ADMINISTRATIVE RULE NO. 5075-02

RELATED TO POLICY SERIES 5075

TITLE:   PERFORMING DUTIES FROM A REMOTE WORK LOCATION

PURPOSE

To define the terms of eligibility and the process for requesting and engaging in work duties from a location other than LBCC owned or operated locations.

STATEMENT

“Remote Work” Definition

    1. “Remote work” is a work alternative arrangement made between the employee and manager.  With approval, remote work may be performed off-site one or more days per week either on a regular basis or in the event of an emergency. Writing, reading, telephoning, data analysis, computer programming, word processing and data entry are some, but by no means all, of the tasks that may be suited for remote work. Distance learning instruction is not covered by this Administrative Rule.

Eligibility

    1. All LBCC employees are eligible to apply for remote work arrangements if their work is of a nature wherein face-to-face interaction is minimal or may be scheduled to permit remote work, and the need for specialized material, equipment, or information technology is either minimal or flexible. Factors to be considered when an employee applies for remote work will include:
      1. A record of satisfactory or better performance. For the purposes of this Administrative Rule, having no performance evaluation or disciplinary documentation on file will be construed as evidence of satisfactory performance. Supervisor may waive this requirement if performance plan was successfully completed.
      2. Demonstrated ability to effectively manage work time, perform job requirements with limited supervision, and possess the technical skills necessary to work remotely.
      3. The permanent remote work location is situated within the State of Oregon (or approval required from the vice president of finance and operations if out-of-state).

Remote Work Agreements

    1. Employees working at least part-time in a remote worksite on a regular basis must complete and sign a Remote Work Agreement. The completed agreement is to be submitted to the employee’s manager for approval. The manager will conduct a work planning session with the employee and the employee’s co-employees as necessary, prior to the beginning of the remote work schedule.
    2. Remote Work Agreements will be in writing and address the following:
      1. Remote work task definitions and/or scope
      2. Performance expectations and measurements
      3. Working hours
      4. Duration of the agreement
      5. A list of pre-approved remote work expenses and a defined procedure for the approval of all other related expenses
      6. If applicable, employees that work with confidential LBCC information/data must use LBCC-provided software, such as VPN or virtual desktop, to ensure data security.
      7. Signatures of the employee and manager (or vice president of finance and operations approval, if out-of-state)
      8. A copy of the agreement will be submitted to human resources.

                 C. Remote work assignments may be both granted and rescinded at the sole discretion of management, for any reason not otherwise precluded by Board Policy, Administrative Rule, or applicable statute.

Work Performance
The performance standards for employees working at the remote worksites will be equivalent to the standards used when the employees are working at the campus worksite. Nothing in the remote work procedure waives or changes standards of performance or behavior in the workplace.  All LBCC policies and administrative rules apply, including requesting and recording leave.

Communication
The remote employees and their supervisor(s) are each responsible for maintaining effective communication and work flow among co-workers, students, and community members as is customary.

Child Care
The remote employees must make and maintain child care arrangements which permit concentration on work assignments at home and to maintain the agreed upon work schedule.

Security
College information and data that are stored at the alternative worksite should be kept in a secure area. For work that has security/confidentiality issues, passwords for computer access must be established. All college digital data and information must be stored on the college network or google drive. Employees will take all precautions necessary to secure proprietary information and prevent unauthorized access to any College system from their remote worksite. Any questions the remote employee may have about data security should be referred to information services personnel to assure proper security measures are taken at all times.

Work Space Health and Safety
The employees are responsible for establishing and maintaining safe and healthful working conditions in their remote work space. Employees who wish to have help in determining whether their remote worksite/space is "safe and healthful" may contact the College’s director of safety and loss prevention or the director of the center for accessibility resources. If an employee is injured while working remotely, the same reporting requirements are in effect as if they were on campus.

Equipment/Hardware

Remote employees will be expected to provide an Internet Service Provider (ISP) connection, and other needed equipment and supplies. In most cases, the College will supply the computer equipment. Under special circumstances, approval may be granted for the use of employee’s personal computer. Information Services will establish a minimum configuration standard for the use of personal computers. Information Services does not provide tech support for personal equipment.

Software

    1. While working offsite performing LBCC functions, employees must conform to LBCC software standards (see below) as established by Information Services. Employees must contact Information Services to ensure the software conforms to this agreement.
    2.  All software must be properly licensed.
    3. The remote employees must connect to the LBCC network, and the necessary software to perform this function will be provided by LBCC. The communications software provided may be updated periodically. When this occurs, the remote employees will be contacted in advance to arrange for the software upgrade. (https://lfforms.linnbenton.edu/Forms/SIRF)
    4. Information Services will provide telephone help-desk support to the remote employees during normal business hours.

At termination of the remote work, LBCC software must be removed from any machine owned by the employee, and any LBCC-owned equipment must be returned.

Equipment Liability

    1. LBCC is not responsible for damage or loss to employee-owned equipment. Remote employees should check their homeowner's/renter's insurance policy for incidental office coverage.
    2. LBCC will be responsible for the repair and maintenance of equipment provided by LBCC. The remote employees are responsible for bringing equipment in need of repair to Information Services at LBCC.  LBCC-provided surge protectors must be used with any LBCC-owned computer made available to the remote employees.
    3. The employee will be responsible for:
        1. Any intentional damage to the equipment,
        2. Damage resulting from gross negligence by the employee or any member of the employee's family; and
        3. Damage resulting from a power surge if no surge protector is used.

The college hardware and software standards are as follows:

These guidelines apply to any purchases of hardware or software using college funds. All such purchases should go through the IS/Media Department. IS/Media purchases hardware and software that are sustainable, compatible with existing systems, and can be supported. Centralized purchasing ensures:

  1. compatibility with campus network;
  2. compliance with technology security policy;
  3. suitability based on use-case assessment;
  4. licensing compliance;
  5. hardware and software that can be effectively supported;
  6. availability of sufficient resources (including initial and recurring costs);
  7. that the purchase is made according to state dollar threshold requirements or made via price agreements/state contracts meeting the competitive procurement requirements.

Applying standards allows the college to efficiently select and manage technology, obtain better pricing, reduce maintenance costs, and increase access to training and assistance. These standards are re-evaluated periodically based on common needs, vendor offerings, cost, reliability, supportability, quality, sustainability, compliance with recycling policies, and timeliness of vendor response. Purchase of non-standard technology components will need to be justified with the IS/Media. The college will not provide support of any hardware or software item unless that purchase was made with approval of IS/Media.

DATE OF ADOPTION:  6/3/21
DATE(S) OF REVISION(S):
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