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HomeMy WebLinkAbout2020 Policycnra 5 N HOME OF PELICAN ISLAND Document ID Title REMOTE WORK POLICY Revision Prepared By: Cynthia Watson, HR Director, Asst. Admin Srvs Dir Effective Date Reviewed By: Ken Killgore, CFO, March 23, 2020 Administrative Services Director Reviewed as for form and legal Legal Review by sufficiency Manny Anon, Jr. Signatur Approved By Paul Carlisle, City Manager Print Date March 23, 2020 Date Prepared March 18, 2020 Date Reviewed March 18, 2020 Date Reviewed March 20, 2020 Date Applove _7 13' "V The City of Sebastian has adopted the following policy to address working from a remote location (your home) either as a result of suspected or actual exposure to the coronavirus (SARS- CoV-2 a/k/a COVID-19), as may be directed by the City Manager as an infection -control strategy to minimize risk of exposure to COVID-19, or as a result of a local declared state of emergency. This Policy is a privilege and not a right during a declared emergency. The City is engaged in a collaborative and relationship -driven business; thus, key to everything we do is in -person interactions. The City has found that in -person interactions contribute in important ways to collaboration, congenial working relationships, and efficiency. Normally, our employees who are assigned to one of the city's offices or facilities are expected to be present at their assigned work location during customary business hours and to perform their work during those hours. However, in light of COVID-19, or other local declared state of emergency, city recognizes there may be circumstances where working from home may be more prudent, safer or even at times mandatory. Employees who may be provided the opportunity to work remotely due to actual or potential exposure or a local declared state of emergency should follow the procedures for requesting a remote working arrangement outlined below. In situations in which the City Manager directs employees to work from home as part of broader precautionary measures, employees must strictly adhere to all the requirements stated in this policy. SCOPE OF POLICY This policy applies to all employees who are assigned to a City office or facility, including exempt and non-exempt employees, full-time and part-time workers, and executives, managers, and individual contributors. REPORTING TO WORK AT ASSIGNED OFFICE OR FACILITY Requests to work remotely for up to two weeks need to be approved by the Department Director and City Manager. Requests for arrangements that are longer than two weeks must be cmc� HOME OF PELICAN ISLAND approved by the Department Director and the City Manager. Employees requesting to work from home due to actual or suspected exposure will be required to document the basis for their request, i.e., they are experiencing influenza -like symptoms, fever or chills and a cough or sore throat. In responding to requests to work remotely, Directors should take into account the nature of the tasks that the employee proposes to undertake remotely, whether the employee's absence will have an impact on the assigned responsibilities of the employee's team, and the frequency of the employee's request to work from outside his or her assigned facility. Directors must present a work plan that outlines the duties and expectations for the employee requesting to work from home An employee requesting to work remotely must fill out the Remote Work — Equipment Request Form (below). Any responses or communications to such requests, i.e., email, correspondence, etc., must be retained by the Director for at least one year. Human Resources and the City Manager will discuss requests to work remotely with the employee's Director for purposes of assessing their feasibility and impact on city business. Remote work arrangements for employees who have substandard performance ratings or who are on any form of performance discipline or improvement plan are subject to a conditional approval by the City Manager based on the Director's supervision of the employee's compliance with this Policy. Approvals for remote working arrangements can be withdrawn or modified by the City Manager at any time without any prior notice to the employee. REQUIREMENTS FOR WORKING REMOTELY Whether based on individual approval or because of a broader recommended or mandatory City directive to work from home, employees who are working remotely must strictly adhere to all of the requirements that apply in the workplace. Employees working remotely are expected to maintain a level of productivity similar to the level of productivity maintained in the workplace. Employees working remotely are also expected to be available during business hours to communicate with Directors, supervisors, co-workers, and other business contacts by phone and to monitor and respond to email with reasonable response times. Employees working remotely are also governed in all respects by the City's Code of Business Conduct and Ethics. In addition, employee must adhere to the City's policies regarding harassment and appropriate workplace communications. Employees are prohibited to use any City -provided technology for any activities other than those necessary for fulfilling the organization's business activities; to incur any costs or charges SEBASTLA,N HOME OF PELICAN ISLAND resulting from personal use of city -provided technology without reimbursing the organization for those costs; and to store any sensitive, proprietary or confidential data on cellular telephones at any time. The security and replacement of any City -provided technology assigned to an employee becomes his/her responsibility and that City -provided technology and accessories remain the property of the city. Information security is always critical at the City, and it is even more critical when working remotely. All access to information on the City's computer networks must be made through the City's Virtual Private Network (VPN) system, using hardware and software approved by the City's IT department. It is prohibited for employees to circumvent the City's security protocols by, for example, emailing documents to them to be used outside of the City's secured networks. It is prohibited for hard copy documents and other physical records containing confidential information, including any customer information or other non-public information about the City's business, to be removed from the City's premises without specific authorization. Therefore, working requiring access to such materials should generally not be done remotely. All approvals for remote working arrangements require that the employee have a safe and comfortable place to work efficiently. The City will supply equipment for use in home offices or other work locations as part of any remote working arrangement. (See Remote Work Equipment Request Form). Remote work arrangements also are not intended as a substitute for child care or other family care obligations. You should notify Human Resources for other more appropriate leave requests that are available to address these issues. Employees are expected to be able to devote their full attention to their duties while working remotely. Employees who are working remotely must keep accurate records of all working time, just as they would if they were working at the office. The City strictly prohibits hourly paid, non- exempt employees from performing unrecorded or "off -the -clock" work under any circumstances. If you are working from a remote location, you are still expected to clock in and out using the ADP payroll system. RETURNING TO ASSIGNED OFFICE OR FACILITY If while working remotely you experience periods in which you feel unwell, including possible symptoms of COVID-19, or otherwise believe you may have been exposed to COVID-19, you will be required to obtain a return -to -duty authorization from a physician before returning to your assigned office or facility. If you do become ill with the COVID-19 while working remotely, please notify Human Resources for FMLA forms. In addition, if ill for more than three days, according to the Sick Leave Policy, a doctor's note is required to return to work. If you have cn) g �BiAST1� HOME OF PELICAN ISLAND symptoms of acute respiratory illness, while working from home, you are recommended to not return to work until you are free of fever (100.4 degrees F using an oral thermometer)and any other symptoms for at least 24 hours, without the use of fever -reducing or other symptom - altering medicines (e.g. cough suppressants, aspirin). Due to the seriousness of a declared Local State of Emergency, any violation of the Remote Work Policy will be considered an egregious act and will result in discipline up to and including termination of employment. an Of HOME OF PELICAN ISLAND REMOTE WORK POLICY I received and understand the Remote Work Policy. Signature Date Lin LA SEBASTL HOME OF PELICAN ISLAND REMOTE WORK — EQUIPMENT REQUEST FORM NAME DATE DEPARTMENT DATE RECEIVED DATE RETURNED EQUIPMENT RECEIVED Signature Date MIS Signature Date Your signature attests that you agree to the following terms: (i) I have received and read a copy of the Remote Work Policy, and understand and agree to the same; (ii) 1 understand and agree that I will not use any City -provided laptop for any activities other than those necessary for fulfilling the organization's business activities; (iii) I understand and agree that I will not incur any costs or charges resulting from personal use of city -provided laptop without reimbursing the organization for those costs; (iv) I understand and agree that no sensitive, proprietary or confidential data is to be stored on cellular telephones at any time; (v) I understand and agree that the security and replacement of any City -provided laptop assigned to me becomes my responsibility and that City -provided laptop and accessories remain the property of the organization; (vi) I understand and agree that any violation of the Remote Work Policy will result in discipline up to and including termination of employment.