Policies

University of Virginia Library
Telecommuting Policies and Procedures

The Guiding Principles outlined here correspond with the U.Va. Human Resources Department Policy on Work At Home (Telecommuting). The U.Va. policy is appended to this document.

Guiding Principles

1. The schedule for telecommuting is mutually agreed upon between the supervisor and the telecommuter in order to meet departmental needs.
   
   
2. Supervisors determine what kinds of materials may be taken home.
   
   
3. Telecommuters must establish a place in the home that is principally used for the performance of work.
   
   
4. The flexibility of telecommuting enables some employees to more effectively balance work and home responsibilities. Telecommuters are expected to fulfill their job responsibilities with a minimum of interruptions from household members. Telecommuting is not a substitute for child or elder care.
   
   
5. Telecommuters may work one to three days a week at home.
   
   
6. Telecommuters will be evaluated on the performance criteria expectations agreed upon by the employee and supervisor.

 

Eligibility

1. Library employees may arrange to telecommute in consultation with their supervisors.
   
   
2. Library employees who have completed their probationary period and whose evaluations reflect an overall satisfactory performance rating are eligible for telecommuting.

 

Procedure

1. The employee initiates an informal discussion with the supervisor to review the Telecommuting Checklist (Attachment 1). The Systems Office should be involved in the initial discussions to evaluate the equipment and software proposed for the employee. The ability of the Systems Office to support a quantity of telecommuters may lead to re evaluation of a request.
   
   
2. The employee and supervisor complete the Telecommuting Application (Attachment 2).
   
   
3. The supervisor, in consultation with the Department Head, accepts the proposal, rejects it with an explanation to the employee, or modifies it in consultation with the employee.
   
   
4. If the application is rejected, the employee may request a review at the next administrative level.
   
   
5. The employee and the supervisor sign the Telecommuting Agreement . A copy is sent to the Library Personnel Office and to U.Va. Human Resources.
   
   
6. The telecommuting arrangement shall be reviewed after six months, at which time the employee and supervisor shall assess the arrangement by completing the Telecommuting Review (Attachment 3). Thereafter the arrangement will be re evaluated at the employee's annual performance review.
   
   
7. The Telecommuting Agreement may be terminated at any time with appropriate notice in writing by either the supervisor or by the employee. Except in cases where the reason for termination of the Agreement is performance related, appropriate notice is fifteen working days. Termination of the work at home Agreement should be conveyed in writing to the employee, supervisor, Library Personnel Office, and the U.Va. Director of Employment Services.

 

Equipment and Supplies

1. The employee is generally responsible for providing the microcomputer or terminal and necessary communications software in order to telecommute. The University Library may provide a modem to the telecommuter for the duration of the telecommuting agreement, if one is requested. In some cases, depending on demand or necessity, computers or terminals may be provided by the Library.
   
   
2. Supplies such as printer paper, ribbons, and standard office supplies will be provided by the department as appropriate.
   
   
3. Telephone costs related to telecommuting are the responsibility of the telecommuter. These include voice and computer communications.
   
   
4. Any additional equipment and/or supplies needed to accomplish the job should be negotiated with the supervisor.

 

Technical Support

1. If technical assistance is needed from the Systems Office during the period of the telecommuting program, it will be provided subject to the overall workload and priorities of the Systems Office at that time.