14 September 2012                                           GaNG HRPP 12 - 01                    Georgia National Guard Hu...
14 September 2012                                                                   GaNG HRPP 12 - 01Georgia National Guar...
14 September 2012                                                            GaNG HRPP 12 - 01ContentsChapter 1: General I...
14 September 2012                                                          GaNG HRPP 12 - 01Chapter 3 : Equipment and Netw...
14 September 2012                                                                        GaNG HRPP 12 - 01                ...
14 September 2012                                                                       GaNG HRPP 12 - 01e. Participation ...
14 September 2012                                                                         GaNG HRPP 12 - 01Agency Telework...
14 September 2012                                                                    GaNG HRPP 12 - 01d. Advise on the fea...
14 September 2012                                                                      GaNG HRPP 12 - 01Teleworkers shall:...
14 September 2012                                                                       GaNG HRPP 12 - 01Emergency Operati...
14 September 2012                                                                      GaNG HRPP 12 - 01any time, it is de...
14 September 2012                                                                         GaNG HRPP 12 - 01For situational...
14 September 2012                                                                       GaNG HRPP 12 - 01their supervisor,...
14 September 2012                                                                       GaNG HRPP 12 - 012.7 Performance M...
14 September 2012                                                                         GaNG HRPP 12 - 012.10 Official D...
14 September 2012                                                                           GaNG HRPP 12 - 012.14 Tax Info...
14 September 2012                                                                       GaNG HRPP 12 - 013.2 GaARNG Networ...
14 September 2012                                                                       GaNG HRPP 12 - 01b. Government-fur...
14 September 2012                                                                        GaNG HRPP 12 - 01station for the ...
14 September 2012                                                                        GaNG HRPP 12 - 01CAPs support inc...
14 September 2012                                                                      GaNG HRPP 12 - 01an employee screen...
14 September 2012                                                                         GaNG HRPP 12 - 01positive discus...
14 September 2012                                                                GaNG HRPP 12 - 01                        ...
14 September 2012                                                              GaNG HRPP 12 - 01                          ...
14 September 2012                                                           GaNG HRPP 12 - 01                            H...
14 September 2012                                                                      GaNG HRPP 12 - 01                  ...
14 September 2012                                                                   GaNG HRPP 12 - 0112.    Is the floors ...
14 September 2012                                                              GaNG HRPP 12 - 01                          ...
14 September 2012                                                                 GaNG HRPP 12 - 01advanced notice, during...
14 September 2012                                                                 GaNG HRPP 12 - 01mutually agreed upon by...
14 September 2012                                                                 GaNG HRPP 12 - 01with GAHRR 630, GA Nati...
14 September 2012                                                                GaNG HRPP 12 - 01The employee must comply...
14 September 2012                                                             GaNG HRPP 12 - 01Mileage SavingsThis telewor...
Attachment 5              (REQUIRED FOR ALL TYPES OF TELEWORK)        TELEWORK FOLLOW-UP/ PROGRESS REPORTING CHECKLIST    ...
14 September 2012                                                            GaNG HRPP 12 - 01Do you recommend that this t...
14 September 2012                                                            GaNG HRPP 12 - 01         TELEWORK FOLLOW-UP/...
14 September 2012                                                              GaNG HRPP 12 - 01         TELEWORK FOLLOW-U...
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Ga ng hr personnel policy 12 01(telework) 20120914

  1. 1. 14 September 2012 GaNG HRPP 12 - 01 Georgia National Guard Human Resources Personnel Policy 12-01 Full-Time Support Telework Telework Policy Georgia National Guard Clay National Guard Center Marietta, Georgia 30060 14 September 2012 UNCLASSIFIED
  2. 2. 14 September 2012 GaNG HRPP 12 - 01Georgia National GuardClay National Guard CenterMarietta, GA 30060 Telework Policy By Order of The Adjutant General: JAMES B. BUTTERWORTH The Adjutant General Official: ERIC D. JONES Col, GA ANG Human Resources OfficerHistory. This Georgia National Guard Human Resources Personnel Policy (GaNG HRPP) is the firstedition and supersedes no former policy on this topic.Summary. This GaNG HRPP prescribes the Human Resources Full-Time Support Telework Policy forthe Georgia National Guard.Applicability. This GaNG HRPP applies to all Georgia Army and Air National Guard Full-Time Support(Technician and AGR) personnel.Proponent and exception authority. The proponent of this GaNG HRPP is the Georgia National GuardHuman Resources Office. The proponent has the authority to approve exceptions to this policy when theyare consistent with Department of Defense Instruction 1035.01 (Telework Policy).Management control process. This GaNG HRPP is not subject to the management control requirement ofAR 11-2 (Management Control) and does not contain management control provisions.Supplementation. Supplementation of this GaNG HRPP is authorized. One copy of any supplement willbe provided to the Georgia National Guard Human Resources Office for coordination.Suggested improvements. Users of this GaNG HRPP are invited to submit comments and suggestedimprovements to the Georgia National Guard Human Resources Office. i
  3. 3. 14 September 2012 GaNG HRPP 12 - 01ContentsChapter 1: General Information1.1 Purpose1.2 Policy Intent1.3 Definitions1.4 Responsibilities1.5 Beneficial Aspects of Telework1.6 Policy Implementation1.7 The Spirit of the ProgramChapter 2: Implementation of the Telework Program2.1 Basic Principles for Teleworking in the GANG2.2 Types of Telework2.3 Alternative Worksites2.4 Telework Agreement2.5 Employee Grievances2.6 Certification and Control of Time and Attendance2.7 Performance Management2.8 Work Schedules2.9 Child/Family Member Care and Personal Business when Teleworking from Home2.10 Official Duty Station2.11 Telework and Travel2.12 Emergency Dismissal or Office Closure2.13 Training2.14 Tax Information ii
  4. 4. 14 September 2012 GaNG HRPP 12 - 01Chapter 3 : Equipment and Network Access3.1 Equipment3.2 GaARNG Network Users3.3 GA ANG Network UsersChapter 4 : Security Issues4.1 Personally Identifiable Information4.2 Privacy Act4.3 DoD Security and Information Technology Policies4.4 Anti-Virus and FirewallsChapter 5: Workers Compensation, LOD and Other LiabilitiesChapter 6: Reasonable Accommodations6.1 Granting Reasonable Accommodations6.2 Financial ResourcesChapter 7: Determining Telework Position and Employee Suitability7.1 Position Suitability7.2 Employee Suitability and Selection7.3 The Telework Assessment7.4 ConclusionAttachment 1: Georgia National Guard Telework Plan and Application FormAttachment 2: Georgia National Guard Telework Implementation ChecklistAttachment 3: Georgia National Guard Self-Certification Safety ChecklistAttachment 4: Agreement Between Georgia National Guard and EmployeeAttachment 5: Telework Follow-up / Progress Reporting Checklists (Director, Supervisor, Employee) iii
  5. 5. 14 September 2012 GaNG HRPP 12 - 01 Chapter 1 GENERAL INFORMATION1.1 PurposeThis Policy applies to military technicians, AGR, and non-dual status technicians employed by theGeorgia National Guard. This Georgia National Guard Telework Policy implements the requirements ofPublic Law 111-292, Telework Enhancement Act of 2010 which requires each Executive Agency toestablish a policy under which eligible employees of the agency may participate in telework to the maximumextent possible without diminished employee performance. It does not attempt to provide answers to everypossible question on telework, nor anticipate every potential situation that may occur in a teleworkarrangement.In implementing P.L. No. 111-292, this Policy is designed to actively promote telework as a legitimateoption in flexibility for managers and their employees throughout the Georgia National Guard (GaNG), and to:a. Improve the recruitment and retention of high-quality employees through enhancements to employeesquality of life;b. Increase employee satisfaction and productivity;c. Reduce absenteeism;d. Enhance the efforts to accommodate people with disabilities, including employees who havetemporary health problems, or who might otherwise have to retire on disability;e. Limit traffic congestion and decrease energy consumption and pollution emissions;f. Reduce office space, parking facilities, and transportation costs, including costs associated withpayment of the transit subsidy; andg. Complement Continuity of Operations Plans.1.2 Policy IntentIt is the intent Georgia National Guard Telework Policy that:a. The maximum number of positions be identified as eligible for regular telework;b. The maximum number of employees who exhibit characteristics suitable for telework, and whooccupy positions identified as eligible for teleworking, be permitted to telework subject to missionaccomplishment considerations;c. An employee who teleworks on a regular basis must sign a GA NG Telework Agreement prior tocommencement of teleworking;d. A telework arrangement is not a right or a requirement and may be terminated at will by either theemployee or the supervisor; 1
  6. 6. 14 September 2012 GaNG HRPP 12 - 01e. Participation in the program will be terminated if an employees performance does not meet theprescribed standard or if the teleworking arrangement fails to meet organizational needs;f. Employees may be approved both to telework and to work an alternative work schedule;g. Telework may be appropriate for supervisory-approved web-based distance and continuous learning;h. Telework may not be used to replace appropriate arrangements for dependent care;i. The GA NG assumes no responsibility for any operating costs associated with an employee using hisor her personal equipment, and residence as an alternative worksite. This includes home maintenance,insurance, internet connectivity, home or cell phone charges and utilities;j. An employee who is approved for work-at-home telework must sign a self-certification safetychecklist prior to commencement of teleworking;k. Time spent in a teleworking status must be accounted for and reported in the manner specified in theGA National Guard Telework Guide;l. An employee who is approved for telework is required to satisfactorily complete all assigned work,consistent with the approach adopted for all other employees in the work group, and according tostandards and guidelines in the employees performance standards;m. Compensatory time provisions that apply to employees working at a traditional worksite apply toemployees who telework. (See Code of Federal Regulations (CFR 550.112(h), Computation of OvertimeWork)n. Management reserves the right to require employees to report to the traditional worksite on scheduledtelework days, based on operational requirements;o. The Government is not liable for damages to the employees personal or real property while theemployee is working at the approved alternative worksite, except to the extent the Government is liableunder the Federal Tort Claims Act or Military & Civilian Employees Claims Act;p. The employee is covered by either the Federal Employees Compensation Act (FECA), or normal line-of-duty injury reporting procedures, when injured or suffering from work-related illnesses whileconducting official Government business;q. Employees who telework continue to be bound by the Department of Defense and agency standardsof conduct while working at the alternative worksite and using Government-furnished equipment; andr. Telework may be permitted as a reasonable accommodation for an employee with a disability.1.3 DefinitionsAlternative worksite means a place away from the traditional worksite that has been approved for theperformance of officially assigned duties. It may be an employees home, a military site/ facility fundedand maintained by the Georgia National Guard, or other approved worksite including those established bystate, local, or county governments. There must be connectivity to the primary office site and the settingmust be conducive to accomplishing work requirements. 2
  7. 7. 14 September 2012 GaNG HRPP 12 - 01Agency Telework Coordinator reports directly to the Human Resources Officer and assesses theagency’s overall telework program. This role may be assigned to the Deputy HRO and/or Director ofEmployee Relations Services.Designated Approving Authority (DAA) is the Headquarters/Wing/Group/Geographically SeparatedUnit Commanders, MSC AO or their written designee within reporting chain.Regular telework means an approved, fixed work schedule where eligible employees regularly work atleast one day per biweekly pay period at an alternative worksite for a specific time period.Situational telework means approved telework performed on an occasional, one-time, or irregular basis.Telework of less than one regularly scheduled workday per pay period is considered situational. Theopportunity to use this type of telework may be the result of a temporary medical condition, reasonableaccommodation, or the need to be focused on a special project. Other situations may develop that make itbeneficial for the employee and supervisor to agree on a situational telework opportunity such as a local,state or national emergency or Continuity of Operations Program Plan.Telecenter is one type of alternative work center. A telecenter should provide a business like work settingthat allows the employee to work closer to home. Some employees may prefer to work in a telecenterrather than at home because they find the professional atmosphere is more conducive to effective jobperformance, or because their home is not suitable for setting up an office. A telecenter may be a GADoD facility, ARNG Distance Learning Site, Armory or a GA ANG Wing and its associated GSUsfacilities.Telework refers to any pre-approved arrangement in which an employee performs officially assignedduties at an alternative worksite on either a regular, or on a situational basis (not including while onofficial travel).Telework agreement means a written agreement, completed and signed by an employee and appropriateofficial(s) in his or her supervisory chain, that outlines the terms and conditions of the telework.Traditional worksite refers to the location where an employee would work absent a teleworkarrangement.Work-at-home telework means a pre-approved arrangement whereby an employee performs his or herofficial duties in a specified work or office area of his or her home that is suitable for the performance ofofficial Government business.1.4 ResponsibilitiesHuman Resources Officer shall:a. Oversee the GA NG Telework Program; andb. Reserves overall approval authority for any action initiated under the telework program.Deputy Human Resources Officer shall:a. Design a telework program in accordance with public law, this policy and any other relevantAgency regulations;b. Develop Agency policy on teleworking;c. Designate an Agency Telework Coordinator to administer and oversee implementation of thetelework program; 3
  8. 8. 14 September 2012 GaNG HRPP 12 - 01d. Advise on the feasibility of telework arrangements.Agency Telework Coordinator will serve as the focal point of the GA NG Telework Program, and shall:a. Assess the Agency’s overall telework program: andb. Provide statistical information to the Deputy Human Resources Officer.c. Oversee and coordinate Agency implementation and administration of the TeleworkProgram;d. Coordinate information on Agency telework initiatives;e. Prepare consolidated reports on participation rates in the Agency’s Telework Program, andother data, on an annual and as required basis.Designated Approving Authority (DAA) shall:a. Review and approve all telework agreements and forward to the Agency TeleworkCoordinator;b. Ensure supervisors are properly trained and capable to manage the telework program; andc. Determine suitability of positions and employees for teleworkHuman Resources Development Specialist shall:a. Develop and implement a mandatory supervisor training program for managing teleworkers;andb. Track supervisory participation.GaARNG Safety & Occupational Health Manager (SOHM) / GA ANG Ground Safety Officer shall:a. Provide written guidelines on how to avoid alternative worksite injuries; andb. Conduct any necessary inspections of approved alternate worksites.Supervisors shall:a. Support and enforce the Agency’s telework policy;b. Review positions and employees suitability to telework;c. Recommend the telework project/employee to the approval authority;d. Prepare required documentation, obtain necessary signatures and maintain original approvedtelework agreement with a copy to teleworker;e. Quality check teleworker’s completed product, measure and report the individual success ofeach telework arrangement;f. Attend required training before initiating any telework agreements. 4
  9. 9. 14 September 2012 GaNG HRPP 12 - 01Teleworkers shall:a. Develop their telework plan and submit for approval;b. Execute all necessary agreements to telework;c. Comply with all agreements and agency policy; andd. Keep their supervisor advised of their status.1.5 Beneficial Aspects of TeleworkTelework is designed to be beneficial for employees, supervisors, managers, and the agency. Some of thebenefits that may result from telework include:a. reduced commuting time and decreased traffic congestion, air pollution, energy consumption andcosts associated with transportation, parking and road maintenance;b. improved employee morale due to a decrease in commuting-related stress and greater flexibility inbalancing work and family demands;c. increased productivity fostered by a quieter work environment removed from the distractions andinterruptions of the normal work setting; andd. possible continued work production when commuting is hindered or when the primary worksite isclosed due to foul weather, natural disasters, or building-related problems.1.6 Policy ImplementationIt is expected that there could be changes and supplements to the specific content of this new policy. Asthe implementation of these changes affect existing agreements, bear in mind that telework is not a rightand management has the prerogative to amend and/or cancel any agreement at any time in the interestof mission, effectiveness, and efficiency. The intent will continue to be the accomplishment of theseobjectives through the support of a telework program that is right for the Georgia National Guard and itsFulltime Support Technician and AGR employees.1.7 The Spirit of the ProgramTo work effectively, the GaNG Telework Program relies on the integrity and work ethic of participatingemployees and the active oversight of supervisors. It is incumbent upon the supervisor to closely monitorthe work products of the employee, and upon the employee to exhibit honesty and trustworthiness incomplying with the telework agreement. The supervisor must ensure that the employee is producingquality products and the employee must exert the same level of effort he or she does at the normalworksite. The program requires this mutual commitment to accomplishing the mission of the organizationand to uphold the telework agreement.There may be periods of time (Annual Training, Year End Closeout, Inspections, Contingency and 5
  10. 10. 14 September 2012 GaNG HRPP 12 - 01Emergency Operations) when teleworking would be detrimental to the effectiveness of a particular office,unit or organization depending on current mission and operational requirements. It is vital that there iscontinuous communication between teleworkers, supervisors, Designated Approving Authorities andCommanders, to ensure that the right people are present and ready for duty to meet the missionrequirements of the Georgia National Guard.Needless to say, telework is not appropriate in all situations or for all employees. The program is aprivilege extended to expand work options for employees for whom this type of arrangement isappropriate. Telework operates on trust and integrity and offers a creative way to accomplish the work ofthe agency.The keys to successful telework lie in the functions and tasks which the employee will be performing atthe remote worksite, in the caliber and commitment of the employee, and in the oversight and monitoringof the supervisor. Chapter 2 IMPLEMENTATION OF THE TELEWORK PROGRAM2.1 Basic Principles for Teleworking in the GaNGThe following basic principles govern the operation of the telework program within the GaNG:a. Telework is a management option rather than an employee entitlement. Supervisors areresponsible for reviewing positions to determine if a position is appropriate for telework and if anemployee is well-suited for working independently away from the normal worksite;b. Supervisors have the authority to approve or deny each employee’s participation in the teleworkprogram;c. Telework is an individual supervisor-approved work option so employees have no automatic right tocontinue in the program in the event of a change of supervisor or position. New Supervisors will re-validate all telework agreements and revise when appropriate;d. Participation in the telework program is voluntary and employees will not be required to participate;e. Telework for bargaining unit employees may be implemented only after appropriate labor relationsobligations have been fulfilled;f. IAW DODI 1035.01 All employees who are authorized to telework are required to have awritten/signed telework agreement;g. When the telework agreement has been violated, supervisors may suspend telework privileges and,depending on the severity of the infringement, may propose disciplinary action;h. Teleworkers may not care for children or other dependents or perform household chores or otherpersonal activities while in a telework status. Telework is not a substitute for dependent care, elderlycare, or in lue of the use of annual or sick leave.i. An employees off-site work must not adversely affect the organization’s mission and functions. If, at 6
  11. 11. 14 September 2012 GaNG HRPP 12 - 01any time, it is determined that an employees participation in the telework program is having an adverseimpact on work operations or mission accomplishment, the supervisor shall immediately terminate ormodify the employees participation.2.2 Types of TeleworkThe GaNG offers two types of telework arrangements, "regular" and "situational", based on therecognition that organizational and employee needs may vary considerably, and should be considered ona case-by-case basis. Some situations require occasional or infrequent arrangements while others are moreconducive to longer periods or regularly scheduled arrangements. The intent in offering two types oftelework is to provide managers, supervisors, and employees with maximum flexibility to establish anarrangement that is responsive to their particular situation.Regular TeleworkRegular telework means an approved work schedule where eligible employees regularly work at least oneday per biweekly pay period at an alternative worksite. The maximum duration of any approvedtelework agreement will be no more than 12 months and will terminate upon employees annualperformance rating/ appraisal period.Reasons for regular and recurring telework arrangements include the recruitment and retention of high-quality employees; improved employee morale and a better balance of work and personal lives;reductions in commuting related stress and costs; improvements in access or as a reasonableaccommodation for disabled employees; reductions in office space and associated costs; periods when thework office is not usable (e.g., during office renovation), or assignment to a special project. (Note: Asindicated in the basic policy, telework is not a substitute for dependent care and is not to be used toreplace care arrangements.)All eligible employees who telework on a regular basis will be required to sign a GaNGTelework Agreement. Teleworkers who work at home must also sign a GaNG Self-certification SafetyChecklist.Employees who telework regularly must be available to work at the traditional worksite on telework daysat least one day each pay period. Conversely, requests by the employee to change his or her scheduledtelework day in a particular week or biweekly pay period should be accommodated by the supervisorwherever practicable and consistent with mission requirements.Situational TeleworkSituational telework means approved telework performed at an alternative worksite on an occasional, one-time, or irregular basis. Telework of less than one regularly scheduled workday per pay period isconsidered situational.This provides an ideal arrangement for employees who, at infrequent times, have to work on projects orassignments that require intense concentration. Work assignments in this situation may include a specificproject or report, such as drafting a local directive, preparing a brief or arguments, preparing anorganization’s budget submission, reviewing grant proposals, or preparing a research paper. Suchsituations may occur throughout the year or be a one-time event. Situational telework may also covershort-term assignments, for example, for employees recovering from a short-term injury or illness.Additionally, supervisor approved web-based distance and continuous learning are excellent examples ofsituational telework. 7
  12. 12. 14 September 2012 GaNG HRPP 12 - 01For situational telework, supervisors and managers will require a formal GaNG Telework Agreement andSelf-certification Safety Checklist ONLY if the employee is teleworking from home or the durationexceeds a normal pay period, to be completed prior to the employee commencing telework. Approval forsituational telework, including signing of a GaNG Telework Agreement for situational telework, does notconfer eligibility for regular and recurring telework.The manager will establish and retain a record of the number of employees who undertake approvedsituational telework and the incidence of such telework. The maximum duration of any approvedtelework agreement will be no more than 12 months and will terminate upon employees annualperformance rating/ appraisal period.2.3 Alternative WorksitesWork-at-HomeWork-at-home telework means an approved arrangement whereby an employee performs his or herofficial duties in a specified work or office area of his or her home that is suitable for the performance ofofficial Government business.The opportunity to participate in a work-at-home arrangement is offered with the understanding that it isthe responsibility of the employee to ensure that a proper work environment is maintained (e.g. dependentcare arrangements are maintained and do not interfere with the home office, personal disruptions such asnon-business telephone calls and visitors are kept to a minimum).The employee and his/her family should understand that the home worksite is just that, a space approvedfor the employee to work. Telework is not a substitute for dependent care, elderly care, or in lue ofthe use of annual or sick leave.Before commencing teleworking, work-at-home teleworkers must complete and sign a GaNG Self-certification Safety Checklist that proclaims their home safe for an official home worksite. The goal is toensure that all the requirements to do official work are met in an environment that allows the tasks to beperformed safely.Work-at-home telework arrangements may increase an employees home utility costs. The GeorgiaNational Guard assumes no responsibility for any operating costs associated with the employee using hisor her personal residence as an alternative worksite, including home maintenance, insurance, or utilities(e.g., heating, electricity, water, cell phone charges). Furthermore, employees on a work-at-hometelework arrangement who are approved to use their own equipment are responsible for the repair andmaintenance of that equipment.Official business conducted while teleworking will primarily be through the Agency’s telephone remoteaccess systems. Teleworkers will be directed to work at an alternative Telework Center or traditionalworksite if duties require making long distance calls on a regular basis.Maintenance of any Government-furnished equipment will require the work-at-home teleworker totransport Government-furnished equipment to the traditional worksite for repairs.Other Approved WorksitesOther approved worksites include any other worksite funded or maintained by the Georgia National Guardfrom which the employee is approved to telework. If a teleworker is approved to utilize these facilities by 8
  13. 13. 14 September 2012 GaNG HRPP 12 - 01their supervisor, appropriate arrangements must be coordinated with the full time staff of those facilitiesfor security and availability purposes.2.4 Telework AgreementPrior to the commencement of telework arrangements, supervisors and employees must complete and signa GaNG Telework Agreement that outlines the terms and conditions of the arrangement.The GaNG Telework Agreement prescribes the approved alternative worksite and telework schedule, andaddresses personnel, security, and equipment issues. It also records the anticipated reduction in commutingmiles for the teleworker.The employee or supervisor may terminate the telework agreement by giving advance written notice. If,at any time, it is determined that an arrangement is having an adverse impact on work operations,performance or mission accomplishment, the supervisor will provide notice to the employee that thearrangement will be terminated. The transition back to the traditional worksite will occur no later than 7business days following notification.2.5 Employee GrievancesNon-bargaining unit employees may dispute the denial of telework, the reasons given for a denial, andthe termination of an existing telework agreement through the Labor Relations Specialist. Bargainingunit employees may file a grievance through negotiated grievance procedures.2.6 Certification and Control of Time and AttendanceThe assigned hours of work while teleworking form part of the employee’s regular tour of duty. Timespent in a telework status must be accounted for and reported in the same manner as if the employeereported for duty at the traditional worksite. Technician timekeepers will record the numbers of hourseach individual spends in a telework status during the regular daily tour of duty by entering a type hourcode into the automated time and attendance system. Codes are dependent on the type of teleworkperformed and are as follows: “TW” for regular telework, “TS” for situational telework, and “TM” fortelework performed while recuperating from an injury, illness or medical procedure.For instance, if an employee has a regular daily tour of duty of 10 hours and spends 10 hours in a regulartelework status, 10 hours is recorded using the "TW" code. The appropriate telework code is entered onthe Army Guard employee’s Time and Attendance excel spreadsheet. Air Guard employees will havetheir “type hour” code entered as appropriate (RG for GS, RF for WG/WS) on the employee Time Sheet,and the appropriate telework code entered under the E/H OTH block. Hours spent in a telework status thatare outside of the regular daily tour must also be accounted for and reported. Employees in a teleworkstatus must adhere to their approved work schedules. Compensatory time must be ordered and approvedin advance by the supervisor.Supervisors can verify an employee’s time spent working at an alternative worksite by any of thefollowing methods: Determining the reasonableness of the work output for the time spent, by makingoccasional telephone calls during the employees scheduled work hours at the alternative worksite, or byexchange of email if so equipped. The technique for determining reasonableness of work output for thetime spent is consistent with managing by results (refer to the section below on performancemanagement). 9
  14. 14. 14 September 2012 GaNG HRPP 12 - 012.7 Performance ManagementAn employee must have a proven performance rating of "fully successful" or equivalent, to be eligible forparticipation, and for ongoing participation, in the Telework program.Teleworkers’ performance should be monitored in the same manner as all employees’ at the traditionalworksite. The performance standards should be based on a results-oriented approach and should describethe quantity and quality of expected work products and the method of evaluation. This will includefrequent reviews of work products to assure that an acceptable level of output results during the timespent teleworking.Teleworkers are required to complete all assigned work, consistent with the approach adopted for all otheremployees in the work group, and according to standards and guidelines in the employee’s performanceplan.2.8 Work SchedulesThe existing rules on hours of duty apply to teleworking employees. Management determines theemployees work schedule, including the days and times that the employee will work in the traditionalworksite and at the alternative worksite, consistent with the requirements of the work group andprovisions of existing regulations, Government-wide policy and applicable bargaining agreements. Theassigned telework hours can parallel those in the traditional worksite or be specific to the alternativeworksite. Employees are required to notify and/or alert supervisor or designee of work start and stoptimes each duty day via telephone, email, fax or text for administrative and pay purposes. Employees whowork an alternative work schedule, that is, a flexible work schedule or a compressed work schedule, mayalso telework.Teleworking employees will spend a minimum of 1 duty day per pay period at the traditional worksite toimprove communication, minimize isolation, and use facilities not available off-site. Managers areencouraged to develop flexible procedures that allow individual supervisors to determine the best balancefor the mission and individual situations.Employees may request to participate in short-term telework arrangements for the purposes ofrecuperating from outpatient surgery or short-term injury, etc. Requests for this type of arrangement mustbe carefully considered by managers to determine if the employee is capable of performing duties awayfrom the traditional worksite during this period. This type of telework arrangement is not an appropriatesubstitution for taking sick or other approved leave as necessary.2.9 Child/Family Member Care and Personal Business when Teleworking from HomeEmployees who telework from their home site are required to spend their time performing their officialduties, just as they would if they were in the normal work setting. Employees may not provide child careor care for family members who require assistance or monitoring while in a duty status.Employees who are approved for telework have a responsibility to ensure that a proper work environmentis maintained (e.g., dependent care arrangements are made so as to not interfere with work, personaldisruptions such as non-business telephone calls and visitors are kept to a minimum, etc.). The employeeand his or her family must understand that the home office is a space set aside for the employee to work.Family responsibilities must not interfere with work time at home. An employee’s failure to fulfill his orher responsibility to separate work from personal matters will be grounds for termination of participationin the telework program. 10
  15. 15. 14 September 2012 GaNG HRPP 12 - 012.10 Official Duty StationA teleworker’s official duty station will be that of the assigned duty station for such purposes as specialsalary rates, locality pay adjustments, BAH and travel, which is established at agency discretion.2.11 Telework and TravelThe travel provisions that apply to employees working at a traditional worksite also apply to employeeswho telework. A teleworker who is directed to travel to another worksite (including the traditionalworksite) during his or her regularly scheduled basic tour of duty would have the travel hours credited ashours of work. Similarly, as for all employees, teleworkers who are directed to travel back to thetraditional worksite after their regularly scheduled basic tour of duty for irregular or occasional overtimework, are entitled to compensatory time (5 CFR 550.112(h)).Management may require employees to report to the traditional worksite on scheduled telework days,based on operational requirements.2.12 Emergency Dismissal or Office ClosureEmergency dismissal or closure procedures for employees (including employee’s teleworking from analternative worksite) are prescribed by our agency in the GAHRR 630, GA National Guard Absence andLeave Regulation. These procedures apply not just in adverse weather conditions (snow emergencies,severe icing conditions, floods, earthquakes, and hurricanes), but also in all kinds of emergency situationsincluding air pollution, disruption of power and/or water, and interruption of public transportation.If a situation arises at the employee’s alternative worksite that results in the employee being unable tocontinue working (e.g., power failure), the supervisor is to determine a course of action on a case-by-case basis. Depending on the particular circumstances, supervisors may offer the teleworker the optionto take leave or use compensatory time off, if applicable, or require the employee to report for work at thetraditional worksite. If a similar occurrence causes employees at the traditional worksite to be unable tocontinue working, e.g., part of a large organization is dismissed due to a lack of heat or cooling, employeeswho are teleworking would not be affected and would not need to be excused from duty.If the employee knows in advance of a situation that would preclude working at the alternative worksite, achange in work schedule, leave, or work at the employee’s traditional worksite must inform his or hersupervisor as soon as possible to re-schedule.2.13 TrainingSupervisors and employees who are eligible to participate in the GA NG Telework Program must completetelework training before completing the required telework agreement. Certificates of training completionmust accompany any requests to telework. Training is available at the following links: a. Telework 101 for Employees http://www.telework.gov/tools_and_resources/training/employees/index.aspx b. Telework 101 for Managers http://www.telework.gov/tools_and_resources/training/managers/index.aspxAdditionally, all teleworkers using automation from home will complete Information Assurance trainingwith their respective services before engaging in telework. Annual refresher training will be requiredduring the term of the telework agreement. Failure to annually certify will result in the immediatetermination of the telework agreement. 11
  16. 16. 14 September 2012 GaNG HRPP 12 - 012.14 Tax InformationGenerally, employees who telework from home cannot claim additional tax deductions as a result ofusing an area of their home for work. Employees should consult their tax advisor or the Internal RevenueService for information on tax laws and interpretations that address their specific circumstances. Chapter 3 EQUIPMENT AND NETWORK ACCESS3.1 EquipmentThe Designated Approving Authorities (DAAs), based on supervisor’s recommendations, may determinethe range of equipment required by a teleworker, the source of this equipment and responsibility for itsinstallation, service, and maintenance subject to the following:a. providing and/or installing Government-furnished equipment, including separate phone lines, atalternative worksites funded or maintained by the Georgia National Guard is solely at the discretionand/or expense of the DAA. Laptops and docking stations are useful options for teleworkers;b. DAA and supervisors should ensure that Government-furnished equipment assigned to teleworkers isproperly accounted for and family members and friends of teleworkers are not authorized to use anyGovernment-furnished equipment;c. the employee continues to be bound by the Department of Defense standards of conduct whileworking at the alternative worksite and using Government-furnished equipment;d. employees, by virtue of his or her present status may have been provided a government laptop oridentified an offsite telework location with necessary computer access prior to initiation of the teleworkagreement. If the agency issues equipment then it is responsible for the service and maintenance of allGovernment-furnished equipment and software. Employees may be required to bring such equipmentinto the traditional worksite for maintenance;e. the employee must protect all Government-furnished equipment and software from possible theft andenvironmental damage. In cases of damage to unsecured equipment by non-employees, the employeewill be held liable for repair or replacement of the equipment or software in compliance with applicableregulations on negligence; f. f the DAA decides to approve Government-furnished equipment and does not have enough office equipment to support its teleworkers due to shortages, then the most cost effective option would be for the employee to work from a worksite funded or maintained by the Georgia National Guard. These facilities would be responsible for access to basic office equipment (e.g., computer, modem, telephone, fax, copier) as well as the installation and maintenance of equipment;g. office supplies, such as paper, toner, printer ink etc., will be available to the teleworker for use at thealternative worksite (including home office) in the same way as in the traditional workplace if they areutilizing Government-furnished equipment. 12
  17. 17. 14 September 2012 GaNG HRPP 12 - 013.2 GaARNG Network Users:Access to VPN by Georgia Army National Guard employees authorized for telework will be limited to 4hours per session. This procedure is to alleviate and/or divert overloading the agency’s network services.Services that require VPN are only those that need to originate from a military (.mil) network.Email and Sportal are accessible from a non-military (.mil) network such as any commercially providedInternet and Users need only a CAC reader to access. Therefore the teleworkers should not use VPN ifthey only require access to Email and Sportal.The following are Links for GaARNG OWA Web Mail and SharePoint Portal access along withguidance for which certificate should be used to ensure proper authentication.OWA Web Mail: https://owa1.ga.ngb.army.milSharePoint Portal: https://ga.ngb.army.milBoth websites require CAC authentication for access. When prompted to select a certificate, please selectthe certificate that states "Issuer: DOD EMAIL".3.3 GA ANG Network Users:Securing government-furnished equipment and gaining access to VPN by Georgia Air National Guardemployees authorized to telework may be obtained by following local procedures, policies and guidanceoutlined at their respective Guard Wing or GSUs. Assistance with frequently asked questions may befound among their local unit equipment custodians or Communications Squadron “Helpdesk” andintranet websites. Chapter 4 SECURITY ISSUES4.1 Personally Identifiable Information (PII)All files, records, papers, or machine-readable materials created while teleworking are the property ofDoD. Records containing Personally Identifiable Information may not be disclosed to anyone exceptthose authorized access as a requirement of their official responsibilities. Teleworkers shall ensure thatappropriate physical, administrative, and technical safeguards are used to protect the security andconfidentiality of such records.4.2 Privacy ActOnly copies, not originals, of Privacy Act documents may be permitted to be signed out of the traditionalworksite and may be removed for no more than 24 hours and not permanently stored out of the traditionalworksite. Teleworkers who will be working on Privacy Act materials will receive the appropriate PrivacyAct training.4.3 DoD Security and Information Technology Policiesa. No classified documents (hard copy or electronic) may be taken by teleworkers to alternativeworksites; 13
  18. 18. 14 September 2012 GaNG HRPP 12 - 01b. Government-furnished laptop computer equipment, software, and communications, with appropriatesecurity measures, such as “BITLOCKER,” are required for any telework arrangement. Personalcomputers will not be used to directly access agency systems or networks other than agency emailremotely;c. Employees who telework may be approved by the Designated Approving Authority (DAA) to use theirpersonal computers and equipment for Outlook Web Access for agency email, and web enabled servicessuch as publicly available forms, libraries and services. The employee is responsible for the installation,repair and maintenance of all personal equipment;d. Providing and/or installing Government-furnished equipment at alternative worksites is a matter fordetermination by the DAA. If the DAA determines that the issuance of Government-furnished equipmentis appropriate, the Agency will be responsible for the service and maintenance of Government-ownedequipment. Remote access software may be installed onto Government-furnished laptop computers toenable access to agency systems and networks;e. Government-furnished equipment must only be used FOR OFFICIAL USE ONLY (FOUO).Government-furnished equipment must be accounted for on a hand receipt (AF IMT 1297, TemporaryIssue Receipt) and inventory of equipment is conducted annually. The DAA or their designee must notifythe Equipment Control Officer (ECO) of the relocation of the equipment. The employee must return allGovernment-furnished equipment and materials to the agency at the conclusion of teleworkingarrangements or at the agency’s request;f. Teleworkers are responsible for the security of all official information, protection of any Government-furnished equipment and property, and carrying out the mission of the Agency at the alternative work site.Telework equipment used for work-in-home MAY NOT BE USED TO ACCESS OR VIEWCLASSIFIED MATERIAL.4.4 Anti-Virus and FirewallsThe Agency will provide and the employee must ensure anti-virus and firewall software as necessary areutilized on government issued computers. All information system security tools must be used during thecourse of telework. Teleworkers are responsible for the security of all official data, protection of anyGovernment-furnished equipment and property, and accomplishment of the mission of DoD at thealternative worksite. Chapter 5 WORKERS’ COMPENSATION, LINE OF DUTY INJURIES AND OTHER LIABILITIESEmployees who are directly engaged in performing the duties of their jobs are potentially covered by theFederal Employees Compensation Act (FECA) according to the Occupational Workman’s CompensationProgram (OWCP) and Department of Labor rules and regulations. The employee must still comply withthe OWCP regulations, regardless of whether the work is performed on the agency’s premises or at analternative worksite. The employee must notify the supervisor immediately of any accident or injury at thealternative worksite and provide them with sufficient details of the situation. The supervisor will follownormal worker’s compensation or line of duty reporting procedures for any accident or injury just as if itoccurred at the traditional worksite.For work at home arrangements, the employee is required to designate one area in the home as theofficial work station. The Governments potential exposure to liability is restricted to this official work 14
  19. 19. 14 September 2012 GaNG HRPP 12 - 01station for the purposes of telework. Each employee with an approved GaNG Telework Agreement forwork-at-home telework must sign a GaNG Self-certification Safety Checklist that proclaims the home safe.Employees are responsible for ensuring that their homes comply with safety requirements.The Government is not liable for damages to an employee’s personal or real property while the employee isworking at the approved alternative worksite, except to the extent the Government is held liable by theFederal Tort Claims Act or the Military and Civilian Employees Claims Act. Occupational Safety andHealth Administration rules govern Federal employee workplace safety. Chapter 6 REASONABLE ACCOMMODATIONS6.1 Granting Reasonable AccommodationsIt is important to distinguish between ordinary requests to telework and requests from persons withdisabilities for reasonable accommodations and to know which is being requested in any given situationbefore attempting to analyze the request. If there is any ambiguity about what is being requested,managers and supervisors should clarify that ambiguity at the outset. It is often very fruitful for agencymanagers and supervisors to consult with the agency’s reasonable accommodation manager and/or theagency’s counsel as part of the interactive process established by the Rehabilitation Act, in order to fullyunderstand managers’ and supervisors’ responsibilities under the law.Reasonable accommodations are governed by Section 501 of the Rehabilitation Act of 1973(Rehabilitation Act), as amended, 29 U.S.C. § 791 et seq., which was made applicable to Federalemployees pursuant to the Americans with Disabilities Act. The Rehabilitation Act requires Federalemployers to provide requested “reasonable accommodations” to employees with disabilities, unless to doso would cause an “undue hardship.” The determination as to whether an employee may be granted theaccommodation requested should be made through a flexible "interactive process" between the employerand the employee. Executive Order 13164, Requiring Federal Agencies to Establish Procedures toFacilitate the Provision of Reasonable Accommodation, requires all Federal agencies to develop aReasonable Accommodation Policy. Therefore, agencies should refer to their ReasonableAccommodation Policy when considering reasonable accommodation requests. For example, dependingupon the facts of a particular accommodation request, an agency that might have determined a particularposition ineligible for telework, might be required nevertheless to permit an employee with a disabilitywithin the meaning of the Rehabilitation Act to work from home to some degree. For more informationon reasonable accommodation and the interactive process, see The U.S. Equal Employment OpportunityCommission’s (EEOC) Revised Enforcement Guidance: Reasonable Accommodation and UndueHardship Under the Americans With Disabilities Act, athttp://www.eeoc.gov/policy/docs/accommodation.html. The EEOC has also provided guidance thatfocuses more specifically on the use of work from home as a reasonable accommodation in somecircumstances. See the Equal Employment Opportunity Commission (EEOC) Guidance on Work AtHome/Telework as a Reasonable Accommodation, at www.eeoc.gov/facts/telework.htmlfor more information.6.2 Financial ResourcesThe Department of Defenses Computer/Electronic Accommodations Program (CAP) supports agencyreasonable accommodation processes by providing services and accommodations for employees withdisabilities who work from home as a form of reasonable accommodation. 15
  20. 20. 14 September 2012 GaNG HRPP 12 - 01CAPs support includes evaluating the needs of employees with disabilities and purchasing the assistivedevices and technology necessary to effectively complete their duties, whether on site or under areasonable accommodation to work from home. This also serves as a retention strategy and reducesdisability retirement costs and actions. For more information, contact CAP at www.tricare.mil/cap. Chapter 7 DETERMINING TELEWORK POSITION AND EMPLOYEE SUITABILITY7.1 Position SuitabilityInitially, a particular position may not appear to be compatible with a telework arrangement; however, ifthe position is broken down into individual tasks, you may be able to identify tasks that could beaccomplished in a telework setting. Work suitability depends on job content, rather than job title, type ofappointment, or work schedule.Positions that may be suitable for teleworking are jobs that include task such as analysis, evaluation,auditing, reports, typing, calculating, preparing budgets, report writing, computer programming, preparingcontracts, data entry, telephone intensive tasks, project management, design work, reading, drafting, dataprocessing, record keeping, editing, research critical thinking.Those positions generally not eligible for telework are those that involve tasks that are not suitable to beperformed away from the traditional worksite such as positions that require the employee to have dailyface-to-face contact with the supervisor, colleagues, clients, customers or the general public in order toperform his or her job effectively, which cannot otherwise be achieved via email, telephone, fax or similarelectronic means. Positions that require daily access to classified information are not suitable nor aretrainee or entry level positions.Where the position is assigned in the organization is an important part of the supervisory discretiondetermining whether or not it is appropriate for a telework arrangement. The supervisor must considereach request individually to determine if a telework arrangement is acceptable in a particular situation.The work may be regular (the employee telecommutes on an established day) or situational (the employeetelecommutes as needed). It is important to remember that telework/telecommute positions are notnecessarily associated with automation and technology.Your challenge as a supervisor is to consider each position thoroughly and determine whether there is anypotential to create a telework opportunity. The telework frequently might be for one day a week, or oneday every two weeks. What is critical is that any position is not automatically ruled out as telework-suitable.7.2 Employee Suitability and SelectionOne of the major challenges for supervisors is determining who is a candidate for telework. As a startingpoint, you, the supervisor, should view all positions and employees as eligible for telework. As asupervisor, it is important that you make good decisions about which employees have potential asteleworkers. Sometimes it is difficult to discuss this with an employee. You may anticipate that aninterested employee is not really a good candidate for a telework situation. You may be concerned that ifyou let one person telework, all of your employees will want to telework. You may worry about control ofthe workforce and workload. These are legitimate concerns. Remember that you decide whether aposition and an employee are appropriate for telework. To assist you in your decision, we suggest you use 16
  21. 21. 14 September 2012 GaNG HRPP 12 - 01an employee screening tool such as the decision process described below. Employees who telework mustbe very well organized and have effective communication skills.An employee suitable for telework is an employee whose demonstrated personal characteristics arewell-suited to telework, as determined by the supervisor, including, as a minimum:a. Demonstrated dependability and the ability to handle responsibility;b. Proven record of high personal motivation;c. Doesn’t need or thrive on interaction with co-workers;d. Is conscientious;e. Fully trained;f. Trustworthy;g. Requires minimal supervision;h. Highly disciplined;i. Meets deadlines and suspenses;j. Ability to prioritize work effectively and utilize good time management skills;k. Proven or expected minimum performance rating of "fully successful", or equivalent; andl. Committed to the success of the telework agreement.A supervisor suitable for supervising teleworkers is a supervisor whose demonstrated supervisoryskills are well-suited to telework, as determined by the manager, including, as a minimum:a. Comfortable with evaluating work performance by measuring results and assessing workproducts instead of relying upon direct observation;b. Monitors the employee’s work products on a regular basis and provides feedback anddirection as needed;c. Effective communicator and can clearly define tasks and expectations; andd. Takes appropriate action when the telecommuting agreement is violated in order to maintainthe integrity and effectiveness of the telecommuting program.Trial period employees are not eligible for telework because trial periods are established to allowsupervisors an opportunity to personally observe and evaluate employee performance and conduct.7.3 The Telework Assessment ProcessThe telework assessment process is made easier by using a screening tool that both supervisor andemployee complete and then use as a basis for discussion. The value of a screening tool for the employeeis that it can help the employee understand why he or she may not be a suitable candidate in a particularjob for telework. This also provides a common source of information that can be used to generate a 17
  22. 22. 14 September 2012 GaNG HRPP 12 - 01positive discussion between employees and their supervisors. The factors listed below allow you to ratean employee on characteristics that lead to success in telework and then discuss the results with them. Theability for the employee to be flexible, be a self-starter, and enjoy the solitude of working at home shouldbe discussed.The decision to telework should be based on the ability of an employee to work in a setting that may be inhis or her home or in a telework center, without immediate supervision. A supervisor and an employee, asa basis for discussing the option of telework and the appropriateness of this for a particular employee,may use the following factors. Both the employee and the supervisor should independently complete theassessment.Please rate your employee, and allow the employee to rate himself or herself, using the following scale(5-Always, 4-Usually, 3-Sometimes, 2-Rarely, 1-Never) • Employee works without regular monitoring/supervision. • Employee demonstrates dependability and the ability to handle responsibility. • Employee independently identifies required work products. • Employee successfully plans work production schedule. • Employee effectively prioritizes work and utilizes good time management skills. • Employee communicates roadblocks to successful completion of a task or project in sufficient time to allow for alterations that improve the opportunity for success. • Employee meets deadlines. • Employee is computer literate.If you determine that an employee can adjust to a telework situation, approval may be given. If you haveconcerns, they need to be clearly articulated. If they are significant enough that you cannot approve theemployees request to telework, develop a plan with goals the employee must meet in order to beconsidered for a telework arrangement at a later time.As a supervisor, your decision process will be driven by our agencys policy and the stipulations it makesfor employees considered appropriate for telework, as well as your own assessment. It is important to beconsistent in making your decisions.7.4 ConclusionThis is an exciting time for the Georgia National Guard! By following this Telework Policy and Guide,agencies, managers, supervisors, and employees will be ahead of the game in improving theirunderstanding and implementation of telework. The success realized through the widespread use of thisimportant workplace flexibility will contribute to a more efficient, effective and resilient Fulltime Supportworkforce, and to the achievement of our ultimate objective of better service to our Nation. 18
  23. 23. 14 September 2012 GaNG HRPP 12 - 01 Attachment 1 (REQUIRED FOR ALL TYPES OF TELEWORK) GEORGIA NATIONAL GUARD TELEWORK PLAN AND APPLICATION FORMPlease complete, sign, and return this form to your supervisor.1. Mark your choice:_____ I am requesting consideration to work from home._____ I would like to work at an approved telework facility location._____ I would like to work at the following site. Location ____________________________2. Determine if you are interested in teleworking on a regular or situational basis._____ Situational Telework - No regular schedule, occasionally, or as needed for special projectsor continuity of operations programs plan._____ Regular Telework - Typically at least one workday per pay period at an alternate worksite.Circle “week” or “pay period” depending on how frequently you are requesting to telework.Place a number “1” in the box corresponding with the day you would most like to work at analternate site as your first choice. Place a number “2” in the box corresponding with the day youwould like to work at an alternate site as your second choice. Duty Hours (specify hours ofDay Per Week or Pay Period work and lunch break)MonTuesdayWednesdayThursdayFriday 3. On a separate sheet of paper please answer the following: Why do you wish to telework?What tasks do you plan to accomplish while teleworking? How do you plan to accomplish workat an alternate site in an equal or more productive way? Be specific as to the type of work youwill perform and how it will be evaluated for performance. Explain how you will communicateyour status to your supervisor when teleworking.It is understood that each plan may contain unique characteristics to ensure the agreementbenefits the agency and employee in the scope of mission, effectiveness and productivity.NAME: _____________________________ DATE_______ ORGANIZATION ___________ 19
  24. 24. 14 September 2012 GaNG HRPP 12 - 01 Attachment 2 (REQUIRED FOR ALL TYPES OF TELEWORK) GEORGIA NATIONAL GUARD TELEWORK IMPLEMENTATION CHECKLIST (To be filled out by the Approving Supervisor)Name of Employee ________________________Name of Supervisor _______________________Name of Designated Approving Authority (DAA) _________________________________Date Initials Employee Submit a Telework Plan and Application for approval Employee Complete a Self-certification Safety Checklist Employee Complete a Telework Agreement Supervisor Review GANG Telework Policy and Guide Supervisor Review GANG Telework Position and Employee Suitability Supervisor Attend telework training as required Supervisor Review and recommend positions for telework suitability Supervisor Review and recommend personnel for telework suitability Supervisor Ensure that employee completed Information Assurance Training Supervisor Recommend approval/disapproval of the telework arrangement DAA Review GANG Telework Policy and Guide DAA Determine suitability of positions for telework DAA Determine suitability of employees for telework DAA Evaluation of Supervisors to determine eligibility DAA Review and approve Telework Package (forward to HRO) 20
  25. 25. 14 September 2012 GaNG HRPP 12 - 01 HRO Review and approve Telework PackageDirectors, Managers, Supervisors and Employees must follow-up annually on Telework Progressto determine the success of each Telework arrangement! Be prepared to measure the success ofthe telework arrangement. Please forward copies of this checklist to the HRO, Attn: AgencyTelework Coordinator. 21
  26. 26. 14 September 2012 GaNG HRPP 12 - 01 Attachment 3 (REQUIRED FOR ALL TYPES OF TELEWORK) SAFETY CERTIFICATION CHECKLIST FOR HOME-BASED TELEWORKERSNAME:____________________________________ ORGANIZATION_________________________________________________________________________________________________ HOME ADDRESS CITY STATE/ZIPTELEPHONE ( )____________________ (___)______________ (___)____________ WORK HOME MOBILEDESIGNATED APPROVING AUTHORITYThe following checklist is designed to assess the overall safety of your alternate work site. Pleaseread and complete the self-certification safety checklist. Upon completion, you and yoursupervisor should sign and date the checklist in the spaces provided.The address of the alternate work site is: ____________________________________________A. WORKPLACE ENVIRONMENT1. Are the temperature, noise, ventilation, and lighting levels adequate for maintaining yournormal level of job performance? Yes___ No ____2. Are all stairs with 4 or more steps equipped with handrails? Yes __ No ___3. Are all circuit breakers and/or fuses in the electrical panel labeled as to intended service?Yes ___ No ___4. Do circuit breakers clearly indicate if they are in the open or closed position? Yes ___ No ___5. Is all electrical equipment free of recognized hazards that would cause physical harm (frayedwires, bare conductors, loose wires, flexible wires running through walls, exposed wires to theceiling)? Yes ___ No ___6. Will the buildings electrical system permit the grounding of electrical equipment?Yes ___ No ___7. Are aisles, doorways, and corners free of obstructions to permit visibility and movement?Yes ___ No ___8. Are file cabinets and storage closets arranged so drawers and doors do not open into walkways?Yes ___ No ___9. Are the casters/wheels secure on your chair, and are the rungs and legs sturdy? Yes __ No ___10. Are the phone lines, electrical cords, and extension wires secured under a desk or alongside abaseboard? Yes ___ No ___11. Is office space neat, clean, and free of excessive amounts of combustibles? Yes ___ No ___ 22
  27. 27. 14 September 2012 GaNG HRPP 12 - 0112. Is the floors surfaces clean, dry, level and free of worn or frayed seams? Yes ___ No ___13. Are carpets well secured to the floor and free of worn or frayed seams? Yes ___ No ___14. Is there enough light for reading? Yes ___ No ___B. COMPUTER WORKSTATION (IF APPLICABLE)1. Is your chair adjustable? Yes ___ No ___2. Do you know how to adjust your chair? Yes ___ No ___3. Is your back adequately supported by a backrest? Yes ___ No ___4. Are your feet on the floor or fully supported by a footrest? Yes ___ No ___5. Are you satisfied with the placement of your computer monitor, mouse and keyboard?Yes ___ No ___6. Is it easy to read the text on your screen? Yes ___ No ___7. Do you need a document holder? Yes ___ No ___8. Do you have enough legroom at your desk? Yes ___ No ___9. Is the computer monitor screen free from noticeable glare? Yes ___ No ___10. Is the top of the computer monitor screen eye level? Yes ___ No ___11. Is there space to rest the arms while not keying? Yes ___ No ___12. When keying, are your forearms close to parallel with the floor? Yes ___ No ___13. Are your wrists fairly straight when keying? Yes ___ No ___Employee’s Signature and DateImmediate Supervisors Signature and DateApproved _______ Disapproved _______ 23
  28. 28. 14 September 2012 GaNG HRPP 12 - 01 Attachment 4 (REQUIRED FOR ALL TYPES OF TELEWORK) AGREEMENT BETWEEN GA NATIONAL GUARD & EMPLOYEE APPROVED FOR TELEWORK The following constitutes an agreement between ____________________________________ and ________________________________ (Supervisor/Approving Authority) (Employee)Both parties agree to the terms and conditions of this agreement as well as the Georgia NationalGuards established Telework Program. The supervisor and the employee should each keep acopy of this agreement for reference.Official Duty Station/Alternative Workplace and Duration of AgreementThe employees official duty station for such purposes as special salary rates, locality payadjustments, BAH and travel is ____________________________________________The employee voluntarily agrees to work at the following agency approved alternative workplace(if you will be working from home be specific as to the location within the home)and to follow all applicable policies and procedures effective _________, 20___ until end ofemployee performance rating/ appraisal period. Employee recognizes that the teleworkarrangement is not an employee entitlement but an additional method the agency may approve toaccomplish work.Changes to Telework ArrangementEmployees who regularly telework must be available to work at the traditional worksite ontelework days at least one day each pay period. Requests by the employee to change his or herscheduled telework day in a particular week or biweekly pay period should be accommodated bythe supervisor wherever practicable, consistent with mission requirements. A permanent changein the telework arrangement must be reflected in a new Telework Agreement.Home Worksite/AreaThe employee agrees to provide a specific and limited safe work area in their home adequate forperformance of official duties. The employee is responsible for ensuring that working fromhome will not violate any lease agreements, homeowner’s association rules, or zoningordinances. Government vehicles will not be used to transport the teleworker to or from thehome worksite.Worksite InspectionThe employee agrees to permit the Agency to inspect the approved alternative workplace, with 24
  29. 29. 14 September 2012 GaNG HRPP 12 - 01advanced notice, during the employees normal working hours to ensure proper maintenance ofGovernment-owned property and conformance with safety standards. Employee will complete aGA NG Self-certification Safety Checklist. The checklist will become an attachment to thisagreement.Alternative Workplace CostsThe employee understands that the Government will not be responsible for any operating coststhat are associated with the employee using his or her home as an alternative worksite, forexample, home maintenance, insurance, internet connectivity, utilities, home or cell phonecharges. The employee understands he or she does not relinquish any entitlement toreimbursement for authorized expenses incurred while conducting business for the Government,as provided for by statute and regulations.For work at home arrangements, the employee is required to designate one area in the home asthe official work station. The governments potential exposure to liability is restricted to thisofficial work station for the purposes of telework. Each employee with an approved TeleworkAgreement will be required to sign a Self-certification Safety Checklist that proclaims the homesafe. Employees are responsible for ensuring that their homes comply with safety requirements.Salary, Benefits and LeaveThe Agency agrees that a telework arrangement is not a basis for changing the employees salaryor benefits. Existing rules on pay and leave administration apply to telework employees. Theemployee agrees to follow established office procedures for requesting and obtaining approval ofleave.Official DutiesUnless otherwise instructed, the employee agrees to perform official duties only at the officialduty station or agency-approved alternative workplace. The employee agrees not to conductpersonal business while in official duty status at the alternative workplace, for example, caringfor dependents or making home repairs. It is expected that employees will take breaks, lunch,and address personal issues at the alternate worksite in a manner consistent with behavior that isaccepted in the traditional work setting. It is agreed employee will notify and/or alert supervisoror designee of work start and stop times each duty day via telephone, email, fax or text foradministrative and pay purposes.Any data, document or work product developed in the employees alternative work site is thesole property of the U.S. Government.Position Descriptions and Performance ManagementTelework does not require major changes in position descriptions but could affect factors such assupervisory controls and work environment. Performance standards will be adjusted as necessaryto be result-oriented and describe the quantity and quality of expected work products and themethod of evaluation. These measures will be the same as it is for employees working at theofficial duty station. The employee agrees to complete all assigned work according to procedures 25
  30. 30. 14 September 2012 GaNG HRPP 12 - 01mutually agreed upon by the employee and the supervisor, and according to guidelines andstandards in the employee performance plan. The employee agrees to provide regular reports ifrequired by the supervisor to help judge performance. The supervisor/approval authority maycheck progress via telephone calls, electronic mail or other available means. The employeeunderstands that a decline in performance may be grounds for canceling telework agreement.Time and Attendance IssuesThe Agency agrees to make sure the telework employees timekeeper has a copy of theemployees work schedule. The assigned hours of work while teleworking form part of theemployee’s regular tour of duty. Time spent in a telework status must be accounted for andreported in the same manner as if the employee reported for duty at the traditional worksite. Thesupervisor agrees to certify biweekly the time and attendance for hours worked at the officialduty station and the approved alternative workplace. Timekeepers will record the numbers ofhours each individual spends in a telework status during the regular daily tour of duty by enteringa code into the automated time and attendance system. Codes are dependent on the type oftelework performed and are as follows: “TW” for regular telework, “TS” for situationaltelework, and “TM” for telework performed while recuperating from an injury, illness or medicalprocedure. For instance, if an employee has a regular daily tour of duty of 10 hours and spends10 hours in a regular telework status, 10 hours is recorded using the "TW" code. The appropriatetelework code is entered on the Army Guard employee’s Time and Attendance excelspreadsheet. Air Guard employees will have their “type hour” code entered as appropriate (RGfor GS, RF for WG/WS) on the employee Time Sheet, and the appropriate telework code enteredunder the E/H OTH block. Hours spent in a telework status that are outside of the regular dailytour must also be accounted for and reported.Supervisors can verify an employee’s time spent working at an alternative worksite bydetermining the reasonableness of the work output for the time spent, or by making occasionaltelephone calls during the employees scheduled work hours at the alternative worksite. Thetechnique for determining reasonableness of work output for the time spent is consistent withmanaging by results.Employees in a telework status must adhere to their approved work schedules. The agency andemployee agree the employees official work schedule when in a telework status will be inaccordance with the Georgia DoD Workweek Policy unless a pre-approved alternate workschedule is in place. Employee agrees to work compensatory time only when ordered andapproved in advance by the supervisor and understands that compensatory time worked withoutsuch approval is not compensated and may result in termination of the telework privilege and/orother appropriate action.Injuries occurring in the home outside of the teleworker’s assigned workspace or hours of workwill not be covered by workers’ compensation.Administrative Leave, Dismissals and Emergency ClosingEmployees not designated as "emergency employees" (including telecommuting employees at analternative work site) are excused from duty without loss of pay or charge to leave in accordance 26
  31. 31. 14 September 2012 GaNG HRPP 12 - 01with GAHRR 630, GA National Guard Absence and Leave Regulation.If a situation arises in which the employees alternative worksite results in the employee beingunable to continue working (e.g., power failure), the supervisor should determine action on acase-by-case basis. Depending on the particular circumstances, supervisors may offer theteleworker the option to take leave or use compensatory time off, if applicable, or require theemployee to report for work at the traditional worksite. If the employee knows in advance of asituation that would preclude working at the alternative worksite, then alternative workschedules, leave, or time in the employees traditional worksite must be scheduled. If a similaroccurrence causes employees at the traditional worksite to be unable to continue working, e.g.,part of a large organization is dismissed due to a lack of heat or cooling, employees who areteleworking in the commuting area would likely not be affected and would not need to beexcused from duty.Physical FitnessThe Agency’s existing policy on Physical Fitness applies and should be incorporated intoTelework Agreement if approved by the supervisor.Equipment/SuppliesThe employee agrees to use their personal telecommunications equipment and to install, service,and maintain any personal equipment used. In the event that Government-furnished equipment isissued to the employee over the duration of this agreement, the employee agrees to protect saidGovernment-furnished equipment, to prevent the use by others and to use the equipment onlyFOR OFFICIAL purposes. The agency agrees to install, service, and maintain any Government-furnished equipment issued to the telework employee. If telework is no longer required orappropriate, the employee must immediately return Government-owned hardware, software, anddata that the Government provided.Official business conducted while teleworking will primarily be through the Agency’s telephoneremote access systems. Teleworkers will be directed to work at an alternative Telework Center ortraditional worksite if duties require making long distance calls on a regular basis.VPN Access to Government computer sitesIf and when applicable, employees who telework from home may be granted access to theagency’s network and other government based systems through Virtual Private Network (VPN)capabilities. Army Guard employees will be limited to four hours per session. This procedureis utilized to alleviate and/or divert overloading the agency’s network service to other users. AirGuard employees will adhere to local procedures, policies and guidance outlined at theirrespective Guard Wing or GSUs.SecurityIf the Agency provides Government-furnished computer equipment for the alternativeworkplace, the employee agrees to the following security provisions: 27
  32. 32. 14 September 2012 GaNG HRPP 12 - 01The employee must comply with DoD and applicable Air/Army security procedures and ensurethat security measures are in place to protect the equipment from damage, theft, or access byunauthorized individuals. The employee is responsible for providing security against loss due tomalicious logic, physical or virus loss, theft, or damage. All teleworkers using automation fromhome will complete Information Assurance training with their respective services beforeengaging in telework. Annual refresher training will be required during the term of the teleworkagreement. Failure to annually certify will result in the immediate termination of the teleworkagreement. Antivirus and firewall software is available for both Government and privatelyowned computers and must used when teleworking.Remember your Communications Security (COMSEC) and Operations Security (OPSEC)training. As a member of the Georgia National Guard, the employee understands that the natureof our business requires that we deal with information routinely that can be deemed as sensitiveto national security, Privacy Act and classified material. Access to sensitive documents, data,records, etc. must be consistent with Air/Army applicable directives and instructions. Privateequipment may not be used to access or view classified information.LiabilityThe employee understands that the Government will not be liable for damages to an employeespersonal or real property while the employee is working at the approved alternative workplace,except to the extent the Government is held liable by the Federal Tort Claims Act or the MilitaryPersonnel and Civilian Employees Claims Act. Face-to-face contact with customers or otheremployees as a part of the teleworker’s assigned duties must be conducted at traditionalworksites and not inside the teleworker’s home.Injury CompensationThe employee understands he or she is potentially covered under the Federal EmployeesCompensation Act, or military line of duty injury procedures, if injured in the course of actuallyperforming official duties at the official duty station or the approved alternative workplace. Theemployee agrees to notify the supervisor immediately or earliest opportunity of any accident orinjury that occurs at the alternative workplace and to complete any required forms. Thesupervisor agrees to investigate such a report immediately or at the soonest available opportunityand if deemed necessary, arrange an on-site investigation. The Agency will not be liable foraccidents that occur outside of the specific work area in the home.DisclosureThe employee agrees to protect Government/agency records from unauthorized disclosure ordamage and will comply with requirements of the Privacy Act of 1974, 5 U.S.C. 552a.Standards of ConductThe employee agrees he or she is bound by agency standards of conduct while working at thealternative worksite and/or using Government owned equipment. 28
  33. 33. 14 September 2012 GaNG HRPP 12 - 01Mileage SavingsThis telework arrangement would result in an estimated mileage savings of _____ miles per payperiod.Termination of the Telework AgreementThis telework agreement can be terminated by either the employee or the supervisor by givingadvance written notice. The employee understands that the agency may cancel the teleworkagreement and instruct the employee to resume working at the official duty station. Managementshall terminate the telework agreement should the employees performance not meet theprescribed standard, or the teleworking arrangement fails to meet organizational needs.Other ActionNothing in this agreement precludes the agency from taking any appropriate disciplinary oradverse action against an employee who fails to comply with the provisions of this agreement.Employees Signature _________________________________________ DateSupervisor’s Signature ____________________________________________ DateApproving Signature ________________________________________ Date 29
  34. 34. Attachment 5 (REQUIRED FOR ALL TYPES OF TELEWORK) TELEWORK FOLLOW-UP/ PROGRESS REPORTING CHECKLIST (Director)Directors, Managers, Supervisors and Employees must follow-up annually to determine thesuccess of each telework arrangement. Please forward copies of these surveys to the HRO,Attn: Agency Telework Coordinator.Name of Employee ___________________________________________________________________Has Telework:YES NO_____ _____ Increased the accomplishment of your mission at your facility?_____ _____ Improved the recruitment and retention of high-quality employees through enhancement to employees’ quality of life?_____ ______ Increased employee satisfaction, morale, and productivity?_____ _____ Reduced absenteeism?_____ _____ Enhanced the efforts to accommodate people with disabilities, including employees who have had temporary or continuing health problems, or who might otherwise have had to retire on disability?_____ _____ Reduced traffic congestion and decreased energy consumption and pollution emissions?_____ _____ Reduced the need for office space, parking facilities, and transportation costs, including costs associated with payment of the transit subsidy?What have been other positive experiences with this telework arrangement?What have been any negative experiences with this telework arrangement?How are you measuring the success of this telework arrangement? 30
  35. 35. 14 September 2012 GaNG HRPP 12 - 01Do you recommend that this telework arrangement continue? Yes or No; if no, why? 31
  36. 36. 14 September 2012 GaNG HRPP 12 - 01 TELEWORK FOLLOW-UP/ PROGRESS REPORTING CHECKLIST (Supervisor)Directors, Managers, Supervisors and Employees must follow-up annually to determine thesuccess of each telework arrangement. Please forward copies of these surveys to the HRO,Attn: Agency Telework Coordinator.Name of Employee ______________________________________________________________Has Telework:YES NO_____ _____ Increased the accomplishment of your mission at your facility?_____ _____ Improved the recruitment and retention of high-quality employees through enhancement to employees’ quality of life?_____ ______ Increased employee satisfaction, morale, and productivity?_____ _____ Reduced absenteeism?_____ _____ Enhanced the efforts to accommodate people with disabilities, including employees who have had temporary or continuing health problems, or who might otherwise have had to retire on disability?_____ _____ Reduced traffic congestion and decreased energy consumption and pollution emissions?_____ _____ Reduced the need for office space, parking facilities, and transportation costs, including costs associated with payment of the transit subsidy?What have been other positive experiences with this telework arrangement?What have been any negative experiences with this telework arrangement?How are you measuring the success of this telework arrangement?Do you recommend that this telework arrangement continue? Yes or No; if no, why? 32
  37. 37. 14 September 2012 GaNG HRPP 12 - 01 TELEWORK FOLLOW-UP/ PROGRESS REPORTING CHECKLIST (Employee)Directors, Managers, Supervisors and Employees must follow-up annually to determine thesuccess of each telework arrangement. Please forward copies of these surveys to the HRO,Attn: Agency Telework Coordinator.Has Telework:YES NO_____ _____ Increased or enhanced flexibility in accomplishing the mission while meeting personal and community responsibilities?_____ _____ Improved or enhanced quality of life and job performance by providing greater control over work environment?_____ ______ Increased or enhanced your job satisfaction, morale, productivity and commitment to organization?_____ _____ Reduced absenteeism, job related stress and alleviated office distractions?_____ _____ Enhanced the efforts to accommodate people with disabilities, including employees who have had temporary or continuing health problems, or who might otherwise have had to retire on disability?_____ _____ Decreased commute time, reduced traffic congestion and decreased energy consumption and pollution emissions to and from traditional worksite?What have been other positive experiences with this telework arrangement?What have been any negative experiences with this telework arrangement?How are you measuring the success of this telework arrangement?Do you recommend that this telework arrangement continue? Yes or No; if no, why? 33

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