Palm Beach State College Board Procedure

Title: Alternate Worksite Implementation Procedure

Policy Number: 6Hx-18-5.47P

Legal Authority: 1001.64 FS, 1001.65 FS

Date Adopted/Amended: Adopted: 8/10/2021

Purpose

The purpose of this procedure is to define an Alternate Worksite Arrangement Program (also known as working remotely) and the guidelines and rules under which it will operate. Alternate Worksite Arrangements are expected to remain in place for a minimum of thirty (30) days or until otherwise determined by the executive leadership of Palm Beach State College (hereinafter “the College”). It is not intended to apply to short-term, ad hoc arrangements to meet unexpected needs. Supervisors should use their best discretion, consistent with applicable law and College policies, to address short-term or unexpected needs.

The Alternate Worksite Arrangement is an employer option that is appropriate when it supports the mission, vision, and strategic goals of the College. Alternate Worksite Arrangements may not be suitable for all positions, departments, and/or employees; they are a work option based on job duties and specific, performance-based criteria and procedures consistently applied throughout the department.

The College must be appropriately staffed at all times to effectively pursue its mission. In recognition of the wide range of professional responsibilities and duties required of College employees, there may be special circumstances in which an Alternate Worksite Arrangement can be implemented to optimally balance the needs of the College. This procedure outlines Alternate Worksite Arrangements that may be available and the process by which such an arrangement is developed and implemented. Alternate Worksite Arrangements are not a part of the College’s employee benefits package. New funds will not be added to accommodate an alternate worksite option, whether through additional hours or through the purchase of equipment by the College. An employee should expect to be present at an assigned on-site location when requested by the Supervisor(s) on certain days. Any time spent traveling to an assigned onsite location on those days is considered part of an employee’s regular commute and not considered part of the work schedule. Therefore, the commute is not compensable nor reimbursable.

ADA accommodations are separate and apart from the Alternate Worksite Arrangement. Requests for ADA accommodations are made through the Office of Human Resources.

Eligibility

The cabinet member will establish which non-bargaining department(s) are eligible for remote work.

Procedures for Establishing & Terminating an Alternate Worksite Arrangement

Approval of the Alternate Worksite Arrangements

The supervisor will complete the Alternate Worksite Eligibility Rubric
Upon determination of eligibility pursuant to the Alternate Worksite Eligibly Rubric, the supervisor will discuss the request with their department head (if applicable) and the appropriate Cabinet member. The supervisor’s department head or cabinet member will either indicate approval or denial on the Alternate Worksite Eligibly Rubric.
Once approved at the appropriate levels, the supervisor will provide each employee in the department with the Alternate Worksite Acknowledgment for review, completion, and signature. The Acknowledgment shall be returned to the supervisor for processing and implementation.

Modifying Alternate Worksite Arrangements

Once implemented, the employee may not modify the Alternate Worksite Arrangement schedule without the written consent of their supervisor.
A supervisor may modify an Alternate Worksite Arrangement schedule if the supervisor or their chain of command determines that such a modification will better meet the current needs of the department and/or the College. Any modification will be specified in writing.

Terminating Alternate Worksite Arrangements

A supervisor, after consulting with their chain of command, may terminate an Alternate Worksite Arrangement upon cabinet review and approval.
If an Alternate Worksite Arrangement is to be terminated, the supervisor will make every effort to provide employees with at least 2 weeks prior written notice.

Data and Cybersecurity

Due to the risks associated with Wi-Fi connections, all employees working remotely are prohibited from using public or open Wi-Fi.

Unless otherwise approved by IT, College employees may only use College issued devices to access the College network and sensitive employee or student data. IT will determine the appropriate device for your alternate worksite arrangement.

Employees must maintain a minimum internet connection speed of 50 Mbs per second at the alternate worksite. The College reserves the right to require the employees to provide proof of their internet connection speed at any time.

Accountability and Productivity

Employees working remotely will be held to the same expectations for performance and productivity as if they were working on-campus and must be easily accessible and responsive to students, colleagues, and other constituents.

Supervisors are responsible for communicating specific, performance-based criteria and obtaining the appropriate documentation of performance from the employee. At the supervisor’s discretion, documentation may include, but is not limited to, a weekly work log of calls, emails, and project updates and will be directly related to the established performance measures.

In the event an employee has a loss of electrical power or internet/phone connectivity at their alternate worksite, the employee must inform their supervisor if the connection is not restored within thirty (30) minutes. If connectivity is expected to be lost for an undetermined period of time, the supervisor can require the employee to return to an assigned campus for the remainder of a workday or until electrical power or internet/phone connectivity is restored. If continued unreliable connectivity patterns occur, the supervisor with the approval of their cabinet member may suspend or discontinue the alternate worksite arrangement indefinitely.

Employees may be required to report to campus at the discretion of their supervisor for an undetermined timeline to support specific college initiatives, peak periods, projects, meetings or events.

Benefits and Applicable Employment Laws

Employees working under an Alternate Worksite Arrangement will be entitled to the same College benefits as similarly situated College employees working on campus. Requests for time off must follow College and department policies and procedures.

All Alternate Worksite Arrangements are subject to applicable employment laws, including the Fair Labor Standards Act, Florida state employment law, and the Florida Workers’ Compensation law. Alternate Worksite Arrangements are not permitted to be performed outside the State of Florida, pursuant to DBOT Policy 6Hx-18-5.11, as needed.

The College has insurance coverage to protect its property. This insurance will not cover any personal property that is used at home and will only cover College equipment brought to a defined alternate worksite if it has been listed with Property Control and Information Technology.