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HomeMy WebLinkAboutHUR040-002 Remote Work Procedure Procedure Procedure Title: Remote Work Procedure Procedure Number HUR-040-002 Reference HUR 040 – Hiring Policy HUR 050 – Employee Code of Conduct Date Originated (m/d/y) March 11, 2022 Date Revised (m/d/y) Pages 10 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective This document outlines the terms and conditions for working remotely and shall act as a resource for both employees and management of the City of Pickering (the City) with respect to eligibility requirements and the process for developing remote work arrangements. Index 01 Definitions 02 Scope and Eligibility Criteria 03 Responsibilities 04 Procedure 05 Remote Work Agreement 01 Definitions 01.01 Desk Hoteling – an office or workstation that is shared between two or more employees requiring coordinated, in office scheduling. 01.02 Performance Improvement Plan – A plan structured to achieve certain performance goals to bring an employee who has been working below competent levels to an acceptable standard. The plan must be formalized, documented and filed with Human Resources. 01.03 Remote Work Agreement – a document that outlines the terms and conditions of periodic or long-term remote work (RW ) arrangements (Appendix 1). Procedure Title: Remote Work Procedure Page 2 of 10 Procedure Number: HUR-040-02 02 Scope and Eligibility Criteria This Procedure applies to all employees and addresses RW Agreements during normal working conditions. During periods of extraordinary circumstances, such as a pandemic or other emergencies, the employer may request or require that employees work from home for a temporary period of time, even if eligibility requirements listed below have not been met. Under these circumstances, HUR 040-001 Working from Home Procedure shall be implemented. This Procedure shall not alter or replace the terms and conditions of an existing employment contract, collective agreement, policies, procedures, practices, or legislation, including but not limited to the Employment Standards Act, Human Rights Code, and Accessibility for Ontarians with Disabilities Act (AODA). Under a RW arrangement, employees complete their work from a home office, on either a periodic basis, or an ongoing long-term basis. Eligibility will depend on the following factors: 02.01 Job Characteristics a) The job is project-based. b) Results are measurable. c) Work can be sent to and from the employee’s home with ease, speed and confidentiality. d) The job involves a high percentage of work that can be performed from a remote location or involves work that is typically performed offsite (such as inspections). e) The need for face-to-face contact with managers, clients, members of the public, other employees, service providers, etc. is low. f) The need to access equipment, materials, files, etc. that are situated only at the workplace is low. g) Job descriptions or job classifications need not be altered, whereby the nature and function of all affected positions must remain intact. h) Hours of work shall remain the same as the employee’s regular schedu le with no ability to flex time. i) Security requirements of the job can be met from a home location . j) Confidentiality requirements of the job can be met from a home location. Procedure Title: Remote Work Procedure Page 3 of 10 Procedure Number: HUR-040-02 02.02 Employee Characteristics a) Must be in good standing and not have a recent history of unsatisfactory job performance and/or discipline or be on a performance improvement plan. b) They can work independently without requiring constant supervision or feedback . c) They do not have a high need for continual in-person interactions at the office. d) They can handle solitude. e) They are proven job performers. f) They are self-motivated, well-organized, and disciplined in their approach to work. g) They are not on an attendance improvement plan. h) They share mutual trust with management. i) They do not mix remote work with childcare or eldercare needs, except for emergency situations. j) Under no circumstances shall they be engaged in incompatible employment as referenced in HUR 050 Employee Code of Conduct. k) They are able to mentally separate their office from the rest of their home, and the demands of work from the demands of family. l) They have a good understanding of their own job requirements. m) They are familiar with their work, their organizational culture, and their co-workers. 02.03 Organizational/Operational Considerations a) Performance of remote work is both operationally feasible and cost-effective. b) Services provided (both internal and external) will not be compromised. c) The work unit will be able to retain the right mix of people working remotely and people working in the office to meet all job requirements and service standards, including a minimum number of onsite management. d) The employee will be able to attend in-person meetings, if required by the City with reasonable notice. e) The work unit is able to accept and absorb change. Procedure Title: Remote Work Procedure Page 4 of 10 Procedure Number: HUR-040-02 02.04 Financial Impact a) Financial impacts of the arrangement must be identified so there are no increased labour costs or significantly increased operational costs due to the arrangement. 02.05 Security and Confidentiality a) Suitable and affordable Information Technology (IT) resources and Help Desk support for internet and access to City systems is available (requires confirmation from IT). b) Employees are required to maintain a secure internet connection and must have the appropriate virus protection as established by IT. c) Company-owned resources may only be used for business purposes. Employees must take reasonable steps to protect any company property from theft, damage, or misuse. Depending on the circumstances, the employee may be responsible for damage to or loss of company property. d) The legislative requirements and Corporate policies and practices related to access, privacy, security, and information management continue to apply whe n working remotely. i. If a Freedom of Information request is received, the employee will be responsible for returning all associated files to the City for use in responding to the request. ii. Employees working remotely must provide a secure area for records such as a locked cabinet or desk. iii. All confidential paper documents must be securely stored and must be disposed using the secure shredding bins located throughout City facilities. Arrangements to return all confidential documents to the designated shredding bins must be made by the employee. If there are large quantities of documents to shred, arrangements must be made through the Deputy Clerk. 02.06 Health and Safety a) Ergonomic Guidelines (Appendix 2) must be understood and applied to the home office by the employee. b) In-person meetings may not be conducted at the home office and will not be scheduled around the employee’s remote work day, if avoidable. Meetings may continue virtually where appropriate. c) In the event of a work-related incident or injury in the employee’s home office, the employee must immediately report the incident to their immediate non-union Supervisor. Procedure Title: Remote Work Procedure Page 5 of 10 Procedure Number: HUR-040-02 d) Unless ill-advised due to legislation, regulations, or restrictions, the City reserves the right to request an onsite visit to the employee’s home office , at a mutually agreeable time, for the purpose of investigating a job-related incident or injury, or to ensure that the workspace is safe and free from hazards. If the workspace is unsafe and cannot be made safe, the City may refuse or revoke the employee’s remote work arrangement. e) In the event of a critical injury, an investigation will be conducted by the Ministry of Labour and City Response Team as soon as possible. 02.07 Designated Remote Work Location a) The employee’s home office is deemed to be a suitable work location and workspace that is well-equipped with the right work tools, is safe, quiet, and coincides with ergonomic guidelines. Photographs of the home office must be provided, if requested. b) The employee’s home office must be within 200 km of the City of Pickering. c) The employee’s rights to their workstation/office/assigned parking spot at the City workplace will be maintained if they work three or more days/week onsite; otherwise, they may be required to participate in desk hoteling and forfeit their assigned parking spot, if applicable. 02.08 Furniture and Equipment a) Wherever possible, employees should use City issued electronic equipment for the purposes of carrying out their employment, unless otherwise approved by the immediate non-union Supervisor. b) The employee must provide office furniture that is ergonomically suitable. The City will not provide furniture. c) The employee is responsible for all costs associated with the home office, such as office supplies, utilities, insurance, etc. 02.09 Travel and Expenses a) No mileage will be paid for trips to and from their home office to the employee’s regular workplace. b) If the employee must travel for a meeting not at a City facility, mileage will be reimbursed for the shorter travelling distance (either their home to the destination or from their regular City facility to the destination). Procedure Title: Remote Work Procedure Page 6 of 10 Procedure Number: HUR-040-02 02.10 Accommodations a) Accommodations under the Ontario Human Rights Code and AODA shall be reviewed and administered outside of this Procedure, with Human Resources, in accordance with all applicable policies and procedures. 02.11 Emergencies a) If an emergency or closure of a City facility excuses employees working at a municipal work site from working and does not affect an employee who is working remotely, employees working remotely are still required to perform their duties . Employees who are adversely impacted from working in person shall resume their duties remotely if practical. An emergency may include service interruptions such as failed/slow internet, power outage, evacuation, or computer issues that prevents them from being able to perform their duties. b) Employees must immediately notify their immediate non-union Supervisor in the event of an emergency while working remotely. 02.12 Duration, Reviews and Changes to Remote Work Agreements a) Management shall have the sole and exclusive right to approve, modify or terminate a RW Agreement if eligibility criteria is compromised. b) A RW Agreement will not be permanent and will not automatically entitle an employee to a permanent or future arrangement. c) In the event of the transfer of the employee to another position, the RW Agreement will be terminated. If the employee wishes to continue the arrangement in the new position, they must discuss or reapply for a new work from home arrangement with their new immediate non-union Supervisor/Director. d) The agreement may be terminated by the employee (employee initiated only) or the City with a minimum of two weeks’ notice, but not more than four weeks’ notice. e) The review of agreements may be conducted earlier than 12 months at the discretion of the immediate non-union Supervisor. 02.13 Other Requirements a) Where required, the applicable union/association must be notified of the arrangement. Procedure Title: Remote Work Procedure Page 7 of 10 Procedure Number: HUR-040-02 03 Responsibilities 03.01 The Director shall: a) Review and approve each RW Application. b) Establish a hybrid schedule for the department. c) Establish and collect the signed RW Agreement. d) Support the application of this Procedure. e) Not unreasonably deny a RW Application. 03.02 The Immediate Non-Union Supervisor shall: a) Consult with the Director in the review of each RW Application and assist with the development of a hybrid schedule. b) Consult with IT to ensure that technological requirements can be met within a reasonable cost. c) Consult with the Legislative Services Division to ensure that records management requirements can be met within a reasonable cost. d) Make sure employees are properly trained to work remotely including, but not limited to, use of technology, health and safety requirements, and records compliance. e) Establish expectations with respect to scheduling, performance standards and measurable objectives that can be monitored . f) Monitor physical and mental health of the employee to ensure the RW arrangement maintains a safe, productive and supportive environment for their well-being. g) Provide reasonable notice if an employee is required to attend a meeting onsite . h) Provide reasonable notice if a change is required to the employee’s RW Agreement and communicate the reasons, unless the employee’s RW Agreement is suspended or terminated for performance or operational reasons. 03.03 The Employee shall: a) Submit a RW Application (Appendix 3) for the Director’s review and consideration. b) Review and sign the RW Agreement prior to commencing the arrangement. c) Comply with the terms and conditions set out in the RW Agreement. Procedure Title: Remote Work Procedure Page 8 of 10 Procedure Number: HUR-040-02 d) Make appropriate dependent care arrangements and manage personal responsibilities in a way that allows successful completion of job responsibilities. e) Be accessible via telephone and/or online during designated work hours and respond to voicemail and email messages as per the Supervisor’s expectations throughout the working day. Employees shall utilize the Mitel phone app or forward work phones directly to home or mobile phone to ensure that calls from the public or internal staff are redirected seamlessly. f) Maintain regular phone and email communication with immediate non-union Supervisor, keeping them updated on progress on all assignments worked on and to resolve any issues encountered while working from home. Employees shall structure their time to ensure attendance at required meetings. g) Comply with the City’s absence reporting requirements. h) Comply with the City’s incident reporting requirements. i) Take the necessary precautions to secure and protect City property, documents and the confidentiality of information at their homes. Use of a locked space (e.g., filing cabinet if available) is recommended for all personal or confidential information. 03.04 Human Resources shall: a) Provide advice and guidance, as requested on the RW Procedure. b) Act as a resource to resolve RW issues, especially if they relate to health and safety, sick leave or WSIB claims. c) Review and update the Procedure as needed. d) Maintain records, such as the RW Agreement in the personnel file. e) Provide resources to support a safe ergonomic setup. 04 Remote Work Agreement The RW Agreement is a document signed by the employee and Director that states the terms and conditions that are specific to a particular job or employee. The agreement shall include or consider the following information: a) The work objectives and specific results, or a method of communicating objectives and expected results and a method of monitoring work (which may include time tracking). b) That the terms and conditions of employment and application of existing policies, collective agreements and legislation will continue. Procedure Title: Remote Work Procedure Page 9 of 10 Procedure Number: HUR-040-02 c) The duration of the arrangement. d) Whether the arrangement is periodic or long-term and the specific days for working from home. e) The location of the home office must be identified in the agreement and the employee is expected to notify the City of any change to the designated location and may be required to reapply to continue their arrangement depending on the change in circumstances. f) The files in the home office are the property of the City of Pickering and the City has the right to claim them at any time. g) Infrequent/emergency short term RW arrangements need not be documented; however, prior approval is required from the Director. h) Agreements will be reviewed at least every 12 months by management and the employee to determine if it is operationally feasible to continue with the arrangement and what changes may be required. i) Any breach of provisions of this Procedure or Agreement may result in disciplinary action up to and including termination of employment. The appropriate level of discipline in a particular case depends on the nature of the breach and the circumstances surrounding the situation. 05 Procedure 05.01 The Director shall assign each position in their department to one of the following categories: a) Are required to work remotely due to space constraints in City facilities. RW Applications from incumbents of these positions shall be considered a priority before other applications by the Corporation and in doing so, the Director shall consult with Human Resources prior to advising the employee(s) affected and complete the RW Agreement. Such agreements shall be administered consistently and fairly within the section concerned. b) Are conducive to working remotely, but not required to. RW Applications from incumbents of these positions shall be considered against all eligibility criteria. c) Can only be performed in the workplace. Incumbents of positions that fall into this category shall be deemed ineligible. 05.02 Upon review of the RW Application, the Director shall determine if the RW Application satisfies the eligibility criteria. If it does not, the Director must communicate the reason the application is denied. Procedure Title: Remote Work Procedure Page 10 of 10 Procedure Number: HUR-040-02 05.03 If the RW Application satisfies the eligibility criteria, a RW Agreement shall be completed and signed by the employee and the Director. 05.04 The Director shall commit to review the agreement at least every 12 months with a view to renew, alter, or terminate it. 05.05 The order in which competing RW requests to be approved shall be based on accommodation/human rights requirements whether at the employee’s or employer’s behest, personal factors impacting the request, the employee’s work performance, attendance and then seniority where practicable. Appendices Appendix 1 Remote Work Agreement Appendix 2 Ergonomic Guidelines Appendix 3 Remote Work Application Page 1 of 4 Appendix 1 Remote Work Agreement Intent This Remote Work (RW) Agreement outlines the terms and conditions for employees working from home. This agreement is intended to also re-affirm the employee’s responsibilities as outlined in the Remote Work Procedure (HUR 040-002), while engaged in a RW Agreement. Effective Date of RW Agreement: Frequency of Review of Agreement: Employee Name: Position Title: Supervisor: RW Address: RW Phone Number(s): Is this ☐Periodic ☐Ongoing Long-term If periodic, clarify when this applies: Start Date: End Date: (max 1 yr) Performance deliverables while working remotely: How will objectives and results be communicated and monitored? Page 2 of 4 Schedule Will be determined on a monthly basis by the Director and is subject to change based upon operational needs. Guidelines This Agreement does not alter or replace the terms of an existing employment contract. Employees must comply with all Corporate rules, policies, practices, and instructions that would apply if the employee were working at the regular City worksite. Work hours, compensation, and leave scheduling will continue to conform to applicable policies and agreements. Performance Management Remote work should not affect an employee’s ability to complete day-to-day tasks, including communicating with colleagues, management, clients, etc.. Employees must stay updated on department and work events. The employee will be accessible via telephone and online during designated work hours and will respond to their voicemail and email messages as per the Employer’s expectations throughout the work day. Employees must keep management informed on the progress of assignments and reach out for support if needed. The employee’s daily work schedule will consist of the same number of hours normally worked under their hours of work schedule. If the employee’s presence is required for a meeting at the worksite, reasonable notice will be provided. If at any time the arrangement no longer meets operational needs or productivity goals, management reserves the right to revoke the agreement. Furniture and Equipment Employees are responsible for providing adequate workspace, equipment and furnishings while working remotely. The employee must provide office furniture that is ergonomically suitable and is responsible for all costs associated with the home office, such as office supplies, utilities, insurance, etc. City property such as IT supplied hardware is subject to availability and prior approval. At a minimum, employees need a computer, internet, and phone access (with Mitel app installed). The City shall not cover the cost of home internet and phone and does not insure personal technology. The City may provide additional equipment at its discretion. All equipment, records and materials provided by the City remain the property of the City. Employees must, where provided, use City-provided devices when working remotely to ensure that the appropriate software and programs are being used while maintaining data security and confidentiality. All completed and working copies of documents must be saved on the City of Pickering online system with limited access so that information is available to those who may require its use from the company worksite. City-owned resources may only be used for business purposes. Employees must take reasonable steps to protect any company property from theft, damage, or misuse. Page 3 of 4 Depending on the circumstances, the employee may be responsible for any damage to or loss of City property. The City of Pickering’s Information Technology Policy (ADM 030) must be followed at all times. Health and Safety The City of Pickering is committed to ensuring that the alternate worksite is safe and ergonomic, and employees may be required to provide information or details on their work from home set up. The employee agrees:  To ensure that their home workspace is arranged so that it complies with ergonomic guidelines;  To take regular breaks (as per regular hours of work requirements);  To ensure that the workspace is kept clear and free from obstacles or tripping and other hazards, and is well lit; and,  To have a functioning smoke alarm. Security and Confidentiality  All work-related information and data is kept secure;  Keep in regular communication with their managers and proactively discuss any problems that arise from working from home; and,  If a risk of harm to the employee’s physical and/or mental health and safety arises, the employee agrees to consult with their manager about ways this harm can be eliminated or minimized. If the workspace is unsafe and cannot be made safe, the City of Pickering may refuse or revoke the employee’s RW arrangement. Employees working remotely will be covered by WSIB for job-related injuries that occur in the course and scope of employment while working from home. Employees agree to allow a Human Resources Representative, Supervisor, and/or JHSC member to inspect their home if an injury were to occur in their home, requiring a full investigation of the incident. Employees may be required to grant access to their premises to such authorities as the Ministry of Labour and/or the Workplace Safety and Insurance Board (WSIB). The employee remains liable for injuries to third parties that occur on the employee’s premises. This Agreement may be subject to change or be rescinded based on operational needs or if work performance/service standards are not meeting expectations. Incompatible Employment: Employees shall not engage in other employment (personal business or otherwise) while working remotely. Any violation of this could be subject to discipline, up to and including termination of employment. Page 4 of 4 Other Commitments or Responsibilities: This agreement shall not be used as a means to accommodate employees who have childcare/eldercare responsibilities (or other dependents). Accommodations that fall under the protected grounds of the Ontario Human Rights Code shall be managed through the Workplace Accommodations Procedure. End of Agreement At the end of a RW Agreement, employees must promptly return all company property used while working remotely. An employee, current or former, may receive notices from the City of Pickering to return company property. Failure to do so may result in discipline for current employees or legal action if the employee no longer works for the company. If an Agreement is being revoked, employees will receive reasonable notice to make any arrangements necessary to return the company property to the worksite. Acknowledgement and Agreement I acknowledge that I have read and understand the Remote Work Procedure (HUR 040- 002) and RW Agreement of the City of Pickering. Further, I agree to adhere to this Agreement and, if applicable, will ensure that employees working under my direction adhere to this Agreement. I understand that if I violate the rules or procedures outlined in this Agreement, I may face disciplinary action up to and including termination of employment. Employee’s Signature Director’s Signature Date Date Copy: Personnel File Appendix 2 Ergonomic Guidelines Seat Adjustment 1.Adjust the seat height, knees at 90º, with feet flat on the floor or on a footrest. 2.Adjust the seat angle at the horizontal, if available. 3.Adjust the seat depth, if available. The gap between the back of the knees and the front of the seat should be equivalent to the width of 2 or 3 fingers. Backrest and Armrest Adjustment 4.Adjust the backrest height, if available. The curve of the backrest should fit the lumbar curve. 5.Adjust the backrest tension. The backrest should offer adequate resistance based on the individual’s weight. 6.Adjust the backrest angle by locking the backrest between 90º and 135º or setting the backrest in tilt mode from 0º to 20º. 7.Adjust the armrests, if available. The arms should be supported with shoulders relaxed and elbows at 90º and as close to the body as possible. Keyboard Tray Adjustment 8.Adjust the keyboard tray height, if available. The arms and forearms should form an angle of approximately 90º. 9.Adjust the keyboard tray angle. The wrists should be in a neutral position with minimal flexion or extension. Screen Adjustment 10.Adjust the eye-to-screen distance. The eye-to-screen distance should be about on arm’s length. 11.Adjust the height of the monitor. The horizontal line of vision should extend to the upper third of the display screen. Reach Zone 12.Work tools should be as close to the worker as possible. Reach zones should be kept to a minimum. Appendix 3 Remote Work Application Date of Request: Employee Name: Position Title: Status: ☐Permanent FT ☐Permanent PT ☐Non-Permanent Department Section Describe the current duties of your position that can be performed remotely: Describe the impact on others, in this or other departments, from performing your duties remotely: Is there any portion of your duties that will not be able to be performed remotely? Explain: What is the plan to ensure the timely completion of duties that cannot be performed remotely? Describe the impact on this or other departments if these duties will not be completed in the traditional manner. What equipment/technology will you require to perform your duties from home? Do you have a dedicated workspace, appropriate furniture and are able to maintain the security and confidentiality of equipment or files provided to you? ☐Yes ☐No For the Director: I have reviewed this application against eligibility criteria. This application is: ☐Approved ☐Denied Reason for Denial: Signature of Director Date: