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HomeMy WebLinkAboutNon Union Work From Home Policy (2)rs. 4 NA L L =Fz- ", is Municipality of Bayham Non -Union Work From Home Policy Section 1 — Overview 1.1 In order to support continuity of operations, the Municipality of Bayham (hereinafter, the "Municipality") endorses working from home ("teleworking", "remote working") as an option for qualified employees whose duties can be performed from an alternative workplace. During an emergency or other disruption, it may be advantageous to provide alternate workplace options in order to reduce our organization's demand on the local transportation network, reduce demand on the physical workplace(s), and/or protect the health and safety of Municipal staff. 1.2 The Municipality recognizes the benefit of permitting certain employees to work from home or another alternative location when it does not compromise the Municipality's ability to deliver high-level service. This Policy establishes procedures governing remote work arrangement for non -union staff when such an arrangement is beneficial to the Municipality and the employee. Section 2 — Policy Overview .1 Working remotely is neither a universal employee right nor a universal employee benefit. Successful teleworking requires accountability for work production and maintenance of ongoing communication. Teleworking must have measurable performance standards for the Municipality to gauge the success of a teleworking arrangement. _2 There may be times when working remotely is required in order to maintain the Municipality's business (i.e. during epidemics, pandemics, other emergencies as determined by the Municipality's ECG). However, in the normal course of Municipal business, eligible positions for teleworking are identified by the department Director/Manager and are subject to CAO approval. The Director/Manager or CAO may cancel any remote work arrangement without notice. 2.3 The ability to work remotely is not suited to all positions. Positions whose job requirements include field work, direct customer service, on -site processing (when workplace equipment and fixed assets are required) or other duties that cannot be performed productively away from the regular workplace will not be approved to participate in a telework arrangement. 2.4 Teleworking can only be done on a case -by -case basis and is not intended for long- term, full-time use. To qualify for remote work, the following considerations will apply. f Organizational and operational requirements will supersede all requests • The Position is designated as eligible by department Director/Manager + The Employee must sign and abide by the Municipality's Remote Work Agreement • Requests will be considered on a case -by -case basis • Supervisor has the time and ability to invest to ensure a successful teleworking arrangement (i.e. workflow issues, impact on co-workers and customer service) • Standard and predictable working hours are required to be maintained 2_5 As determined by the applicable Manager/Director and approved by the CAO or designate, remote work arrangements will be set out in a written agreement signed by the employee and the Municipality containing applicable terms and conditions of said arrangement. A breach of any remote work agreement may result in the termination of the arrangement and subsequent discipline up to and include termination of the employee with cause, without further notice or pay in lieu of such notice. The remote work participant will agree to complete any assigned work and provide regular reports to the Manager/Director to gauge performance. 2.6 Notwithstanding Subsection 2.5, there may be instances of extraordinary circumstance that preclude the execution of a remote work agreement and where remote work is required to continue an aspect of Municipal business (i.e. inclement weather). These instances will be addressed on a case -by -case basis and approved will be at the discretion of the CAO or designate. 2.7 Probationary employees are not eligible for remote work for at least the first 60 days worked of their probationary period. .8 Salary, job responsibilities and hours, benefits, and company -sponsored insurance coverage will not change due to participation in any Work From Home arrangement. Hours must comply with employment standards legislation and no overtime will be worked without prior written consent. Section 3 — Security, privacy, protection of personal and corporate information 3_1 Employees are expected to follow all applicable policies and procedures on records management and protection of personal information in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and other applicable legislation. 3.2 Employees must take necessary precautions to protect documents and the confidentially of information at their homes. This includes: ■ Municipal records — paper and/or electronic — should only be taken home if necessary, with the minimum amount of information required to carry out duties and with the approval of their Manager/Director. Transporting of files and documents must be done in compliance with the Personal Health Information Protection Act (PHIPA) and the Municipal Freedom of Information and Protectionof Privacy Act (MFIPPA). • Personal email shall not be used for work emails. + All documents created in the course of Municipal business should be saved on the Municipal system, network drives, or servers. • Hard -copy Municipal records must not be left open or visible to other people. Computer screens must be locked when away from the workstation. 3.3 Employees connecting their computing devices, personal or employer -issued, to their home network should take the necessary recommended precautions to secure their home network, and should avoid use of public networks unless using a Virtual Private Network (VPN). 3.4 Any remote access precautions on employer -issued devices must not be disabled or circumvented. Any corporate accounts and passwords must remain confidential. Section 4 — Accident and Incident Reporting 4. 1 Workplace health and safety is just as important for teleworking employees as it is for thoseworking in a traditional worksite. Regardless of the work location of their employees, the responsibilities of supervisors and managers regarding health and safety remain. It is crucialthat both employees and their immediate supervisors consider all health and safety implications of the remote work arrangement. 4 2 A teleworking employee will be covered by the Workplace Safety and Insurance Board (WSIB) for work -related injuries occurring at the remote work place during the teleworker's defined work period and that occur during the fulfillment of work tasks. WSIB will not apply to non- work -related injuries or injuries that occur outside of the defined work period. WSIB reporting requirements are the same for telework arrangements as per usual processes. 4.3 If a work -related injury occurs while teleworking, the employee must notify the supervisor(s)and/or Human Resources immediately and complete all necessary documents regarding the injury. 1 The employee must not conduct any Municipal business related to in -person meeting with other Municipal employees or third parties while working remotely. The employee remains liable for injuries to third parties that occur on the employee's premises. Section 5 — Equipment, Furniture & Working Supplies 'I The employee is responsible for all costs associated with the remote workspace, such as furniture, utilities, insurance, and internet connectivity. Employees will be permitted to use their employer -issued computer and phone, where issued and where possible, at the remote work place. :1. 2When an employer -issued computer, phone, or other piece of technology is used, the employee is expected to exercise reasonable care for the equipment. The employee will be held liable for damage caused by negligence. 6.3 If any equipment needed to perform the employee's job effectively at an alternative work site becomes inoperable or ineffective, the arrangement is suspended until the problem(s) are solved. A Supplies required for remote work will be obtained through in -person office visits. Out -of -pockets expenses for supplies will not be reimbursed without proper written approval from the employee's Manager/Director or the CAO. Section 6 — Regular Review } This Policy will be reviewed as -needed by senior staff and the CAO to ensure suitability for Municipal operational needs.