Home based work policy

• Policy statement
• Principles
• Broad overview
• Application
• Operative date
• Policy authorisation
• Policy administrator
• Detailed policy definitions
• Issues Addressed

Policy statement

This policy deals with the responsibilities of both the University and staff member when undertaking a Home-based Work arrangement. Home-based work is a voluntary and cooperative arrangement made between the staff member and the university where approval is considered on a case by case basis. Issues relating to the Home-Based Work Policy can be found in the Home-Based Work Agreement, which should be agreed, signed and adhered to by all those responsible for the implementation of this policy and to whom this policy applies.

Principles

The policy is based on the following principles:

• The use of flexible work arrangements can assist by supporting staff reconcile their work and personal life in order to facilitate effectiveness at work; and
   
• When managers value and support staff the university benefits by, retaining valued staff, reducing absenteeism, increasing morale, creating a diverse, adaptable, skilled and responsive workforce, attracting high achievers, decreasing the hidden cost of staff turnover and becoming an employer of choice.

Broad overview

Increased flexibility and productivity outcomes from a home-based work arrangement may be attractive to staff and managers. Advantages for staff include a sense of control over work, life, family and greater flexibility in working schedules. Advantages for managers include increased morale, commitment and a more motivated workforce.

Application

University General staff.

Operative date

Operative from first full pay period to commence on or after 3/08/2001

Policy authorisation

Deputy Vice-Chancellor (Resources)

Policy administrator

Director, Policy & Consultancy, Human Resources Division

Detailed policy definitions

Home-Based Work means regular performance of ordinary hours of duty at the home base site.

Issues addressed

In co-operation with the staff member's manager, OHSE and the Manager, Equity and Diversity Centre a review will be undertaken annually by the Co-ordinator, Work Life and Family to assess the impact of the arrangement on the staff member and the work unit.

The Manager, when considering a Home-Based Work Proposal will examine the nature and requirements of the work, the reasons for the staff member wanting to work from home, the delegation of work to the staff member, the effect on co-workers/customer service and the method of monitoring and assessing the arrangement.

A home-based work arrangement must be agreed, signed and formalised in writing. Details of the terms and conditions that apply to staff undertaking this arrangement are provided in the Home-Based Work Agreement. Download the formal Home-Based Work Agreement.

Duties considered suitable for home-based work include definable tasks, which involve minimal face to face contact or are time specific and are unlikely to cause risk to a staff member's safety or health. Suitable tasks may include research, computer design and programming, projects, policy writing, report writing and planning. These tasks must be a normal part of the staff member's work. Staff members who may be particularly suited to home-based work are those who have the skills and knowledge to work autonomously and do not require close supervision or interaction with other staff and have a degree of computer literacy to facilitate the independent work environment. A full time supervisory role may be considered unsuitable for home-based work.

The terms and conditions of employment between Monash University and the staff member that apply at work also apply at the home-based work site, including accessibility by the University during agreed hours of duty, ownership of intellectual property and security of information.

The duties to be performed while working from home and the duration of the term should be clearly detailed and formalised in the Home-Based Work Agreement prior to commencing the arrangement

To help the success of a home-based work arrangement the manager must ensure that the staff member continues to have access to staff development opportunities and workplace information.

The University requires that the proposed work site comply with occupational health and safety requirements at all times. This will be determined by means of a checklist completed and signed by the staff member and attached to the Home-based Work Agreement. A safety audit of the selected premises may also be necessary. The Department of the staff member will provide appropriate PC based equipment to ensure a safe system of work.

The staff member will be responsible for all costs associated with appropriate furniture and must maintain the workspace to ensure a safe system of work. The staff member's manager will organise for OHSE education to be undertaken by the staff member prior to approval of a home-based work arrangement.

A record of hours at the home-based work site must be maintained by the staff member in an agreed format and will be monitored at the manager's discretion. These hours will be within the staff member's normal span of hours with the staff member required to spend an agreed time in the office on a regular basis. The travel time between the home-based work site and the University office will not be included as part of the staff member's normal working day unless directed by the manager.

A home-based work arrangement is outcome driven. Such an arrangement may assist with but is not considered a substitute for dependent care. The staff member must be able to work as efficiently and effectively as an equivalent staff member on campus.

The staff member must consent to the University having access by specified University personnel to visit or inspect the home-based work site at mutually convenient times within business hours with a notice period not less than 24 hours.

Having signed a Home-Based Work Agreement a staff member will be covered by WorkCover if they are injured while performing University work in the designated work area of the home-based work residence.

The Department will be responsible for the maintenance of University equipment, software and the provision of supplies unless the Department and staff member agree in writing to any alternative arrangement. The staff member is required to acknowledge receipt of equipment and resources supplied by the University. The University shall maintain an insurance policy in respect of University owned equipment used to carry out work for the University at the home-based work site with the staff member taking all reasonable steps to ensure security of the equipment.

Before the University will approve a home-based work arrangement the staff member must comply with detailed requirements set out in a formal agreement (see Home-Based Work Agreement). Reasons for non approval need to be documented, attached to the Home-Based Work Agreement and forwarded to Human Resources, Human Resources Division 710 Blackburn Road, Clayton.

The Agreement once signed by all the parties must be attached to the personal file of the staff member held by Human Resources at Human Resources Division 710 Blackburn Road, Clayton.

The University reserves the right to discontinue a home-based work arrangement and transfer the staff member to the equivalent office-based position (see Home-Based Work Agreement).

The staff member must have current household insurance and agree to inform their household insurer of the Home-Based Work Arrangement and provide the name of their insurer to the University. The University is not responsible for any liability claim by a third party except to the extent caused by the negligent act error or omission of the University.

The manner in which utilities will be supplied for home-based work needs to be agreed between the staff member and manager. If the University agrees to pay for the cost of supplying a utility the staff member must agree to use that utility solely for University purposes. For further details see 2.8 of the Home-Based Work Agreement.

Disputes

Any grievance or dispute relating to this policy or access to this policy shall be facilitated in accordance with the procedures outlined in clause 13 - Dispute Resolution Procedure in the Monash University Enterprise Agreement (Academic and General Staff) 2005 or the dispute resolution procedure of the staff member's AWA, whichever is applicable.