Procedure
This remote work procedure applies to requests that have a duration of greater than two weeks.
Approval of remote work is dependent on a number of factors and supervisor approval. Remote work requests may only be approved by the employee's supervisor.
An employee working remotely can be called on site for specific days, tasks or intermittent reasons as determined by his/her supervisor even if the day was scheduled to be remote. Efforts will be made to provide reasonable, advance notice of such a change. There may be instances, however, when no advance notice is possible.
Remote work may be discontinued at any time by the district or supervisor. Effort will be made to provide a 14-day notice of such change to accommodate commuting and issues associated with the termination of a remote work assignment. There may be instances, however, when no advance notice is possible.
Any Remote Work Agreement must be reviewed, updated, and signed minimally on an annual basis or as conditions or circumstances change.
Eligibility
Employees assigned to work at school locations are not eligible for remote work on regularly scheduled student school days during the regular school year. The district will allow the supervisor to administer this remote work policy with individuals whose job and job descriptions meet all the following criteria:
- Job descriptions that do not have direct student responsibilities related to student supervision or instruction
- Job descriptions that do not directly support on-site staff where the support is best provided in person
- Job duties that do not require a person to be on-site to do his/her job
- Job duties that do not require in-person collaboration
- Job duties that do not require the use of special equipment or software that is only available on-site
While there is no minimum employment term requirement, there needs to be clear evidence of acceptable job performance and a demonstrable form of productivity by the supervisor prior to approval of a remote work request. Evaluation of acceptable job performance and productivity will be determined by the direct supervisor.
If the employee is new to the district; a prior history of acceptable work performance may be substituted; this will be dealt with on an individual basis and be dependent on the circumstances.
Supervisors should evaluate the following areas when considering a request for remote work:
- Job responsibilities: The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for remote work.
- Employee suitability: The employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful remote workers.
- Equipment needs, workspace design considerations and scheduling issues: The employee and supervisor will discuss the physical workspace needs and the appropriate location for the remote work. By requesting a remote workspace, the employee agrees to designing a workspace that is ergonomically correct and safe.
- Tax and other legal implications: Responsibility for fulfilling all tax obligations in this area rests solely with the employee.
Evaluation of remote worker performance will be consistent with that received by employees working at the office in both content and frequency.
An appropriate level of communication between the remote worker and supervisor will be agreed to as part of the discussion process. The supervisor and remote worker will communicate at a level consistent with the level of communication that on-site employees receive.
Remote Work Schedule
Remote work schedules are determined by supervisors. Ideally the maximum percentage of time an employee can work remotely, if s/he meets the eligibility requirements, is forty percent (40%) which is intended to reflect two (2) remote workdays with three (3) out of five (5) days on site for full-time employees; this restriction does not apply to part-time employees and such cases will be handled individually. However, there may be situations that a larger portion of the week will be approved in the remote work environment.
The Superintendent expects administration to ensure coverage to maintain needed levels of on-site service to meet the needs of students, families, staff and the public. Schedules may change or rotate on an on-going basis where numerous employees are eligible to work off-site. It should be recognized that each schedule is developed based on the individual employee and his/her work responsibilities. Any remote work schedule set-up by a supervisor needs to be shared with those employees who would need access to such information as well as the human resources department.
Equipment
Employees granted a remote work arrangement will be responsible for providing the space, furniture and peripheral technology in their remote work location. Employees will use their district-issued laptops to perform job assignments and will be responsible for transport between remote and in-person work locations. Employees approved to work remotely but do not have a laptop may request a laptop through their supervisor. Employees are not permitted to remove furniture or other technology from the district location to supply their remote work location. The district will not provide or pay for additional computers and technology, desks, chairs, printers, paper, other office supplies, etc. required to perform the job successfully in a remote location. When printing is required, it will be done at the district work location.
Equipment supplied by the district will be maintained by the district. Equipment supplied by the employee will be maintained by the employee. LWSD accepts no responsibility for damage or repairs to employee-owned equipment. The district will not provide technical support for an employee’s remote work location. Employees are required to supply all cables and connectors required to operationalize their remote work location.
Equipment supplied by the district is to be used for business purposes only. The remote worker must sign an inventory of all district property received and agree to take appropriate action to protect the items from damage or theft. Upon separation from employment, all district property must be returned, unless other arrangements have been made. Damaged equipment will follow any technology policies regarding equipment replacement for staff.
The employee will establish an appropriate work environment within his or her remote location for work purposes. LWSD will not be responsible for costs associated with the setup of the employee’s remote office, such as remodeling, furniture, lighting, or internet service/access, nor for repairs or modifications to the remote office space.
Professional Attire
Remote employees are expected to maintain professional attire and personal upkeep consistent with general expectations that are applied when working on site.
Professional Conduct and Environment
Remote employees are expected to present themselves and their surroundings in a professional manner when meeting with internal staff or external parents, community members, vendors, or civic partners when speaking on the phone or attending a virtual meeting. This includes, but is not limited to, a professionally appropriate workspace shown in the background, the use of a virtual background, and eliminating noise disturbances.
Security
Consistent with the district’s expectations of information security and confidentiality for employees working at the office, remote work employees will be expected to ensure the protection of district information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.
All remote workers will connect to the internet through a secure internet connection that is password protected. Remote workers are not allowed to connect to the internet using a publicly available and open internet connections.
Safety
Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by LWSD’s workers’ compensation policy. Remote work employees are responsible for notifying the employer of such injuries within twenty-four (24) hours as soon as practicable. The employee is liable for any injuries sustained by visitors whose visit is unrelated to his/her work-related duties.
If two (2) or more remote work employees have a need to meet in-person, it is expected that the employees will find a mutually agreeable time/location within LWSD buildings or in another public space such as a community library.
Time Worked and Leave/Vacation
While it may be acceptable in certain situations to work a flexible schedule, there should be a “regular” schedule that is adhered to unless prior supervisor approval is received. Employees are required to use accumulated leave when absences occur within the normally scheduled work time. Employees requesting a flexible schedule must communicate in advance to their supervisor and it is at the discretion of the supervisor to approve or deny the request.
Adopted:
10/19/21
Revised:
06/06/2022