This procedure sets the standards for certain positions and employees that are eligible to participate in a formal telework arrangement or, instead, to work one or more days in an alternate location. This procedure can also be utilized as a legitimate solution to solving/mitigating our lack of physical office/workspaces and for recruitment challenges for certain positions.
The president or their designee will maintain a list of approved eligible positions.
An employee in an eligible position may request permission to participate in a flexible work option. All requests will be considered on a case-by-case basis, consistent within the provisions of this procedure. Every effort will be made to apply the same review standards to all requests from similarly situated employees (e.g., those employees employed the same type of position with similar job duties and responsibilities); however, the requesting employee’s supervisor has the sole discretion to determine if an employee’s request is approved. If approved remote or virtual work in no way changes the terms and conditions of employment with NPC.
A participating employee must perform the same work regardless of their physical location, consistent with their established performance expectations and accompanying job description for their position. Authorization can either be for a long- or short-term period, but all approved positions must be re-evaluated at least yearly to determine if the arrangement continues to meet the needs of the work unit in terms of the quality and quantity of completed work outcomes. The initial approval of a position for telework does not ensure that a future employee (of the same position) would be authorized to telework or to work at an alternate work location.
For the purposes of this procedure, a formal telework arrangement is one in which a participating employee works a minimum of one (1) day per week from their remote worksite for an extended period.
In certain instances, and pursuant to the Reasonable Accommodations within the Americans with Disabilities Act (ADA), the creation of a formal teleworking arrangement, or authorization to work in an alternate work location, may be considered a reasonable accommodation for an employee with a disability.
II. RELATED AUTHORITY:
A.R.S. § 15-1444 – General powers and duties of district governing boards
A.R.S. § 15-1445 – Administrative powers and duties of district governing boards
NPC Procedure 2737 – Employee Benefits/Workers Compensation – Reporting an Accident
NPC Procedure 2201 Computer and Electronic Access and Usage
All NPC departments (outside of Instruction).
Alternate Work Location/Site – A workplace, other than an employee’s usual and customary workplace, where official NPC business is performed on a limited basis, which includes an employee’s home, remote location, or another NPC campus.
Eligible Employee – An individual who has been employed as an NPC employee for a minimum of six (6) calendar months; is in an eligible position as determined by their supervisor; is meeting established performance standards and accompanying terms and conditions of employment and, is not on an active step of discipline and/or Performance Improvement Plan.
Eligible Position – A position having measurable quantitative or qualitative results-oriented standards of performance that can be accomplished independently of others, and with minimal need for support, without impacting service quality or organizational operations.
Home Base –The location where a College employee is assigned to work, spends the greatest portion of regular working time, and to which the employee returns on completion of a special assignment
Telework – A flexible work arrangement in which an employee is authorized to perform their assigned job duties in their home or remote worksite for one (1) or more days per week.
Telework Agreement – A formal, written agreement between an employee and their supervisor that outlines the terms and conditions of an employee’s work assignments to be performed from an employee’s home or remote worksite.
Teleworker – An employee working from their home or remote worksite for one (1) or more days per week.
1. Telework Agreement
a. Before considering an employee’s request to telework, the affected supervisor must first review the completed Telework Request Form and discuss any concerns with the employee.
b. A formal Telework Arrangement may only be approved, and a telework agreement executed after this review has been completed.
c. A Telework Agreement Form documents the critical components of the working relationship between the teleworker and their supervisor, including the requirement that the employee follows NPC policies and procedures and agrees to the accompanying terms and conditions listed in the form.
d. By signing the Telework Agreement, both the employee and supervisor agree to abide by the identified terms and conditions.
e. The Telework and Alternate Work Location Request Form and the Telework Agreement and Telework Assignment Form shall be maintained in the employee’s official personnel file in the Human Resource Office.
2. Exceptions to a Formal Telework Arrangement
a. An employee who works from their home for no more than one (1) day per week or one (1) or more days per week at an alternate NPC worksite is not considered to be teleworking.
b. It is an accepted practice for faculty (including those who deliver online distance learning instruction) to maintain varied, on-campus work schedules and they may also perform certain assigned duties and responsibilities at an alternate work location. For this reason, faculty are not considered to be teleworkers, unless their primary workplace is their home.
c. A similar exception shall be made for employees that may need to work in an alternate location to accommodate unusual circumstances in their primary workplace, such as a brief office closure for renovations or relocation. NOTE: in the event of an on-the-job injury, the provisions of Section V.C.8. (Safety and Liability) will govern the reporting of an on-the-job injury.
3. Termination of a Telework Agreement
An employee’s supervisor may end a telework arrangement at any time, and for any job-related reason, including performance or behavior/conduct issues. Unless an unusual circumstance exists, an affected employee should be given two weeks’ notice of the agreement’s termination.
B. Work Performed at an Alternate Location
1. Examples of work performed at an alternate worksite include an employee working from their home on an infrequent, occasional basis; regularly working from their home one (1) day each week; or, working one (1) or more days per week at an NPC work site away from their Home Base.
2. For the reasons outlined in Section V.A.2.b., faculty are also not covered by the provisions of this section.
3. An eligible employee, employed in an eligible position, who is interested in working at an alternate worksite must complete a Telework and Alternate Work Location Request Form (Form Attachment linked below).
4. The employee and their supervisor will meet to discuss the request and address any concerns that might be present.
5. Employee agrees to conduct work at home in a safe and secure manner/environment.
6. If the request is subsequently approved, the employee will complete the last two pages of the Teleworking Agreement, and the employee and supervisor will agree to abide by the terms contained in the documents.
C. General Expectations and Accompanying Terms and Conditions
1. An employee desiring to telework or work from an alternate work location must understand and agree that the arrangement does not alter or supersede the terms of the existing employment relationship between the employee and NPC.
2. Work Hours/Leave
a. An employee approved for teleworking and their supervisor will develop a work schedule that complies with procedures governing hours worked.
b. No work-related, in-person meetings involving other employees may be held in an employee’s home.
c. A non-exempt employee must record all hours worked each day and work period/work week and must submit completed time records to their supervisor on a timely basis as outlined in the Telework Agreement. Non-exempt employees track this through their time card submissions.
d. A full-time, non-exempt employee participating in teleworking may not work more than a total of forty (40) hours in a seven (7) day work week/work period without advanced approval therefrom their respected Vice President or Executive Team member over the position.
e. The telework arrangement of a non-exempt employee working overtime without approval may be rescinded, and the employee may also be subject to disciplinary action.
f. Barring an emergency, a teleworking employee must obtain advance approval from their supervisor or reviewing manager before taking leave on a designated telework day.
3. An employee’s compensation and benefits will not be impacted by their participation in a telework agreement.
4. If NPC location(s) are closed, due to inclement weather or other emergency, employees who are teleworking/working from home on that day will be considered unaffected by conditions that are impacting the primary workplace, and will thus, be expected to perform regular duties, as assigned if the situation allows. Employees working at alternate worksites (not the employee’s home) will be subject to the same conditions as other employees at the alternate worksite.
5. Equipment, Supplies, Materials, and Reimbursable Expenses
- Employees should use NPC-issued devices when fulfilling their work obligations
- General office supplies (pens, paper, etc.) will be supplied by the employee’s home base and should be obtained during an in-office workday.
- An employee teleworking/working from home is expected to use their own furniture, telephone lines, Internet connections, and other office equipment (e.g., a printer). No NPC equipment shall be permanently installed in an employee’s home; however, it is permissible for an employee to utilize a work unit-issued computer, laptop, or other portable equipment. All NPC equipment must be maintained according to NPC guidelines and must be properly inventoried.
- Any theft, damage, or malfunction of college-issued equipment must be immediately reported to the employee’s supervisor and to the Technology Advancement and Support Department.
- Neither NPC nor any NPC department shall assume responsibility for or any costs associated with, any improvements made by an employee to their premises or for any operating costs (e.g., electric bills, additional phone lines, internet services, etc.), home maintenance, new or replacement equipment, the cost of maintenance, repair or operation of personal equipment or any other costs associated with the employee’s use of their home/home office for telework purposes. Any such cost should be viewed as a cost offset to the employee’s typical driving commute.
- Any other expense associated with the employee’s performance of their duties (e.g., certain work-related travel during the business day) and which is appropriate for reimbursement, pursuant to established NPC procedures, must be submitted to and approved by an employee’s supervisor.
6. Child/Dependent/Adult Care and Personal Business
a. Teleworking/working from home is not intended to serve as a substitute for child or dependent care, nor is it a substitute for the use of paid leave. Employees should ensure that appropriate child/dependent care is provided.
b. An employee must refrain from conducting personal business while in work status at their home.
- The employee will establish an appropriate work environment within his or her home for work purposes.
- An employee must self-certify the safety of the home workspace.
8. Safety and Liability
a. A teleworker, or an employee working from an alternate work location may, will be covered by Workers’ Compensation for a job-related injury that occurs in the performance of their duties in the designated workspace or alternate work location.
b. If the employee is working in their home, the injury must have occurred in the workspace designated for that purpose.
c. As soon as possible after an on-the-job injury, the teleworker, or individual acting on their behalf, should contact the employee’s supervisor and the human resources representative responsible for managing workers’ compensation matters to report the injury. The employee should also contact their Home Base Campus/Center Manager to file an Incident Report.
d. The employee, supervisor, and/or human resources representative should follow the provisions of the college procedure governing Worker’s Compensation – Reporting an Accident to facilitate the treatment of the injury as well as actions to respond to a medical emergency.
e. NPC shall not be liable for an injury suffered by any third party (including members of the employee’s family) at the teleworking site.
9. Security of Work Unit Information and Records
a. A teleworker or employee working from an alternate work location must ensure the security, integrity, and confidentiality of data, documents, records, information, paper files, and access to work unit computer systems to the same degree as when working in their primary home base, and in a manner consistent with NPC procedures governing Risk Assessment, and Computer and Electronic Access and Usage. Any use of restricted-access information or materials at an alternative work location must be approved by the employee’s supervisor.
b. A teleworker or employee working from an alternate location must also comply with all licensing agreements for software owned by NPC.
VI. RECORD RETENTION
All employment-related documents, generated or collected pursuant to this procedure, shall be maintained in a manner consistent with the Arizona Archives’ Retention Schedule for State Government Paper and Electronic Records. (https://apps.azlibrary.gov/records/general_rs/GS-1049.pdf)