Government of Western Australia
Department of Health
Telecommuting Policy
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Scope
This policy and guidelines apply to all persons employed in WA Health, which
incorporates the following entities:
• Department of Health
• Metropolitan Health Services
• Peel Health Service
• WA Country Health Service.
This is a system wide policy and supersedes all polices related to telecommuting
in WA Health.
Policy Statement
WA Health is committed to providing a supportive and flexible working
environment, which understands the needs and demands placed on the
individual from family, professional and personal commitments.
The WA Health Telecommuting Policy has been developed as a resource for
managers and employees involved in arranging options for working from home.
Any employee whether permanent, on a fixed term contract or on secondment,
may apply to telecommute. Managers will ensure that all applications for
telecommuting are assessed fairly and take into consideration the principles of
workplace flexibility and procedural fairness. The suitability of a telecommuting
arrangement is dependent upon the type of work an employee does, the needs of
the work unit and the employee’s circumstances.
Decisions made in respect of an application for telecommuting must be justifiable
and open to external scrutiny through established grievance procedures. The
decisions must also comply with Government policies and the Equal Opportunity
Act. This may be particularly relevant if the decision regarding an approach for
telecommuting is dismissed without adequate grounds.
WA Health Telecommuting Policy
If a manager refuses an employee’s request to telecommute, the reason/s for this
decision must be documented and fully explained to the employee. In such
cases, the manager and employee will work towards an agreement on an
alternative arrangement that is acceptable to both parties.
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If an application to telecommute does not result in a satisfactory outcome, normal
grievance resolution procedures shall be followed.
The WA Health Employee Grievance Resolution Policy is available at the
following address: http://intranet.health.wa.gov.au/policies/doh_policy.cfm
Principles of Telecommuting
Employees who telecommute, usually share their time between home and office.
Telecommuting can also be done from another site. Generally, full time
telecommuting is not accepted within WA Health. There may be circumstances
however where an employee is permitted to telecommute on a full time basis
temporarily due to exceptional personal circumstances such as recovery from
illness or injury or if based at a remote site.
Sharing time between home and office is intended to overcome issues relating to
team participation, isolation, professional development and training opportunities,
equity and career development.
Successful implementation of telecommuting relies on careful consideration of
the following:
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•
•
•
•
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•
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telecommuting is not an entitlement, or an obligation
each telecommuting application will be assessed on an individual basis
and take into consideration the specific employment conditions of the
employee as provided in the relevant Award or Industrial Agreement
a proposal to terminate or change a telecommuting agreement by either
the employer or employee shall be communicated in writing four weeks
prior to the effective date and shall involve consultation and negotiation
where the employer proposes the termination of a telecommuting
arrangement, it must be demonstrated that the need for change is an
operational requirement
employees who telecommute have the same rights and responsibilities as
other employees
telecommuting arrangements are not to be used as a substitute for
alternative dependent care or holiday care
appropriate tasks for telecommuting are those that can generally be
completed without face-to-face contact with other officers and can be done
with minimal supervision
equipment is readily available for an employee to safely undertake work at
home (refer to “Information Technology Requirements” section below)
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WA Health Telecommuting Policy
•
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performance is based on outcomes, with clearly achievable objectives and
performance indicators
the telecommuting arrangement is to be considered in the performance
management process established between the employee and manager
and should be regularly reviewed.
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Applying to Telecommute
Applications to telecommute should be made in writing with the processes and
decisions regarding the application clearly documented to support the grounds on
which the final decision was made. All documentation should be kept confidential.
In the first instance, a request for telecommuting should be discussed with the
immediate line supervisor covering the following points:
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the anticipated time period for telecommuting (it may be a temporary or
ongoing arrangement)
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the proposed day(s) or hours of telecommuting
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tasks or the type of work that will be done while telecommuting
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strategies on how performance issues, possible effect of isolation, or
access to development opportunities may be managed
•
issues of equipment and occupational health and safety
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any other additional information to support the request.
A checklist has been developed to assist employees in the process of submitting
their request for flexible work practices. The checklist is available on the WA
Health Work Life Balance Website at www.health.wa.gov.au/worklifebalance.
Outcome of request
The manager should assess the written request in light of the preceding
discussion as well as with consideration for:
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operational needs of the work unit
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precedent decisions/existing telecommuting arrangements
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the benefits of telecommuting to both the employer and employee
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equity and fairness issues.
Decisions made in relation to a request to telecommute must be justifiable and
open to scrutiny.
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WA Health Telecommuting Policy
Consideration of the request to telecommute and written notification to the
employee by the manager should be completed within three (3) weeks of the
date of the written request.
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All parties should make every effort to reach a positive outcome. Where
negotiation is required, your local human resource consultant may be able to
provide assistance.
Occupational Health and Safety
Before an arrangement for telecommuting is approved, the employee’s home or
alternative office site is to be assessed by the relevant health service’s
Occupational Health and Safety (OHS) unit, coordinator or their representative to
ensure compliance with OHS requirements. In some health sites, external
providers conduct these assessments on behalf of OHS units and costs may be
incurred by the employee’s department. All requests for OHS assessments from
staff from Royal St Division are to be forwarded to the Occupational Health &
Safety Consultant. Written confirmation of the suitability of the work environment
shall be forwarded to the applicant’s manager. A sample OHS checklist for
telecommuting is provided at Appendix 1.
Information Technology Requirements
Generally, the applicant is responsible for the establishment and on–costs of the
telecommunication aspects of telecommuting and the supply of suitable
equipment. This includes a suitable broadband plan to meet performance needs.
The information technology minimum requirements for telecommuting are
attached as a checklist at Appendix 2. Management approval of the
telecommuting request is subject to the applicant meeting the minimum
requirements.
Where an applicant is required to work off-site or at a remote location, the cost of
equipment and telecommunication shall be borne by the Department of Health
Information Division.
Approval of Request
When a request to telecommute is approved by the appropriate manager, copies
of the telecommuting agreement (refer to “The Telecommuting Agreement”
Section below) are to be kept by the employee and manager. The original should
be forwarded to Health Corporate Network to be placed on the employee’s
personal file.
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WA Health Telecommuting Policy
Non Approval of Request
Where a manager determines that a request is not approved, the onus is on that
manager to demonstrate that telecommuting is inappropriate in the given
circumstances. The decision must be in writing, justifiable and supported by clear
documentation, and should be discussed personally with the employee.
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A copy of the decision is to be given to the employee with the original forwarded
to Health Corporate Network to be placed on the employee’s personal file.
Grievance procedures as outlined in the WA Health Employee Grievance
Resolution Policy shall be implemented in the event the decision is contested.
The Telecommuting Agreement
Once a request to telecommute has been approved, a formal agreement will be
written. There is no prescribed format for the telecommuting agreement, but the
following is a guide to the specific areas that should be covered:
Note: A telecommuting agreement is the result of a process of consultation and
negotiation and managers and employees are encouraged to be flexible when
considering the details.
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the duties that will be undertaken while telecommuting
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whether the minimum IT requirements have been met
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the employee has the information and training necessary to work without
direct supervision
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agreed hours of work, breaks and communication procedures
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the methods by which performance will be managed and developed
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relevant occupational health and safety aspects.
The telecommuting agreement should be signed by the employee and the
relevant manager.
Definitions
Telecommuting
Telecommuting is a voluntary work arrangement in which employees regularly
work from home or from another site for part of their usual week in lieu of working
in the main office. Telecommuting involves working from home (or alternate site),
not an "ad hoc" arrangement of working at home (or alternate site). These terms
are commonly confused. “Ad hoc” arrangements when employees take work
home, is not telecommuting.
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WA Health Telecommuting Policy
Natural Justice and Procedural Fairness
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Natural justice is about the concept of fairness, which can be described as
‘justice should be done and be seen to be done’. In procedural terms, a decision
maker should not only act in good faith and without bias, but should also grant a
hearing to any person whose interests will be affected by the exercise of that
decision before the decision is made.
There are two primary rules underlying the concept of natural justice:
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a person whose interests will be affected by the decision should be given
a hearing before that decision is made
the decision maker must be unbiased.
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The rules of fair play in procedural fairness are:
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decision makers must act fairly and without bias
a person should not judge their own case
all parties to the matter should have the opportunity to have their case
and all relevant arguments considered before a decision is made
all persons need to be informed of the basis of a decision, where that
decision affects them.
Supporting Documents
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WA Health Flexible Work Practices Policy
WA Health Employee Grievance Resolution Policy
Local Grievance Resolution Guidelines
Relevant Legislation
Public Sector Management Act 1994 (as amended)
Equal Opportunity Act (WA) 1984 (as amended)
Related Documents and Websites
Department of Consumer and Employment Protection, Government of Western
Australia, Work Life Balance Website
http://www.worklife.wa.gov.au
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WA Health Telecommuting Policy
Accessing This Policy
This policy is located on:
• Health’s On-Line Information Intranet (Holii) - Whole of Health Policies
http://intranet.health.wa.gov.au/policies/doh_policy.cfm
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If You Have a Query
Employees who have questions are to contact their managers or supervisors.
Managers and supervisors with queries should contact their local human
resources branch.
Continuous Improvement
To maintain continuous improvement in the development of workplace policies,
please refer any feedback regarding this policy to the Policy Officer, Workforce
Division at [email protected]
Version control
This policy has been developed in accordance with the ‘WA Workforce Policy
Development Framework’. This policy remains effective until a subsequent
version is endorsed by the Director General.
Date endorsed by the Director General: 20 May 2009
Policy review date: 20 May 2011
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WA Health Telecommuting Policy
Appendix 1
Sample Occupational Health & Safety Checklist For
Telecommuting
Employees name:_________________ Date __/__/____
COMMENTS:
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What are the duties to be undertaken ?
Reasons for requesting telecommuting arrangement.
Does the employee have a record of following recognised
safe and healthy work practices at work - eg when keying
/ using laptop? Are they aware of the need to take pause
breaks when undertaking repetitive tasks for at least 5
minutes every half an hour?
Agreed work outputs are as follows.
Does the employee have appropriate information and
training to undertake the work tasks safely at home?
Is public liability insurance available to cover accidents
involving non-workers at the home office and will
domestic insurance provisions be affected if the employee
commences telecommuting?
What hours will be worked and have been agreed to?
If applicable, have appropriate child care arrangements
been made during the telecommuting hours?
Is the home office area clearly defined and agreed to; can
it be kept separate from the general home environment?
Yes /No
Workstation set up:
♦
Desk width 1200 x 900 mm minimum
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Top of Computer Monitor at eye height, directly in
front.
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Mouse situated close to the keyboard?
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Laptop has external mouse and keyboard?
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Adjustable chair (seat, back and height)
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A 1.2m clearance behind the desk.
Yes /No
Yes /No
Yes /No
Yes /No
Yes /No
Yes /No
Additional Comments:
Supervisor Signature:
_________________ Date:___________
Employee Signature:
__________________Date:___________
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WA Health Telecommuting Policy
Appendix 2
Information Technology Minimum Requirements For
Telecommuting
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The list below refers to an applicant’s home PC set-up and whether it conforms to
the minimum requirements for telecommuting.
Please tick the applicable box under each section:
PC Operating System
Windows 2000 SP4
Windows XP SP2
Windows Vista
Mac OSX
Linux (all distributions)
BSD
Browser
Internet Explorer 6 or 7
Mozilla FireFox (all versions)
Opera
Safari
Network Connection
ADSL/Cable/Wireless Broadband @ 256/64 (download/upload)
ADSL/Cable/Wireless Broadband @ 512/256
56K Modem Connection
Security
Virus Scanner – Your PC is required to have one of the virus scanners
below in order to access SecurePortal.
Computer Associates eTrust
Computer Associates VET
McAfee VirusScan
Symantec Norton Antivirus
Trend Micro PC-Cillin
Trend Micro OfficeScan
Zone Alarm Antivirus
Note:
SecurID Token - This is required in order to get access to Department of Health
resources via an external connection (home broadband, NextG card). This can
be arranged at no cost by contacting your local IT support.
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