to work.
C. All existing duties, obligations, responsibilities, and conditions of employment remain
unchanged. Telecommuting employees are expected to abide by all District and departmental
policies and procedures, rules and regulations, and Collective Bargaining Agreements.
Temporary Telecommuting Agreement
San Jose Evergreen Community College District
Social Distancing Response to COVID 19 Pandemic
3
D. Telecommuting employees are required to perform their assigned work duties and be accessible
as if they are working at their District worksite during the established telecommuting Work
Schedule. Employees must be accessible during their regular scheduled hours via the manner
and technology designated by their supervisor, which may include laptop computer, mobile
phone, email, messaging application, video conferencing, instant messaging and/or text
messaging. Employees will make themselves available to attend scheduled work meetings,
trainings, and other department activities as requested or required by the Department.
During the period that Employee is temporarily telecommuting, Employee will check District-
related email, telephone, or other designated communication at least twice a day.
E. While temporarily telecommuting, employee will maintain professionalism, productivity,
performance, communication, timeliness of assignments, and responsiveness standards as if
Employee were not temporarily telecommuting. Employee remains obligated to comply with all
District (as well as the Department’s) policies and procedures.
F. Employees who have been approved to work remotely shall be responsible to create and
maintain a safe work environment. The District shall not be responsible to provide any furniture
or utility subsidy to the Employee. Employees must work with their Immediate Management
Supervisor to assess what is necessary to perform work at home while telecommuting.
G. By signing this Agreement, Employee agrees to maintain a safe and ergonomically appropriate
telecommuting worksite, and that Employee has reviewed the free Keenan Safe Colleges, online
training, “Office Ergonomics.” Upon request, the District will provide additional resources to
assist Employee in assessing and maintaining the telecommuting worksite in a safe and
ergonomically appropriate manner. Employee agrees to utilize these resources if needed. It is
the responsibility of the employee to inform their Supervisor of additional resources needed to
be ergonomically correct.
H. All work-related injuries incurred while performing work-related tasks/duties during Employee’s
work hours, and all illnesses that are job-related must be reported promptly pursuant to
Administrative Procedures 7343 - Industrial Accident and Illness Leave. Additional information
concerning SJECCD workers compensation program and process is available via the website at
https://www.sjeccd.edu/district-services/human-resources/workers-compensation .
I. Employees are prohibited from having face-to-face meetings regarding District business in their
homes. Employees shall opt to use video or phone conferencing to maintain social distancing
guidelines and personal protection.
J. Employee will continue to abide by practices, policies, and procedures for requesting sick,
vacation, and other leaves of absence.
K. If approved for a Virtual Private Network (VPN) account, an Employee is required to use a
district or college provided computer. VPN access provides users with the same level of network
access as onsite and it is vitally important to safeguard the computer, log-in credentials, data,
and private information on the screen. Alternatively, Employees working at home may request
Temporary Telecommuting Agreement
San Jose Evergreen Community College District
Social Distancing Response to COVID 19 Pandemic
4
access to a Virtual Desktop computer. A Virtual Desktop computer may be accessed by using a
networked personal computer and browser. It does not require a VPN account.
Brief computer guidelines for employees working from home:
1. Do not use the district/college computer on a public wireless network without VPN turned
on at all times.
2. Do not use a district/college computer in a public or home area where others may view
private data on your screen (e.g., student/employee information).
3. Do not allow anyone else to use your district/college computer.
4. Do not install personal software on your district/college computer.
5. Do not share your password with anyone.
6. Log out of your computer or lock it (Windows-L) when not in use.
7. Sign-out of the VPN connection when not in use (go to VPN settings).
8. Do not store sensitive data on the computer – store it on the network shared drive.
9. Be careful when traveling with the computer – safeguard it from theft, temperature
extremes, physical damage, etc.
10. Report a lost computer to the ITSS Help Desk right away.
11. R
eport a stolen computer to Police Services and the ITSS Help Desk right away.
12. Review the Computer and Network Use Policy and Procedure (BP/AB 3720).
Employee is responsible at all times for the access, use and security of those devices. Employee
must NOT download any privacy data related to students or employees such as Personal
Identifiable Information in Colleague or any other District data system to your laptop computer.
Employee must be sure to connect district/college mobile devices from a secured network (one
that requires a username and password). Employee must take reasonable precautions to
prevent third parties from accessing or handling sensitive and confidential information they
access while telecommuting. Employee agrees to close or secure all connections to District
desktop or system resources (i.e., remote desktop, virtual private network connections, etc.)
when not conducting work for the District.
L. By signing this Agreement, Employee is also confirming they have read, understood and will
comply with all Board Policies and Administrative Procedures in connection with Employee’s
telecommuting arrangement, including, but not limited to:
1) BP 3050: Institutional Code of Ethics
2) BP 3420: Equal Employment Opportunity
3) BP 3720: Computer and Network Use
4) BP 6450: Wireless & Cellular Telephone Use
5) BP 6520: Security for District Property
6) BP: 6535: Use of District Property
7) AP 7234: Overtime
8) AP 7344: Notifying District of Absence/Illness
9) AP 7343: Industrial Accident and Illness Leave
Temporary Telecommuting Agreement
San Jose Evergreen Community College District
Social Distancing Response to COVID 19 Pandemic
5
Employee acknowledges and understands that management may at any time adjust or end the
temporary telecommuting arrangement. Management will attempt to provide at least 48 hours’
advance notice of any changes to the temporary telecommuting arrangement.
M. Employee agrees that they will be telecommuting from the following City:
____________________________________. Employee agrees to notify their
manager/supervisor in writing within three calendar days of any changes from where Employee
will be temporarily telecommuting, along with the effective date(s) and duration of such change.
Employee understands the District will rely on this information in determining its compliance
with any local laws and ordinances while Employee is temporarily telecommuting.
N. Any breach of the telecommuting agreement by Employee may result in termination of this
Agreement, and disciplinary action as outlined in the Managers, Supervisors, and Confidential
Employees Handbook.
UNDERSTOOD AND AGREED:
_______________________________________
Employee Signature
_______________________________________
Date
______________________________________
Print Name/Title
APPROVED BY:
_______________________________________
Approver Signature (Manager/Supervisor)
_______________________________________
Date
_______________________________________
Print Name
_______________________________________
Name/Title
_______________________________________
Department
Agreement is to be turned in to and maintained by the manager.
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Completed 2 February 2021

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