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)
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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
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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.
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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.
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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):
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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
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Virtual Office Agreement
NVCC MEC Virtual Office Pilot Program
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