CalPERS Telework ProgramCalPERS Telework Program

2000 Policy & Procedures2000 Policy & Procedures

Table of Contents

General

Purpose .......................................................3

Scope .........................................................3

Authority ......................................................3

Program Components

Responsibilities .............................................4

Services, Equipment Assignment,Maintenance, Repair, and Replacement ...........6

Reimbursable/Shared Costs ...........................7

Authorized Expenses .....................................8

Work Environment ........................................8

Health and Safety .........................................8

Information Security ......................................9

Implementation Process

Eligibility ...................................................10

Scheduling .................................................10

Employee Rights .........................................11

Terminating Participation .............................11

Telework Plan .............................................11

Attachments

A—Considerations for Selecting Teleworkers .....12

B—Work Environment Criteria .....................13

C—Setting Up a Home Office ......................14

D—Safety Checklist ....................................16

E—Telework Plan ........................................21

F—Supervisor’s Checklist .............................22

Glossary of Terms ............................23

33

General

The California Public Employees’ RetirementSystem (CalPERS) encourages and promotesthe use of telework as a viable managementwork option. Telework means working one ormore days away from the central office, either athome or in an alternative worksite. This policyrecognizes the business, societal, and personalbenefits available through a carefully plannedand managed telework program.

CalPERS expects to benefit through the use oftelework in the following ways:

• improve employee effectiveness, productivityand morale;

• facilitate optimum utilization of CalPERSoffice facilities;

• reduce absenteeism;

• promote employee health and wellness;

• improve employee recruitment andretention;

• improve air quality and reduce trafficcongestion;

• enhance the working life and opportunitiesof persons with disabilities; and

• effectively resume business as part of adisaster recovery or emergency plan.

Purpose

Telework is an alternative method of managingwork and a work arrangement that assists inaccomplishing the mission of CalPERS. Thepurpose of this policy is to define the TeleworkProgram of CalPERS and the rules and guide-lines under which it operates.

Scope

This policy applies to all the telework activitiesof CalPERS. All managers, supervisors, andteleworkers shall be familiar with the contentsof this policy.

Authority

Government Code Sections 14200-14203,authorize every State Agency; including everyBoard and Commission, to incorporatetelecommuting1 as a work option. CalPERS hasdelegated authority to establish a teleworkprogram within this department.

The Department of General Services has thestatutory responsibility to provide technicalassistance to telework programs for Depart-ments, Boards, and Commissions of the State ofCalifornia. This Telework Program is consistentwith the guidelines established by the StateTelework Advisory Group and relevant collec-tive bargaining agreements. The Department ofGeneral Services and the Department ofPersonnel Administration currently have aMemorandum of Understanding that providesjoint responsibility for technical assistance toState agencies.

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1 For purposes of this document, the term telecommute, and itsderivatives, will be replaced with the term telework, and itsrespective derivatives, unless directly quoting current law.

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Program Components

Responsibilities

CalPERS is responsible for the implementationof the Telework Program and encourages theuse of the telework option where workload andwork conditions warrant.

CalPERS will ensure that:

• Employee compensation, benefits, workstatus, and work responsibilities will notchange due to participation in the TeleworkProgram.

• The amount of time the teleworker isexpected to work per pay period will notchange.

• Telework managers and employees willreceive program training prior to thecommencement of approved teleworkarrangements.

Executive Staff

The Executive Staff are responsible for activelyencouraging managers and supervisors to usetelework where workload and work conditionswarrant.

Division Chiefs

Division Chiefs are responsible foradministration of the Telework Program intheir divisions which will include approvingTelework Plans, budgeting necessary resources,and ensuring compliance with all applicablepolicies, procedures, and guidelines.

Managers And Supervisors

• Managers and supervisors are encouraged tosupport the use of the telework option,whenever appropriate.

• Managers and supervisors are responsible foridentifying positions suitable for the teleworkoption.

• Managers and supervisors are responsible fordetermining if telework by their employeeswill contribute to CalPERS’ programobjectives, while maintaining or improvingefficiency, productivity, and customer service.

• Managers and supervisors of teleworkers areresponsible for the day-to-day performance ofthose employees, just as they are foremployees who are on-site.

• Just as with non-telework employees,managers and supervisors are responsible forproviding specific, measurable, andattainable performance expectations for theteleworker. They must define in detailassignments, corresponding deadlines, andthe quality of work expected.

• Managers and supervisors of teleworkers shallattend formal telework training.

Employees

• Employees shall become familiar with theguidelines contained in the CalPERSTelework Program Policy and Procedures,which can be accessed on the HumanResources web page on the Insider.(Additional copies are also available throughthe Telework Program Coordinator in theHuman Resources Division.)

• Interested employees are responsible forsubmitting a request to telework to theirsupervisors. If telework is determined to be aviable work option, employees areresponsible for working with their supervisorsto develop acceptable Telework Plans.

• Employees approved for telework shall attendformal employee telework training.

• Employees who telework are responsible forabiding by the provisions set forth in theCalPERS Telework Program Policy andProcedures.

• Employees who work at home as part of theTelework Program are responsible for

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Program Components

establishing and maintaining a work areathat is clean, safe and free from hazards.Employees will be required to complete the“Safety Checklist,” see Attachment D, andcertify to its accuracy on a quarterly basis.

• Employees will be responsible formaintaining personally-owned equipment,devices, and services associated withachieving a safe and healthful home office.

• Employees will be responsible for ensuringthat any state-owned equipment in theirpossession is well cared for and secure.

• Employees will be responsible for the repairand/or replacement of state-ownedequipment, entrusted to them which isdamaged, lost, or stolen due to grossnegligence.

• Employees are responsible for their owncompliance with tax laws. CalPERS is notresponsible for substantiating an employee’sclaim of tax deductions for operating anoffice in the employee’s home. Employeesshould seek advice from their tax advisorconcerning home office deductions.

Human Resources Division

The Human Resources Division is responsiblefor:

• The overall coordination and monitoring ofthe CalPERS Telework Program.

• Employee relations, personal safety, andtraining aspects of the telework option. TheHuman Resources Division will evaluate allrelevant employee relations policies andprocedures to ensure that the TeleworkProgram is consistent with the employeerelations and safety aspects of other CalPERSprograms and policies, including home officeworksite inspections, when necessary.

• The Human Resources Division willdesignate a Telework Program Coordinatorwho will:

— Assist managers and supervisors inunderstanding and using the CalPERSTelework Program Policy and Procedures.

— Update and maintain the CalPERSTelework Program Policy and Procedures.

— Monitor and evaluate the operation of theTelework Program on a continuing basisand recommend refinements as needed.

— Answer any questions and address issuesrelating to the Telework Program.

— Represent CalPERS management withrespect to the applicable policies,procedures, and guidelines.

— Represent CalPERS on the StateTelework Advisory Group.

Operations Support Services Division

When requested, the Operations SupportServices Division will provide:

• Guidance in defining the appropriateergonomic set-up of home-based teleworkspace and/or alternative worksites.

• Assistance in defining, procuring, andmaintaining the appropriate voice and/ordata communications equipment and servicesfor an alternative worksite or home-basedtelework space.

• Guidance and assistance in the acquisition ofalternative worksites.

Information Technology Services Division

When requested, the Information TechnologyServices Division will:

• Ensure that all software installed for thetelework option will be in accordance withsoftware copyright laws and be compatiblewith CalPERS software standards.

• Provide assistance to managers andsupervisors in assessing computer equipmentissues, and provide normal oversight and

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6

Program Components

support regarding equipment and otherinformation and technology needs associatedwith telework.

• Provide assistance in defining, procuring,installing and maintaining the appropriatedata communications equipment, softwareand services for an alternative worksite orhome-based telework space.

Services, Equipment Assignment,Maintenance, Repair, andReplacement

Telework does not necessarily entitle theemployee to be assigned department-ownedequipment such as: computer, software, printer,fax machine, furniture, or a business telephoneline. Not all teleworkers will be performingfunctions which require this equipment orservice. For example, some teleworkers will beable to perform their job functions outfittedmerely with pads of paper and pencils.

CalPERS may provide office equipment andrelated supplies for use by the employee whileteleworking. The equipment needed fortelework will be determined on a case-by-casebasis by the supervisor and employee.

CalPERS-provided equipment that is purchasedand/or permanently assigned for telework mustbe reported to the Property Controller inOperations Support Services Division. Teleworkequipment purchases in excess of five thousanddollars or those that have been identified as asensitive item, and lap top computers may betagged by either Information TechnologyServices Division or the Property Controller inOperations Support Services Division forproperty inventory purposes.

CalPERS will provide a fire extinguisher and/orsmoke detector when necessary for the em-ployee to meet identified safety requirements inthe home office environment. Review “Setting

up a Home Office” and “Safety Checklist,” seeAttachments C and D. Teleworkers shall beresponsible for bringing in CalPERS-providedfire extinguishers for annual service (pursuantto the authority of the Health and Safety CodeSection 13190.2).

If the supervisor determines that the employeeshould have CalPERS equipment in theirresidence, the equipment will be provided withthe appropriate Division Chief’s approval. Theselection, installation, repair and maintenanceof the department-owned telework equipment isthe responsibility of CalPERS.

The Division Chief is responsible for trackingall department-owned equipment and maintain-ing an equipment inventory of any equipmentassigned for telework, as well as notifyingappropriate inventory control personnel, whichincludes the Telework Program Coordinator.

The employee acknowledges that the use ofequipment, software, data and supplies providedby CalPERS is limited to authorized personsand only for purposes related to CalPERSbusiness.

In the event that CalPERS deems theemployee’s job no longer qualifies for teleworkequipment and/or services or the employeeterminates employment with CalPERS, theemployee is required to return all department-owned equipment, software, data, and supplies.CalPERS will determine when equipment willbe removed, or its use discontinued, with aminimum notice of two working days notice tothe employee.

The employee acknowledges that an appropri-ate workspace will be designated within theirhome for placement and installation of anydepartment-provided equipment.

Any change in a teleworker’s in-home worksta-tion; which involves relocation of installedequipment owned by CalPERS such as a

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77

Program Components

business telephone line, computer or printer,must be approved in advance by theteleworker’s supervisor. If a teleworker is mov-ing to a new residence and has an existingbusiness telephone line owned by CalPERS intheir current residence, Operations SupportServices Division must be notified of the moveprior to the teleworker vacating the residence,to ensure the telephone line is disconnectedbefore a new resident moves into the currentresidence.

When considering the installation of a businessline in a teleworker’s home, it should be notedthat in some cases trenching may be necessaryto lay additional cable. Most homes are wired toallow for a maximum of two separate telephonelines. If a teleworker already has two telephonelines in their home, additional cable will beneeded to allow for a third. If the home hasunderground cable, trenching will be requiredto lay the additional cable. If the home islocated in a neighborhood with aerial cable(telephone pole cabling), trenching will not benecessary. Any additional costs which may benecessary for trenching, should be considered bythe Division Chief when approving the installa-tion of a telephone line.

In the case of equipment malfunction, theteleworker must notify their supervisor immedi-ately. If repairs will take some time, theteleworker may be asked to report to the centraloffice until the equipment is usable.

Department-owned computer equipment willhave the standard configuration which iscurrently supported at CalPERS. Technicalsupport, including troubleshooting and mainte-nance, is available for this equipment throughcontact with the Information TechnologyServices Division Customer Support Center.

Although CalPERS-provided equipment ispreferred, employee-owned personal computerequipment may be used for telework provided

the equipment has been determined to becapable of supporting the teleworker’s needs andmeets the minimum hardware requirementspecified by Information Technology ServicesDivision. Selected software is available byrequest to teleworkers for installation onemployee-owned computer equipment.

The teleworker shall be responsible for perform-ing the installation and configuration ofCalPERS-provided software on employee-owned computer equipment. Technical supportfor employee-owned equipment is limited toinstructions for the installation and use ofCalPERS-provided software.

CalPERS does not assume any liability for loss,damage or wear of employee-owned equipmentas a result of telework-related activity. Employee-owned equipment maintenance and repairsremain the responsibility of the employee.

Reimbursable/Shared Costs

CalPERS will reimburse employees whotelework for business expenses necessary for theperformance of work assignments. All suchreimbursements must be approved by thesupervisor of the teleworker. Recovery of costswill be made via normal departmental purchaseand/or reimbursement procedures.

It is permissible for approved teleworkers totake a reasonable number of office supplies(pens, pencils, stationery, envelopes, etc.) homefor telework use. Necessary supplies should beobtained from their division.

Usage charges for an in-home dedicated voiceor data line will be reviewed and submitted forpayment by the Operations Support ServicesDivision. Teleworkers using their own residen-tial telephone for business-related calls may bereimbursed for those expenses. The teleworkershould submit a travel expense claim; alongwith a copy of the billing, to the Administrative

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8

Program Components

Accounting Unit, Fiscal Services Division, forreimbursement. CalPERS will not be liable fortelework expenses NOT identified in theTelework Plan, including but not limited to,any investment in furniture or equipment forthe designated workspace in the home office.

Any telework expenses not specifically coveredin this policy will be considered on a case-by-case basis between the employee and supervisor.

Authorized Expenses

Computer hardware and software purchasesmust be processed through Information Tech-nology Services Division. All in-home officepurchases, other than computer hardware andsoftware, must be processed through the Opera-tions Support Services Division purchasingsection. Existing procedures require that allinvoiced goods have a purchase order in placeprior to the goods being provided. All depart-ment-provided furniture, calculators, computerequipment, etc. must be tagged as CalPERSproperty before placement or installation at theteleworker’s in-home office. Employees must useitems available through their division or areaoffice whenever possible.

Division Chiefs must go through normalchannels for approval consistent with CalPERSprocedures to authorize expenditures for officeequipment, software, office supplies, communi-cation devices, and office services needed byteleworkers in their home offices.

Work Environment

The opportunity to participate in a hometelework program is offered with the under-standing that it is the responsibility of theemployee to ensure that a safe work environ-ment is maintained.

Day care should not interfere with work. Daycare arrangements should be made if necessary.Personal disruptions such as non-businesstelephone calls and visitors should be kept to aminimum. The work hours and work area(s)shall be identified in the Telework Plan. Addi-tionally, the work area should be off-limits to allnon-CalPERS employees during work hours.Review “Work Environment Criteria” and“Setting Up a Home Office,” in Attachments Band C.

Employees who telework will be expected towork at the central office on their non-teleworkdays. Managers and supervisors are responsiblefor ensuring that telework employees haveadequate office space available to them on theirnon-telework days and ensure that theteleworker’s files, related equipment, andtelephone lines are available.

Health and Safety

Employees are responsible for self-certifyingthat their home office complies with identifiedsafety requirements. Review “Safety Checklist,”in Attachment D.

Although employees will be permitted to certifytheir home office meets identified safety require-ments, management retains the right to visit thehome office work environment and/or makeinquiries as to the status of the home officeenvironment. However, any such visits shall bemade with 24-hour notification from the super-visor, except in case of an emergency. Failure tomaintain a safe work environment, in accor-dance with this policy, is cause for terminatingan employee from the Telework Program.

Home offices are expected to be clean and freeof obstructions and hazards. Review the guide-lines “Setting up a Home Office,” in AttachmentC, and the Department of Personnel

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Program Components

Administration’s Computer User’s Handbookwhich is contained in the CalPERS Injury &Illness Prevention Plan. Teleworkers are certify-ing that their homes comply with the identifiedsafety requirements when they complete andsign the “Safety Checklist,” see Attachment D.

Employees who telework must have fire protec-tion equipment in the home. Fire protectionequipment requirements and guidelines can bereviewed in “Setting up a Home Office,” seeAttachment C. Teleworkers are encouraged tohave pre-established evacuation plans and FirstAid supplies, see “Safety Checklist,” in Attach-ment D.

If an employee incurs a work-related injurywhile teleworking, workers’ compensation lawsand rules apply just as they would if such aninjury occurred at the central office. Employeesmust notify their supervisors immediately andcomplete all necessary documents regarding theinjury.

Information Security

Security of confidential information is ofprimary concern and importance to CalPERS.

Teleworkers, like all State employees, are ex-pected to adhere to all applicable laws, rules,regulations, policies, and procedures regardinginformation security. All CalPERS informationassets (CalPERS equipment, CalPERS software,and CalPERS confidential information) usedwithin the Telework Program are subject to thesesecurity policies. Teleworker’s responsibilitiesrelative to information security, are listed below:

• Use CalPERS information assets only forauthorized purposes.

• Back up critical CalPERS information on aregular basis to assure the information can berecovered if the primary source is damaged ordestroyed.

• Use “logon” and “screen saver” passwords onall systems containing confidential CalPERSinformation and keep those passwords secure.

• Use the latest virus protection software,which shall be provided by CalPERS, ontelework systems used to prepare informationfor subsequent use on CalPERS systems.

• Return all material (paper documents,diskettes, etc.) containing confidentialinformation to CalPERS for proper handlingor disposal, (e.g. Certified Destruct), ifnecessary.

• Adhere to copyright law by not copying orsharing any CalPERS-owned softwareutilized by teleworkers.

• Ensure that CalPERS confidentialinformation is not disclosed to anunauthorized person.

• Notify the Information Security Officer ofany suspected or actual security violation.

Teleworkers must understand that adherence tothe above policies is an essential requirement ofthe Telework Program. Failure to comply withthese provisions may be cause for terminatingparticipation in the Telework Program and/orpossible adverse action.

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Implementation Process

Eligibility

Only permanent civil service employees areeligible for participation in the TeleworkProgram. This includes probationary employeesand limited-term (LT) employees who havepreviously attained permanent status. Theopportunity to participate is voluntary andsubject to prior approval by both the employee’simmediate supervisor and the Division Chief.Approval shall not be unreasonably denied.Approval will be completed by execution of aTelework Request Package setting forth theterms and conditions that will be observed byboth the telework employee and the supervisor.Review “Considerations for SelectingTeleworkers,” in Attachment A, for informa-tion on identifying potential telework positionsand telework employees.

The supervisor and employee will discuss andreview the employee’s telework arrangement atleast annually.

Telework is selected as a feasible work optionbased on a combination of job characteristics,satisfactory employee performance, and a goodworking relationship between supervisor andemployee. A change in any one of these ele-ments requires a review of the feasibility oftelework.

The supervisor should not base the decision forparticipation in the Telework Program onemployee willingness to use personally ownedequipment. The existence of employee-ownedequipment, or lack thereof, should not be thesole determining factor when selecting teleworkas a feasible work option.

Employees previously participating in atelework assignment will have no automaticright to telework following their leave (e.g.returning from a leave of absence or after a jobtransfer).

Scheduling

The specific schedule for when telework willtake place will be established prior to startingthe telework arrangement.

Telework days are to be scheduled in advanceand must be mutually agreed to by the teleworkemployee and the supervisor. Any change in theagreed upon schedule must be approved by thesupervisor, and when permanent, documentedand appended to the Telework Plan. In addi-tion, the supervisor and the teleworker musttake actions to prevent the teleworker frombecoming isolated from the central office staff.

A teleworker must forgo telework if needed inthe office on a regularly scheduled telework day.The employee is only to be called into theoffice, on regular telework days, when necessaryto meet operational needs. The manager orsupervisor should provide reasonable noticewhenever possible. However, the employee maybe required to report to the office withoutadvance notice, as needed.

While working away from the central office,telework employees must be accessible forcommunication (e.g., telephone, answeringmachine, voice mail, pager, email, etc.). Super-visors are encouraged to allow for flexibility inaccessing a telework employee.

All procedures for requesting and approvingleave usage, overtime, or alternative workschedules will be consistent with those used fornon-telework employees.

Types of Telework Schedules

Regular—Regular telework means an estab-lished schedule of days per week or month.

Casual Telework—It is the policy of CalPERSthat employees may be allowed to telework ona temporary basis as their duty assignmentpermits. If the request is of a medical nature,

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Implementation Process

written verification must be provided by adoctor or other licensed practitioner. Circum-stances which may be appropriate for “casual”telework include, but are not limited to:

• during convalescence from injury or illness;

• while a family member is recovering from aninjury or illness and needs in-homeassistance;

• during the last few weeks of pregnancy, and/or following the birth of a child;

• while all reasonable commute routes areblocked (i.e., major construction, storm, ordisaster);

• if primary worksite is inaccessible oruninhabitable; or

• if special project work requires an extendedperiod of uninterrupted time.

Full-time (100% of Teleworker’s Hours)—Full-time telework is permissible only whennecessary and justified (e.g., to accommodatemedical restrictions or physical disabilities) anddepends on the needs of the job.

Employee Rights

Employee rights provided in the employee’scollective bargaining agreement, including theright to meet with their representative (e.g. jobsteward), are not affected by participation in atelework program. Employee meetings with jobstewards will normally take place at theemployee’s central office. None of the rights orbenefits provided under the employee’s collectivebargaining agreement between the State and theemployee unions are enhanced or abridged bythe implementation of a telework program.

Terminating Participation

The CalPERS Telework Program is a bilateralvoluntary arrangement between CalPERS andthe telework employee, and can be discontin-

ued at either party’s request. Should anemployee’s participation in the TeleworkProgram be terminated, the employee mustreport back to the central office.

The employee may terminate their participa-tion in the CalPERS Telework Program at anytime; for any reason, upon written or verbalnotice to their supervisor.

Management may terminate an individualemployee’s participation in the TeleworkProgram at any time, with explanation for thefollowing reasons:

1. For changed circumstances, operationalneeds, or performanced-based reasons, uponproviding 30 calendar days prior writtenexplanation to the affected CalPERSteleworker.

2. For cause, upon provision of 24-hour priorwritten or verbal explanation to the affectedemployee. All verbal explanations will befollowed with a written explanation, within30 calendar days.

CalPERS may terminate or temporarily suspendits Telework Program for any reason, at anytime, with advance written explanation toparticipating employees and to the union.

Telework Plan

The Telework Plan provides a way to verify thatall essential components of a telework arrange-ment with an employee have been includedprior to the actual start of teleworking and thatthe teleworker and supervisor have read andunderstand the Telework Program Policies andProcedures. The Telework Plan must be re-viewed and renewed at least annually.

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Attachment AConsiderationsfor Selecting Teleworkers

The Telework Program Policy and Proceduresrequires that employees requesting to teleworkmust have attained permanent status. Probation-ary employees or those on a limited-term ap-pointment are also eligible if they have priorpermanent status.

Many CalPERS jobs contain tasks which aresuitable for teleworking to some degree. Thisinformation is provided to facilitate a discussionbetween the employee and supervisor. Tasks thatcan be successfully managed in Telework Pro-grams are those where the individual alreadyworks alone handling information, such aswriting, reading, analyzing, telephoning, com-puter programming, word processing, data entryor jobs involving considerable work-relatedtravel. Although there are no hard and fastcriteria, there are considerations which should beaddressed on a case-by-case basis, related tospecific jobs and job duties. The suggestedconsiderations below should be explored inregard to any potential teleworking position:

Job Knowledge: Does the employee have thenecessary knowledge to perform the requiredjob tasks at home, or does the employee needclose supervision or input from others that isonly available at the central office?

Public/Agency Contacts: What portion of thejob is devoted to face-to-face contact with otheragencies, the public or internal agency staff?

Can this contact be structured to allow forcommunication via phone or computer, orgrouped into non-telework days, or can alterna-tives be established to provide this contact onteleworking days?

Reference Materials: What portion of the jobrequires the use of reference materials orresources located in the central office? Canthese resources be easily taken home for a dayor two without interfering with the job perfor-mance of coworkers? Are these resourcesavailable through other means such as a com-puter accessible library service or a communityor university library?

Use of Computers: Will response time on com-puter equipment used at home be fast enough toallow for required productivity? If mainframecomputer and/or network access is needed, doesthe correct “dial-up” capability exist? If long-distance “dial-up” is necessary, is the cost prohibi-tive? If connection to a Local Area Network(LAN) at the central work place is required, arethe necessary hardware components in place?

Special Equipment: What portion of the jobrelies upon access to photocopiers, fax capabili-ties or other specialized equipment?

Can access needs be managed to allow them tobe met on non-telework days or can these needsbe serviced by a facility near the employee’stelework office?

Information Security: What portion of the jobuses secured or otherwise confidential informa-tion?

Can the integrity of that information be securedin accordance with information security policiesif it is taken or accessed from off site?

Task Scheduling: Can tasks, which can becompleted away from the central office, begrouped and scheduled for teleworking days?

Can staff meetings and conferences be groupedand scheduled for non-telework days or accom-modated with teleconferencing?

Travel: Does the job involve fieldwork?

Can trips begin or end at the employee’stelework office rather than at the central office?

Can paperwork be done away from the centraloffice?

Employee Work-related Characteristics: Is theemployee experienced and knowledgeable intheir job duties? Is the employee motivated andself-directed? Does the employee demonstrate anability to independently establish priorities andmanage their time effectively? Does the em-ployee conscientiously pursue high-quality work?

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Attachment BWork Environment Criteria

3. The teleworker is responsible for arranginghousehold responsibilities to avoidinterference with work time.

a) The teleworker must have dependent carearrangements to ensure they have aproductive work environment.

b) Telework is not intended to be a substitutefor day care. However, there may besituations or occasions when minimal careis necessary and will not interfere withwork responsibilities.

c) Use of vacation time or sick leave toattend to family or home matters duringhome office hours must be pre-approvedby the teleworker’s supervisor.

4. The teleworker is responsible for ensuringtheir home office is a safe place to work.

The opportunity to participate in a hometelework program is offered with the under-standing that:

1. The teleworker is responsible for establishingand maintaining an acceptable home officeenvironment, as outlined in “Setting Up AHome Office,” see Attachment C, and asindicated in the Telework Program Policyand Procedures.

2. The teleworker is responsible for designatingan area that allows them to work in an officesetting.

The equipment necessary to perform thework must be in the designated area. Thenecessary equipment can range from aworking surface (desk or table), paper, pencilto a residential telephone line, computer,printer, fax, and dedicated telephone line,depending on telework tasks.

14

Setting Up A Home OfficeAttachment C

Observe the “travel patterns” in and around thework area. Select a location that is safe, effi-cient, and comfortable. When designing a homeoffice, the main considerations should be:

The Desk

Conventional desk surfaces are usually 29inches high, but you should choose whateverheight feels most comfortable. The recom-mended height for computing surfaces is 26inches. The desk should be sturdy enough tohandle the weight of any peripheral equipment,such as computers, printers, fax machines,telephones, etc.

The Chair

The seat should be adjustable. The height of thetop surface of the seat to the floor should be 15 -21 inches. Both the height and the angle of thebackrest should be adjustable. It should providesupport to the back of the waist. Remember, youmay be sitting in the chair all day.

The Lighting

Whether you use natural or artificial lighting, itshould be directed toward the side, or behindthe line of vision, not in front or above it.Bright light sources can bounce off workingsurfaces and diminish the sense of contrast.Northern daylight is optimal for both the officeand operating a computer.

Electricity

1. Cover interconnecting cables or place themout of the way to avoid tripping over them.

2. Position equipment close to electricaloutlets. Connect equipment such ascomputers, printers, and fax machines to asurge protector/master switch.

3. Provide sufficient air space around electroniccomponents.

4. Keep equipment out of direct sunlight andaway from heaters.

5. Place heavy items on sturdy stands close towalls.

6. Make sure electrical outlets are grounded.There should be enough electrical outlets inthe room. You may need a separate circuit toavoid overloading the existing electricalsystem. If necessary, consult your local powerutility.

Noise

Surprisingly, no noise can be just as stressful astoo much noise in the work environment.Background sound, like music turned low, cankeep your productivity up and help reduceboredom. However, be sure to keep distractingsounds such as crying children, the television,outside noises like traffic, or lawn mowers to aminimum. Use a room divider or screen, orsimply shut the door or window to diffuse noise.

Protecting Data and Equipment

The following computer safeguards can preventcostly computer breakdowns and the loss ofcrucial data:

1. Position equipment away from direct sunlightor heat.

2. Place equipment on well-ventilated surfaces.

3. Use dust covers.

4. Dust the office space regularly.

5. Do not eat or drink near valuable equipment.

6. Never place even temporarily, food orbeverages on your computer.

7. Do not touch unprotected floppy diskettesurfaces.

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Attachment C

8. Keep diskettes away from heat, dirt, smoke,and moisture.

9. Do not place heavy objects, like books, ondiskettes.

10.Keep all magnets, magnetic paper clipholders, telephones, fluorescent lamps, andelectric motors away from computerequipment and floppy diskettes.

Safety

The Occupational Safety and Health Adminis-tration recommends the following to reducework related injuries:

1. Minimum wrist deviation, using the“straight hand-forearm” method for typing.

2. A 15-degree back tilt on chair/lumbarsupport and footrest.

3. Video display terminal anti-glare/contrastadjustment.

4. Adequate training and education instretching exercises.

Fire Protection

1. The Health and Safety Code, Sections13113.7 and 13113.8 require that dwellingsbe provided with smoke detectors. Smokedetectors placed in the work area shall meetthe following criteria:

a) The detector must be placed in a locationwhich monitors the work area and anyelectronic equipment used to supportteleworking.

b) The detector must be approved byUnderwriter’s Laboratory (UL) and/or theState Fire Marshall, with a function testmechanism.

c) Detectors should be tested at the time ofinstallation and on a monthly basis.Detectors which are wired into the houseelectrical system, and have a battery backup,should be checked with main power both onand off. Battery operated detectors should becleaned and equipped with fresh batteries asrecommended by the manufacturer.

2. A 2A10BC fire extinguisher is required. Thedesignated work area must be equipped witha UL approved fire extinguisher. The fullycharged extinguisher should be madeaccessible within the work area (no morethan 10 feet from electronic teleworkingequipment).

Setting Up A Home Office (Continued)

16

Attachment D Safety Checklist

The following checklist must be completed prior to the beginning of home teleworking. All items shall beinstalled and maintained in accordance with “Setting Up a Home Office,” see Attachment C.

YES NO COMMENTS

I. Electrical

A. Electrical outlets in the work area arepermanent in nature, and properly grounded. ❑ ❑ ___________________________

B. There are an adequate number of electricaloutlets to support equipment in the work area. ❑ ❑ ___________________________

C. Electrical cords are not frayed or otherwisedamaged. ❑ ❑ ___________________________

D. Extension cords are not being used as apermanent source of electricity. ❑ ❑ ___________________________

E. Electrical equipment and tools are properlymaintained. ❑ ❑ ___________________________

F. I have surge protection for computers,peripheral equipment and fax machines toguard against damage from power surges. ❑ ❑ ___________________________

G. There is sufficient ventilation space forelectrical components. ❑ ❑ ___________________________

II.Fire Protection

A. Smoke Detector (UL Approved)

1. I understand the smoke detector should betested at the time of installation and willperform monthly tests as directed by theequipment manufacturer. ❑ ❑ ___________________________

2. Smoke detector is employee-owned.If “yes,” skip the next question. ❑ ❑ ___________________________

3. Smoke detector is CalPERS-provided. ❑ ❑ ___________________________If “yes,” answer the following:

a) Issue date: __________

4. Next scheduled service date to check batteries(within 6 months of installation date): _______ ___________________________

B. Fire Extinguisher—2A10BC Rating

1. I have clear access to a fire extinguisher. ❑ ❑ ___________________________

2. Fire extinguisher is employee-owned. ❑ ❑ ___________________________If “yes,” answer the following:

a) Next scheduled service date (up to one year after installation date): __________ ___________________________

1717

Attachment D

3. Fire extinguisher is CalPERS-provided. ❑ ❑ ___________________________If “yes,” answer the following:

a) Issue date: __________ ___________________________

b) Next scheduled date to return fireextinguisher for service (up to one yearafter issue date): __________ ___________________________

III. Emergency Procedures

A. Pre-established evacuation plans. ❑ ❑ ___________________________

B. There is more than one way out of the workarea (e.g. doors and/or windows). ❑ ❑ ___________________________

C. First aid supplies (Typically includes:antimicrobial skin cleansers, hydrogen peroxide,alcohol preparation wipes, scissors, tweezers,eye clean solution, antibiotic ointment, ice pack,white gauze, triangular bandage, medical tape,adhesive, and non-adhering dressings, and anAce bandage). ❑ ❑ ___________________________

IV. Environment

A. The work area is uncluttered and free oftripping hazards. ❑ ❑ ___________________________

B. Equipment is adequately supported and freefrom the danger of falling. ❑ ❑ ___________________________

C. The work area has adequate lighting. ❑ ❑ ___________________________

D. Potentially hazardous chemicals are not storedin or around the work area. ❑ ❑ ___________________________

E. I would like to request a safety inspection. ❑ ❑ ___________________________

V. Workstation Arrangement

If you will NOT be using computer equipment, skip this section and explain in the “Comments” column.

A. Positioning1. Are your forearms and wrists parallel to the

floor and upper arms resting at your sides whenpositioned at the keyboard or the work surface? ❑ ❑ ___________________________

2. Are your thighs parallel to the floor? ❑ ❑ ___________________________

3. Are your feet supported? ❑ ❑ ___________________________

YES NO COMMENTS

Safety Checklist (Continued)

18

4. Is there at least 2 inches of clearance betweenyour thighs and the working surface? ❑ ❑ ___________________________

5. Is there approximately the size of a fistbetween the edge of the seatpan and the backof your knees? ❑ ❑ ___________________________

6. Are your wrists in a straight and neutral position? ❑ ❑ ___________________________

7. Is the top of the viewing screen at a comfortableheight (i.e. no tilting of the head back ordownward)? ❑ ❑ ___________________________

8. Is the screen at a comfortable distance fromyour eyes when in use (i.e. you do not have tolean forward or backward to see the print onthe screen)? ❑ ❑ ___________________________

9. Does your head and neck rest in a neutralposition (i.e. facing forward, chin slightly down,shoulders relaxed)? ❑ ❑ ___________________________

B. Chair Adjustment1. Is the height of the chair adjusted to allow you

to sit in a neutral position? (Sitting in a “neutralposition” typically refers to the following:forearms and thighs are parallel to the floor,wrists are straight, upper arms are vertical withelbows hanging at sides, hips rest comfortablyin seatpan, feet rest comfortably on floor orfootrest, lower leg and feet slightly are in frontof knee (not behind or on chair leg). ❑ ❑ ___________________________

2. Is the backrest of your chair supporting thecurve of your lower back so that your spine isslightly arched? ❑ ❑ ___________________________

C. Footrest1. Are your feet comfortably flat on the floor or

a footrest? ❑ ❑ ___________________________

2. If a footrest is used, does it allow you to sit ina correct, neutral position at your workstation? ❑ ❑ ___________________________

3. Is the footrest non-restrictive to allow move-ment and easily removable? ❑ ❑ ___________________________

YES NO COMMENTS

Safety Checklist (Continued)Attachment D

1919

D. VDT Screen/Monitor1. Is there glare on your VDT screen from any

light sources (i.e. outside, overhead, other)?If YES evaluate items 2–5. ❑ ❑ ___________________________

2. Does your monitor directly face an outsidelight source such as a window? ❑ ❑ ___________________________

3. If located near a window, are there adjustablewindow treatments on the windows, and arethose window treatments properly used tominimize glare? ❑ ❑ ___________________________

4. Has the screen angle and/or brightness andcontrast controls been adjusted to reduce glare? ❑ ❑ ___________________________

5. Are there any fluorescent lights directlyoverhead or behind your monitor contributingto the glare? ❑ ❑ ___________________________

6. Is your VDT screen cleaned frequently toeliminate smudges and dust covering? ❑ ❑ ___________________________

7. Is the VDT screen adjusted for good imagecontrast and brightness? ❑ ❑ ___________________________

E. Workspace Arrangement

Materials and equipment accessed and/or usedfrequently typically are positioned/placed in thePrimary Zone (within 16” of comfortable reach).Materials and equipment accessed and/or usedless frequently are typically positioned/placed inthe Secondary Zone (within 16–24” of reach).Infrequently accessed references and resourcesare typically beyond comfortable reach.

1. Are materials and equipment positioned/placedin appropriate zones according to:

• Frequency of use? ❑ ❑ ___________________________

• Task of use? ❑ ❑ ___________________________

• Relation to other tasks? ❑ ❑ ___________________________

• Physical demands? ❑ ❑ ___________________________

2. Frequently used material/equipment positionedso harmful postures and motions are eliminated? ❑ ❑ ___________________________

YES NO COMMENTS

Safety Checklist (Continued) Attachment D

20

3. If a document holder is used, is it placed at thesame visual plane as the screen face to reduceback and forth neck motions? ❑ ❑ ___________________________

4. Telephone placed within proper reach on side opposite from writing hand? (i.e. on left sideif right handed) ❑ ❑ ___________________________

5. Are your most frequent reaches below shoulderheight and/or above knee height? ❑ ❑ ___________________________

NOTE: A NO answer to any of the above questions may indicate a potential problemwith your home workspace arrangement.

VI. Self Certification

Since the State is ultimately responsible for ensuring that employees have a safe work environment,safety inspections may be made of a teleworker’s home office space. Prior notice to the employee willbe provided, except in the case of an emergency.

In accordance with Cal-OSHA requirements, home office safety re-certification will be required ona quarterly basis. This certification is for:

❑ 1st Quarter of _____ ❑ 2nd Quarter of _____ ❑ 3rd Quarter of _____ ❑ 4th Quarter of _____(year) (year) (year) (year)

YES NO COMMENTS

Safety Checklist (Continued)Attachment D

I, _______________________________________________________________________________,

certify that my home office meets all the above requirements.

_________________________________________Employee’s Signature

_________________________________________Date

2121

Attachment ETelework Plan

___________________________ Teleworker Date

If applicable, indicate proposed beginningand ending dates of temporary teleworkarrangement: _________________________________________________________________________________________________

Name and Location of Employee and Supervisor

Name of Teleworker:_______________________________________________________________________________

Division:_______________________________________ Office Phone: (_______) _________________________

Residence Address:_______________________________________________________________________________

Residence Phone:␣ (_______)_______________________ Pager :␣ (_______)________________________________

Cellular Phone:␣ (_______) _________________________

Telework Office Phone:␣ (_______)___________________ Telework Office Fax Number: (_______)______________

Name of Supervisor: _____________________________ Supervisor’s Phone: (_______)_____________________

Central Office Address: ❑ HQ ❑ Area or Field Office/Other: ___________________________________________

Telework Areas—Identify the area(s) in your home where you will telework: _________________________________

_______________________________________________________________________________________________

Telework days are to be scheduled in advance and must be approved by the supervisor. Any change in the agreedupon schedule must be approved by the supervisor, and when permanent, documented and appended to theTelework Plan. Indicate the type of telework schedule in which you wish to participate (see the CalPERS TeleworkProgram Policy and Procedures for a definition of these schedules): ❑ Regular ❑ Casual ❑ Full-time

Telework days will typically be on:____________________________________________________________________________________________________________________________________________________________

Telework Hours: Specify the hours you plan to telework. You may specify a reasonable “band” of time to provideflexibility. (Example: If you wish to work your telework day during the hours of 6 AM and 7 PM, you would specify6:00 AM to 7:00 PM) Employees covered by the Fair Labor Standards Act (work week group 2), are not authorized towork more than a total of eight hours per day, or 9 hours if on a 9/8/80 alternate work schedule, unless additional hoursof work are pre-approved by the supervisor.

___________________________ Supervisor Date

Teleworker will be available for communication ontelework days between the hours of:______ a.m./p.m. to ______ a.m./p.m.

On a typical telework day, work will be performedbetween the hours of:_____ a.m./p.m. to _____ a.m./p.m.

I have read and understand the CalPERS Telework Program Policy and Procedures and related instructions.I understand that I must abide by those instructions and procedures to participate in the telework work option.

• This arrangement must be reviewed and renewedat least annually to ensure the guidelines forparticipating in the program are being followedand that all information remains current.

• Use of annual leave, vacation, CTO, other leavecredits or overtime to be worked must beapproved in advance by the Supervisor. Use ofsick leave shall be used in accordance with theemployee’s collective bargaining agreement.

___________________________ Division Chief Date

• Telework is not a substitute for dependent care,and the teleworker should make arrangementsfor appropriate dependent care, if necessary.

• It is understood that, at certain times, it may benecessary for the telework schedule to be revisedin order to ensure critical deadlines are met or toattend meetings.

22

__________________________________________________________________________________Name of Employee

__________________________________________________________________________________Date

Attachment F Supervisor’s Checklist

The following tasks must be completed beforethe employee begins teleworking.

❑ The employee and supervisor have read theCalPERS’ Telework Program Policy andProcedures.

❑ Employee and Supervisor have attendedformal telework training.

❑ Equipment issued by CalPERS isdocumented. Requirements for care ofequipment assigned to the employee havebeen discussed and are clearly understood;the employee assumes responsibility for theequipment as specified in the CalPERSTelework Program Policy and Procedures.

❑ Performance expectations have beendiscussed and are clearly understood.

❑ Requirements for adequate and safe officespace have been met in accordance with theprovisions in the Telework Program Policyand Procedures and related instructions. Thearrangements for the workspace have beendiscussed with the employee.

❑ The employee is familiar with requirementspertaining to the security and confidentialityof data and information.

❑ Teleworker phone contact procedures havebeen clearly defined and appropriate unitstaff and receptionists have receivedinstructions.

❑ If information technology equipment and/orservices are approved, ITSD forms, ITS-037,and the Telework Needs Assessment must becompleted and submitted to the TeleworkProgram Coordinator in the HumanResources Division. (ITSD will not approveequipment or services without the TeleworkProgram Coordinator’s signature.)

❑ If telecommunications equipment and/orservices are approved, an OSSD form, OSS-067, must be completed and submitted to theTelework Program Coordinator in theHuman Resources Division. (OSSD will notapprove equipment or services without theTelework Program Coordinator’s signature.)

❑ The employee and supervisor have read,understood, and signed the Telework Planprior to actual participation in the program.

❑ The employee has read, understood, andsigned the Safety Checklist prior to actualparticipation in the program.

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The following terms are defined to assist you inyour participation in the Telework Program. Not allof these terms appear in the body of the policy.

Alternative Officing is office planning anddesign approaches outside conventional stan-dards that focus on the workplace as a process-supporting, humanistic, functional tool.

Central Office is the CalPERS location towhich an employee is assigned.

Day Care is care giving for infants, toddlers,preschoolers, school-aged children, adults, andelderly adults who require constant supervision.

Dial-Up Networking is a feature of theMicrosoft Windows operating system thatallows a computer’s modem to connect to aremote site by connecting to a specially config-ured remote computer.

File Transfer is the process of copying ormoving a file or group of files from one locationto another. Typically, a Teleworker will dial-into the CalPERS LAN in order to transfer workfiles from a server on the LAN to their com-puter and then work on those files off-line. Anysubsequent updates or revisions can then betransferred back to the server during anotheron-line session.

Gross Negligence is the deliberate inattentionand failure to exercise the care that a prudentperson usually exercises and the reckless disre-gard of the consequences affecting the life orproperty of another.

Home Office is an area(s) designated withinthe home for the purpose of performingCalPERS work.

Local Area Network (LAN) A group ofcomputers and peripheral equipment (such asprinters, scanners, etc.) connected by a commu-nications link that enables any device tointeract with any other device on the network.

ReachOut® ReachOut remote access softwareallows teleworkers to take remote control of aspecially designated host computer as if theywere actually working at that computer. Oncethe ReachOut Viewer software is installed andconfigured on the remote site computer, theTeleworker uses the modem and phone line todial-in to the ReachOut host. Access to thestandard suite of CalPERS applications as wellas e-mail and scheduling are all available on theReachOut host.

Remote Access is the connection of a personalcomputer from an off-site location to theCalPERS LAN, usually through the use of amodem and telephone line (see “Dial-upNetworking”). Two methods of remote accessare currently in use at CalPERS, the RemoteAccess Server (RAS) and ReachOut. Themethod of remote access is usually determinedby the Information Technology Services Divi-sion, Personal Computer Services Analyst basedon the Teleworker’s needs and the equipmentavailable to the Teleworker.

Remote Access Server (RAS) is a feature ofMicrosoft Windows 95 and Windows NT whichallows a remote computer to connect directly tothe CalPERS LAN using a modem and phoneline. The remote computer is attached directlyto the network via the Remote Access Server;this is one of the main distinctions between thistype of connection and ReachOut, where thecomputer takes remote control of a speciallyconfigured host computer.

Security Token is a means of preventingunauthorized access to the CalPERS LAN.Teleworkers may be issued a “hard” token,which looks like a small hand-held calculator.The token is used to decode an eight-character“challenge” issued by the network securityserver. The teleworker types in the decoded“response” in order to gain entrance to theLAN. In some cases, a software-based or “soft”

Glossary of Terms

24

token can be installed on a computer whicheliminates the need to carry the hard token.Multiple incorrect responses will invalidate thesoft token and make it unusable. This requires anew token to be generated and installed.

Tele means distant, or at a distance.

Telecommunications means communications ata distance (as by telephone).

Telecommute means to work at home by theuse of an electronic linkup with a central office.

Telecommuter is an employee whotelecommutes, typically at least one day perweek.

Telecommuting is moving the work to theworkers instead of moving the workers to work;periodic work away from the central office, oneor more days per week either at home or in atelework center. More formally, it is the partialsubstitution of telecommunications technolo-gies, possibly with the aid of computers, for thecommute to work.

Teleconferencing means holding of a confer-ence among people remote from one another bymeans of telecommunication devices (e.g.telephones or computer terminals).

Telework is an off-site arrangement permittingemployees to work in or near their homes, or analternate worksite, for all or part of the work-week. Telework is an umbrella concept encom-passing the terms telecommuting, teleconferencing,and videoconferencing, and is closely related toalternative officing and the virtual office.

Telework SchedulesCasual: A telework arrangement which istemporary or limited due to reasons such as:

• during convalescence from injury or illness

• while a family member is recovering andneeds in-home assistance

• during the last few weeks of pregnancy,and/or following the birth of a child

• while all reasonable commute routs areblocked (i.e., major construction, storm, ordisaster)

• if primary worksite is inaccessible oruninhabitable

• if special project work requires an extendedperiod of uninterrupted time

Regular: An established telework schedule ofdays per week or month.

Full-time: A telework arrangement that ispermissible only when necessary and justified,(e.g., to accommodate medical restrictions orphysical disabilities) and depends on the needsof the job.

Teleworker is an employee who teleworks.

Videoconferencing means holding a conferenceamong people at remote locations by means oftransmitted audio and video signals.

Virtual Office is a technology-based option fordoing work anywhere away from the centraloffice.

Glossary of Terms (Continued)

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California Public Employees’ Retirement SystemLincoln Plaza • 400 P Street • P.O. Box 942701

Sacramento, CA 94229-2701

C