Human Resources

Regulation 561-1

All Employees – Telework

Prince William County Public Schools (PWCS) employees are generally expected to complete their required/assigned duties onsite during regularly scheduled work hours. However, PWCS recognizes that in certain circumstances it is practical and efficient to allow a telework arrangement in which supervisors authorize employees to work from an approved remote work location. Telework as authorized by this regulation is for the benefit of PWCS, is not an entitlement, is not a guaranteed benefit, and in no way changes the terms and conditions of employment with PWCS.

1. Definitions
   1. “Remote Work Location” means a space not owned or leased by PWCS and is free of distractions.
   2. “Assigned Work Location” means the location where an employee typically works.
   3. “Telework” means an employee’s performance of the essential functions of their job duties in a remote work location.
2. Types of Telework
   1. Occasional - Occasional telework is a model that allows an employee to work infrequently from a remote work location and is not regularly scheduled.  Situations that may warrant occasional telework could include a workplace disruption, special project, a more efficient use of work time due to a personal appointment, inclement weather, or suspension of operations.
   2. Hybrid - Hybrid telework is a model that allows employees to work a designated part of their normal weekly schedule onsite and the remainder of their scheduled hours at a remote work location.
   3. Fully Remote - Fully remote telework is a model that allows employees to perform 100% of their job duties from a remote work location on an ongoing basis. Employees approved for fully remote telework may be required to attend in-person meetings, trainings, or events.
3. Eligible Positions
   
   In evaluating whether a position is eligible for telework, the appropriate associate superintendent or chief officer (or designee) must consider the following criteria:
   1. Whether an employee’s essential job functions can be conducted remotely;
   2. Whether teleworking will negatively impact the delivery of services, the performance of the employee’s team, or PWCS operations;
   3. Whether teleworking will increase cost to PWCS (e.g., whether PWCS would be required to provide duplicative equipment);
   4. Whether the employee’s essential job duties will require frequent or regular participation in onsite meetings or presentations;
   5. Whether teleworking will offer a competitive advantage for hiring critical positions;
   6. Whether there is insufficient workspace at the employee’s assigned PWCS work location;
   7. Whether compensation for fully remote positions may be adjusted to reflect the market pay of comparable positions in the remote location in which the work is performed; and
   8. Whether the employee is in good standing (e.g., the employee’s disciplinary history, including whether the employee is the subject of a performance improvement plan).
   Using the above criteria and any other criteria material to the operation of PWCS, the appropriate associate superintendent or chief officer (or designee) shall determine whether a position is eligible for telework (occasional, hybrid, or fully remote). No single criterion identified above is dispositive when assessing whether a position is eligible for remote work.
4. Ineligible Positions
   
   By virtue of their essential functions, the following types of positions are generally to be ineligible for telework (with limited exceptions):
   1. School-based positions. Employees in school-based positions may, however, be permitted to telework on an occasional basis with the approval of their supervisor and the appropriate associate superintendent or chief officer (or designee).
   2. Inclement weather positions. Staff who have been designated as critical or essential to the operation of the School Division and whose presence is required regardless of the existence of an emergency condition or Division closure, and whose absence from duty could endanger the safety or well-being of the Division and/or facilities, per Regulation 404.04-1, “School Closing Due to Hazardous Conditions”; and
   3. Positions whose physical presence at the assigned worksite is essential to the performance of their duties. Employees in these positions may, however, be permitted to telework on an occasional basis with the approval of the appropriate associate superintendent or chief officer (or designee).
   Weather or emergency-related closings as defined in Regulation 404.04-1 requiring remote work may be exceptions to these limitations. The Division Superintendent or their designee has the authority to require and/or authorize employees to telework due to unforeseen circumstances to maintain the daily operations of the School Division. The above-listed factors may not apply in this weather or emergency-related context.
5. Employee Telework Requirements
   1. To be eligible for telework, the employee must be considered in good standing, as evidenced by the employee’s then-current ability to maintain performance that meets or exceeds performance standards in all areas and work history that demonstrates the employee works efficiently with minimal supervision. The employee must be proficient with technology and have an available and suitable designated safe and secure workspace at the remote work location, which includes space sufficient to accommodate all teleworking equipment and materials provided by PWCS, as well as reliable and sufficient secure internet bandwidth necessary for the completion of their essential job functions. PWCS may not provide equipment for the remote working location. PWCS assumes no liability or responsibility for operating costs, home maintenance, or any other costs (e.g., utilities, internet access) associated with the use of the remote work location.
   2. It is the employee's responsibility to maintain a clean, safe, and productive home office environment. The employee is required to complete a safety checklist self-certifying the home office is free from hazards. The checklist generally provides a description of the agreed upon remote worksite or designated work area, a self-certifying assessment of its overall safety, and if signed, assumes compliance.
   3. The employee must comply fully with Regulation 295-1, “Computer Systems and Network Services - PWCS Responsible Use and Internet Safety Policy.”
   4. The employee must complete telework training requirements as outlined by the Human Resources Department.
   5. PWCS reserves the right to alter or terminate this arrangement at any time, although reasonable advance notice will be provided where practicable.
   6. The employee must maintain professionalism in the performance of their job duties and an acceptable level of work productivity and service to the employee’s department, clients, students, and/or other constituencies as applicable, in accordance with standards set forth by the Professional Performance Process (PPP) and the employee’s supervisor. The expectations for performance of assigned job duties for an employee working remotely remain the same as if the employee were performing work at their assigned work location.
   7. During a hybrid or fully remote teleworking arrangement, employees must be available during business hours via email, virtual meeting platforms, and by phone for communication with supervisors, coworkers, and relevant constituents, as applicable, and as if the employee were performing work onsite.
   8. An employee approved for telework must be able to attend in-person meetings when directed by the employee’s supervisor. Employees must be available to report to their assigned work location (or another PWCS facility if applicable) within 24 hours of the supervisor’s request. Transportation for such attendance is the employee’s responsibility.
   9. Meetings regarding PWCS business must be held at a PWCS location or through a PWCS approved virtual meeting platform.
   10. An employee approved for telework must complete a PWCS Telework Agreement (Attachment II) and Remote Workplace Checklist (Attachment III) prior to the commencement of telework.
   11. Time and attendance when teleworking is recorded in the same manner as it is when at the office (or official work site). Employees must abide by all PWCS regulations and policies governing leave and overtime. Most leave requests and all overtime will require advance approval. Failure to obtain advance approval for leave and/or overtime may result in termination of the teleworking arrangement and/or disciplinary action.
   12. Telework may not be used in lieu of taking personal leave, sick leave, or annual leave.
   13. Telework may not be used in lieu of childcare or to care for a family member.
   14. Telework for non-exempt employees is an option only in limited circumstances and work is to be performed during normal work hours. The hours are to be recorded utilizing the designated time and leave system as referenced in Regulation 563-1, “Classified Personnel – Workweek.” Any hours worked during a normal work week are compensable, and overtime must be approved in advance by the supervisor.
   15. Employees approved for telework must comply with all PWCS Policies and Regulations and will follow the PPP timeline for evaluation.
   16. Any mileage incurred from the use of the employee's personal vehicle for work-related travel will be reimbursed at the standard rate. However, mileage incurred through travel from and to the remote work location and a PWCS work location is not reimbursable.
   17. Employees are responsible for protecting all data and ensuring compliance with all regulations regarding the confidentiality of PWCS materials.
   18. For both hybrid and fully remote telework, the remote work location must be located in Virginia.
   19. The remote work location must be communicated clearly and approved by PWCS prior to the commencement of telework. PWCS reserves the right to inspect the remote work location by providing reasonable notice to the employee.
   20. Supervisors must approve any change to an employee’s remote work location and the employees must maintain an accurate home address in the Human Resources database.
6. Equipment and Materials
   
   PWCS normally provides equipment and materials needed by employees to effectively perform their duties at their worksites. An employee’s use of personal equipment while performing remote work shall be without cost to PWCS unless specific terms are included in the individual employee’s Telework Agreement (Attachment II).
   
   The following provisions apply to all PWCS equipment issued to an employee approved for telework:
   1. Employees are responsible for protecting PWCS-owned equipment from theft, damage, and/or unauthorized use.
   2. Employees are responsible for maintaining and returning PWCS equipment and shall adhere to Regulation 426.01-1, “Removal of Equipment from School Board Property,” which states, “Written permission to use School Board equipment must be obtained through the appropriate building administrator/budget holder before equipment can be removed from School Board property.” A property loan receipt is used to request permission. Additionally, PWCS’ IT staff will not go to remote worksites to install or troubleshoot equipment.
7. Procedure for Telework Authorization
   1. Supervisors will consult with their respective associate superintendent or chief officer (or designee) regarding departmental telework needs and discuss telework arrangements with affected employees.
   2. A Telework Request Form (Attachment I) shall be completed by the immediate supervisor for approval.
   3. A final determination of eligibility shall be consistent with the criteria in section III of this regulation.
   4. If it is determined by the appropriate associate superintendent or chief officer (or designee) that the position and the employee meet the criteria for participation, the employee and supervisor shall agree upon the days and work hours, productivity measures, the designated work location, communication plan, and equipment requirements for remote working.
   5. Final approval for telework authorization rests with the appropriate associate superintendent or chief officer (or designee) and is based on the needs of departments and the Division.
   6. Following final approval, the employee must complete the Telework Agreement (Attachment II), Remote Workplace Checklist (Attachment III), and telework training prior to the commencement to telework.
8. Reasonable Accommodations
   
   Employees seeking telework as a reasonable accommodation for a disability should refer to the process set forth in Regulation 532-1, “Workers’ Compensation and Injury Leave Benefits.”
9. Workers’ Compensation
   
   Any employee sustaining an injury during an employee’s established work hours at an approved remote work location must report such injury in the same manner as any injury or illness that occurs at the employee’s PWCS worksite. Employees and supervisors are required to comply with all applicable PWCS policies and regulations for reporting work-related injuries and agree to allow supervisors to visit the alternate worksite immediately after any accident or injury that occurred while working remotely.  All such injuries shall be handled according to the procedures set forth in Regulation 532-1.

The Chief Human Resources Officer (or designee) is responsible for implementing and monitoring this regulation.

This regulation and any related policy shall be reviewed at least every five years and revised as needed.