Flexible Work Arrangements

• The job has clearly defined tasks, deliverables, and/or levels of service.

• Work is of a nature where in-person interaction is minimal and/or may be scheduled or facilitated effectively with technology.

• All or a significant portion of the job tasks are portable and can be done at an alternate work location without altering the employee’s duties or work standards/competencies.  Examples of portable job tasks include:

  • reading, writing/editing, research, working with data, and communicating by e-mail, telephone, chat/instant messaging, and videoconferencing.

• The job does not rely upon specific equipment or supplies/information that are only available at a College work site.

• The work can be performed away from the College work site without diminishing the following:

  • ability to meet the needs of internal and external “customers” (i.e., students, faculty/staff, co-workers, visitors, etc.) an the quality of services provided.

  • the flow of work, communication, collaboration, and productivity.

• Working from an alternate location will not have an adverse impact on the productivity or work quality of other employees.

• The employee’s performance is at a satisfactory level (i.e., meets expectations or satisfactory rating) on the most recent performance evaluation.

• The employee works effectively without regular close supervision or monitoring.

• The employee demonstrates good time management skills by completing assignments on time.

• The employee demonstrates self-motivation and independence.

• The employee communicates information to students, leadership, co-workers, support staff, and customers in a timely and complete manner.

• The employee’s demonstrated computer skills and proficiency with technology tools are sufficient to allow the employee to be productive at the alternate work site.

• The employee understands and demonstrates effective use of technology to ensure integrity, confidentiality, and security of data.

Telework allows an employee to trade a commute to perform work, during any part of their authorized work schedule, away from their main worksite at an approved alternate work site. This is not a full-time arrangement. This does not include work done while on official travel or mobile work.

The types of telecommute schedules are: 

• Regular Telework Schedule: Telework that occurs on a periodic and regularly-scheduled basis.

• Situational Telework Schedule: Telework that is approved on a case-by-case basis, or that is not a part of a regular telework/telecommute schedule. Instances in which situational telework may be approved include, but are not limited to: operational need, inclement weather, maximize productivity when the teleworker’s availability is impacted by personal appointments, or special work assignments. 

All employees applying for telework must first read the Telework Terms and Conditions (PDF, ) before submitting an application. 

Telework Terms and Conditions

Work Place Safety

• If the employee incurs a work-related injury while working, they must immediately notify their supervisor and the Office of Human Resources and Strategic Talent Management and complete all necessary and/or management-request documents regarding the injury. Worker’s Compensation does not cover accidents or injuries of family members or other third parties present at the Alternate Work Location.
• The employee affirms that their Alternate Work Location is a suitable place to work and that to the best of their knowledge it is free from conditions that could pose a hazard to the health and safety of the employee or any College equipment, including the following specifications designed to assure the overall safety of the off-site work location:
  • work space is free of potential hazards that could cause physical harm (such as frayed wires, bare conductors, loose wires, exposed wires to the ceiling, frayed or torn carpeting seams, and or uneven floor surfaces)
  • electrical outlets are grounded (3 pronged)
  • furniture being used (i.e., desk, file cabinets, shelves, bookcases) is sturdy and adequate for use
  • the rungs and legs of the chair are sturdy and free of loose casters (wheels)
  • the phone lines, electrical cords, and extension wires are secured
  • the office space is neat, clean, and free of obstructions and excessive amounts of combustibles
  • the temperature, noise, ventilation, and lighting levels are adequate for maintaining your normal level of job performance
  • a fire extinguisher easily accessible from the office space
  • there is a working smoke detector (confirmed with a test) within sensory (i.e., hearing, seeing, feeling) distance of the workspace
  • the area is free from distractions (e.g., noise, children, etc.)

Communication

• The employee must meet with their immediate supervisor and established that supervisor and employee have documented a work schedule and completed the self- assessment, if applicable.

Equipment, Records, and Materials

• The employee is responsible for maintaining and repairing employee-owned equipment used at their Alternate Work Location at their personal expense and on their personal time. The employee is responsible for paying all expenses related to using equipment such as utilities expenses at their Alternate Work Location.
• If the College provides equipment for home use, the employee agrees to provide a secure location for the equipment and will not use such equipment for purposes other than College Use of College equipment or access to the College’s network by others is strictly prohibited. The College is responsible for maintaining, repairing, and replacing College-owned equipment issued to teleworking employees. In the event of equipment malfunction, the employee must notify their supervisor immediately.
• All equipment, records, and materials provided by the College shall remain College property. The employee agrees to return College equipment, records, and materials upon All College equipment will be returned by the employee for inspection, repair, replacement, or repossession, as needed or requested.

Information Technology and Security

• The employee is required to have the appropriate technology and security measures in place to perform the work that is outlined in their position description. In addition, the employee must have access to the College email system and any College systems and applications necessary to perform their tasks and duties. For systems that require virtual private network (VPN) access, the employee may request a VPN account through the Office of Information Technology (OIT) Work From Home Tools Note the VPN user agreement terms apply, i.e., safeguard data, your MyMC username and password.
• The employee and their supervisor shall determine the minimum equipment and software necessary to telework. In determining which equipment (if any) shall be provided by the College, the employee’s supervisor may consult with OIT regarding needs.
• The employee will implement sound information security practices by completing the required DataSecurity@MC training modules prior to commencing telework and pay extra attention to the Working Remotely and Cloud Services modules within Workday MC Learns.
• The employee will immediately call in any security concerns or incidents to the OIT Service Desk at 240-567-7222.
• When working from their approved Alternate Work Location the employee will adhere to all College policies, procedures and guidelines which are expressly incorporated by reference into, and made a part of, the Telework Application and Terms and Conditions Agreement. Specific policies related to the use of information technology and data security include:

1. Acceptable Use of Information Technology (AUP) (66001): (PDF, ) defines College and employee responsibilities in accessing and using information technology resources and associated acceptable standards of behavior toward individuals while using these resources.
2. Confidential Data Management and Security Policy (66002): (PDF, ) defines employee responsibilities to ensure that the College’s Information Resources, including electronic data sets, are protected from theft, unauthorized destruction, use, modification, or disclosure.
3. Data Classification and Storage Matrix (PDF, ) : (PDF, ) The employee will not store College data on the local hard disk on personal and College issued devices and follow the guidelines on data placement (storage) and sensitivity classification.

• Approved firewalls and anti-virus software are on all computers used at the Alternate Work Location and are updated daily with current definitions or set to update automatically.
• Computers used at the Alternate Work Location have an operating system currently supported by the computer’s manufacturer and patching is set to update automatically.
• Computing equipment used to process, review, edit, or access College data – including personally-owned tablets and mobile devices – are password protected.
• Flash drives or other portable drives are scanned for viruses before being used for uploading or downloading data.
• Sensitive information in hardcopy form is returned to the office or shredded.
• Assignments completed at the Alternate Work Location are backed-up according to College procedures.
• The College’s network will only be accessed from the Alternate Work Location, unless approved in advance by supervisor.
• The employee will adhere to the College’s procedures in the handling of public records, and Personally Identifiable Information (PII).
• The employee will limit personal use of College equipment and follow the College’s guidelines pertaining to limited personal use of College-Provided Internet, Intranet, and Electronic Mail Services.
• The employee will ensure that unauthorized parties including spouses, children, family and friends will not use College devices and systems.

Additional Telework Conditions 

• Teleworking is not a substitute for child/adult day If applicable, the employee agrees to make regular dependent care arrangements while teleworking.
• The employee cannot operate a business or work for another employer during remote work hours.
• Flexible work arrangements, including teleworking, are a privilege and are not a guarantee of employment. Management retains the right to abbreviate or terminate the Telework Application and Terms and Conditions Agreement in totality due to changes in work demands, office staffing, and/or other operational Management retains the right to modify or terminate the Telework Application and Terms and Conditions Agreement if the performance of the employee’s duties decline and/or are deemed less than satisfactory.

Certifications

• A telework-eligible employee must read the requirements outlined in the Telework Terms and Conditions BEFORE submitting a Telework Application and Terms and Conditions Agreement, in addition to meeting with the immediate supervisor, discussing and documenting an acceptable telework schedule, and reviewing the Work Site Safety Checklist.
• By submitting a signed Telework Application and Terms and Conditions Agreement, the employee acknowledges they understand and agree to adhere to the terms and conditions set forth in this document and affirm they will comply with the College’s Flexible Work Arrangements Policy and (PDF, ) Procedures (32500CP) (PDF, ) . (PDF, )
• Once fully approved and signed, the employee will submit a copy of the Telework Application and Terms and Conditions Agreement via the Approved FWA Submission Form. Please note that HRSTM only maintains copies of Telework Application and Terms and Conditions Agreements for employee records and does not approve the Application and Agreement.

The process to apply for a telework schedule is as follows:

1. Read the Telework Terms and Conditions (PDF, ) .
   
   

2. Employee completes the Telework Application and Terms and Conditions Agreement (PDF, ) , including a signed copy of the Safety Checklist and submits it to their immediate supervisor for consideration.

3. The immediate supervisor will approve or deny the agree based on the criteria referenced in the Flexible Work Arrangements policy and procedure (32500CP) (PDF, ) .

   If approved, the immediate supervisor submits request to the next level supervisor in the employee's supervisory chain for final approval and signature.

4. If the employee and immediate supervisor cannot agree to the terms of the agreement,  the employee may send a copy of the agreement, including a summary of the points on which the supervisor and employee agreed and disagreed, to the next-level supervisor in the employee’s supervisory chain. The next-level supervisor will review the materials and approve or disapprove the request. If the request is not approved, the next-level supervisor will provide the reason for the decision in writing to the employee (process ends).

5. Upon approval, the employee completes the Approved Flexible Work Arrangement Submission Formnew window and uploads the approved agreement PDF.

Telework (or telecommute) is when employees perform part of their work schedule at an alternate location (e.g., at home). A teleworker’s main or primary worksite is located on one of the College’s campus or business center locations.

A regular telework schedule is when telework days occur on a periodic and regularly-scheduled basis (e.g., each Tuesday and Thursday, the first Monday each month).

Situational telework schedule is one that is approved on a case-by-case basis, or that is not a part of a regular telework schedule. Instances in which situational telework may be approved include, but are not limited to: an operational need, inclement weather, to maintain productivity when the telework/telecommuter’s ability to work onsite is impacted by personal appointments, or to complete special work assignments.

No. Telework is when employees perform part of their work schedule at an alternate location (e.g., at home). A teleworker’s main or primary worksite is located on one of the College’s campuses or centers. Remote work is when an employee performs their full work schedule at an alternate location (e.g., at home) and this alternate location serves as the remote worker’s primary work site. Remote workers do not typically have a dedicated space at one of the College’s campus or business center locations.

Telework eligibility is based on the operational and service needs of the area or unit and the essential job duties of the position. It is up to the supervisor to determine which positions will be eligible and what the appropriate schedule should be based on the needs.

Factors to be considered for telework are job duties, responsibilities, and performance. View additional guidelines for supervisors, including the Making Decisions: Telework Requests interactive workflow.

View employee performance guidelines as stated in Montgomery College Policies and Procedures 32500 and 32500CP (III, C, D, and E) (PDF, ) . View additional guidelines for supervisors to when considering the employee’s performance.

Employees who work a standard work schedule and would like to be considered for telework may apply for supervisor approval and submit an approved telework agreement once approved. This includes administrators, department chairs, non-instructional (counseling) faculty, and staff.

Under normal circumstances, casual temporary employees and student employees are not eligible for telework unless this was a condition within the hiring agreement.

Due to the flexibility that is inherent in the schedules of instructional faculty, telework applications and plans are not applicable at this time.

Applying is a three-step process:

1. Verify with your supervisor that your position is eligible for telework.

2. Complete the Telework Application Form (PDF, ) , including a signed copy of the Safety Checklist, and forward to your supervisor.

3. Once your supervisor has approved the application form, complete the online, Approved Flexible Work Arrangement Submission Form and upload the approved agreement.

Any employee whose flexible work arrangement, including telework, is denied or terminated may request that the Vice President/Chief Human Resources Officer, or designee, review the denial or termination. The scope of the review will be limited to determining whether the action was arbitrary, capricious, or did not follow the existing procedure.

No. HRSTM will no longer accept paper or email submissions of telework agreements.

Most of the College’s employee documents and records are now in a digital format and maintained electronically. Submitting your agreement through the online submission form will provide HRSTM greater tracking and reporting capabilities.

As a general rule, employees need to reapply for telework approval and submit their agreement each fiscal year (July 1 – June 30). However, changes in a department or unit’s work demands, staffing levels, and supervision may result in the need for new or updated telework plans and agreements on a more regular basis. It is up to supervisors and area administrators to make that determination based on their unit/area needs.

No, it is important that the employee communicate and receive approval from their supervisor and next level supervisor if they are changing their selected telework days.

Maintaining your health and wellness are important. The college offers various types of leavenew window to support your wellbeing. If an employee is not feeling well, we encourage them to take the time off needed to get better.

However, if an employee is feeling well enough to work, but is potentially contagious condition (e.g., a cold), a situational telework day may be appropriate. It is important that employees communicate with their supervisors and receive guidance in these circumstances.

If the College is CLOSED, all onsite and remote operations/instruction/services are suspended.

If the College is OPEN but some or all of onsite operations/instruction/services are limited or suspended, employees in positions with the capacity to telework will be required to telework or use their relevant leave (i.e., annual, sick, or personal). Hourly employees in positions that are ineligible for telework should report their time as Operational Status Change Time Off in Workday. Visit closure and delays for more information.