Telework Policy

POLICY NUMBER: OCP 400-04

Telework Policy

Purpose

Teleworking is a workplace privilege provided for the benefit of Olympic College, its employees, our students, and the environment. Telework is a tool for reducing commute trips, pollutants, energy consumption and our carbon footprint. The College has developed this policy and associated procedures to ensure that requests to telework are equitably and consistently reviewed thereby ensuring that employees granted teleworking privileges can effectively perform their job junctions, be held accountable for their assigned work, thereby contributing to, supporting, and enhancing the College’s delivery of high-quality educational services to its students and the public at large.

This policy applies to all employees and employee groups at Olympic College. The associated procedures apply to all employee groups except faculty. Faculty should review their CBA and negotiated MOU’s for procedures regarding remote work and online teaching.

Definition

Telework/remote work/telecommuting is the practice of using technology to perform assigned job functions from a college-approved location, such as the employee’s home, a satellite location, or another off-campus location.

I. Eligibility for Telework

Not all positions or individual employees qualify for telework schedules. The determination of whether an employee and/or a position qualifies for a telework schedule will be based on the criteria set out in the Telework procedures. Remote work for faculty is outlined in the AHE Collective Bargaining Agreement and negotiated MOU’s.

Due to the burdens and costs attendant with multistate taxation and compliance requirements, requests for out-of-state telework will not be approved. All full-time and part-time telework must be conducted in the State of Washington.

The College will use an equitable and consistent process for determining whether to approve or deny a telework request. Human Resources will provide consultation for the proper implementation of telework schedules..

Telework Procedures

Procedure Number: OCPR 400-04-01

(Telework Procedures apply to all staff except faculty)

I. Position and Employee Eligibility Assessment

A position’s eligibility for Telework is based on operational needs, the duties and responsibilities of the position as defined in the employee’s position description, along with the employee’s eligibility to perform the position remotely. It is the responsibility of the College to determine whether a position and an employee are eligible for Telework.

When evaluating an employee’s request to Telework, which must be submitted to an employee’s supervisor in writing, the supervisor should evaluate the requirements of the position, impact on the employee’s team, concerns about employee performance, whether the employee can effectively perform the duties of the position while Teleworking, and any other relevant factors. The supervisor should also consider these criteria while maintaining consistency and equity of decisions across the department. Typically, employees serving a probationary or trial service period are not eligible for Regular Telework. Telework arrangements must abide by any applicable regulations, policies, and collective bargaining agreements (“CBA”). Supervisors are responsible for considering proposals objectively and fairly but are not obligated to approve a request for Telework.

If the College determines an employee or a position is not eligible for Telework based on the sections above, the College will inform the employee, in writing, of the denial and the basis for denial.

II. Employee Eligibility

Employees eligible for telework must meet the following requirements:

  • The employee’s position is considered suitable based on the employee’s annual performance review consistent with applicable CBAs and/or College Policies & Procedures, and without placing an undue burden on the College.
  • The employee is not involved in corrective or disciplinary action, or a disciplinary investigation related to the employee’s remote work or their job performance and does not have any past performance issues that could impact the employee’s ability to telework effectively.
  • Does not conflict with competing leave requests and scheduled time off.
  • The telework location is approved. 

III. Telework Agreements

Regular telework requires an approved Telework Agreement signed by the employee, the employee’s supervisor, and the Department’s designee to the President’s Executive Team. The Telework Agreement will set forth the specific telework schedule.

Failure to comply with the Telework Agreement will cause the immediate termination of the agreement and may also result in corrective or disciplinary action.

The employee and their supervisor will prepare a Telework Agreement to document approved Telework when required. The College’s Telework Agreement should be completed in its entirety. The supervisor may deny a Telework request at any time prior to finalizing the Telework Agreement. If a supervisor needs assistance or has any questions while completing the Telework Agreement, assistance may be requested from the HR Office.

The Telework Agreement is effective once it is signed by the supervisor, the Executive Team member overseeing the department, and the employee. The employee and their supervisor will each retain a copy of the Telework Agreement for future reference. The supervisor will forward a copy of the Telework Agreement to the HR Office.

Telework Schedule Agreements and their approval are discretionary, and the College may deny, revise, or rescind eligibility for any lawful reason. A non-exclusive set of factors which may be considered in the decision process includes effect on service to students and the College, employees’ needs, effect on office workload, competing work schedules, leave requests, and potential costs or savings to the College.

IV. Duration

In order to identify opportunities for improvement by facilitating communication and evaluation, Telework Agreements will expire if not reviewed and renewed during the employee’s annual performance evaluation or earlier if identified otherwise in the Telework Agreement. Extensions to Telework Agreements must be submitted if the agreement expires.

Telework Agreements may be renewed. An employee may request renewal of an existing Telework Agreement by working with the supervisor and signing a new Telework Agreement. If an employee’s request to renew a Telework Agreement is denied, the supervisor will inform the employee, in writing, of the denial and the basis for the denial.

V. Modification of Telework Agreements

Telework agreements are meant to be responsive to the changing needs of the workplace, and should be reviewed and updated, as needs change, through communication and collaboration between the employee and the supervisor. Ad-hoc modifications, subject to the supervisor’s approval, should be discussed and documented between the employee and the supervisor. Long-term or substantive modifications, subject to the supervisor’s approval, should be documented by revising the Telework Agreement with a copy to the HR Office.

The supervisor may also modify a Telework Agreement consistent with the goals of the Telework policy and these procedures with fourteen (14) calendar days’ notice to the employee. However, in a situation of an unforeseen emergency or business need, the supervisor may modify a Telework Agreement with de minimis notice to the employee for the duration of the emergency or unforeseen business need.

In the event circumstances prohibit an employee from performing expected duties while Teleworking, such as a loss of power or internet connection, the employee shall immediately notify the supervisor for their direction. If the circumstances are known in advance, the employee shall communicate with the supervisor as soon as is practical for their direction regarding alternate work location assignment.

VI. Termination of Telework Agreements

A Telework Agreement will automatically terminate upon the employee’s movement or transition to a new position, department/division, or work unit. The College may terminate a Telework Agreement with fourteen (14) calendar days’ notice to the employee. However, a Telework Agreement may be immediately terminated if the reason for the termination is due to performance or attendance.

VII. Exceptions and Special Circumstances

In the event of a short-term public health emergency, business operations emergency, or other emergency conditions not falling under college designated Modified Operations, the College may designate who may work remotely or from an Alternate Worksite for the duration of the emergency without the need for a Feasibility Assessment or Telework Agreement. (Consistent with Suspended Operations in the WPEA CBA.).

Similarly, in the event of a public health emergency and in the College’s discretion, employees who are especially susceptible to the condition causing the public health emergency may not be subject to this Policy. Instead, the HR Office may work with the employee on a temporary work alternative, which may include a Telework Agreement, or a modification in working conditions to support the employee’s health and safety.

Upon mutual agreement, the Vice President of Instruction and the Chief Human Resources Officer are authorized to grant exemptions to this policy under special circumstances for new hires. Such exemptions shall be considered as part of the employee recruitment process only when there are no viable in-state candidates, and no other alternative option or solution is available.

VIII. College Property and Data Security

Employees are responsible for the protection and security of the College’s equipment for the duration of the Telework Agreement and may be responsible for the replacement of any lost, stolen, or damaged equipment.

Employees must also comply with all software licensing, virus protection, and data security measures with respect to all equipment used to Telework. Employees shall abide by any Information Technology (“IT”) policies, procedures, and practices to monitor and maintain the security of all devices used to Telework, including personal devices. Assistance and support may be requested of the IT Department, as needed.

IX. Workers’ Compensation

Work-related injuries at the Alternate Worksite, during agreed-upon work hours, may be covered by Workers’ Compensation. An employee shall immediately report any work-related illness or injury that occurs at an Alternate Worksite during the agreed-upon work hours and must immediately report it to a supervisor and follow up by completing a College Accident/Injury report within twenty-four (24) hours of the injury and provide to Campus Security for filing.

X. Conditions of Employment While Teleworking

An employee’s job classification, compensation, and benefits will not change because of Teleworking. The employee’s pay is based on the location of the employee’s permanent duty station at a college campus. All applicable College policies, rules, and standards apply while Teleworking. Additionally, leave, hours of duty, and scheduled workweeks under state and federal wage laws and any CBA governing overtime continue to apply while Teleworking. For all overtime-eligible Teleworkers, work must only be performed during the employee’s scheduled work hours. For example, overtime-eligible employees should not send, respond to, or read emails outside of scheduled work hours without prior authorization or approval from the supervisor.

Costs associated with Teleworking, including, but not limited to, home internet, increased utility bills, home insurance, etc., are the employee’s responsibility unless otherwise agreed to in writing or as required by law. The College is not responsible for costs, damages, or losses resulting from cessation of a Telework Agreement. However, office supplies will be provided by Olympic College. Out-of-pocket expenses for supplies or services must be pre-approved and will be reimbursed according to existing College procedures.

The decision or process used to approve or deny a request to Telework, or termination, rescission, or modification of a Telework Agreement is not subject to grievance or appeal.

  • Policy Contact - Chief Human Resource Officer
  • Submitted to President's Executive Team for Review August 2024
  • Approved by President August 2024
  • Washington Administrative Code n/a
  • Revision History - Original (replaces Alternative Work Policy in its entirety) 11/27/2024