Teleworking Procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 27 November 2013.

(2) This Procedure is pursuant to the Teleworking Policy.

Section 2 - Purpose

(3) To provide for a safe and productive teleworking environment for the University and its staff.

Section 3 - Scope

(4) This applies to all University staff who are prospectively or currently engaged in teleworking.

Section 4 - Policy

(5) Refer to the Teleworking Policy.

Section 5 - Procedure

(6) In accordance with the Teleworking Policy, teleworking arrangements entailing regular periods away from the usual workplace will be formalised in Teleworking Agreements between staff and their managers.

(7) Teleworking is frequently part of home-based work and as such this policy is applicable. Staff wishing to avail themselves of flexible working arrangements must also consult the Guidelines for Making and Dealing with Requests for Flexible Working Arrangements and the Flexible Work Arrangements Procedure and discuss it with their manager.

Proposal, application and assessment

(8) A teleworking arrangement for staff may be proposed by either staff or their manager but it is the responsibility of staff to apply to the University to undertake teleworking by agreement with their manager. This must be done using the Telework Proposal available on the Teleworking website.

(9) The staff member and their manager must discuss the Telework Proposal.

(10) Managers may seek the advice from the Human Resources Division (HRD) on the proposal to ensure the arrangement is compliant with University policy and other applicable legislation.

(11) If the Telework Proposal is agreed to in principle, the following applies:

  1. where the teleworking involves more than one day per week and/or more than four days per month, a Teleworking Agreement is required. For telework carried out at an approved work location the Approved Work Locations Teleworking Agreement must be completed. For telework at other locations the full Teleworking Agreement must be completed.
  2. where a Teleworking Agreement is not required the manager must approve the teleworking in writing.
Approval (where a Teleworking Agreement is required)

(12) Where a Teleworking Agreement is required, the Teleworking Agreement must be agreed to and signed by all parties before the teleworking commences.

(13) Approval of the teleworking arrangement is at the discretion of all parties to the Agreement.

(14) The proposal for teleworking shall be assessed by the manager against an evaluation of current duties, performance and working style and work requirements of the staff member making the application, staffing requirements, budgetary implications and applicable needs of the University. The manager will also assess the nature of the work being performed and any relevant business and operational considerations.

(15) Teleworking arrangements should not be approved unless:

  1. the manager has reviewed and assessed the Proposal and Agreement
  2. the manager is satisfied that the arrangement will, overall, be beneficial for the University's operations
  3. the staff member can provide required ICT equipment (must meet the University's minimum supported specifications) or the University can loan equipment to the staff member without significant cost or inconvenience to the University.

(16) The initial Telework Agreement should not be longer than three months and must, if extended, be reviewed every twelve months.

(17) If the teleworking arrangement is approved the staff member undertaking teleworking shall be provided with a signed copy of the Teleworking Agreement.

(18) If the Teleworking Agreement Application is not approved, the staff member making the application should be notified of the decision and its rationale as soon as is practicable.

(19) Approval to work from the staff member's home or other non-University location requires additional approval as covered by the University's Flexible Work Arrangements Procedure.

Communication

(20) While teleworking, staff must be reasonably contactable by agreed ICT during work hours. The staff member and manager will agree on communication protocols including how, when and by whom the staff member will be contactable.

(21) Communication during teleworking arrangements may be by any agreed information and communications technology (ICT), including telephone, video-conference, fax, or other means. Information and communications equipment may be owned and maintained by the University, by staff or other parties as agreed. Teleworkers will require VPN access to ensure seamless accessibility to University data.

Performance, monitoring and review

(22) The success of teleworking shall be measured by the extent to which it mutually benefits the University and its staff. University operational requirements shall remain the basis for any teleworking arrangements and their priority.

(23) Consistent with the terms of the Teleworking Agreement the staff member shall acquaint themselves with the Teleworking Policy and Procedure and other information available on the Teleworking website.

(24) The teleworker and their manager shall frame and agree on a work plan. Where the work plan is not included in the Teleworking Agreement, the start and continuance of the teleworking arrangement is contingent on an agreed work plan and signed Performance Planning and Review (PPR) between the manager and staff member. Where there is no consensus the teleworking arrangements must cease within five days.

(25) The manager will monitor and evaluate performance with an emphasis on agreed outcomes, meeting regularly with the teleworker to review performance and expectations.

(26) The agreed telework schedule should ensure there is sufficient flexibility to allow adequate time at the usual workplace to access facilities, meetings, and communication with other staff and stakeholders.

(27) All Teleworking Agreements shall be reviewed annually as part of the staff member's Performance Planning and Review (PPR).

Issue management

(28) In the event that problems occur during teleworking, issues should be reported as soon as is practicable to managers.

Termination

(29) The Teleworking Agreement may be terminated by either the staff member or their manager by negotiation.

Section 6 - Definitions

(30) For the purpose of this Procedure:

  1. Telework: is working from an approved location other than your usual workplace utilising information and communications technology (ICT) to stay connected to your colleagues and your work.
  2. Teleworking Agreement: an agreement made between a staff member and manager to undertake an agreed schedule of teleworking.
  3. Teleworking schedule: the hours and pattern of telework established under the Telework Agreement.
  4. Teleworkplace: any site where telework is undertaken.
  5. Usual workplace: the traditional workplace and setting usually provided by the University at its premises.