A Telecommuting arrangement allows an employee to be compensated for performing assigned
responsibilities in a non-campus, non-University affiliated environment, typically
their place of residence. Telecommuting requests are considered on a case-by-case
basis, and are not a right or guaranteed. Final approval is granted and communicated
by the Human Resources office.
Conditions Necessary to Consider an Employee to Telecommute
- There is mutual agreement between employee and supervisor, with approval by vice president
and Human Resources.
- Documentation of the arrangement is developed and submitted to Human Resources.
- All or significant components of the work can be done remotely
- The operational needs of the department are met.
- The work is considered official University business.
Telecommuting may be requested and/or approved:
- on a short or long-term basis.
- for specific day(s) of the week, or on an occasional basis.
First, an employee should make the supervisor aware of the desire to telecommute.
If the supervisor approves the telecommuting request, the next step is for the supervisor
to complete the Telecommuting Request Form . Supervisor completion of this form indicates approval. Requirements include:
- A brief description of the work to be accomplished while working remotely.
- Identification of job responsibilities which cannot be accomplished remotely, and
will require on-campus presence.
- An explanation of how the supervisor will monitor for reasonable productivity.
- The beginning and ending dates for working remotely and the daily work hours;
- A telephone number where the employee can be reached during work hours.
- A record of the university-owned equipment that will be used in telecommuting.
Evaluation of success and continuation of telecommuting arrangement will be evaluated
as circumstances suggest, but no less than twice a year.
The request form should be filled out by the supervisor. The supervisor and employee
will be notified by HR when the request is approved or denied.
Telecommuting Assignment Agreement
The telecommuting assignment agreement (signed by the employee and the supervisor)
should outline the supervisor’s general expectations regarding work hours, productivity/volume
of work, quality of work, timelines, and any allocation of University resources.
- The employee must complete assigned work according to established procedures and within
reasonable and/or determined timeframes.
- The employee will provide progress reports on a regular basis outlining work completed
and work in progress.
- The supervisor is responsible for evaluating the work completed remotely and reviewing
progress with the employee.
- Regular feedback and communication should occur with the employee during the telecommuting
arrangement. If the employee has not completed assigned tasks within the reasonable
and/or determined timeframe, vacation or personal time may be charged after conferring
with the employee.
At the conclusion of the telecommuting arrangement, an evaluation of the employee’s
performance and the overall effectiveness of the telecommuting situation will be conducted
and documented in the personnel file.
Use of University Resources While Working Remotely
Equipment and supplies can be made available by the University on a case-by-case basis
depending on the work to be done and the availability within the department or unit.
Neither confidential information nor original University records should be taken off
Access to University resources through the IWU network should be done through an approved
and secure method such as VPN.
A record of University-owned equipment used by the employee remotely should be developed
and retained by the supervisor for inventory and control purposes.
Employees designated by the University administration may, with 24 hours’ notice,
visit the remote work site to examine workplace safety, University equipment, supplies,
and records in possession of the employee.
Employee Responsibilities for University Equipment, Supplies, or Records at the remote
Care of the University-owned equipment, supplies, and records is the responsibility
of the employee.
Copies of all records, papers, and correspondence must be safeguarded by the employee
to protect them from unauthorized disclosure, loss, or damage, and for their return
to the appropriate University location.
Release or destruction of any records is only done at the University location, according
to statute and regulation.
The employee agrees to return such items to their appropriate campus location when
no longer needed for the telecommuting assignment, or when otherwise requested by
the appropriate official.
Equipment owned or provided by the employee is used at no cost or risk to the University
and is maintained by the employee. Exceptions to this should be prearranged, documented,
and approved by the supervisor and the appropriate vice president.
The employee is responsible for operating costs, maintenance, or any other incidental
cost (e.g. utilities) associated with the use of his/her residence or other location.
Lost, Stolen, or Damaged University Equipment
If University equipment is lost, stolen, or damaged, the employee agrees to participate
in any investigation and to include the University equipment in his/her homeowners’
Injury During Predetermined Telecommuting Schedule
Workers’ Compensation laws may apply if the employee is injured in the course of performing
official duties at the alternative work location. The University is not liable for
other property damage or bodily injury that results from participation in a telecommuting