DPA Telework Policy

Telework Environment

Equipment, Software, Services, Maintenance, Repair, and Replacement

DPA will not purchase computers, software, software licenses, Internet or phone services or office equipment such as printers, fax machines, calculators, or furniture for in-home telework.

In addition, the selection, installation, maintenance, repair or replacement of employee-owned equipment and software is the responsibility of the employee. Computer equipment should have a configuration that is compatible with DPA's Information Technology (IT) infrastructure. In the event of equipment malfunction, the teleworker must notify his/her supervisor immediately. If repairs will take some time, the teleworker may be asked to report to the main office until the equipment is usable.

Work Environment Criteria

The opportunity to participate in a home telework program is offered with the understanding that it is the responsibility of the employee to ensure that a proper work environment is maintained as follows:

• Designate an area that allows for working in an office setting. Ensure that the equipment necessary to perform the work is in the designated area;
• Make advance arrangements for dependent care to ensure a productive work environment. (Telework is not intended to be a substitute for day care or other personal obligations.);
• Keep personal disruptions such as non-business telephone calls and visitors to a minimum;
• Obtain pre-approval from the supervisor for use of vacation time or sick leave to attend to family or home matters during home office hours; and
• Ensure that the home office is a safe place to work. See "Setting Up A Home Office" below.

Information Security

Security of confidential information is of primary concern and importance to DPA. Teleworkers, like all State employees, are expected to adhere to all applicable laws, rules, regulations, policies, and procedures regarding information security: The following are basic information security guidelines:

• Use DPA information assets only for authorized purposes, and ensure that confidential information is not disclosed to any unauthorized person;
• Back up critical information on a regular basis to assure the information can be recovered if the primary source is damaged or destroyed;
• Use "logon" passwords on all systems containing confidential information and keep those passwords secure;
• Use the latest virus protection software on telework systems used to prepare information for subsequent use on DPA systems;
• Return material (paper documents, diskettes, etc.) containing all confidential information to DPA for proper handling or disposal, if necessary; and
• Adhere to copyright law by not copying or sharing any DPA owned software utilized by teleworkers, and when no longer employed by DPA, remove all such software from the home computer and return any software media to DPA.

Health and Safety

Failure to maintain a proper and safe work environment, in accordance with this policy, may be cause for terminating an employee from the telework program.

If an employee incurs a work-related injury while teleworking, worker's compensation laws and rules apply just as they would if such an injury occurred at the main office. Employees must notify their supervisor immediately and complete all necessary documents regarding the injury.

Setting Up a Home Office

It is important for all employees to maintain a healthy, safe and ergonomically sound work environment while working in the office or at a remote location. The major difference between the employer's office and the home office is ownership and control over the workplace.

A "Safety Checklist" must be completed by the potential teleworker prior to the beginning of home teleworking and all items must be reviewed and evaluated as being satisfactory.

In addition, teleworkers who use a computer off-site must complete the "Workstation Checklist" contained in the Computer User's Handbook published by the DPA Benefits Division. The checklist is to be completed and submitted to the supervisor/manager within two weeks of starting the telework schedule.

Protecting Data and Equipment

The following computer safeguards can prevent costly computer breakdowns and the loss of crucial data:

1. Position equipment away from direct sunlight or heat.
2. Place equipment on well-ventilated surfaces.
3. Dust the office space regularly and use dust covers.
4. Do not eat or drink near data or equipment.
5. Do not touch or place heavy objects on CD-ROM surfaces.
6. Keep CD-ROMs away from heat, dirt, smoke and moisture.
7. Keep all magnets, magnetic paper clip holders, fluorescent lamps and electric motors away from computer equipment.

Fire Protection

1. Smoke Detectors - The Health and Safety Code, Sections 13113.7 and 13113.8 require that dwellings be provided with smoke detectors. Employees are responsible for assuring home compliance with these requirements. Smoke detectors placed in the home work area must meet the following criteria;
1. The detector must be placed in a location, which monitors the work area, and any electronic equipment used to support teleworking.
2. Must be approved by Underwriter's Laboratory (UL) and/or State Fire Marshall, and have a functional test mechanism.
3. Detectors should be tested at the time of installation and on a monthly basis. Detectors which are wired into the house electrical system and have a battery backup should be checked with main power both on and off. Battery operated detectors should be cleaned and equipped with fresh batteries as recommended by the manufacturer.
2. Fire Extinguisher - The designated work area must be equipped with a UL approved fire extinguisher. Employees are responsible for assuring home compliance with this requirement. The fully charged extinguisher should be made easily and readily accessible near the work area (no more than 10 feet from electronic teleworking equipment).

Updated July 21, 2008 at 11:07 AM.