4 Staff Selection, Appraisal and Development. Health and Safety in Employment Act 1992 and Amendment of Act 2002 Employee Relations Act 2000

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1 OTAGO POLYTECHNIC MANAGEMENT POLICY Number: MP Title: Enabling Offsite Work ITPNZ Standard: 4 Staff Selection, Appraisal and Development Chief Executive Approval: Approval Date: 2 May 12 Effective Date: 2 May 12 Previous Policy Number n/a Review Date: as required Contact Authority: Director: Learning Environment Status: Current Purpose Background Otago Polytechnic operates an environment which encourages staff to work flexibly. This policy outlines the process for staff working remotely and as a specific case working formally from home. Otago Polytechnic encourages staff to work flexibly as one way of facilitating work/life balance. Both the institute and the staff member can benefit from remote work office practices. Otago Polytechnic operates a high trust, high accountability working environment and this policy works alongside those values to promote a flexible working environment for staff. This policy outlines a process and necessary guidelines which empowers staff with access to information and resources anywhere, anytime. Statutory Compliance Policy and Procedures Health and Safety in Employment Act 1992 and Amendment of Act 2002 Employee Relations Act Citrix Access Otago Polytechnic encourages remote working and remote access to information and resources available within the institute. CITRIX is a technology used by Otago Polytechnic staff to connect to electronic material here on campus from a remote site ie working from home. All staff are eligible to request access to Citrix by logging a job request via Inform and completing the online application form. 1.1 Staff member and Manager discuss. 1.2 Staff member logs a job request with ISS via Inform and completes the online application form. Manager approves on-line Once the job request has been logged, a copy of the request will be copied to the Administrator for review of the Health and Safety Requirements. Health and Safety Administrator provides confirmation of computer Health and Safety course attendance or not, to Information Systems and Support. 1.4 The Citrix access will be completed once Information Systems and Support has verified that the staff member has completed the Computer Health and Safety Training course (see Clause 3). Note: Otago Polytechnic does not approve use of Professional Development funds to purchase information technology equipment for personal/professional use. If there are any contractual or employment issues which should be considered, the manager should seek advice from. Page 1 of 5

2 2. Working Formally from Home It may be in the interests of either or both the staff member or the Polytechnic for the staff member to work from home on a regular basis, either part-time or full-time. In such cases the staff member will be locating their office at their home, or establishing a second office at home. The staff member and his or her manager must formally agree in writing to work arrangements whereby the staff member routinely works from home, in effect establishing a home office as the official work place. Any such agreements will be recorded on the staff member s personal file and must give due consideration to: a safe and healthy work environment, including ergonomically effective workstations. See Sections 3.0, 4.0, 5.0 the provision of appropriate communications facilities, including computer hardware and broadband connections 2.1 Any agreement to establish a home office must be in writing. The Head of School/Service Manager has a delegated authority to enter into such agreements provided that: - the standard agreement form is used - the Director: Organisational Development is consulted to ensure that there are no employment or contractual issues to be attended to - costs for any equipment and/or broadband cover are within existing budgetary approvals - any information technology equipment and/or services to be provided to the staff member are specified at the time of the agreement and have the approval of the Director: Learning Environment or delegate 2.2 As a general guide, the Polytechnic will not provide duplicate equipment to establish a home office. Staff who have a home office established by the Polytechnic will only have access to shared (hot desk) facilities when working at the Polytechnic. In granting a request to access Otago Polytechnic files via Citrix the Polytechnic is not undertaking to provide equipment, broadband connection or information technology support, any or all of which requires a separate agreement with the staff member s manager. 3. Permanent Remote Office Setup 3.1 This policy is to enable flexible working for all Otago Polytechnic staff. It is not intended to cover all necessary arrangements for permanent offsite office set up. Should a staff member and manager agree that the staff member can work from a permanent off site office they will need to consider formalising these arrangements. Considerations will need to include: mail, telephone, printing, costs of/regularity of onsite visits, and strategies for communication and inclusion in Otago Polytechnic activities. It is important that such aspects are considered prior to agreement to permanent offsite office working and a review period should also be confirmed in writing. 4. Computer Health and Safety Training 4.1 All staff wishing to work remotely must complete Otago Polytechnic s Computer Health and Safety training course before remote access will be granted. Page 2 of 5

3 4.2 It is the responsibility of the staff member to ensure they have an appropriate safe ergonomic setup in a remote working environment. 5. Work Station Setup/Assessments 5.1 The staff member, manager or Health and Safety Advisor may deem it necessary that a work station assessment be required. This could involve the staff member doing a demonstration setup at work and possibly require a home visit. 5.2 Otago Polytechnic does not provide associated support equipment, ie mouse pads, wrist rests or copy holders, for remote working unless it is a requirement of the job that the staff member works remotely. 6. Ongoing Use 6.1 The Health and Safety in Employment Act places requirements on both the Otago Polytechnic and its employees to ensure that there is a safe working environment and safe methods of work. 6.2 Employees are required to report to their manager any concerns, eg changes in their work environment and any discomfort or fatigue, and follow Otago Polytechnic Health and Safety policies including hazard notification and reporting Incidents and Accidents. 6.3 The Manager will regularly monitor the hours the employee is working remotely. The Manager should review whether there is a need for the employee to continue working remotely at an agreed time. 7. IT Support and Broadband Charges 7.1 Support for Otago Polytechnic owned or other approved equipment will be provided between the hours of 8.00 am and 5.00 pm Monday to Friday. Faulty hardware must be returned to Otago Polytechnic and a job request logged within infotrack@tekotago.a.nz 7.2 Otago Polytechnic reimburses a maximum of 50% for broadband costs. The reimbursement costs are monitored and approved by the staff member s direct manager. (For information on Otago Polytechnic preferred supplier of broadband please contact the Information Services and Support Department.) 8. Completion 8.1 When the employee leaves Otago Polytechnic or ceases working remotely, the Manager will notify: 8.2 The Manager is responsible for ensuring that all equipment belonging to Otago Polytechnic is returned. Referral Documents MP0453 Family Friendly workplace MP0462 Workload Health and Safety Policies Appendix A Application to Work Remotely Appendix B Flow chart - Process of Approval Delegation of Procedures Page 3 of 5

4 Appendix A Online Application Form - Work Remotely To complete this electronic form online, please access via HR Forms on Employee s name: Department: Contact Phone No Home Phone No Home Address Describe Home workstation setup(adjustable chair? Adjustable desk? Separate office? Footstool?) Contracted Hours of work (ie full time? 20 hours per week?) Reason for working remotely Period for working remotely to Range of anticipated hours of work remotely (per day / per week? Department account code for charging Budgeted Yes / No Manager Approval signed: Date: / / I agree to manage the appropriate use of Otago Polytechnic equipment and ensure the adherence of the employee to Otago Polytechnic health and safety and IT policies related to working remotely. Employee signed: Date: / / Page 4 of 5

5 Appendix B PROCESS OF APPROVAL HOS/Service Manager approves for employee to work from home HOS/Service Manager logs Job Request with ISS via INFORM Staff Working Remotely and completes online form Appendix A Electronic Copy to Administrator ISS enable Citrix access and contact the staff member to determine equipment requirements Workstation Assessment is arranged if required ISS completes setup once budget confirmed and notifies staff member Note: Manager monitors hours employee is working at home, and determines appropriateness, eg reviews whether there is a need for employee to continue working from home When employee ceases working from home, Manager notifies: ISS Department Page 5 of 5