• Telecommuting: AR-5160-A

  • Section 5000: Personnel

    Administrative Regulation: AR-5160-A

    President’s Cabinet (PC) Approval: 5/6/08
    Revised: 9/22/09
    1. Telecommuting Program Description
      1. Telecommuting is a mutually agreed upon work alternative between the telecommuter and manager. Telecommuters work at home one or more days per week on a regular basis. Writing, reading, telephoning, data analysis, computer programming, word processing and data entry are some, but by no means all, of the tasks amenable to telecommuting. Distance learning instruction is not covered by this regulation.
    2. Goal
      Mt. Hood Community College (MHCC) is committed to reaching a goal of 10% of the work force telecommuting two or more days a month.
    3. Eligibility
      1. All MHCC employees are eligible to apply to become telecommuters if their work is of a nature wherein face-to-face interaction is minimal or may be scheduled to permit telecommuting, and the need for specialized material or equipment is either minimal or flexible. Characteristics of the employee applying for telecommuting will include:
        1. A record of satisfactory or better performance evaluations. For the purposes of this procedure, having no evaluation on file will be construed as having a satisfactory evaluation.
        2. Demonstrated ability to effectively manage work time and perform job requirements with limited supervision.
        3. Telecommuting location is within Oregon (exceptions may be made only with vice president of administrative services’ approval)
    4. Telecommuting Agreements
      1. Employees working at least part-time at an alternative worksite on a regular basis must complete and sign a Telecommuting Agreement. The completed agreement is to be submitted to the employee’s manager for approval. The manager will conduct a work planning session with the employee, and the employee’s co-workers as necessary, prior to the beginning of the telecommuting work schedule.
      2. Telecommuting Agreements will be in writing and address the following:
        1. Telecommuting task definitions and/or scope.
        2. Performance expectations and measurements.
        3. Working hours.
        4. Duration of the agreement.
        5. A list of pre-approved telecommuting expenses and a defined procedure for the approval of all other related expenses.
        6. If applicable, the method of handling, transporting and/or storing of confidential MHCC information/data.
        7. Signatures of the employee, manager (vice president of administrative services’ approval if out-of-state).
        8. A copy of the agreement will be submitted to human resources.
    5. Work Performance
      The performance standards for employees working at the alternate worksites will be equivalent to the standards used when the employees are working at the campus worksite. Nothing in the telecommuting procedure waives or changes standards of performance or behavior in the workplace
    6. Communication
      The telecommuter is responsible for maintaining effective communication and work flow among co-workers and customers
    7. Child Care
      Telecommuting is not a substitute for child care. Telecommuters must make and maintain child care arrangements which permit concentration on work assignments at home.
    8. Security
      College information and data that are stored at the alternative worksite should be kept in a secure area. For work that has security/confidentiality issues, passwords for computer access must be established. Backups of data should be performed on a scheduled basis and stored at the regular College worksite. Employees will take all precautions necessary to secure proprietary information and prevent unauthorized access to any College system from their alternate worksite.
    9. Work Space Health and Safety
      The employee is responsible for establishing and maintaining safe and healthful working conditions in their alternative work space. Employees who wish to have help in determining whether their alternative work site/space is "safe and healthful" may contact the College’s environmental health and safety manager.
    10. Equipment/Hardware
      1. Telecommuters will be expected to provide an Internet Service Provider (ISP) connection, their own personal computer (PC) and other needed equipment and supplies.  Under special circumstances approval may be granted for the use of College equipment.
      2. Computer services requires the employee to bring their own computer to them for evaluation, configuration and software loading.  A minimum configuration standard will be established by computer services as a condition of support for employee equipment.  Computer services does not provide onsite tech support.
    11. Software
      1. While working at home performing MHCC functions, employees must conform to MHCC software standards as established by computer services.  Under most circumstances, employees will be allowed to run a copy of MHCC standard software on their own computer based on the Microsoft Licensing Agreement. Employees must contact computer services to ensure the software conforms to this agreement. All software must be properly licensed.
      2. If the telecommuter wishes to connect to the MHCC network, the necessary software to perform this function will be provided by MHCC at no charge.  The communications software provided may be updated periodically.  When this occurs, the telecommuter will be contacted in advance to arrange for the software upgrade.
      3. Computer services will provide telephone help-desk support to the telecommuter during normal business hours.
      4. At termination of telecommuting, MHCC software must be removed from any machine owned by the employee and any MHCC owned equipment must be returned.
    12. Equipment Liability
      1. MHCC is not responsible for damage or loss to employee-owned equipment.  Telecommuters should check their homeowner's/renter's insurance policy for incidental office coverage.
      2. MHCC will be responsible for the repair and maintenance of equipment provided by MHCC.  The telecommuter is responsible for bringing equipment in need of repair to computer services at MHCC.  Surge protectors must be used with any MHCC-owned computer made available to the telecommuter.
      3. The employee will be responsible for:
        1. Any intentional damage to the equipment,
        2. Damage resulting from gross negligence by the employee or any member of the employee's family; and
        3. Damage resulting from a power surge if no surge protector is used.
      4. Damage or theft of MHCC-owned equipment that occurs outside the employee's control will be covered by MHCC's insurance policy.