Standard: Telecommuting 1 Definitions 2

2 Purpose 3

3 Application 3

4 Exclusion 3

5 Background 4

6 General Terms and Conditions 4

7 Information and Communication Technology 6

8 Application Process 6

9 Roles and Responsibilities 7

10 Approval Authority 9

11 Grievance Procedures 10

12 References 10

13 Useful Resources 10

14 Further Information 10

APPENDIX A Application to Telecommute

APPENDIX B Telecommuting Selection Criteria Checklist

APPENDIX C Costs/Benefits Analysis

APPENDIX D Workplace Health and Safety Audit Checklist

APPENDIX E Telecommuting Agreement

APPENDIX F Asset Loan Agreement

APPENDIX G Telecommuting Extension Agreement

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1 Definitions

For the purpose of this Standard the following definitions are to apply.

1.1 Approval Authority

Approval authority means the position with delegated authority to approve or otherwise, an application for telecommuting. Details are outlined in section 10 of this Standard.

1.2 Eligible Member

Eligible member means all full time and part time employees of PSBA, including general and temporary employees. A casual employee, an employee undergoing a formal performance improvement process, and/or an employee undergoing formal disciplinary action is not an eligible member.

1.3 Health and Safety Coordinator (HSCO)

HSCO means an employee who occupies (temporarily or substantively) this position. However, the HSCO may delegate the Health and Safety Audit Checklist assessment to a suitably qualified Workplace Health and Safety Officer (WHSO) after considering their qualifications, the available time of such officer and any other relevant matters.

1.4 Manager

Manager means a member of PSBA who holds a line management position as an officer in charge of a division, unit, squad, branch, district, region or other structural equivalent of these establishments within PSBA, on a permanent or temporary basis. Manager also includes a supervisor with line authority in the chain of command.

1.5 Parties

Parties means PSBA and the telecommuter.

1.6 PSBA

PSBA is the Public Safety Business Agency.

1.7 Telecommuter

Telecommuter is an eligible member who is a party to an approved telecommuting agreement.

1.8 Telecommuting

Telecommuting is the agreed performance of work outside of the central workplace using telecommunications technology to replace part, or all, of the physical journey to work.

1.9 Telecommuting Applicant

Telecommuting applicant is an eligible member who is applying for a telecommuting arrangement.

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1.10 Telecommuting Location

Telecommuting location is the agreed location where the telecommuter is to perform telecommuting.

1.11 Usual Place of Work

Usual place of work is the workplace/location that the telecommuter is substantively attached to. This is not the telecommuting location.

1.12 Work from Home

Work from home is an irregular or ‘ad hoc’ informal arrangement, where the parties agree that an employee may work from home for short periods of time e.g. rehabilitation, data analysis, report writing, etc. Work from home arrangements must not be utilised to avoid any obligations of this Standard, especially the Information Technology requirements.

2 Purpose

This Standard aims to provide clear and consistent guidelines on how to conduct telecommuting arrangements.

3 Application

This Standard applies to all employees of PSBA, except for casual employees. However, not all work is suitable for telecommuting. The development and approval of telecommuting agreements remains subject to the operational needs of each work unit and an assessment that the employee can achieve work assignments with limited guidance.

Telecommuting may be most suitable where the nature of the work requires one or more of the following:

• very little or no regular face-to-face contact with external clients;

• research and report writing;

• reviewing and/or editing;

• data gathering and analysis;

• some consultation, negotiation and liaison activities that can be conducted electronically; and

• policy development.

This should not be seen as an exhaustive list as there may be other situations that lend themselves to a telecommuting agreement.

Telecommuting may not be suitable for employees who work face-to-face with members of the public and/or for roles that supervise or manage employees.

4 Exclusion

This Standard does not preclude a manager from giving authority for members to “work from home”. As such, employees who are undertaking approved “work from home” are not subject to the conditions of this Standard.

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5 Background

The Queensland Government supports more flexible ways of undertaking work and telecommuting is one of the options included in the work life balance framework. The implementation of various work life balance practices has the potential to facilitate excellence in client service, whilst also enabling individuals to better balance work and other life commitments. Telecommuting is a flexible work practice strategy that is a Queensland Government initiative, which is supported by PSBA.

6 General Terms and Conditions

To be implemented effectively, flexible work practices need to be viewed in a holistic manner and seen not only as an employee benefit but also as a management tool which has the potential to deliver benefits for both members and PSBA.

Telecommuting should not be viewed as a right without regard to organisational viability, nor should it be regarded as an obligation that can be imposed by or on PSBA. Telecommuting is to be a voluntary arrangement, which must be agreed between PSBA and the eligible member.

A telecommuter must be able to perform the principal responsibilities of their role whilst telecommuting and the arrangement must be operationally viable. The telecommuting role should not be a variation of the principal responsibilities of the role; should not have a negative impact on the work unit; nor place undue burden on other staff who are not telecommuting.

The initial telecommuting agreement is to be for a period of 4 months, with a review of the telecommuting arrangement to commence after 3 months. This review is to be finalised by the end of the 4 month period and is to be used to evaluate the continuation, cessation and/or renegotiation of telecommuting.

After the initial period, parties may agree to enter into subsequent telecommuting agreements for a maximum period of 12 months each.

Where there is a 12 month agreement, the agreement must be reviewed after 11 months and the review finalised prior to the end of the 12 months.

The telecommuter shall be subject to the same work responsibilities, policies, employment conditions and all other legislation, regulations, determinations and Code of Conduct that are applicable to all employees of PSBA.

The location, type of work, results measurement, contact and working arrangements will be agreed, with both parties ensuring regular opportunities for communication regarding aspects such as work management, team and client interaction, training and career development opportunities.

Management of outputs, outcomes and results measurement shall be agreed and documented on a regular basis by the parties.

The security of equipment, assets, information, confidentiality and copyright are to be in accordance with PSBA policy.

Where justifiable, the work unit may require the telecommuter to return to the usual place of work with minimal notice. In addition, where justifiable, the telecommuter will attend meetings and/or training at the usual place of work when required, unless otherwise agreed.

Any overtime performed must be authorised by the relevant manager, prior to being performed.

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Telecommuting is not a substitute for dependant care. However, telecommuting can provide flexibility.

With regard to taxation, financial advice and public liability insurance, the telecommuter is responsible for seeking and implementing independent advice relevant to their circumstances. The telecommuter must take out public liability insurance and ensure that the policy is maintained for the duration of the telecommuting agreement. If the telecommuter has public liability insurance relating to their home, the telecommuter is to notify the insurance company of the change to their circumstances, that is, they will be telecommuting from the insured property and the frequency and period of the arrangement.

All telecommuters must hold a current public liability insurance policy. The telecommuting agreement will terminate, from the end date of the public liability insurance policy.

The telecommuter will be responsible for any costs associated with:

• public liability insurance;

• the provision and maintenance of equipment, furniture and supplies (except IT equipment, unless an exemption has been granted); and

• any changes required of the telecommuting premises/location to ensure compliance with Health and Safety requirements.

However, the parties may agree on alternative arrangements (except for changes to the telecommuting premises/location), if appropriate. Where alternative arrangements are agreed, the details must be included in the Telecommuting Agreement. Where a telecommuter uses their own privately owned furniture and/or equipment (excluding that which is to be provided in accordance with PSBA policy), it must meet the minimum workplace health and safety standards and in particular must meet ergonomic requirements for the task.

The telecommuter will be responsible for all utility expenses incurred. However, reasonable and justified communication expenses such as telephone and/or internet usage may be met by PSBA where agreed between the parties and such expenses are able to be tracked. The following expenses will not be reimbursed by PSBA:

• expenses incurred for air-conditioning, heating, personal computer software, home telephone installation, servicing and usage costs, etc;

• all expenses associated with the maintenance of the employee’s property including any computing and/or printing equipment;

• installation and/or monthly service fees for telephone and/or internet access;

• any relevant insurance costs incurred to provide protection from loss, theft or damage to employee-owned equipment used for telecommuting.

An agreed list of equipment and assets provided to the telecommuter is to be documented and maintained.

Employer access to the telecommuter work site should be negotiated and a notice period of 24 hours generally is to be observed, unless justifiable.

Employee benefits and conditions will be maintained for telecommuters. This includes elements such as pay, leave, employment security, training, career development activities and the provision of relevant PSBA information. However, telecommuters are not entitled to any additional compensation if required to return to their usual place of work, within their ordinary hours e.g. travelling costs/time, etc.

The telecommuter will continue to be covered by the usual WorkCover conditions and is to provide access to the telecommuting location for WorkCover Queensland officers and relevant PSBA officers for the purposes of investigating work related incidents, injuries and providing rehabilitation services, should it be necessary.

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Workplace health and safety responsibilities for both PSBA and the individual telecommuter apply. This includes a workplace health and safety audit being completed on the designated telecommuting workplace, ongoing audit/inspection access as required and the designated workplace being maintained by the telecommuter to a safe standard as required by existing legislation, regulations and/or policies.

Telecommuting must not commence until all arrangements have been finalised and the approval authority has signed the Telecommuting Agreement.

A Telecommuting Agreement is not transferable between work units, positions or as a result of a change to the nominated telecommuting workplace. As a result, the Telecommuting Agreement will terminate in these circumstances. However, a new Application to Telecommute may be submitted.

Any proposed change to a finalised Telecommuting Agreement should be discussed. Before any changes commence, they must be agreed between the parties and recorded.

Where justifiable, termination of the Telecommuting Agreement may be instigated at any time by either the telecommuter or PSBA, after the principles of natural justice have been applied, which include consultation about the reasons for the decision to terminate the agreement; and a notice period of two weeks. Where a significant workplace health and safety or security risk exists; or there is a justifiable immediate workplace consideration, this notice period may be reduced or waived. A statement of reason must be provided to the employee where this occurs.

Where there is reasonable suspicion of misconduct or that the telecommuter’s actions may directly or indirectly bring the reputation of PSBA into disrepute, PSBA reserves the right to immediately suspend the Telecommuting Agreement; gain immediate access to the telecommuting location to facilitate inspection, seizure and/or safekeeping of PSBA property/information; or take any other reasonable action it deems necessary.

7 Information and Communication Technology

The provision and use of information and communication technology equipment will be governed by local policies and the Information Security Requirements for Telecommuters.

Support arrangements for any information and communication technology equipment provided as part of this agreement will be managed by the Regional Information Resource Manager (RIRM), by notification through the Service Desk.

8 Application Process

The telecommuting applicant is to submit the completed Application to Telecommute (see Forms Select) to their Manager.

Discussions are to commence between the Manager and the telecommuting applicant regarding the application, including whether or not there is preliminary support for the application and completion of Appendix B and Appendix C.

If there is no preliminary support for the application, points d) to f) become obsolete. Please go to point g).

If there is preliminary support, the Manager will organise for the HSCO to conduct an audit of the proposed workplace and conduct an audit in accordance with the Workplace Health and Safety Audit Checklist (Appendix D).

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After the inspection/audit, the completed Workplace Health and Safety Audit Checklist will be forwarded to the Manager, by the HSCO; and attached to the aforementioned Application to Telecommute.

The Manager, in consultation with the telecommuting applicant, will complete a Telecommuting Agreement (Appendix E). This completed document is to be attached to the aforementioned Application to Telecommute.

The completed and signed Application to Telecommute and the required supporting documentation is to be forwarded to the relevant approval authority, through the appropriate chain of command.

The relevant approval authority will consider the Application to Telecommute, including the attachments and provide a written response to the telecommuting applicant advising approval or otherwise.

Where a telecommuter requests for a telecommuting agreement to be extended, they should complete and submit a Telecommuting Extension Agreement (Appendix G) for consideration, no later than 30 working days prior to the end date of the current telecommuting agreement.

9 Roles and Responsibilities

The roles and responsibilities of managers, the telecommuting applicant and the telecommuter in relation to the telecommuting Standard are outlined below:

9.1 Manager

• responsibility and accountability for the implementation of the principles and practices that support telecommuting;

• discuss alternatives with telecommuters for circumstances requiring flexible work practices and assist eligible members to find solutions that are fair and equitable for all other employees in the workplace;

• organise the work flow of their unit and ensure that sufficient staff are available to meet operational requirements;

• consider the need for telecommuting on a case by case basis, through the analysis of operational requirement, organisational specific human resource information, the completed Telecommuting Selection Criteria Checklist and work environment data;

• consider cost implications for the implementation of telecommuting arrangements, including initial setup and ongoing information and communication technology requirements and expenses, which currently include the prohibition of non PSBA ICT resources;

• consider the following:

• any opportunities for enhanced efficiency and/or effectiveness in the conduct of the business of the area;

• any potential for positive impact on the delivery of client services if the employee was to undertake work at an alternative location; and

• the particular circumstances of the employee that has given rise to the application including the potential impact a refusal of the application might have; and

• any other matter relevant to the application; and then

• make recommendations in relation to the Application to Telecommute and the Telecommuting Agreement (including information about the previous 4 dot points);

• inform telecommuting applicant if application denied, including reasons;

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• inform all employees at the worksite about any approved telecommuting arrangements, including details of how to contact the telecommuter and the days that the telecommuter is working from the telecommuting location;

• encourage employees who are not telecommuting, to discuss any concerns regarding the telecommuting arrangement(s) with management;

• ensure that employee benefits and conditions, including training, are maintained for a telecommuter;

• ensure that a telecommuter is aware of their responsibilities and expected outcomes, including timeframes;

• ensure a telecommuter achieves their work objectives and goals;

• review and evaluate approved telecommuting agreements; including the Telecommuting Selection Criteria Checklist, as required;

• monitor and manage staff morale and attitudes towards telecommuting, including listening to the concerns of those employees not telecommuting and addressing issues as they arise;

• detail any alternative arrangements in the Telecommuting Agreement;

• ensure an Asset Loan Agreement (Appendix F) is completed for any assets provided to the telecommuter;

• ensure an asset register of telecommuting equipment is developed and maintained;

• ensure regular ongoing contact with a telecommuter;

• review and update the Costs/Benefits Analysis (Appendix C) with individual telecommuters as necessary;

• ensure a HSCO conducts an audit of the telecommuting location, initially and then every 12 months, to ensure continued compliance with workplace health and safety requirements;

• coordinate a Telecommuting Extension Agreement, if necessary;

• ensure equitable access to telecommuting arrangements, within their area of responsibility e.g. station, branch, section, etc;

• organise a contingency plan with the telecommuter, prior to authorising a telecommuting agreement, in case IT support is not able to occur on the same day as any fault/problem. The contingency plan is to include minimum requirements of having to attend the workplace to continue to work and/or produce IT equipment for attention, if necessary.

9.2 Telecommuter

• ensure work objectives and goals are achieved;

• attend meetings and/or training at the usual place of work, when required, unless otherwise agreed;

• organise alternative arrangements that may be required, should it be necessary to attend the worksite (other than the telecommuting location) at short notice;

• inform the relevant IT support area immediately of any PSBA supplied equipment failures to facilitate timely repairs or replacement of equipment that may impact upon the ability to perform work;

• ensure security of equipment, assets, information, confidentiality and copyright in accordance with PSBA policy and as documented in the telecommuting agreement;

• comply with and complete tasks assigned, within the associated timeframes;

• comply with the Telecommuting Agreement; current Standard, procedure, employment conditions and all other legislation, regulations, determinations and the Standard of Practice;

• participate in reviews of the Telecommuting Agreement;

• be contactable at all times during the defined working hours as outlined in the Telecommuting Agreement;

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• maintain the required contact arrangements;

• maintain an accurate and up to date daily work diary which includes work starting and finishing times; breaks taken i.e. rest pauses and meal breaks; summary of tasks performed; travel details; time spent completing tasks; contacts made; resources utilised; and any other relevant information;

• payment of costs for taxation advice and administration, including the payment of any associated tax;

• payment of all utilities, unless otherwise agreed;

• complete an Asset Loan Agreement (Appendix F) upon receipt of any asset from PSBA, for the purpose of the telecommuting arrangement;

• ensure regular communication with management and/or colleagues, as necessary;

• organise a contingency plan with the manager, when submitting a proposal for a telecommuting agreement, in case IT support is not able to occur on the same day as any fault/problem;

• abide by the following, in the absence of a contingency plan: attend the workplace to continue to work and/or produce IT equipment for attention, if necessary;

• log IT problems with the Service Desk phone: 1300 777 463 or email: Service.Desk@police.qld.gov.au ;

• coordinate out of hours Service Desk availability, if necessary. Note: This may attract additional costs;

• prepare and submit a Telecommuting Extension Agreement (Appendix G) no later than 30 working days prior to the end date of the current telecommuting agreement, if necessary;

• facilitate access to the telecommuting location for the purpose of conducting health and safety audits and requirements;

• organise and pay for structural changes to telecommuting premises/location, where required to meet Health and Safety standards;

• maintain the telecommuting location to ensure compliance with the Workplace Health and Safety Audit Checklist;

• notify PSBA of any health and safety issues, including work related incident, injury or illness while telecommuting, in accordance with current Standard requirements; and

• upon leaving PSBA or the end of a telecommuting agreement, return all equipment and/or furniture to PSBA forthwith.

10 Approval Authority

All approvals must comply with the relevant HR delegation/approval authority.

The approval authority is required to consider:

• any opportunities for enhanced efficiency and/or effectiveness in the conduct of the business of the area;

• any potential for positive impact on the delivery of client services if the employee was to undertake work at an alternative location;

• the particular circumstances of the employee that has given rise to the application including the potential impact a refusal of the application might have; and

• any other matter relevant to the application; and

• then either approve or otherwise the telecommuting application/agreement.

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In addition, the approval authority is required to provide reasons for any decision not to approve a telecommuting application.

11 Grievance Procedures

For information regarding grievances refer to the Grievances policy or contact the Human Resources Consultancy or Employee Relations.

12 References

This Standard should be read in conjunction with the prevailing certified agreements and industrial awards, as well as the information listed below:

Police Service Administration Act 1990

Public Service Act 2008

Fire and Rescue Service Act 1990

13 Useful Resources

Public Service Commission – flexible workplace options

14 Further Information

For further information or clarification on telecommuting contact your relevant regional/command Human Resources Consultancy.