Organisation Name:
Policy Title: HOME WORKING
1.0 (Name of organisation) recognises that in order to attract and retain people with the necessary skills, it may be beneficial to be flexible about the way people work. Therefore, wherever practicable, home-working will be considered as long as there are no significant disadvantages to (name of organisation) and considerable benefits to (name of organisation) can be demonstrated.
2.0(Name of organisation) further recognises that there are specific posts that require a high degree of flexibility in terms of location and hours worked; in these posts home-working may become a requirement of the post.
3.0 The purpose of this policy is to detail the arrangements and conditions for home-working for (name of organisation). Terms and Conditions of employment are detailed in the employee’s contract of employment.
4.0 This policy is intended to cover all paid staff working from home for (name of organisation).
5.0 Home-working means carrying out employment duties from a home base. It is not suitable for all types of work or worker. It may be on a temporary or permanent basis. ‘Occasional’ home-working can be defined as working from home on an irregular basis; this would be no more than three times per month. ‘Part’ home-working can be defined as a regular arrangement i.e. the same one or two days per week/month. ‘Entire’ home-working means being completely home based.
6.0 If a post is initially contracted as being entirely or partly home based then this will be specified in the contract of employment. This policy and the attached Home working Agreement compliment the contract of employment or Statement of Main Terms and Conditions.
6.1It is the home workers responsibility to inform their line manager if the home working base changes.
7.0Members of staff seeking to work from home as an alternative to their usual base whether entirely, occasionally or part time must apply as laid out in the Flexible Working policy.
PROCEDURE
1.0 Minimum workspace requirements are specified below:-Those implementing this policy are reminded of the legal/health & safety requirements imposed on home-working. The workspace may not be in a garage, shed or cellar. The proposed workspace must be of sufficient size to contain the following:-
1.1A suitable desk /work surface
1.2A VDU chair (5 star based on castors)
1.3A secure storage unit for reference materials (if required) and
1.4A suitable surface for equipment such as printer, fax etc
2.0The recommended minimum size for a home office workspace is 4.5m2.
2.1Room requirements:
2.1.1Have at least one open-able window for natural light and ventilation.
2.1.2Contain a source of heating/cooling that is capable of maintaining the room temperature at a comfortable level.
2.1.3Have at least one double 13A 230v AC supply socket close to the location for the desk/work surface. (i.e. normal mains electricity in the UK).
3.0Some mortgage or rental agreements will affect the sort of work that can be performed from home. The prospective home-worker has a duty to ensure there are no contraindications.
3.1Insurance providers must also be contacted to ensure compliance with the terms of all insurance policies.
4.0Home-working should not be used as a solution to child care or other dependent care problems. There should be a separate space for work and home life.
5.0 The Health & Safety obligations that apply to (name of organisation) and its workers also apply to its home-workers.
This includes regulations concerning the use of VDU’s, manual handling activities and lone working including personal safety. Line Managers are responsible for ensuring that the particular work related risks to each home-worker are properly assessed and controlled.
5.1(Name of organisation) has the right to inspect the home for risk inspection purposes. It is desirable for this visit to take place within 4-6 weeks of the home-workers employment start date.
5.2All work related injuries sustained by home-workers must be reported verbally to their line manager without delay and confirmed in writing as soon as possible.
5.3The use of computers and laptops should be governed by the Health & Safety Executives advice at
6.0All home workers must ensure that their line manager has their up to-date contact details.
7.0Home workers who are either usually or part time office based may divert their work number to either a landline or mobile phone on their designated home working days.
Date this policy comes into effect: / Date approved by Governing BodyNext Review Date: / As agreed by Governing Body
Name or position of person responsible for this policy
Other relatedpolicies / Data Protection
Electronic Communications
Employment
Equality
Health and Safety
Lone Working
Recruitment & Selection
Relevant Legislation / Health & Safety
Working Time Regulations
Work and families Act 2006
HMRC Regulations
Useful information /
PRACTICE NOTE
Issued to:All Staff / SUBJECT:
Home Working / No:
Issued by: / Date issued: / Date amended: / For Information to:
●The performance management process means that outputs and outcomes i.e. achievements against objectives are measured. The worker will meet with the line manager on a regular basis, to be jointly agreed, to provide support and review objectives and achievements. The time interval between sessions should be four to six weeks in the first instance to be reviewed after twelve months.
● The worker must be available to attend regular team meetings in (name of organisation’s) office when scheduled. A flexible approach must be taken by all parties when unscheduled team meetings are required
● Recording work time will be the responsibility of the home-worker using the procedures laid down by the (name of organisation). The employee must be available to work core hours. The home worker will submit work time sheets on a regular (monthly) basis and inform the Line Manager of any instances of sickness absence. No overtime will be permitted without prior consent of the line manager.
●Sickness absence recording is unaffected by work location, so the line manager should be notified by 10.00am on the first day of any sickness absence.
●Minimum contact with the line manager should be agreed, depending upon the role and logistics. Either an email or phone call on a regular basis is acceptable. This is not a part of the regular supervision process.
●Both electronic and paper based data/information held at the individual’s home should be kept securely. Personal data in the EU is subject to data protection legislation, where an employers’ equipment is used then the registration under the Data Protection Act 1998 which covers the main employers organisation should also cover the home-working.
●The equipment needs of the prospective home-worker should be specified in the Homeworking Agreement.
● All equipment provided by the employer should be maintained and regularly serviced by the employer. All equipment provided by the employer should be covered by the employers insurance. Computers should be protected by anti virus software provided by the employer.
● It may be possible for the home-worker to cover the equipment on a house contents policy at no extra cost. If a cost is involved and at the employers request equipment is covered on a domestic policy then the home-worker is to be reimbursed for the additional costs.
● Telephone costs are specified in the Homeworking Agreement.
●Travel expenses are stipulated in the Homeworking Agreement.
●The majority of training – coaching detailed procedural guidance and day-to-day advice occurs within the normal office environment. Therefore the line manager must give special consideration to support the learning and development of home-workers including online courses and specific time set aside for home workers.
DRAFT HOMEWORKING AGREEMENT:
This agreement is made between The Homeworker and The Line Manager/Chief Executive of (name of organisation) with the purpose of managing the arrangement by the which the homeworker undertakes to carry out work duties for (name of organisation) at (insert home address) with effect from (insert date).
This Home-working agreement is additional to and does not infringe in any way the Statement of Main Terms and Conditions of Employment.
1.0 DUTIES OF THE HOMEWORKER.
The home-worker agrees that they will:-
1.1 Provide at the above address a room (home-base) which will be used for the work of the (name of organisation)
1.2 Carry out the duties set out in the Job Description and any other such duties as are agreed with the Chair and Executive Committee of (name of organisation) for the number of working days as specified in the Statement of Main Terms and conditions;
1.3 Allow reasonable access to the home-base during normal business hours to the employer for the purposes of risk assessment, supervision and any other mutually agreed purposes;
1.4 Staff the home-base with the express purpose of undertaking the duties of the role for agreed hours and when not staffed ensure that telecommunications equipment is available to all those wishing to make contact. All messages to be acknowledged by the worker within a 72hour period excepting annual/sick leave
1.5 Ensure that the value of all (name of organisation) equipment (as confirmed in the attached schedule) is added to the domestic contents insurance policy at the premises; provide evidence to the employer that this has been done and that the interest of the employer has been noted; and notify each renewal of the cover;
1.6 Provide a regular time and expense/travel account as specified by (name of organisation) procedures;
1.7 Keep the home-base tidy and in a safe condition, complying with any safety requirement imposed by (name of organisation)
1.8 Comply fully with the organisations electronic communications policy
1.9 Within one month of the termination of this agreement either return all the employer’s equipment, files, papers etc or make arrangements to allow access to the employer to recover such items. It is expressly agreed by the parties that failure to allow access for such purposes will generate a County Court Action by the employer to recover the full value of the equipment as set out in the attached schedule.
1.10 Keep the home-base decorated to a reasonable standard so that it is appropriate for home visits. The costs of such work (since it enhances their domestic property) will be met by the employee. The home-worker hereby also undertakes that they do not know of any reason why they should not be able to work from the premises using the home-base for these purposes.
2.0 DUTIES OF THE EMPLOYER:
(Name of organisation) agrees that it will:-
2.1Provide suitable equipment (as set out in the attached schedule) for the home-worker to arrange installation where appropriate;
2.2Refund the costs of a telephone line and access to the internet required for the employees work.
2.3Refund the cost of the mobile telephone (where applicable).
2.4Refund travel costs at face value in the case of train tickets and accommodation costs. Reimbursement of mileage at the rate of (insert amount) per mile to cover the costs associated with using a private vehicle for work related journeys. To be reviewed annually.
2.5Refund adequate subsistence costs when the homeworker is out of the work base for over four hours.
3.0 SCHEDULE:
3.1 The duties of the homeworker are as specified in the Job Description.
3.2 Equipment and materials to be provided by (name of organisation) include:-
3.2.1Notebook computer and peripherals e.g. USB flash drives/discs
3.2.2Printer, cartridges
3.2.3Scanner
3.2.4Filing cabinet
3.2.5Bookshelves
3.2.6Disposables i.e. paper, envelopes, stamps, folders etc
3.2.7Landline with internet access
3.2.8Mobile phone contract
3.3It is recognised that this list in not exclusive and other equipment may be needed in due course, the purchase of which will be subject to negotiation with the Line Manager/Chief executive.
3.4For the purposes of insurance the value of the above equipment set out in item 3.2 is £(insert amount).
3.5 The homeworker agrees to supply the following:-
3.5.1Room to be used as an office
3.5.2Desk and appropriate office chair
3.5.3Table
3.5.4Cupboard storage space
This Agreement is signed on
Date………………………………………………………………
The Home-worker
NameSignature
Chief Executive/Line Manager of the (name of organisation)
NameSignature
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