Teleworking/Flextime Agreement Note: Teleworking/Flextime Agreements should be submitted via the online input form here. Only in extenuating circumstances should a paper or PDF agreement be submitted. Employee Name The employee will telework or have a First Last MI flexible scheduling arrangement up to days per week Employee Department Employee ID Number Employee will work at this location (address and phone number) The following conditions for teleworking/flextime have been agreed upon by the employee and his/her supervisor Sun Mon Tues Wed Thurs Fri Sat Enter a sample work schedule for this employee using an “x” to identify which days the employee will UGA work either at the University of Georgia or at the alternative worksite. Enter the schedule for each Alternative worksite day the employee is working a schedule other than Monday through Friday 8:00 a.m. - 5:00 p.m. The Flexible scheduling employee must be available during unit's regularly Arrangement (must scheduled hours unless otherwise specified in the include working additional comments below. hours) Describe how the employee’s teleworking/flexible schedule will support the overall goals of the unit and benefit the University of Georgia. Additional Comments Conditions of Employment for Teleworking/Flexible Scheduling 1. The employee must have a formal work schedule established defining standard hours of work in which the employee’s duties and responsibilities are performed. 2. The employee must agree to attend in-department meetings as called by management, or regularly scheduled communications virtually or by telephone or email. 3. The employee understands that, if he/she changes positions or is reallocated, it does not necessarily mean that he or she may continue to work at home. 4. The employee understands the alternative work arrangement can be changed or ended at any time by the supervisor regardless of the reason (with or without cause; with or without reason). The employee can also request to end the alternative work site arrangement. a. Under most circumstances, a reasonable notice period, no less than two weeks, should be provided. b. Notification of the decision to end the alternate location work arrangement will be conveyed verbally and in writing to the employee. 5. Management reserves the right to visit the employee’s alternate work site during business hours (normally 8 a.m. to 5 p.m. Monday through Friday unless otherwise stipulated). Managers and supervisors must have the employee’s permission to enter the employee’s alternate work site if the work site is private property. 6. Management reserves the right to remove any University-owned equipment, materials, working papers, official or working documents from the alternate work site. This includes computer hardware and software which is the property of the University of Georgia. University equipment used in an alternate work situation must be signed for by the employee. 7. Management reserves the right to change Conditions of Employment at any time. 8. Responsibilities of Department Managers and Supervisors: a. Management must establish a communication plan with the employee. This plan must include periodic scheduling of supervisor- employee meetings, participation of the employee at regular employer-sponsored staff meetings, notification of office events, notification of University events, and periodic performance reviews. In situations where the employee is not able to reasonably attend meetings, then management will schedule a periodic/regular schedule of telephonic or email communication. A work plan should be developed by management with the employee. b. Management may inspect the alternate work site to ensure that it is suitable for executing the duties and responsibilities of the assigned position. Periodic inspections of the alternate work site may be conducted to ensure that guidelines are being followed and any University equipment being used is being properly maintained. If geography does not permit an inspection, then management should discuss with the employee where he/she will be working in the alternate site. Responsibilities of the Employee: a. The employee must request vacation and sick leave as defined by the management and the University’s policies and procedures. The employee is responsible for notifying the supervisor if there is a need to take sick or annual leave. b. The employee agrees to assume complete responsibility for safeguarding all University-owned equipment to include computer hardware/software, transcription equipment, etc., which is provided for the work site. c. The employee agrees not to allow and is responsible for safeguarding against use of any University-owned equipment by non- University employees or other unauthorized individuals. The employee agrees not to use or allow use of any University-owned equipment, to include computer hardware/software, transcription equipment, etc., for non-University use. Non-University use includes employees or persons holding non-University jobs, independent contractor work, etc. The employee agrees to pay for repairs caused by external factors not work related. d. The employee is responsible for maintaining confidentiality and security at the alternate workplace, as the employee would at the primary workplace. The employee must protect the security and integrity of data, information, paper files, and access to agency computer systems. e. The employee must, as a pre-condition to working at an alternative site, set up an appropriate, dedicated work environment. f. The employee must sign the “Teleworking/Flexible Scheduling Agreement” form. g. The employee understands that all applicable Board of Regents and University of Georgia Policies and procedures apply to the teleworker and are subject to change per the employer. Safety Guidelines for the Telework Location: The following checklist is designed to assess the overall safety of your alternate worksite. The checklist is necessary to make you aware of the need for a safe workplace that is conducive for productive work. The safety guidelines are to provide you with information to assist you with maintenance of your telework location. Please read an d complete the information regarding the designated work area. Discuss with your supervisor if you have questions. • Are temperature, noise, ventilation, and lighting levels adequate for maintaining your normal level of job performance? • 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 the ceiling)? • Are the phone lines, electrical cords, and extension wires secured under a desk or alongside a baseboard? • Is the office space neat, clean, and free of excessive amounts of combustibles? Participating employees should use these recommended guidelines to assist them in a survey of the overall safety and adequacy of their alternate worksite. The following recommendations do not encompass every situation that may be encountered. Employees are encouraged to obtain professional assistance with issues concerning appropriate electrical service and circuit capacity for residential worksites. 1. Always report accidents and injuries immediately to your supervisor. 2. Develop and practice a fire evacuation plan for use in the event of an emergency. 3. Check your smoke detectors regularly and replace batteries as recommended. 4. Always have a working fire extinguisher at your telework location and check the charge as recommended. 5. Computers are heavy. Always place them on sturdy, level, well-maintained furniture. 6. Take the following into consideration when locating your computer: a. Place the monitor where there will not be any noticeable glare from windows or lighting. b. Place the monitor at a comfortable height for viewing. c. Locate the computer keyboard and mouse at a height that does not cause wrist strain. d. Use a surge protector and make sure all cables are grounded. 7. Always power down computers after the workday is over and always turn off all electrical equipment during thunderstorms. 8. Choose office chairs that provide good supporting backrests and allow adjustments to fit you comfortably. 9. Locate computers, phones and other electrical equipment in a manner that keeps power cords out of walkways. 10. Keep your work area clean and avoid clutter, which can cause fire and tripping hazards. **Certifications** I understand this teleworking/flexible scheduling assignment is not an employment contract and may not be construed as such. I understand this work arrangement does not in any way release me from adherence with the University of Georgia and the Board of Regent policies or procedures. I also understand the teleworking/flexible scheduling work assignment can be terminated at any time without notice. I certify that I have read, understand, and agree to comply with the terms/conditions of the specific terms/ conditions of this Teleworking/ Flexible Scheduling Agreement. I understand that the University of Georgia is not liable for damages to the employee’s personal property while teleworking, nor is it responsible for operating costs, home maintenance, or other incidental costs (e.g., utilities, home insurance, etc.). The University of Georgia is not responsible for damage caused by the unauthorized or misuse of UGA equipment and supplies assigned in accordance with the teleworking agreement. While working at the alternate site, I will designate one area as my official workstation. I understand