Telecommuting Policy

July 11, 2008
Dear Colleagues,
On June 3, 2008, the University communicated a new Telecommuting Policy (#20.053A) to the Brown Community via Morning Mail.  We would like to take this opportunity to clarify and better define the policy’s general criteria for considering a telecommuting arrangement and the general criteria for when telecommuting should be considered as it relates to the Division of Biology and Medicine.  The clarification will support and enable an overall consistent application of the policy throughout the Division in an effort to optimize our work environment.

Each bullet is an excerpt from University policy, the following bullet, in italicized print, is the Division’s clarification of the policy as outlined by the University.

General criteria for considering a telecommuting arrangement:

• The employee must not be in a probationary period of employment.
  An employee is eligible to participate after he/she has successfully completed the appropriate 3 month or 6 month probation period. 
• The employee has demonstrated sustained high performance, and the abilities to successfully organize and manage time and work independently and productively with minimal supervision have been documented in Performance Appraisal Forms.
  An employee is eligible to participate if his/her most recent performance appraisal overall rating was one of highly accomplished or noted as highly proficient.
• The employee has a thorough knowledge and understanding of their job functions and the equipment required to telecommute.
  An employee is eligible to participate if his/her last performance evaluation reflects a rating which supports thorough knowledge and understanding of job functions.  Equipment required must be outlined and approved on the Telecommuting Agreement Form.
• The manager believes that the employee can maintain the expected quantity and quality of work while telecommuting.
  An employee is eligible to participate if he/she has a project and/or deliverables that are measureable and time bound.  Periodic written progress reports are recommended from staff member to supervisor.
• All or significant components of the work can be done at the off-campus work site. The employee’s position has an emphasis on the electronic production and/or exchange of information.
  An employee is eligible to participate if his/her job requirements are 65% or more electronic in nature, i.e. managing data through databases/systems.  If the position interacts with faculty, staff or students for less than 15% of the essential job requirements the employee would be considered for a telecommuting arrangement.
• The employee’s position involves measurable or quantifiable work product.
  “Description of Work to be Accomplished while Telecommuting” on the Telecommuting Agreement Form must be completed with measurements and a quantifiable end product.
• Operational needs of the department are met.
  An employee is eligible to participate if his/her position is not responsible for routine functioning and activities of a department/center including event support, vetting/problem solving policy and practice questions, as well as general day to day office management.
• The employee is able to provide the security necessary to protect any University equipment used at the site.
  A full description of security measures must be included on the Telecommuting Agreement Form.  BioMed IT will validate.

General criteria for when telecommuting should not be considered:

• The nature of the job requires the employee’s physical presence (for example, where the employee must supervise the work of other employees).
  Telecommuting is not appropriate for managers of people, especially for those who manage grades 8 and below.  As well, it is not appropriate for people who manage departments/centers and interface with faculty, staff and students as the primary function of their job.
• The employee requires close or frequent supervision, direction or input from or to others who are on-site.
  Telecommuting is generally not appropriate for individual contributors’ grades 9 and below.  As well it is generally not appropriate for staff that interfaces with faculty, staff and students as the primary function of their job.
• The employee requires access to information or materials that are available only at the regularly assigned place of employment.
  Files and historical information not available electronically should not be considered appropriate for a telecommuting arrangement.
• The employee’s performance evaluations do not indicate sustained high performance, or do indicate a record of disciplinary action or a demonstrated attendance concern.
  Must have received a highly accomplished or noted as highly proficient on the latest performance evaluation and have no disciplinary action or a demonstrated attendance concern in the past 2 years. 

BioMed Human Resources will validate that all employees requesting a telecommuting arrangement meet the above criteria by reviewing the employee’s personnel file specifically reviewing the most current performance evaluation and job description as well as reviewing for past performance/attendance issues.
The full Telecommuting Policy and Telecommuting Agreement Form can be found at:
http://www.brown.edu/Administration/Human_Resources/policies/20.053A.html

Please note:  Telecommuting cannot begin before the signed Agreement has been received in Human Resources and approved.

The University also has a policy which enables an Alternative Work Arrangement (AWA) (#20.053) if you feel this is more appropriate.  The full policy can be found at:
http://www.brown.edu/Administration/Human_Resources/policies/20.053.html

If you have any questions feel free to contact the BioMed Human Resources Department at X3-3940.

Regards,

John M. Deeley
Executive Dean for Administration