3.02.025_Telework Policy Rev 03 21 23CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 1 of 6
1. PURPOSE
Telework is an arrangement that allows eligible City of Rohnert Park employees to work in an area
outside the office. Telework is a cooperative arrangement between employees, supervisors, and
employing departments.
The decision to permit an employee to work remotely is at the discretion of the employee’s Department
Head and is informed by the nature of the employee’s position and the feasibility of performing the role
successfully in a remote environment.
A telework arrangement will be reviewed with consideration given to the following:
• It supports the department and the City’s organizational values, including integrity,
communication, and collaboration.
• It supports the City’s goal to ensure the effective delivery of public services.
• It maintains the equitable work distribution, productivity, and communication needs among
colleagues.
• Appropriate performance standards and measures will be in place.
• Means of supervision, communication, and systems of accountability will be established.
2. TERMS
1. The terms ‘department management’ or ‘supervisor(s)’ refer to a Department Head/Director or
their exempt designee. Such a designation will be in writing and approved by the City Manager.
2. The terms ‘telework,’ ‘teleworking,’ and ‘telecommuting’ refer to on-going, regularly scheduled
arrangements established between the supervisor and the employee, wherein the employee
performs the duties and responsibilities of the employee’s position from a location other than
the office.
3. The term ‘incidental telework’ refers to a flexible work arrangement, typically one day or less,
and not expected to be recurring. Incidental teleworking is not intended to expand out of office
work time.
3. SCOPE
A. Telework is a privilege, not a right. All City employees who telework must have an approved
telework agreement under the policy. A City department may have additional telework
CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 2 of 6
requirements, guidelines, or procedures, provided they are consistent with the intent of this
program.
B. Telework employees must comply with all City rules, policies, practices, and instructions.
Telework does not change the duties, obligations, responsibilities, or terms and conditions of
City employment. This policy does not change a non-exempt employee’s minimum wage rights,
overtime rights, meal break rights, and rest break rights under California Labor Law.
C. Department management may deny, end, or modify a telework agreement.
a. Employees may be removed from the Telework Program if they do not comply with the
terms of their telework agreements.
b. A telework arrangement can be discontinued, with advance notice when possible,
though an immediate and unanticipated operational need may require the immediate
suspension of the telecommuting arrangement.
D. An employee can request the discontinuation of a telework arrangement before its scheduled
time of expiration.
E. Incidental telework may be permitted upon approval by the department management.
F. Emergency telework arrangements due to unforeseen circumstances may be entered into at the
City’s discretion. Emergency telework ensures continuity of operations and availability of
essential government functions during national, state or local emergencies.
G. Ongoing informal telework arrangements shall not be permitted.
4. POLICY
A. Departmental Capacity: approval to telework is conditional on a respective department having
sufficient resources and coverage to maintain its operation. Prior to approving telework
arrangements, department management needs how they will provide coverage, including
covering vacations, sick days, unexpected absences, parental leave, training and vacancies.
a. Sufficient Departmental Resources. Regardless of Classification Eligibility, approval to
telework is conditional on a respective department having sufficient resources and
coverage to maintain its operational efficiencies and mandates.
CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 3 of 6
B. Eligibility: Eligibility for telework is based on both the position and the employee. Not every job,
or every employee, is well-suited for telework.
a. Classification Eligibility: The job classification of an employee requesting to work
remotely must be approved for teleworking.
b. Position Eligibility: An employee’s position may be suitable for a regular and recurring
telework schedule when the job duties:
i. Do not require frequent in-person interaction with supervisors, colleagues,
clients, or the public.
ii. Do not require the employee’s immediate presence at the regular worksite to
address unscheduled events.
iii. Are not essential to the management of on-site workflow.
iv. Are amenable to a department’s ability to rotate staff to work on-site in order
to provide adequate coverage.
c. Employee Eligibility: Employees may be suitable for teleworking when, as determined by
their supervisor, include:
• Demonstrated dependability and responsibility;
• Effective communication with supervisors, coworkers, and clients;
• Demonstrated motivation;
• The ability to work independently;
• A consistently high rate of productivity;
• A high level of skill and knowledge of the job;
• The ability to prioritize work effectively; and
• Good organizational and time management skills.
C. Approval
a. An approved Employee Telework Agreement Form (Appendix) is required to work
remotely for short-term or on-going telework arrangements.
b. Incidental telework does not require an Employee Telework Agreement Form.
D. Mandatory In-Office Schedule: Maintaining a physical connection to the worksite fosters
experience in City and department operations, strengthens interpersonal networks with co-
workers, and fosters communication and collaboration between employees, which are City
organizational values.
a. All employees must report to their designated City workplace on regular intervals.
CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 4 of 6
i. Employees may telework a maximum of two (2) days a week subject to
supervisor approval. The City Manager may approve an exception to this policy,
upon exigent circumstances.
ii. Employees are required to be on-site on non-telework days, except for
scheduled days off. An employee with an approved telework agreement is
eligible to also participate in an Alternative Work Schedule. In all cases, the
combination of an approved Alternative Work Schedule and Telework
Agreement may not exceed two (2) days per week. All employees are required
to be on-site for at least three (3) days per week, except for approved scheduled
days off (e.g.: Annual Leave). A teleworking employee will adhere to a
supervisor approved work schedule that reflects the requirement for on-site
presence.
E. Travelling to the Office: Teleworking employees may need to come into the office occasionally on a
day they are usually scheduled to telework.
a. Travel time to and from the employee’s alternate work location to the office is not
considered work time and is not compensable.
b. If employees have a need to come into the office on a day that they are scheduled
telework, they are encouraged to work in the office for their full scheduled day.
F. Equipment
a. When working remotely, an employee must use the portable technology kit and
software provided by the City.
b. Any equipment, software, files, and databases provided by the City shall remain the
property of the City.
c. The City will not provide teleworking employees with office equipment or furniture
needed to establish an alternate worksite (e.g. desk, chair, fax, copier, etc.), and
assumes no responsibility for set-up or operating costs at an alternate worksite
(telephone or internet services, etc.).
d. Employees must adhere to all software copyright laws and may not make unauthorized
copies of any City-owned software.
e. Employees may not add software to City equipment without prior written approval.
CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 5 of 6
G. Information Technology Policy
a. Employees acknowledge and agree that they must comply with the City policy
3.02.012A: Use of City IT Systems Policy.
H. Safety
a. Work Site. The City is not liable for damages to an employee’s personal or real property
while the employee is working at an alternate worksite.
b. Safety. Employees acknowledge and agree that they must comply with the City’s Injury
Illness Protection Plan (IIPP). If an employee is injured while working remotely, the
injury must be immediately reported consistent with the City’s IIPP.
c. Workspace. A teleworker must have an appropriate work area in their home that
considers ergonomics, equipment, adequate workspace, noise, and potential
disruptions. The teleworker’s off-site workspace should provide an adequate work area,
lighting, telephone service, internet service, power, and temperature control.
I. Security of Confidential Information
a. All files, records, papers, or other materials created while working remotely are City
property. Telework employees and their supervisors shall identify any confidential,
private, or personal information and records to be accessed and ensure appropriate
safeguards are used to protect them.
b. Employees may not disclose confidential or private files, records, materials, or
information, and may not allow access to City networks or databases to anyone who is
not authorized to have access.
c. A department may require employees to work in private locations when handling
confidential or sensitive material. Departments may prohibit employees from printing
confidential information in telework locations to avoid breaches of confidentiality.
J. Public Records. The California Public Records Act regarding public information and public
records apply to telework employees.
a. Employees acknowledge and agree that they must comply with the following City
policies:
i. 1.04.003 Records Management Policy
CITY OF ROHNERT PARK
CITY MANAGER ADMINISTRATIVE POLICY
SUBJECT/TITLE: POLICY NO: APPROVAL DATE:
TELEWORK POLICY 3.02.025 MARCH 21, 2023
Page 6 of 6
ii.1.04.004 Records Retention Schedule
iii.1.04.005 Records Management Administrative Regulations
b.Upon receipt of an appropriate request, and subject to authorized exemptions, a
telework employee must permit inspection and examination of any public record or
public information in the employee's custody, or any segregable portion of a public
record, within required time limits. This requirement exists regardless of where the
public record is located.APPENDIX
Employee Telework Agreement Form
REVISION HISTORY:
REVISED MARCH 21, 2023
REVISED JULY 29, 2022
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/22 EMPLOYEE KEEPS THIS PAGE A
Telework allows employees to perform a portion of their job responsibilities at a remote work site while
maintaining a regular employment schedule. The employee's duties, obligations, responsibilities, and
conditions of employment with the City remain unchanged when the arrangement involves only a change
in work location.
The decision to permit an employee to work remotely is at the discretion of the employee’s supervisor
and is informed by the nature of the employee’s position and the feasibility of performing the role
successfully in a remote environment.
A telework arrangement will be reviewed with consideration given to the following:
It supports the department and the City’s organizational values, including integrity,
communication, and collaboration.
It supports the City’s goal to ensure the effective delivery of public services.
It maintains the equitable work distribution, productivity, and communication needs among
colleagues.
Appropriate performance standards and measures will be in place.
Means of supervision, communication, and systems of accountability will be established.
Employee Responsibilities
Establish a space conducive to productive work and maintain safe work conditions. This includes
an appropriate remote work area that considers ergonomics, equipment, adequate workspace,
noise, and potential disruptions. A teleworker’s off‐site workspace should provide an adequate
work area, lighting, telephone service, internet service, power, and temperature control.
Maintain accurate time reporting (including entering work time, vacation time, and sick time).
Obtain prior management approval for overtime, flex time, or comp time.
Maintain asset, data and information security. This includes, but is not limited to, operating
systems, antivirus/antispyware protection, secured network access, and the availability of a
private location when handling confidential or sensitive information.
Comply with all safety policies and procedures, including immediately reporting injuries sustained
during working hours to your supervisor.
Manage dependent care or personal responsibilities in a way that allows for successful meeting
of job responsibilities. A telework arrangement is not meant as a substitute for child/dependent
care.
An employee can request the discontinuation of a telework arrangement before its scheduled time of
expiration. A telework arrangement can be discontinued by management with advance notice when
possible, though an immediate and unanticipated operational need may require the immediate
suspension of the telecommuting arrangement.
You can access the City’s Policies from the City’s SharePoint/Employee Intranet. The link is:
https://cityintranet.rpcity.org/SitePages/Main.aspx
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/22 EMPLOYEE KEEPS THIS PAGE B
An employee should prepare to review and gather information needed for the Employee Telework
Agreement Form.
Below is a procedural checklist to complete before submitting an Employee Telework Agreement Form:
STEPS FOR REQUESTING A TELEWORK ARRANGEMENT COMPLETED
Read Telework Policy: 3.02.025 Telework Policy
Read Use of City IT Systems Policy: 3.02.012A Use of City IT Systems Policy
Read Records Management Policy: 1.04.003 Records Management Policy
Read Retention Schedule Policy: 1.04.004 Records Retention Schedule
Read Records Management Administrative Regulations Policy:
1.04.005 Records Management Administrative Regulations
Read Department Plan
Determine, with your Supervisor, the following:
a. Telework suitability (Section 2)
b. Schedule and Duration of the Telework arrangement (Section 3)
c. Methods and expectations of accessibility, communication, and accountability
with supervisor, management, and co‐workers while working remotely
(Section 4)
d. Technology requirements (Section 5)
e. Notification of attendance at any required on‐site meetings or events
f. Maintaining the security of work‐related materials including documents saved
on a computer and safe destruction of confidential work‐related documents
g. Availability of a private location for confidential or sensitive
discussion/information
Submit details of the proposed remote work site (Section 6)
{this area is blank}
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/222 SUBMIT THIS PAGE TO HUMAN RESOURCES 1
Section 1: Employee Information
Last Name:
First Name:
Employee ID Number:
Job Classification:
Department:
Employment Type:
Salary/Exempt
Hourly/Non‐Exempt
Remote Phone Number:
Section 2: Telework Suitability
Supervisor acknowledges that the applicant employee currently demonstrates the following:
ITEM Supervisor Initials
1. Dependability and responsibility _______
2. Effective communication with coworkers and clients _______
3. Collaboration, teamwork _______
4. Motivation _______
5. Ability to Work Independently _______
6. Consistently high rate of productivity _______
7. High level of skill and knowledge of the job _______
8. Ability to prioritize work effectively _______
9. Good organizational and time management skills _______
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/222 SUBMIT THIS PAGE TO HUMAN RESOURCES 2
Section 3: Schedule and Duration of the Telework Arrangement
☐ Short‐Term (up to 3 months) ☐ Add b☐ On‐going ox Add box for ‐Going
Employee is required to provide an on‐site schedule during the telework arrangement. Indicate below
the days and hours you will be working remotely (R) and on‐site (O) within a pay period. Employees
may telework a maximum of two days a week with appropriate management approval.
Remote
On‐Site
Sun Mon Tue Wed Thu Fri Sat
R O R O R O R O R O R O R O
First
Week N/A N/A
Lunch
Break N/A N/A
Pay
Period
80
Hours* Second
Week N/A N/A
Lunch
Break N/A N/A
*lunch breaks do not count toward paid time
Time Period of Telework Arrangement:
Start Date: End Date:
Section 4: Methods and Expectations of Accessibility, Communication, and Accountability
ITEM EMPLOYEE
INITIAL
1. Direct phone number to reach employee when working remotely:
2. Employee acknowledges Outlook Calendar will be up‐to‐date when working
remotely.
3. Other notes for this arrangement:
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/222 SUBMIT THIS PAGE TO HUMAN RESOURCES 3
Section 5. Technology Requirements
Employee is assigned the following Portable Technology Option:
⃝ Employee is assigned a Portable
Technology Kit from City IT
⃝ Agreement for a technology solution
different from City‐assigned
Technology Kit (description below
required)
Notes (optional): Description (required if not using Portable
Technology Kit):
Section 6. Remote Worksite Description
Describe location and space of remote worksite. EMPLOYEE
INITIAL
CITY OF ROHNERT PARK
HUMAN RESOURCES DEPARTMENT
(707) 585-6766
0HUMANRESOURCES@RPCITY.ORG
EMPLOYEE TELEWORK AGREEMENT FORM
Last updated: 07/18/222 SUBMIT THIS PAGE TO HUMAN RESOURCES 4
Section 7. Employee Acknowledgements
I have read and agree with the following City policies and procedures: EMPLOYEE
INITIAL
1. 3.02.025 Telework Policy
2. 3.02.012A Use of City IT Systems Policy
3. 1.04.003 Records Management Policy
4. 1.04.004 Records Retention Schedule
5. 1.04.005 Records Management Administrative Regulations
6. Department Plan
I acknowledge that my Department may require me to work in a private location
when handling confidential or sensitive material.
Section 7. Approvals
Employee Signature and Date
Supervisor Signature and Date
Human Resources Signature and Date
Department Management Signature and Date