Virtual Office Agreement Information Sheet NVCC MEC Virtual Office Pilot Program
Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Information Sheet Name Job Title Work Phone Home Phone Home Address Department Supervisor’s Name Why are you interested in the Virtual Office Pilot Program? Types of tasks you plan to do on Virtual Office days and what types of tasks will you need to come to the MEC to perform: Commuting Information: Number of miles round-trip between your home and work Number of hours/minutes for fo morning commute from home to work Number of hours/minutes for evening commute from work to home hom Equipment and Services for Virtual Office? (your own or NVCC loaned or paid) Telephone Pager Fax Other (specify): Voice Mail – home phone or cell PC Printer 2nd Phone Line Modem Copier Cell Phone Internet service Scanner How will you process information for the Virtual Office?? (check all that apply) On diskette or CD Other (specify): Hard copy (Files, Reports, Forms, etc.) Online through remote access Thumb Drive (KeyDrive) Applications you need to access when teleworking: Outlook Home Drive (H:) PeopleSoft Group Drive (G:) Other (specify below) Other Applications (specif (specify) �������������������������������������� � ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Safety Checklist To The Teleworker: The following checklist is included to raise your awareness of the overall safety of your alternate work site. Please complete, initial and date the safety checklist. Thank you. A. Work Place Environment 1. Are temperature, noise, ventilation, and lighting levels adequate for maintaining your YES NO normal level of job performance? 2. Are all stairs with 4 or more steps equipped with handrails? 3. Are all circuit breakers and/or fuses in the electrical panel labeled as to intended service? 4. Do circuit breakers clearly indicate the open or closed position? 5. Is all electrical equipment free of recognized hazards that would cause physical harm (frayed wires, bare conductors, loose wires, flexible wires running through walls, exposed wires to ceiling)? 6. Will the building’s electrical system permit the grounding of electrical equipment? 7. Does the alternate work station have the following items: (a) Smoke detector on each floor? (b) Fire extinguisher (at least 5 lb. ABC-rated)? (c) First aid kit? 8. Are aisles, doorways and corners free of obstructions to permit visibility and movement? 9. Are file cabinets arranged so drawers do not open into walkways? 10. Do chairs have secure casters or sturdy rungs and legs? 11. Are the phone lines, electrical cords and extension wires secured behind/under a desk or alongside a baseboard? 12. Is the office space neat, clean, free of excessive combustibles? 13. Are floor surfaces clean, dry, and level? 14. Are carpets secured and free of frayed/worn seams? 15. Is there enough light for reading? B. Computer Work Station (if applicable) 16. Do you have surge protectors for this equipment? 17. Is your back adequately supported by your chair? 18. Are your feet on the floor or fully supported by a footrest? 19. Is the screen and keyboard placement comfortable for working? 20. Is it easy to read the text on your screen? 21. Is the screen free from noticeable glare? 22. Is the top of the screen eye level? 23. Do you have enough leg-room at your desk? 24. Is there space to rest your arms? 25. When keying, are your forearms parallel with the floor? 26. Are your wrists fairly straight when keying? Employee Initials Date �������������������������������������� ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Virtual Office Agreement The following agreement between the department and employ ee named on page 1 of this package covers the terms and conditions of the Virrtual Office Pilot Program. The employee, and the department, volunteers to participate in the Virtual Office Pilot Program and agree to adhere to the applicable guidelines and policies. The employee understands that being part of the Virtual Office Pilot Program is not an employee benefit, entitlement or right. Further, it is not a substitute for child care or other dependent care. This agreement is not an employment contract. The terms and conditions of employment are governed by all applicable rules, laws, policies, and regulations, this agreement notwithstanding. If any conflict exists between this document and any rules, policies, laws, and regulations, the rules, policies, laws, and regulations shall govern. Duration. The department and the employ ee agree to a telework arrangement of at least months unless unforeseeable conditions require cancellation. After this period, if the manager and the Virtual Office employee agree, this work agreement shall remain in effect. Work Schedule. Employee's work hours and location are specified on the last page of the agreement. It is recommended that department management and the employee set up a consistent Virtual Office schedule. Predictable Virtual Office schedules such as the same day(s) each week make planning easier for the Virtual Office employee, the supervisor, and coworkers. However, the manager and Virtual Office employee can establish a less frequent schedule such as one day every two weeks; or on a variable schedule for certain types of work and circumstances. All prov isions of this work agreement apply regardless of the schedule. Salary and Benefits. The Virtual Office Pilot Program is not a basis for changing salary or benefits. NVCC Rules. All personnel regulations and policies apply to this agreement. Time and Attendance Time and attendance while Virtual is recorded in the same manner as it is when at the office (or official work site). Employees must abide by the NVCC regulations and policies governing leave and overtime. Most leave and overtime requires advance approval. Failure to obtain approval for leave and/or overtime may result in termination of the Virtual Office arrangement and/or disciplinary action. Technical Support All calls for technical assistance must go through the College Help Desk. (703) 426-4141. The Help Desk is available six days a week. Monday to Fridays from 8 am to 9 pm and Saturdays 8 am to 5 pm. Technical support for non NVCC supplied services must go through service provider’s technical support. (DSL/Cable Modem) Records The employee will apply approved safeguards to protect NVCC materials from unauthorized disclosure or damage. Work done at the Virtual Office is considered official NVCC business. All records, papers, and correspondence must be safeguarded and returned to the official location. Automated files are considered official records and must be protected from unauthorized use or disclosure. Departments are responsible for having records protection policies and procedures in place and for communicating those policies and procedures to all employees who have access to the records including Virtual Office employees and other remote access users. Equipment and Supplies. NVCC owned equipment and supplies may be used in the Virtual Office site with supervisory approval. The employee is responsible for transporting and installing NVCC equipment in his or her home and bringing it back to the MEC for service, repair, or return. The employee must take reasonable and prudent precautions to protect NVCC equipment against damage, loss, or abuse while in the employee's care, custody, and control. NVCC equipment may be used for official State business only. NVCC equipment is serviced and repaired ONLY by NVCC or their warranty providers. NVCC will not service any equipment at your home. College equipment under warranty will be serviced either at the MEC or at your home by warranty providers. NVCC assumes no responsibility for employee-provided equipment and will not service or repair such equipment. �������������������������������������� ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Virtual Office Agreement (continued) NVCC Liability. NVCC will not be responsible for damages or losses that occur to the employee's equipment and real property resulting from participation in this program. The employee is required to maintain appropriate insurance coverage to protect his/her equipment and property. This should be endorsed on a homeowner or renter insurance policy. Workers Compensation and Injury Leave The employee is covered by the provisions of the Workers Compensation Act if injured while performing official duties at the alternate work site. The employee agrees to notify the supervisor immediately of any accident or injury that occurs at the alternate work site and to comply with NVCC policies covering on the job injury. NVCC will not be responsible for operating costs, home maintenance, or any other Reimbursement.. Reimbursement incidental costs (e.g. utilities) whatsoever, associated with the use of the employee's residence. NVCC does pay for certain predetermined costs associated with the Virtual Office Pilot Program. Safety Checklist. If the employee works at home, this form must be completed by the employee prior to participation in the program. The form is not required for work in telework centers. Work Area. If the employee works at home, this form must be completed by the employee prior to participation in the program. The form is not required for work in telework centers. Computer Equipment NVCC equipment is for college-related business only. You may not use college equipment for unlawful purposes, personal use, or for work for other employers. Other persons besides the NVCC employee may NOT use NVCC equipment or computing resources. Any hardware or software purchased by the College remains the property of the College and will be returned to the College on request; products developed while working virtually are the property of the College. Equipment provided by the College will be maintained by the College. The College is not responsible for the temporary loss of telecommuting days due to equipment maintenance or repair, and the telecommuter is expected to report to the office or obtain approved leave in such a circumstance. Alteration/Expansion of computer equipment provided NVCC for telecommuting purposes must not be altered or added to in any way (e.g., upgraded processor, expanded memory, or extra personal software) without Information Technology Division management authorization. Equipment no longer used by a telecommuter must be returned on his or her next day in the office. Software used by a telecommuter is subject to the same NVCC restrictions on duplication and unauthorized usage as software used in the office. Equipment must be brought in for regular updates and preventative maintenance on a set schedule. Any unauthorized software could be removed by NVCC staff without warning during troubleshooting and preventive maintenance. Telephone Accessibility The employee shall ensure telephone accessibility during scheduled work hours or as specified by the employee's supervisor. Virtual Office employees must remain accessible throughout their agreed upon daily work hours for communication with regular NVCC employees. Communication through electronic mail is NOT an acceptable replacement for telephone communication in the Virtual Office program. Virtual Office employees must be accessible by telephone during their regular working hours. �������������������������������������� ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Virtual Office Agreement (continued) Employee Check-In. Check-In. The supervisor may require the employee to check-in at the start of the work day and/or at some point(s) during the work day. Work Assignments. The employee will complete all assigned work according to work procedures and deadlines agreed upon by the employee and the supervisor. Further, the employee agrees to keep track of his/her work performed while working virtually and report the results to his/her supervisor. Performance Evaluation. Evaluation. The evaluation of the employee's job performance will be based on the performance elements and NVCC behaviors for the job. By their signatures on this agreement, the employee and supervisor acknowledge that all or part of the performance elements and behaviors are appropriate for working virtually Training and Program Evaluation. Evaluation. The employee and supervisor agree to participate in studies, inquiries, reports, or analyses related to NVCC's Virtual Office Pilot program. Individual responses shall remain anonymous, but data compiled may be made available others. Exiting the Program. The employee or manager may end the employee's participation in the Virtual Office Pilot Program at any time. It is recommended that management give the employee two weeks notice unless the employee violates the provisions of this work agreement or management determines that there is a work situation or requirement which necessitates immediate termination of the Virtual Office arrangement. Department Specific Additions (not required): ����������������������������������� � ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program Virtual Office Agreement (continued) Directions for Completing Your Work Schedule: 1. Include all workdays in your workweek. List the start and end time for each workday. 2. Check the box under LOCATION showing where work is performed each day. 3. If your telework schedule is less than once a week, please note that in the Comments section and give the average number of days per MONTH you will telework in a one YEAR period. The Virtual Office Pilot Program uses this information to track commuting miles and hours saved! 4. If your schedule changes, send an email to your supervisor. Regular Work Schedule Location Days Hours (Daily Schedule) At Teleworksite At Main Worksite Monday Tuesday Wednesday Thursday Friday Saturday Sunday Comments: Employee name (print) Signature Date Supervisor name (print) Signature Date Director of ISS (print) Signature Date Provost (print) Signature Date Distribution –Send the Program Forms to: Original – Supervisor Copies – Virtual Office Employee/ MEC ISS IT Manager/Provost Office �������������������������������������� ���������������� Virtual Office Agreement NVCC MEC Virtual Office Pilot Program �������������������������������������������������������� ������������������������������������������������������� �������������������� ������������ �������������� ������������������������� �������������� ������������������������������ �������������������� ������������������������������� ��������� ���������������������������� ���������� ������������������������������� ������������ ���������������������������������� ����������� ������������������������������� ��������������� ������������������������������������ �������������� �������������������������������� �������������� ������������� �������� ����������� ��������� ������������������ ���������� ������������� �������������� ������������� ������������� ������������������� ��������� ������������������ ���������������� ��������� ���������� �������������� ���������������������� � ������������������ �������������������� ���������������������� ����������� �������������������������������������������� �������������������������������������������������� ������������������������������������������ �������������������������������������������� ������������������������� � � ���� �������������������������������������������� ������������������������������������������������� �������������������������������������� ����������������
© Copyright 2024