PURPOSE
Telework is a flexible work arrangement whereby an employee has approval to carry out some or all their work duties from an alternate work location. The purpose of this document is to set the guidelines about the necessary measures required by employees to work from home to ensure their health and safety while doing so.
PROCEDURES
School District 46 – Sunshine Coast (SD46) will consider and permit teleworking in extraordinary circumstances as a viable work option, that will benefit both the organization and the employee.
Telework, if made available, will be decided based on the operational needs of SD46, the availability of equipment, and/or District software or material and specific individual circumstances. All work options must comply with any legislative requirements including Occupational Health and Safety Regulation and the Freedom of Information Privacy Act.
APPLICATION
This telework agreement only applies in time of extraordinary circumstances. (2020 COVID-19)
DISTRICT POLICY/PROCEDURES
The employee remains obligated to comply with SD46 policies, procedures, rules, practices, instructions, and this teleworking agreement. The employee understands that violation of any of the above may result in termination of this telework agreement.
CONFIDENTIALITY /INFORMATION AND ASSET SECURITY
• The employee agrees that all SD46-owned data, software, equipment, and documents must be properly protected and secured at all times and must be returned to the district at the conclusion of the telework agreement. Steps include, but are not limited to, ensuring that the computer is only used by the teleworker, use of locked file cabinets and desks, regular password maintenance, data archiving/backups and any other steps appropriate for the role and the environment as determined by SD46.
• The employee will comply with all SD46 policies and instructions regarding security of confidential information.
• The employee will maintain confidentiality in all matters including phone conversations.
• The employee will promptly report to their supervisor, any circumstances or incidents which may compromise the confidentiality of any property, documents or information in connection with their employment.
• Paper documents that contain confidential information, including names and contact information, and are to be destroyed must be shredded or returned to the board office for confidential shredding purposes.
EQUIPMENT
• The employee agrees that all SD46 equipment shall only be used by them and for purposes related to work. SD46 will be responsible for insurance and maintenance of equipment.
EMPLOYEES RESPONSIBILITIES:
• Review this document and the ‘Telework – Safety Checklist’
• Review your Rights and Responsibilities as a worker in British Columbia (WorkSafeBC OHS Regulation)
• Review of the attached document titled Ergonomic Considerations.
INJURY/ILLNESS AND EMERGENCY SITUATIONS REPORTING
• Notify your supervisor immediately of any accident or injury that occurs at the telework site.
• If an accident or injury occurring in the telework site is deemed to be compensable under the applicable provincial legislation, the normal claims process will be applied (WorkSafeBC)
• Unless otherwise required by law, SD46 shall not be liable for the Employee's accidents, illnesses or injuries which occur outside the scope of employment or during non-working time or outside of the agreed upon telework site. SD46 shall not be liable for accidents, illness or injuries to third parties and/or members of the Employee's family on the Employee's premises.
WORK HOURS AND OVERTIME
• Work hours will be in accordance with current assigned hours or FTE and local collective agreements.
• Employee and supervisor will pre-arrange a regular contact schedule to ensure wellbeing.
• The employee shall be accessible by telephone during those work hours.
• There shall be no overtime provision under the provisions of teleworking.
• The employee's daily work schedule and service level expectations shall be as set out by the supervisor/administrator.
ABSENCE REPORTING
• The employee must notify their supervisor if they are unable to work due to illness or injury. All other absences require pre-approval using the established policy and leave of absence form.
TERMINATION OF TELEWORK AGREEMENT
• This telework agreement is intended to be temporary in nature and is terminated by SD46 upon the return to work by the employee.
YOUR SUPERVISOR/ADMINISTRATOR RESPONSIBILITIES:
• Ensure the health and safety of all workers under your direct supervision.
• Ensure that employee’s working area is safe (physical environment and psychological- no risk of violence)
• Regular contacts are scheduled and recorded with the employee to ensure of their wellbeing if deemed working alone or in isolation.
• Ensure that your employees know to contact you immediately in the event of an injury and are informed of reporting procedures.
• Investigations and inspections into workplace accidents/incidents will follow the District’s standard process as closely as practicable.
• All parties agree that the workplace Joint H&S Committee and its members will not be required to go to individual home to complete an accident investigation in the private home of an employee.
DISCLOSURE – EMPLOYEE
The employee confirms that the completed Telework – safety checklist, represents an accurate description and inspection of their work area and that any outstanding health or safety hazards have been resolved in advance of working from home or discussed with the supervisor. Employee agrees to maintain a safe work environment at all times.
I have read and understood the above telework policy. I fully understand the duties, responsibilities, obligations and conditions for telework expressed in this document. I also understand that these are in addition to my normal duties, responsibilities and obligations as an Employee of SD46.
DISCLOSURE – SUPERVISOR
I have read and understand my role and responsibilities listed on the last page of this document as it pertains to this teleworking agreement and accept all conditions. I fully understand the duties, responsibilities, obligations and conditions for Telework expressed in this document. I also understand that these are in addition to my normal duties, responsibilities and obligations as an Employee of SD46.
