Definition

Telecommuting is defined as working from a location other than the traditional office setting or a remote-access arrangement for at least part of the workweek.  This arrangement is typically granted as an exception and done on a temporary basis.  Occasional work off-site, including work while traveling on University business, does not constitute telecommuting and does not require the formal arrangement described in this procedure.

Eligibility

Non-exempt, hourly paid staff is not eligible to telecommute.  In the cases related to exempt staff, either the supervisor or the employee can request telecommuting as a possible work arrangement.  There is no informal telecommuting arrangement.  All telecommuting arrangements must be formalized and require the approval of the Dean/Vice President and the Vice President of Human Resources in order to be consistent with this policy.  Employees being considered for telecommuting arrangements:

• Must have been employed with the University of Dayton for a minimum of 12 months of continuous employment, and
• Must maintain, and have consistently exhibited above average performance, in accordance with the university’s performance appraisal process.

Terms and Conditions

Telecommuting is a work arrangement where individual, job and supervisory characteristics are suited to such an arrangement.  The determination as to whether an employee is eligible to telecommute is at the discretion of the university.  It is not an entitlement or a university-wide benefit; and it in no way changes the terms and conditions of employment with the university.  Because of our business and the need to interact with faculty, staff and students, not all work is suited to telecommuting.  Generally, requests to telecommute should not be contemplated when:

• The nature of the job requires the employee’s physical presence (e.g. telecommuting may not be appropriate where the employee must supervise the work of other employees), or efficiency is compromised when the employee is not present.
• The employee’s performance evaluations do not indicate sustained high performance.
• The employee’s observed productivity levels are problematic.
• The employee requires close supervision as indicated, for example, by the employee’s consistent need for guidance on technical matters;
• The employee’s current assignment requires frequent supervision, direction or input from others who are on-site.
• The employee has received disciplinary action or has a demonstrated attendance problem.

Telecommuting is not meant as an alternative for satisfying the employee’s dependent care responsibilities.  Prospective telecommuters are expected to discuss expectations of telecommuting with his or her family and make arrangements that will not interfere with the completion of work assignments.

Employees who telecommute will continue to be covered under workers’ compensation while performing duties associated with their position with the university, and must follow the university’s procedure for reporting job-related injuries.  The Office of Environmental Health & Safety/Risk Management should be contacted to work with the employee and the supervisor to ensure a safe alternate work environment and the safety of any university equipment that may be used.  The employee is liable for any injuries sustained by visitors to their work site.

When employees are telecommuting, they are obligated to comply with all university rules, policies and procedures.  Violation of such rules, policies and procedures may result in immediate cessation of the agreement and possible discipline.

Consistent with the university’s expectations of information and asset security for employees working at the office, telecommuting employees may use their own equipment to access UD resources, but are responsible for ensuring the equipment is maintained to the same standard of due professional care as administered by UD’s IT staff to enterprise resources.  This includes, but is not limited to, operating system and application fixes, antivirus/antispyware protection and secured network access.  Use of personal equipment in no way releases the university or employee from their legal and administrative requirements.  Moreover, in accordance with UD’s Confidential Data policy, personally identifying and business sensitive data should not be hosted on personally owned devices.  Available alternatives to storing confidential data locally include accessing remote data through an approved application/client installed on the local machine or using remote desktop and/or virtual private network connections to access and work through their university computer.  If the hosting of data cannot be avoided, an encryption solution is available to protect laptops and removable media such as USB flash drives, CDs, etc. in the event of loss or theft.    

Telecommuting employees are responsible for providing the equipment and facilities that are necessary to work from home, including Internet connectivity.  The university will not be responsible for operating costs, home maintenance, or any other incidental costs.  Employees must obtain required, routine office supplies from the work location.  Incidental business expenses may be reimbursed with prior supervisory approval.

Supervisors of employees who telecommute must determine when, how often and by what means employees and supervisors will communicate with each other. The work that is to be accomplished from home must be able to be quantified and this should be discussed prior to the arrangement commencing.

Supervisors may require a telecommuting employee to return to the employer’s offices on a regularly scheduled telecommuting day, should the work situation warrant such an action.  If an employee is frequently required to return to the university during regularly scheduled telecommuting days, the supervisor will re-evaluate the compatibility of the employee’s position and job responsibilities with telecommuting. 

If a telecommuting employee is sick or taking vacation while working at home, the employee will report hours worked, and sick leave or vacation time for the hours not worked.

The availability of telecommuting as a flexible work arrangement can be discontinued at any time.  Every effort will be made to provide 30 days notice if such a change must be made. 

Working From Home In Emergencies

This site is maintained by the Office of Human Resources.  Direct questions to Stefanie.Rich@notes.udayton.edu.

University of Dayton
St. Mary's Hall Room 118
300 College Park
Dayton, OH 45469-1614