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Remote Work

REMOTE WORK: INTRODUCTION AND PURPOSE

During the COVID pandemic, the traditional workplace evolved and reshaped the way we engaged with one another, both virtually and in-person.  While working remotely, we had to be adaptive and flexible, and demonstrated our ability to be highly productive.  We believe that, by thoughtfully applying the lessons from these experiences, we can work together to offer flexibility in how and where we do our work while excelling at delivering on our vision and mission to be the Best Choice to Learn, Work, and Lead.

 

Our Cultural Compass helps guide how we treat our work and how we treat each other.  For remote working to be effective and sustainable, we must embrace purpose and responsibility in our work as we enjoy the remote work privilege entrusted to us.  With this in view, we must acknowledge that remote work is not a practical option for some roles in the organization.  For example, direct instruction and direct student support or supervision must be performed where the students are.  Bus maintenance can only be performed on site.  However, work performed in departments such as accounting, finance, HR and information systems can be performed remotely. 

 

At the core of our mission, we must deliver exceptional central services to our schools, students, and families. We believe that student achievement can be accelerated when schools are supported by central services that are performed reliably and accurately, convey trust and confidence through knowledge of products and services, communicate caring and individualized attention, and provide help willingly and promptly. As we expand our flexible work opportunities, it is imperative that we develop and adhere to a set of shared customer service expectations that our school-based leaders, staff, and community understand and for which they feel the positive impact.

Remote Work Guidelines

  1. There are both team and individual commitments needed to make remote work scheduling successful. District departments and zone offices must ensure physical presence of staff and service coverage during regular operating hours.
  2. Customer Service Expectations:  The D49 Cabinet is committed to some foundational, shared service expectations.  District departments and zone offices exist to support our schools and community.  In order to best do this, we must provide excellent customer service that enables our school communities to focus on their critical work - supporting our students and accelerating student outcomes.  In all instances of remote working, staff must adhere to deadlines and meet established objectives as well as maintain a professional presence, appearance, and decorum. 
  3. D49 is not administratively designed to support employees working a remote schedule if they reside outside of the Pikes Peak region.
  4. D49 does not offer any full-time remote work arrangements.
  5. When assessing remote work, each position requires careful consideration of factors, such as whether the role provides direct support to students, requires access to tools, equipment or other requirements that are located on-site, type of job responsibilities, etc.
  6. Eligibility will be evaluated from two perspectives:  1) the job position and 2) the employee. 
  1. To be considered, the job position must:
  1. perform essential job functions that can be conducted at a location other than on-site. For example, bus maintenance must be performed in the bus barn, so the position of mechanic is not eligible for remote working.
  2. receive final approval for remote work by the corresponding Cabinet leader.
  1. To be considered, the employee must:
    1. work in a job position eligible for remote work.
    2. be free of any performance concerns.
    3. discuss and plan an appropriate work schedule in advance with their supervisor and obtain final approval from the corresponding Cabinet leader.
    4. understand and agree to the remote work requirements outlined in these guidelines and complete this agreement. 
  2. Eligible But Not Required- employees in positions that are eligible for a remote work schedule are not required to work remotely; employees may choose to work exclusively from their designated on-site office location.
  1. Working remotely is not an entitlement or an employee’s right and in no way alters the terms and conditions of employment with the District.  The District and/or supervisor and corresponding Cabinet leader may re-evaluate remote work arrangements and determine to modify or rescind based upon the needs of the position’s job functions/requirements and the performance of the employee.  The employee will be provided with a thirty (30) calendar days’ notice to any modifications to or termination of remote work, unless it is for alleged misconduct or an emergency, in which case it may be terminated immediately.
  2. Use of Leave - Remote work is not a replacement for or alternative to taking personal, sick, or vacation leave. Being fully engaged in work activities during work hours is the consistent expectation of the remote work arrangement. If an employee is too ill to work from home, an employee is to use sick leave for rest, recovery, and getting medical care. Vacation leave is an important opportunity to rest and recharge, and employees are encouraged to take vacation time.
  3. Disability Accommodation Requests  These guidelines do not apply to requests for reasonable accommodation for a disability under the Americans with Disabilities Act (ADA) or applicable state or local law.  If an employee experiencing a health or medical issue requests a remote work schedule/arrangement for more than their classification allows, supervisors must refer the employee to the Human Resources Leave Specialist to begin the ADA process.
  4. Dependent Care - Remote work is not a substitute for dependent care and should not be used when the employee’s family member’s care interferes with the employee’s ability to perform their job tasks and responsibilities.  Employee is to ensure arrangements are made for regular dependent care during scheduled work hours.
  5. Limited duration remote work may be required due to a public health emergency or District exigency, in which case, the eligibility requirements will not apply and will be subject to the District’s discretion.
  1. Remote Classifications & Definitions -Classifications of remote work arrangements/scheduling are described in the table below: 

 

Classifications/Definitions

Scheduled Hybrid

A regular remote work schedule of up to 2 work days per work week.  Schedule to be determined with advanced consultation with supervisor and final approval from the corresponding Cabinet leader.

Occasional

A remote work arrangement that is infrequent and not regularly scheduled which  allows for up to 2 work days of remote work in a work week.  Subject to supervisor & corresponding Cabinet leader approval.

Any remote work days beyond the 2 work days in the work week must be approved by the supervisor & corresponding Cabinet leader.  

Occasional remote work is not to be used on an ongoing basis and is not a substitute for scheduled hybrid or in place of the ADA process.

Direct Student Support

No regular remote work schedule due to the responsibilities of the position and furnishing direct school-based support while schools are in session. 

In certain circumstances, may arrange for limited remote work with advance supervisor and corresponding Cabinet leader approval.

Not Eligible

Not eligible for remote work as job duties and responsibilities can only be performed on site.

 

  1. Remote Work Position Eligibility List
    Here is a link to a Google Document that contains the Position Eligibility List
  2. Remote Work Advisory Committee (TBD)- will serve in an advisory capacity to periodically review requests for remote work eligibility while ensuring consistent application of the remote work guidelines.

    1. Will consist of five members from the VoW Collaboration Team (VCT) and be composed of four (4) Educational Support Personnel (ESP) members and one (1) Licensed member. 
    2. Will consist of one (1) Human Resources (HR) representative who will serve as an “ex officio”member. 
    3. Will consist of (1) Cabinet leader who will serve as a Cabinet liaison.
    4. Will meet quarterly each school year to review requests submitted to HR for remote work eligibility.
    5. Will submit recommendations to HR and corresponding Cabinet leader for their review.
    6. Positions deemed eligible for remote work will be subject to final approval by the District and the corresponding Cabinet leader. 
  3. Failure to follow District policies and remote work guidelines may result in discipline and termination of the remote work arrangement or termination of employment.

 

REMOTE WORK EXPECTATIONS

  1. Customer Service Expectations
  1. Our foundational customer service expectations ensure that we:
    1. Perform reliably and accurately
    2. Convey trust and confidence through our knowledge of products and services
    3. Communicate caring and individualized attention
    4. Provide help willingly and promptly
    5. Prioritize responding to school-based staff

 

  1. Our shared customer service expectations are that:
    1. Every department/work group establishes and communicate business hours and contact information
    2. Employees respond promptly to communications
    3. Employee calendars reflect daily working location
    4. Employee calendars are open to teams/supervisors to see the subject and invite list
    5. Office phones are forwarded or voicemails are checked daily when staff is working remotely
    6. Out of office message is placed on email and voicemail when appropriate (i.e. vacation/sick leave) and directs staff who to contact during the employee’s absence.

BGeneral Employee Expectations

  1. Equipment/Tools - D49 provides each employee with an on-site work space and the tools and equipment needed for the job. Employees who choose to, and are approved to, take advantage of working remotely are responsible for their own home office set up and equipment. D49 does not supply wi-fi, furniture, monitors, ergonomic reviews, etc., for home offices.
  2. Productivity & Responsiveness - While working from a remote location, an employee’s duties, obligations, and responsibilities are the same as when scheduled to work on-site.  Employees will be productively engaged and will be available and responsive to communication during scheduled work hours, including responding to calls, voicemail, e-mail, and other messages in a timely manner.  While working remotely, employees may be required by their supervisor to provide logs, reports, or other work products that demonstrate work performed or accomplished.
  3. Compliance - While working remotely, employees are required to adhere to all District rules, policies, practices and procedures that would be enforced while working in person in the office.
  4. Flexibility - Employees will remain flexible to adjusting schedules when work and personal needs shift. While  working remotely, the employee may be called in to the work-site on short notice for unplanned or unexpected circumstances; or meetings.  When able, the supervisor will provide 24-hour notification to report on-site.
  5. Timekeeping - A nonexempt employee who is permitted to work remotely must comply with District timekeeping procedures and overtime policies. The employee must accurately record all working time and will follow approved daily work schedule, take required breaks and lunch, and obtain prior approval for any overtime before it’s worked.  Any time off or overtime must be pre-arranged according to department guidelines and District policy.  If an employee is unable to work during a scheduled remote day, the employee must follow the same procedure they would follow during an on-site workday.
  6. Confidentiality - Consistent with District expectations and policies of confidentiality of employee records as well as student matters pursuant to the Family Educational Rights and Privacy Act (FERPA), employees are expected to ensure the protection of confidential employee and student information from their remote location.  District files may not be maintained or stored at home offices or on personal computers or equipment.
  7. Loss of power, internet, or tech difficulities - On approved remote work days, employees who encounter power, internet, or other technical difficulties are expected to make alternate work location arrangements, come on-site to complete their work, or request time off. Changes to work location must be communicated to your supervisor.
  8. Safety - Employees are to maintain a safe and secure work environment at all times.  Work-related injuries at the employee’s remote location during agreed-upon working hours may be covered by Workers’ Compensation.  Employees are required to report any work-related illness or injury to their supervisor and Shannon Hathaway, Risk and Benefits Manager, as soon as practicable.

 

GUIDANCE FOR SUPERVISORS

  1. Supervisors may not require an employee to work remotely.
  2. Supervisors do not have authority to approve an employee’s request to change the remote work classification to which the position has been approved for and assigned. Any such request must be submitted in writing to HR for review by the Remote Work Advisory Committee and is subject to final approval by HR and the corresponding Cabinet leader.
  1. If a supervisor believes a position’s remote work classification should be changed, they must first discuss the proposed classification change with their supervisor and Cabinet leader.   The Cabinet leader will discuss with HR to determine if the classification level can be changed. Employees may not work under a different  classification than initially designated until reviewed by the Remote Work Advisory Committee and with final approval by HR and the corresponding Cabinet leader.
  2. Should situations arise where the employee’s work has shifted and the number of days remote work may need to be reduced, or if for any other reason a supervisor feels remote work needs to stop, the supervisor should discuss this with their supervisor and corresponding Cabinet leader and provide notification to HR.
  3. From time-to-time, employees may request to work from home on an occasional basis regardless of their standard remote work classification to deal with personal issues that may not be managed at other times, such as letting the furnace repair person in the house. Supervisors are encouraged to use their best judgment when reviewing these requests.  These requests should be made in advance and the employee should still be expected to comply with the remote work guidelines.
  4. Encourage vacation. Remote work is not intended to prevent employees from taking vacation time. Employees should be encouraged to take vacation time free of any work expectations.

 

WORKSPACE, EQUIPMENT, SYSTEMS & TOOLS

A.    Remote Work Space and Technology Recommendations

Please refer to this set of recommendations to help plan for your remote work space and technology use.

B.    Technology Policies

Employees are expected to follow the Staff Use of the Internet and Electronic Communications Policy (GBEE) when using district equipment and conducting district business. See also Electronic Communications Policy (EGAEA).

  1. Equipment
    1. Equipment that is damaged, lost, or stolen must be reported immediately. Review Maintenance/Control of Materials/Property Management Policy (EBD) to report damaged, lost, or stolen equipment.
2.     D49 provides each employee with one workstation. Employees who choose (and are approved) to work remotely are expected to provide their own home equipment, unless otherwise noted below:

Item

Details

Computer and docking station (if needed) x1

D49 will provide one computer and docking station for laptops. Employees who are approved for remote work are required to transport their equipment to and from the office.

Monitor (one or two)

D49 will provide up to two monitors. Employees who are approved for remote work must decide if they set up their monitors at their home office or on-site. Employees may choose to transport their monitor(s) regularly or opt to use or purchase their own.

Mouse & Keyboard x1

D49 will provide one mouse and keyboard. Employees who are approved for regular remote work must decide if they set up their mouse and keyboard at their home office or on-site. Employees may choose to transport their mouse and keyboard regularly or opt to use or purchase their own.

Chair x1

D49 will provide one chair for employees. Chairs are for use when on-site only and may not be taken home.

Standing Desk

D49 may provide employees with a standing desk option. Standing desks are for use when on-site only and may not be taken home.

Other

Employees who need additional equipment may make a request of their supervisor. Supervisors will assess the need and determine if the additional equipment is provided for on-site use only or may be used at home.

 

Eligibility

Remote Work Position Eligibility List

Link to Google Doc List

 

Remote Work Classifications

Scheduled Hybrid:
A regular remote work schedule of up to two work days per work week. Schedule to be determined with advanced consultation with supervisor and final approval from the corresponding Cabinet leader.

 

Occassional:
A remote work arrangement that is infrequent and not regularly scheduled which allows for up to two work days of remote work in a work week. Subject to supervisor & corresponding Cabinet leader approval. 
Any remote work days beyond the two work days in the work week must be approved by the supervisor & corresponding Cabinet leader.
Occasional remote work is not to be used on an ongoing basis and is not a substitute for scheduled hybrid or in place of the ADA process.

 

Direct Student Support:
No regular remote work schedule due to the responsibilities of the position and furnishing direct school-based support while schools are in session.
In certain circumstances, may arrange for limited remote work with advance supervisor and corresponding Cabinet leader approval.

 

Not Eligible:
Not eligible for remote work as job duties and responsibilities can only be performed on site.

Remote Work Agreement Form

This form is required for employees whose positions qualify for scheduled hybrid or occasional remote work.

Employees and supervisors must review the remote work guidelines.

Please fillout the online form: https://forms.d49.org/Forms/RemoteWorkAgreement