There are several issues for consideration in designing and implementing successful alternative work arrangements. Because of the unique nature of telework/telecommuting, specific guideline statements and forms are devoted to this topic throughout this, and other sections. Please note that forms and templates may be modified at the discretion of the individual and manager to encourage exploratory work/life dialogue and to address those alternative work arrangements other than telework/telecommuting.

Business Considerations

• Determine if there will be a risk to department information stored on computer networks and if there will be a need to provide security, such as encryption tools.
• Consider providing a detailed description of the employee's responsibilities, projects to be worked on, and the University of Arizona's ownership interest in these projects to prevent intellectual property disputes.
• Determine in advance what to do if a work-related injury occurs, and provide the name, address and telephone number of on-the-job injury contact persons to the employee.
• Consider and document the business reasons for considering a select alternative work arrangement as well as the business requirements and obligations that may conflict with such an arrangement.
• In case of injury, theft, loss or other liability, the employee must allow agents of the University of Arizona to investigate and/or inspect the alternative work site. Reasonable notice of inspection and/or investigation should be given to the employee.

Operational Guidelines

• Alternative work arrangements, including telecommuting, can be successful work/life options within a variety of circumstances, but are not entitlements.
• Successful alternative work arrangements generally occurs when employees demonstrate work habits and performance confirming their ability to work independently, display self-motivation and discipline, manage distractions and meet deadlines. Consideration for telecommuting could be given when the work in question requires minimum direct supervision, customer contact or interaction with co-workers; the job content will not be significantly altered by telecommuting; and the costs incurred from supporting the telecommuter are reasonable in comparison to savings realized.
• Telecommuting schedules must comply with the Fair Labor Standards Act, e.g. a non-exempt telecommuter must obtain his/her supervisor's approval to work overtime.
• Generally, a telecommuter spends some part of the work week at the University job site, particularly for meetings, access to facilities and supplies, and to communicate with employees, clients and others.
• Telecommuting arrangements should not adversely affect the delivery of customer service, employee productivity, or the progress of individual or team assignments.

Communication

• Alternative work arrangements require effort in building and maintaining communication with supervisor and colleagues.
• As with all alternative work arrangements, the telecommuter must be available by telephone, fax, pager or e-mail during agreed-upon work hours or core times of accessibility. The supervisor and employee will agree on how to handle telephone messages and incoming mail.
• The telecommuter and supervisor will use an agreed-upon method for handling long distance telephone calls.

Work Environment

• The telecommuter will not serve as primary caregiver for dependents during the agreed-upon work hours. This does not mean dependents are required to be absent from the work location during telework hours, but rather, that they will not require the telecommuter's attention during telework hours. The telecommuter must make dependent care arrangements to permit concentration on work assignments.
• The telecommuter will maintain the designated workspace in a manner that is clean, safe and free of hazards and distractions.
• Job-related incidents or accidents that occur during telework hours are to be reported immediately to the supervisor. The University of Arizona does not assume responsibility for injury to any person other than the telecommuter at the telework site.
• Any residential insurance and utility costs that are incurred to the telecommuter are the responsibility of the telecommuter.

Performance and Evaluation

• Evaluating performance will require reliance on the employee's work results rather than the supervisor's observations of the employee at work.
• Employees who telecommute shall sign and abide by the telework agreement between the telecommuter and the University of Arizona.
• The telework agreement will be reviewed by the employee and supervisor during the performance review (and whenever necessary or indicated).
• The telecommuter shall attend any job-related meetings, training sessions and conferences as requested by the supervisor. In addition, the telecommuter may be requested to attend "short notice" meetings.
• Alternative work arrangements may be temporarily or permanently discontinued due to short- or long-term needs of the department.

For more information, contact:
Caryn S. Jung
phone: (520) 621-9870 or email