ASSOCIATES (vol. 2, no. 3, March 1996) - associates.ucr.edu
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[Editors Note: The following statement from Alberta Marquis accompanied this document..."Our university has spent a year working on procedures for working in another location, other than the office. I am submitting the final paper. If used or shared, please give authorship credit to the University of Nebraska - Lincoln. We are planning to publish a paper on our experiences and will be publishing our document."] ALTERNATE WORKSITE PROGRAM December 1995 by Alberta L. Marquis Acquisitions Department University of Nebraska email@example.com DEFINITION AND PURPOSE: The Alternate Worksite Program (AWP) is intended to provide the Library Staff with an alternative to the usual office setting. Its purpose is to provide the Libraries with a flexible means for accomplishing the Libraries' mission while meeting the needs of the Libraries employees. The AWP is open to all hourly staff for participation. However, it must be recognized that not all work lends itself to the program nor are all employees suited for the AWP. Also, the staff member must have the necessary equipment available to him/her at the alternate worksite; and it must be recognized that not all staff are able to supply the needed equipment. As a result, participation may be limited by these constraints. Utilization of the AWP is intended for long-term adjustments in the employee's work schedule (long-term usually means over 3 months). It is not intended to be used for short-term, ad hoc situations, including the use of AWP for sick leave or annual leave. The majority of the work accomplished through the AWP should be priority work: work for which the staff member is responsible. INITIATION PROCEDURES: Normal library procedures are followed. The staff member approaches his/her supervisor and requests the change in schedule. The supervisor has the responsibility for determining the advisability for approving the request. The Dean's Office will be notified by the supervisor as to the current status of an employee entering or exiting the program. Should the supervisor disapprove the request, the next supervisor may be consulted if the employee wishes. The position description should be reviewed, although the AWP will seldom require major changes to the position description. SELECTION CRITERIA: Employees that have at least an average performance evaluation and are not on probation or not involved in a current University defined corrective action are eligible and must have a proven track record of responsible performance. The majority of the employee's work should be high priority, regular daily work, must be portable, able to be conducted independently of the regular worksite, and measurable in terms of quantity and quality. The employee shall be financially responsible for all materials taken to the alternate site. The work should have objective, results-oriented performance standards. The employee's supervisor must be able to evaluate results rather than actually observe the employee's performance. WORK SCHEDULE: A schedule for the AWP must be established that identifies the days (amount of time) the employee will work at the alternative worksite and the regular worksite. Work can be performed anytime during the 24 hour workday period, but actual time worked must be entered on the employee's time sheet. Work should be done in blocks of time of no less that 1 hour. No more that 10 hours per calendar day may be worked. Consideration must be given to work time at the regular worksite for face-to-face meetings and access to equipment or facilities that are not available at the alternative worksite, if appropriate. E-mail messages should be checked periodically during the working day. Schedules should be made in accordance with work requirements, not work locations. The participant can be asked to come to the office when needed. EMERGENCY SITUATIONS: Emergencies which impact the ability of staff members to complete their assignments at the alternate worksite are covered in this section. Emergencies that are expected to continue for all or most of the workday can be addressed by granting the employee annual leave, rescheduling the work, or having the employee report to the regular worksite. Emergencies of short duration that begin after the employee begins working may be rescheduled or annual leave may be taken. LEAVE: Annual leave and sick leave: Leave administration rules depend on the employee's work schedule, not the worksite. Employees should make leave requests to their supervisors in a manner mutually agreed upon by the supervisor and the employee, according to the University Employee Handbook. MONITORING WORK: Supervisors must establish a method for monitoring an employee's work assignments and establish reporting requirements to facilitate contact for the employee to receive or turn in assignments. TIME AND ATTENDANCE: Policies and procedures are to follow established UNL and Library guidelines. Time sheets must reflect actual hours worked. If the schedule is altered on a Thursday ending a pay period for which the time sheet has already been turned in, the time sheet must be changed to reflect actual hours worked. PERFORMANCE STANDARDS: Supervisors must ensure that employees in the AWP have results-oriented performance standards that provide a basis for measuring performance quantitatively and qualitatively. EQUIPMENT AND SERVICES: The University Libraries will not subsidize arrangements for the AWP, including any equipment, telecommunications charges or hardware/software expenses. The employee will supply the necessary hardware and software and will be responsible for equipment repair and maintenance. Supplies needed to complete assigned work at the alternate worksite are to be obtained when the employee is at the Library. WORKER'S COMPENSATION: Regardless of the work location, the employee is covered by Worker's Compensation during the performance of official business at the regular office or the alternate worksite, for injuries occurring out of, and in the course of, carrying out employment responsibilities. The employee shall report work-related injuries immediately to the Supervisor and will comply with any other reporting requirements established by the Employer for filing claims.