1. Telecommuting is an arrangement between management and employee, not an entitlement, and is based on the needs of the job, work group and organization, and the employee's past and present levels of performance.
2. A pilot period of telecommuting shall be required.
3. Telecommuting is a voluntary arrangement that may be terminated at any time by management or employee.
4. Telecommuter's will have regularly scheduled work hours as assigned by their managers.
5. Any changes to the agreed-upon schedule or work site must be reviewed and approved by the manager in advance of the change.
6. Telecommuter's should be reachable via telephone, within reason, during agreed-upon work hours. Telecommuter's must notify the office if they leave their telecommuting location, similar to informing their manager when leaving a traditional office during the workday.
7. Telecommuting is not an accommodation or work-site substitute for the care of other persons living at home (i.e. elderly, children, and/or the critically ill). In these circumstances, please review the FMLA Policy, which will govern (http://policies.emory.edu/4.73).
8. Staff must be able to assure the manager that potential at-home distractions (e.g., children or dependent day care) are addressed and will not interfere with the work to be done through telecommuting.
9. Managers should be prepared to measure and monitor the productivity of telecommuting arrangements and establish goals for completion of tasks, assignments, and deliverables.
10. Telecommuting does not change the basic terms and conditions of employment with Emory University, nor the compensation, benefits or workers' compensation benefits available to the employee.
11. Telecommuters remain subject to all Emory University Policies (http://policies.emory.edu).
12. Telecommuters are responsible for maintaining the confidentiality and security of any information created or accessed via telecommuting arrangements and for adhering to the Information Security Requirements for Telecommuting Arrangements (http://it.emory.edu/MEDIA/Teleworking.pdf). Key security requirements for telecommuting are noted below:
• Telecommuting arrangements must be authorized in advance by unit management and a Telecommuting Security Agreement must be completed for each request.
• The user's local IT unit must provide, maintain, and support a computer with an approved Emory configuration defined by the Local IT unit.  The configuration must address the Information Security Requirements for Telecommuting Arrangements which includes items such as current security updates and anti-virus capability, removal of administrative rights, proper firewall configuration, and security incident reporting requirements.
• Telecommuters must use only the Emory provided computer for telecommuting.
• Telecommuters must usa a wired network connection to connect to the Emory network via VPN to work.  Telecommuters are not allowed to use home wireless networks for telecommuting.
• The use of home wireless networks solely for accessing email and public web sites may be allowed if authorized by unit management.
• Emory is researching solutions that may allow the use of Emory owned wireless network at telecommuters' homes in the future that could provide secure access to EmoryUnplugged with VPN capability already built-in.
• Telecommuters must protect the computer issued to them and any sensitive data that it might contain.
• Telecommuters may not store sensitive information on the computer unless authorized to do so, and even then, telecommuters must only store the absolute minimum required.
• Telecommuters must encrypt or password protect documents that contain sensitive information when possible, and upgrade to Full Disk Encryption when an enterprise solution becomes available.
• Telecommuters may not transfer sensitive data to non-Emory owned systems or removable media, and they may not allow unauthorized users to use the computer issued for telecommuting.
• Laptops must be physically secured with cable locks whenever they are left unattended in areas that are not physically secure.
• Users must immediately notify their manager and local IT support if a system used to telecommute is lost or stolen or if the system is compromised or suspected of being compromised by a computer virus or hacker.
13. Managers are responsible for ensuring that each telecommuter understands the confidentiality and security requirements associated with telecommuting, and for obtaining the telecommuter's written agreement to abide by the requirements guidance document (http://it.emory.edu/MEDIA/Teleworking.pdf)

Additional considerations:

The use of AWA may be determined by the exemption status of the employee's job under federal regulations for overtime. While some of these guidelines may be applicable to employees exempt from overtime, they are generally more relevant to employees that are subject to overtime.

Many AWA take different forms and have different considerations based on the exempt status of a job under federal regulations (Fair Labor Standards Act) governing overtime.  These regulations require employers to pay overtime for any time worked by a non-exempt employee over 40 hours in a single work week. In no circumstance is it legal, appropriate or acceptable for a non-exempt employee to independently or under direction from a supervisor to "work off the clock".

In general, if a position is exempt, a manager and an employee have more latitude in designing AWA.  However, exempt status does not entitle an employee to any fewer obligations to satisfy work requirements assigned by the manager.

Managers of non-exempt or hourly paid employees must consider overtime implications for various flexible scheduling options,  especially for compressed work weeks. In addition, non-exempt employees who telecommute must record hours worked, and manages must assure that these worked hours are accurately put into the payroll system.

Resources:

AWA and telecommuting resources are found at the Emory WorkLife Resource Center's website: www.worklife.emory.edu. WorkLife staff are also available to consult with work units that desire assistance in creating these programs.  All AWA and telecommuting arrangements should be reviewed by HR staff (Work-Life, Compensation, or Employee Relations).