overview of home-based work - edith cowan university · 2017-09-12 · hrsc e-mail: [email protected]...

Human Resources Services Centre

HRSC E-mail: [email protected] Web: www.hr.ecu.edu.au - 1 -

Edith Cowan University

OVERVIEW OF HOME-BASED WORK HOME BASED WORK

What is Home Based Work (HBW)? Permanent Work Location Responsibilities and Expectations Responsibilities Expectations Conditions of Employment

Policies and Procedures Absences from Work Overtime and Additional Hours

HBW Contacts INFORMATION FOR EMPLOYEES

Seeking Approval Communication / Availability / Engaging

Communication Methods Employee Availability Engaging with Team

Achieving Work Goals Prior to Starting HBW Application Employee Toolkit

HOW TO FOR MANAGERS

Assessing HBW Proposals Communication and Managing

Communication Managing

Completion of Documentation Application for HBW: HBW Equipment /Asset Checklist: HBW OSH / Risk Self-Assessment Checklist:

Reviewing / Amending / Ending HBW 1. Reviewing HBW Arrangements 2. Amending HBW Arrangements 3. Ending HBW Arrangements

Manager Toolkit

mailto:[email protected]

http://www.hr.ecu.edu.au/




EQUIPMENT, HEALTH, SAFETY AND ADVICE

Workers’ Compensation Advice General Exclusions: Travel Coverage Under Workers’ Compensation Travel Exclusion

Ergonomic Advice Checklists

RESOURCES AND SETUP INFORMATION

IT Information and Resources Software Communication Devices Desktop & Laptop Ownership Equipment Breakdowns Employee Owned Equipment Occupational Safety and Health (OSH) Information

Introduction 1. The Home Based Workplace (HBW) 2. Overview of general duties 3. Understanding of the Duties under the Act

Workstation and Laptop Set-Up Workstation (Ergonomic) Guide Comfortable Working Position Laptop Set-up

Use of Mobile Devices WHAT YOU NEED TO KNOW

Insurance Liability & Security Insurance and Liability Security

University Access to HBW Site Accidents and Safety Expenses / Taxation

Expenses Taxation

Transitional & Ad-Hoc HBW Arrangements Transitional Arrangements for HBW Ad-Hoc Arrangements for HBW






HOME BASED WORK

HBW is an initiative the University offers to employees, to enhance and strengthen our leadership capacity and to build a strong performance culture.

The University's plan: ECU Engaging Minds; Engaging Communities. Towards 2020 provides the strategic direction for ECU. These strategic priorities provide the context and organisational outcomes for each Faculty/Centre's operational plan, which in turn provides employees with an opportunity to align their individual and team objectives, performance and expectations with the desired outcomes of the University.

If overall the employee in conjunction with their manager believe the achievement of individual and team objectives, and performance and expectations of desired outcomes can be attained by the employee working from their place of residence then the University encourages those individuals to seek approval and participate in HBW arrangements.

What is Home Based Work (HBW)?

Home Based Work (HBW) means the performance of University work in a workplace that is contained within the individual’s home. The home workplace effectively operates as if the individual was at their campus-based workplace and they perform their same role and responsibilities.

Participation in HBW is not automatic and proposals need to be assessed on their merits. HBW arrangements should not hinder an area’s operations or services, or be detrimental to team members, other employees or students. It must be remembered not every person or role is suited to the requirements of HBW and therefore requests will be considered on a case by case basis.

In the past informal arrangements may have covered HBW, and with the development of HBW materials and resources to promote and assist in maintaining a safe and healthy home working environment it is timely for those arrangements to be re-examined. Employees currently in HBW arrangements must read the section on Transitional and Ad-Hoc Arrangements.

HBW resources have been developed to address potential situations or questions that may arise. Matters that may arise and not covered shall be dealt with on the basis as they occur, with subsequent information being added or enhanced as needed.

Welcome to Home Based Work.



http://www.ecu.edu.au/GPPS/ppas/docs/2008_Engagement_Strategic_Plan.pdf




Permanent Work Location

The permanent work location will remain the campus-based workplace as determined by the University, and the HBW location shall be regarded as a temporary relocation.

A Home Based Work (HBW) arrangement does not alter the permanent work location of the employee.

If for whatever reason a HBW arrangement ends the employee reverts back to their University campus-based workplace. Should the University end a HBW arrangement it will not give rise to a termination of employment or a redundancy.

Responsibilities and Expectations

An employee on a HBW arrangement has the same responsibilities and expectations to perform and complete their duties as if they were at their campus-based workplace, and the ECU Values are adhered to:

ECU Values

• Integrity - behaving ethically and pursuing rigorous intellectual positions • Respect - valuing individual differences and diversity • Rational Inquiry - motivated by evidence and reasoning • Personal Excellence - striving to realise potential and performing at exacting international standards.

Responsibilities

Employees on HBW arrangements have the same responsibilities to:

• be available at the same campus-based times or at the specified times as requested by their relevant line manager to meet University business needs;

• maintain regular communication and be contactable to team members, other employees and University customers;

• attend meetings, appointments or other activities, and training that is either applied for or deemed necessary by their manager;

• not arrange or conduct face-to-face staff or student meetings in their home; • provide and maintain a safe, healthy and productive home workplace; • abide by University statutes, policies and procedures; and • not contract out any portion of their work.

Expectations

It is the University’s expectation that an employee on a HBW arrangement will:

• deliver the same level of service and advice through a HBW arrangement as campus-based employees; • achieve the same objectives and outcomes of their role; • engage effectively with other team members and achieve desired team and/or area outcomes or

objectives; and






• not create a conflict or perceived conflict of interest between their home responsibilities and their work responsibilities, and understand that HBW arrangements are not intended to be a substitute for child or other dependent care, without consideration of the impact this may have on the University.

Should the University determine the responsibilities and expectations are not being achieved the HBW arrangement will end and the employee will be required to return to working entirely at their campus-based workplace.

Conditions of Employment

An HBW arrangement does not alter the employee’s contract of employment, or their conditions of employment, and the same terms and requirements apply.

Policies and Procedures

• The employee is to abide by University statutes, policies and procedures and these apply equally to the employee’s HBW arrangement, the carrying out of their job tasks and the HBW environment.

Absences from Work

• Normal leave conditions and provisions as provided within the employee’s Industrial Instrument apply for HBW, and the employee is still required to seek and attain necessary approval prior to taking leave.

• An employee is required to notify their manager of their inability to attend duty as would be the case if they were absent from their campus-based workplace.

Overtime and Additional Hours

• A general staff employee must obtain prior approval from their manager before working any additional hours or overtime in a HBW arrangement.

• Failure to obtain prior approval will result in claims for payment or TOIL being denied. • Unless otherwise approved HBW duties are to be performed within the standard span of hours.

More Information

If you would like more information please use the HR Contacts page.



http://www.ecu.edu.au/GPPS/policies/

http://intranet.ecu.edu.au/staff/centres/human-resources-service/our-services/work-environment-and-conditions

http://intranet.ecu.edu.au/staff/centres/human-resources-service/contact




HBW Contacts

In the first instance, an individual is encouraged to informally discuss their HBW proposal with their manager. Such discussions provide the opportunity for both the individual and the manager to listen and to exchange thoughts or ideas on whether, or how such an arrangement would work.

Should you wish to proceed with a HBW proposal ensure you read the section “Information for Employees” and familiarise yourself with the requirements.

HR Account Managers

If you require some additional advice then contact the relevant HR Account Manager for your area from the HR Contact List.

Occupational Safety & Health

Information on Occupational Safety and Health, Ergonomics and Workers’ Compensation can be obtained from the Occupational Safety and Health Team.

Employee Relations

The Employee Relations team has co-ordinated the resources for HBW. Employee Relations in collaboration with the HR Account Managers will facilitate concerns relating to HBW, and we welcome any HBW feedback you may have regarding arrangements, available resources, or the website.



http://www.hr.ecu.edu.au/main/html/hr_contacts.cfm

http://www.hr.ecu.edu.au/main/html/osh_contacts.cfm

http://www.hr.ecu.edu.au/main/html/emprel_contacts.cfm




INFORMATION FOR EMPLOYEES

Seeking Approval

A HBW proposal must be based upon your current substantive position, or a position in which you are temporarily performing the duties, and needs to be assessed on its merits. Participation is based upon the relevant line manager agreeing the individual’s current work objectives and outcomes can be achieved and maintained in such an environment.

Approval steps for a general staff employee are:

Step 1

Put forward a HBW proposal demonstrating how such an arrangement:

• would benefit the area; and what you anticipate to achieve out of the arrangement; • will assist in achieving current work objectives and outcomes; • operates and the day(s) or period it would cover; and • would impact upon other employees, customers and the area’s business needs.

Also provide advice on what type (if any) additional equipment would be needed (if possible provide an estimate of costs).

If you have multiple work areas then approval must also be sought from all managers.

The proposal should be no more than 1 page in length and submitted to the relevant line manager for consideration.

Step 2

The relevant line manager will assess a HBW proposal on its merits, and they will take into consideration such matters like the operational and staffing needs of the area, impact to other employees, students and other University areas, and the type of duties to be performed.

Step 3

If your proposal is supported you must complete the Application for Home Based Work (HBW) form, and have it formally approved by your manager. Prior to the HBW arrangement commencing you must complete and acknowledge the OSH/Risk Self Assessment and HBW Equipment / Asset Checklist.

If your proposal is not supported the relevant line manager will provide you with feedback as to why it was not supported. Each application will be considered on a case by case basis, and decisions will be final.

Communication / Availability / Engaging

It is the individual’s responsibility to maintain communication and be contactable to all team members, other employees and University customers, and there should be no obvious difference in the level of service due to HBW.



http://intranet.ecu.edu.au/__data/assets/pdf_file/0006/629718/HBW-Sample-Proposal.pdf

http://intranet.ecu.edu.au/staff/centres/human-resources-service/our-services/work-environment-and-conditions/flexible-work-arrangements/home-based-work






Communication Methods

Prior to a HBW arrangement commencing the individual and the manager should establish and discuss the agreed methods and regularity of communication. The onus is on the individual to seek clarification or further information from their manager on any communication matter.

There are various methods and communication tools and mediums available, and ITSC can assist with advice on availability, suitability and costs of some types of services. Examples of University resources include ADSL Products, Mobile devices, Staff Web-Mail, Virtual Private Network (VPN) and Software Licensing for home use (see IT Resources).

Employee Availability

The employee must be readily available and contactable to meet University business needs during the required span of hours, or at the specified times as determined or requested by their line manager.

It will be the employee’s responsibility to advise their line manager of their inability to be contacted, and to report equipment or service breakdowns, illness or any other occurrence hindering availability.

It is a requirement for HBW employees to participate in meetings, training and attend any other event and/or activity. The line manager may determine the method of participation in these activities using such means like personal attendance, teleconference, e-mail, web-cam, or some other available medium. However should the line manager request the individual to personally attend they must do so.

Engaging with Team

In general a HBW arrangement operates with a specific number of days worked campus-based and the balance of the working week done in the HBW site. On the days the individual is campus-based it is an expectation they engage with team members and colleagues, and discuss or update themselves on work matters.

Achieving Work Goals

Not every person or position is suited to the requirements of HBW and therefore achieving outcomes can be difficult. Some individuals find they need the interaction and support of their work colleagues to achieve their work goals, while others have found HBW to be isolating and uninspiring. With this in mind you may need to consider whether your work style is suited to HBW or a campus-based working environment.

For HBW to succeed you must have the right mindset and an environment that is conducive to completing work goals. You will also need to:

• have a workplace that is safe, secure and free of distractions; • look at making minor adjustments to limit disturbances such as those of family members or visitors to

the home; • get organised, and manage your time effectively to achieve work goals and deliver results within set

timeframes; • clarify with stakeholders their requirements and understand work requests so tasks can be completed; • set realistic timelines and routines that reflect those that would be expected within the campus-based

workplace; • establish short-term (e.g. daily, weekly) goals in order to maintain productivity, and as you become

more accustomed to HBW think about setting longer-term goals;



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• note fatigue levels and manage your working hours accordingly, and take regular rest and meal breaks to refresh and keep up a productive mind; and

• seek advice and feedback from your manager so concerns can be addressed at the earliest opportunity.

Remember if a HBW arrangement isn’t meeting your expectations, or if you’re having difficulties achieving outcomes then discuss this with your manager and explore solutions.

See Employee Toolkit for useful resources.

Prior to Starting HBW

The University has a duty of care to ensure the workplace is safe and the degree of risk and injury or harm is mitigated. Likewise the employee has a legal duty to cooperate by ensuring the health and safety of their campus-based and HBW workplace. This involves taking reasonable care to protect not endanger themselves.

It is a University requirement that all employees read and complete (where relevant) the following checklists and information prior to substantially or intermittently working from home. This requirement applies to both academic and general employees:

• HBW OSH / Risk Self-Assessment • HBW Equipment / Asset Checklist • HBW Ergonomic Workstation Set-Up & Checklist • Ergonomic Lap Top Set-up Information Sheet • Occupational Safety & Health Information Sheet • Workers’ Compensation Information Sheet • Use of Mobile Devices Information Sheet

The onus is on all employees to familiarise themselves with this information and seek clarification on any advice provided if they are unsure or require further information.

Application

General employees whose HBW proposal is supported are required to complete the Application for Home Based Work (HBW) form, which identifies days and/or hours subject to the HBW arrangement, and those they will be campus-based.

Employee Toolkit

Document Description Flow Chart Flow Chart to Seek Approval Sample Proposal Sample HBW proposal with suggested topics and issues. Application for HBW HBW application form for General Staff to be completed after

initial proposal has been supported by manager. “To Do” List A list to track tasks and work progress and assist in project

management. “Work sheet” To set goals, list and measure performance and achievements

by comparing anticipated and actual results. Courses Link to Professional Development for accessing course

information that may assist achieving HBW results such as time






http://intranet.ecu.edu.au/staff/centres/human-resources-service/our-services/work-health-safety-and-wellness/ergonomics-and-manual-handling




http://intranet.ecu.edu.au/__data/assets/pdf_file/0009/629694/HBW-Approval-Flowchart.pdf





http://www.hr.ecu.edu.au/pd/html/index.cfm




management and project management.

HOW TO FOR MANAGERS

Assessing HBW Proposals

Participation in a HBW arrangement is based upon the manager agreeing the employee’s current work objectives and outcomes can be achieved and maintained in such an environment. If the employee has multiple work areas then all managers must approve the proposal.

The employee’s HBW proposal should:

• form part not the whole of the working arrangement. If a whole arrangement is requested seek advice from HR Services;

• be based upon their substantive position, or for the duration of a position they are temporarily performing

• be no more than 1 page in length (Sample Proposal is located within the Employee Toolkit section); • demonstrate the benefits of such an arrangement to the University and how it would operate, the

day(s) or period it covers, additional equipment, resources, costs, and detail the affect or impact to other individuals or the business area.

The manager will assess the proposal and take into consideration:

1. operational and staffing needs required by their area, and likely costs; 2. likely impact to team members and other employees, including students, the business and other

University areas; 3. type of duties the employee will be performing, and their work objectives; 4. the suitability of the employee to follow instructions and produce timely outcomes in a home

environment; and 5. whether there are characteristics of the position which make it unsuited to HBW for example such as

one or more of the following: o Directly provides a high degree of supervision to employees. o Has direct face to face contact with clients on a daily/regular basis. o Having a high level of face to face interaction with other team members and such interaction is

integral for the team’s daily work outputs. o If outcomes and performance cannot objectively be measured. o Duties are of such a nature that they may contravene local/state regulations when performed in

a HBW. o Positions that are customer driven and service University facilities or assets.

The University may also consider that work components of any position are unsuitable for HBW.

Resources are available within the Manager’s Toolkit to guide assessing proposals.

Should a proposal not be supported the manager will provide feedback to the employee on why it was not approved. Each proposal will be considered on a case by case basis, and decisions are final.







Communication and Managing

The HBW employee’s manager is required to reinforce the importance of timely communication. Managing a HBW employee, their work outcomes and hours of work is one aspect, another is using a flexible management approach that measures and manages by end results rather than by observation of an activity.

The expectations of managers, team members and other employees need to be discussed with the HBW employee, to ensure they are fully aware of their work requirements, their availability and the level of communication expected from them. A clear understanding of the employee’s position and job requirements and the work output they should be producing and generating is essential.

Other areas for managers to consider, and where necessary discuss with the employee are detailed below.

Communication

• Core business or specified hours the employee is to be contactable and available. • Methods of communicating and disseminating information are clear and agreed. • Goals and objectives are set with timeframes applicable to a campus-based workplace. • How and when feedback on HBW results will be provided. • Reinforcing the employee’s responsibility to achieve and maintain work outputs. • Discuss with team members that the HBW employee is still contactable to other employees/customers

and the same level of service will be provided. • Encourage other team members to continue their normal patterns of communication and engagement

with the employee. • Inclusion of the employee in office communications, meetings and team social events, either by

personal attendance or other medium (e.g. Phone, Webcam etc.).

Managing

• Delegate assignments equitably between campus-based and HBW employees. • Ensure no specific job requirements performed by the HBW employee has been passed on to other

campus-based team members. • Measure time spent managing the HBW employee against campus-based employees, to evaluate time

and cost effectiveness of the arrangement. • Examine the team’s objectives and measure if these have been achieved or impacted upon by the HBW

arrangement. • The normal Management for Performance process is to apply, and applies to both the employee’s

campus and HBW work performance. • Consider the use of a Work Sheet to set goals and to measure achievements and performance across

HBW and campus-based days. • Discuss performance issues at the earliest onset. • To ensure the needs of the area are met a HBW day may be amended or cancelled.

Completion of Documentation

Documentation for a HBW arrangement needs to be accurately recorded and where necessary held securely at the local area or returned to the employee’s personal file.

Managers are responsible for ensuring the following documents, and any action points have been satisfactorily completed. The HBW arrangement cannot commence until all documents have been signed and returned.



http://www.hr.ecu.edu.au/mps/html/index.cfm




Application for HBW:

• For general employees if their HBW proposal is approved they will need to complete this form which needs to be signed by both the employee and manager. If the arrangement is for a specific project an end date should be entered. If the HBW has no definable end then a review date should be used to ensure the arrangement is working satisfactorily. All conditions for HBW are the same as if the employee was campus-based. The employee is still required to seek prior approval to work overtime, additional hours or access leave. The Application for HBW form should be held securely at the local area within the employee's MPS file.

HBW Equipment /Asset Checklist:

• Identifies ownership of HBW equipment and must be signed by both the employee and manager. The needs of the role will determine what items listed will be required, and all equipment supplied by the University must be recorded. The HBW Equipment/Asset Checklist should be held securely at the local area within the employee's MPS file, and must be checked when a HBW arrangement ends or the employee terminates to ensure University equipment is returned.

HBW OSH / Risk Self-Assessment Checklist:

• It is imperative the Checklist assigned and completed, and for the manager to address any flagged Action Items before signing off. The Self-Assessment assists employees to do a risk assessment of their HBW site, and will flag any health or safety concerns, which will require further investigation or rectifying prior to the HBW commencing. All sections of the checklist need to be completed, and signed HBW OSH/Risk Self-Assessment checklists must be returned to the employee's personal file with a scanned copy to be sent to the OSH Team.

A HBW employee will also be asked to read and acknowledge information provided to them on:

• HBW Ergonomic Set-Up & Self-Assessment • HBW Lap Top Set-up • HBW Workers’ Compensation Information • HBW OSH Information • Use of Mobile Devices

Reviewing / Amending / Ending HBW

A HBW arrangement is subject to review, and such a review may necessitate amending or ending the arrangement.

1. Reviewing HBW Arrangements 2. Amending HBW Arrangements 3. Ending HBW Arrangements

1. Reviewing HBW Arrangements

A review date is generally within the first three months of the HBW arrangement.



https://www.hr.ecu.edu.au/er/resource/HBW_5a_Applic_4_HBW_GS.doc

https://www.hr.ecu.edu.au/er/resource/HBW_1Equipment_Asset_Clist.doc

https://www.hr.ecu.edu.au/er/resource/HBW_2OSH_Risk_Self_Assessmt.doc




If a HBW arrangement is being used for a specific project then elements and milestones could form part of the review. For other HBW arrangements a measure of work output and quality of output, and productivity should be undertaken, together with any impact upon the business area, the team and customers.

Prior to meeting with the employee prepare a list of work produced and assess quality, and provide the employee with a list of activities and outputs to be reviewed and any specific examples or matters impacting upon the area, team or customers as a result of the HBW arrangement. At the review meeting these activities can be meaningfully discussed.

If expected results weren’t achieved, or there was an adverse impact within the business area discuss this with the employee, and seek their input as to what contributed to this, and document this advice.

A further follow-up review in three to six months time or a shorter period should be undertaken. Thereafter if the HBW arrangement is still achieving the required outcomes it should be reviewed six monthly or annually as part of the MPS process.

However, if the HBW arrangement is not achieving the outcomes then amendments or ending the arrangement will need to be undertaken.

2. Amending HBW Arrangements

Where a HBW arrangement is reviewed and found not to be achieving the desired results then amending the arrangements is an option and should be discussed with the employee.

This could mean decreasing or changing the HBW days and then reviewing if the amendment has resulted in the desired outcomes. Any amendments to the HBW arrangement need to be documented on the Application for HBW, and advice provided to the employee of the operative date the amendments take effect from.

Amended arrangements need to be reviewed in the usual manner to ensure outcomes are being achieved.

If outcomes are not being achieved, or there is an adverse impact due to the amendments then consideration needs to be given to making further changes or ending the HBW arrangements.

3. Ending HBW Arrangements

A HBW arrangement may end due to one or more of the following:

• the employee seeks to end the arrangement; • the completion of the specified HBW period or project; • the employee or their role being unsuited to HBW; • outcomes not being achieved; • an adverse impact to the business area; • there are OSH / Security / Audit concerns; • the employee fails to comply with access notices or follow required University advice, policies

and procedures; • any reason deemed serious by the University.

Where the University ends the HBW arrangement the employee needs to be advised of the reason and the effective date they are to resume to the campus-based workplace.



http://www.hr.ecu.edu.au/mps/html/index.cfm






Where possible the employee should be provided with a reasonable notice period of their HBW arrangement ending.

If the University has concerns in regards to the employee’s health, safety, security or the security and validity of University resources, or the employee fails to follow or comply with University access requests or notices or required procedures then the HBW arrangement will end effective immediately. The employee will then be required to resume back at the campus-based workplace on the next available working day.

When a HBW arrangement ends use the initial HBW Equipment / Asset Checklist form completed by the employee at the beginning of the HBW arrangement should be checked to ensure all University equipment has been returned.

Manager Toolkit

Document Description Assessment Checklist A checklist to assist in assessing HBW proposals and the

suitability of positions for HBW. Approval Checklist A checklist to ensure all approvals and work protocols have been

established and agreed prior to the HBW arrangement commencing.

HBW Work Sheet May initially or continually assist manager and employee to set goals and measure performance and achievements by comparing anticipated and actual results across HBW and campus-based environments.

Review/Amending & Ending HBW Arrangements Flowchart

For reviewing, amending and ending HBW arrangements

HBW Accidents & Safety

Accidents occurring in a HBW environment are to be report in the same manner as if they occurred in a campus-based environmment, with the University's normal Accident Investigation and Reporting Procedures being applied.







http://www.hr.ecu.edu.au/osh/html/accident_incident_homepage.cfm





Equipment, Health, Safety and Advice

Workers’ Compensation Advice

The employee should be aware of the following Workers’ Compensation information and exclusions which apply to HBW.

GENERAL EXCLUSIONS:

1. If an incident/accident occurs out of the working hours stipulated in the HBW arrangement. 2. If an incident/accident occurs out of the specified HBW working area whilst based at home. 3. Undertaking duties on behalf of another employer.

TRAVEL COVERAGE UNDER WORKERS’ COMPENSATION

A HBW Employee is generally covered when travelling on the following conditions:

1. They are conducting University Business. 2. The journey has been approved and agreed upon by the employees’ Supervisor. 3. Academic Staff – if they are conducting special research away from the home based area that has been

approved.

TRAVEL EXCLUSION

1. If any deviation occurs between Home Based Campus and Home Base Workplace the eligibility criteria for Workers’ Compensation may be affected.

Ergonomic Advice

It is important that you adjust your workstation furniture and equipment to suit your individual needs. This checklist can be used as a guide when setting up your HBW or returning from holiday or to periodically review your working posture and workstation set-up.

• Make sure you can get close to your workstation without impediment. • Adjust the seat height so that you are working at about elbow height. Elbow tips are at the same level

as the home row (ASDF) of keys. • Adjust the backrest height to support the lumbar curve (small) of your back. (To find your lumbar curve,

hold your arms behind your back and comfortably clasp the opposite forearm near the elbow). • Adjust the backrest angle so that you are sitting upright when using and keying on the keyboard. • Your feet can be supported on the floor or on a footrest. • Adjust the monitor height so that your eyes are approximately level with the top of the screen. • Position the screen so that it is at a comfortable reading distance for you (approximately 40-55 cm). • Position your keyboard so that it is in direct alignment with the screen. • Ensure the mouse is as close to your keyboard as possible when in use. • Place the document holder either:

o Next to the screen at the same height and distance; or o Between your keyboard and screen.

• Arrange your work area to ensure all materials and frequently used items are positioned around you and can be easily reached without stretching or twisting eg, phone, pens and notepads.






A good posture is one in which you are comfortable and well supported by properly adjusted furniture. It reduces muscle strain and fatigue.

Checklists

• HBW Equipment Asset Checklist • OSH/Risk Self-Assessment










Resources and Setup Information

IT Information and Resources

The University’s Information Technology Services Centre (ITSC) provides support and services to employees and for the University’s desktop and laptop fleet and software environment.

For HBW arrangements there are a number of IT Resources that could be used by the area and accessed by the employee. Employees on HBW arrangements are to comply with Information Technology (IT) policies and shall not compromise or cause malfunctions or damage to University systems, networks or information.

Software

The University has limited agreements with software providers, and some agreements permit a copy of software to be run on a home PC that the employee owns or leases for work related purposes.

Such software is to be used only for University purposes and must not be copied or distributed to third parties, and must be deleted if the employee ceases to be an employee of the University. Click Here to read more on the terms and conditions applying to this option.

Communication Devices

A number of communication devices and online services could be useful in a HBW arrangement. The IT Service Desk is the central point of contact for obtaining advice and information on available communication resources such as:

• Telephones / Mobiles / PDAs • Staff Webmail • Campus Phone Diversions • Desktops / Laptops • Access to Voicemail • Voice & Video Networks • Virtual Private Network (VPN) • Purchasing IT Resources

Desktop & Laptop Ownership

• Ownership of all equipment and resources to be used in HBW are to be clearly documented via the HBW Equipment/Asset Checklist.

• Upon cessation of HBW arrangements (or employment) all equipment supplied and/or owned by the University must be returned and signed off by the supervisor.

• University resources and equipment must be used for the performance of University tasks and not for private consultancy work (see University Consultancy Policy)



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http://it.ecu.edu.au/services/helpdesk/index.asp

http://it.ecu.edu.au/services/helpdesk/index.asp


http://www.ecu.edu.au/GPPS/policies_db/policies_view.php?rec_id=0000000207




Equipment Breakdowns

• The employee is to notify their supervisor of any problems or difficulties arising from operation of any IT equipment.

• All maintenance, repairs, service and updating of University owned desktops, laptops and software is to remain the responsibility of the University.

• University owned IT equipment must be returned to the University for maintenance, repairs and/or service.

• Where IT breakdowns causes work to cease for one or more days, the staff member should revert to campus based work until the problem is rectified.

Employee Owned Equipment

• The University IT Services will not support, service or maintain IT equipment owned by the employee. • The employee will be responsible for all costs associated with insurance, maintenance, repairs and

service of their own personally owned equipment. • If the employee’s equipment is incompatible or requires software updating, then any cost to rectify and

make the system compatible will be borne by them. • Employee owned equipment must have installed current anti-virus software, and the University cannot

be held liable for any adverse effects to the employee’s equipment that may result from accessing it’s systems via HBW.

• The installation and maintenance of software is the employee’s responsibility and no support will be provided by University IT Services.

• Should the employee’s equipment breakdown they are to resume campus based work until such time as the equipment is replaced or fixed.

Further information can be accessed via the IT Service Desk.

Occupational Safety and Health (OSH) Information

Introduction

The information is provided to serve as a framework upon which the parties to a HBW arrangement are to base their commitment to an understanding and a full performance of their duties under the Occupational Safety and Health Act 1984 ("the Act").

1. The Home Based Workplace (HBW) 1. It is a matter for Edith Cowan University to determine the minimum standards applicable in

ensuring that their duties to their employees are met. To do this Edith Cowan University will observe the provisions of the Act, the Occupational Safety and Health Regulations 1996, relevant codes of practice approved under the Act and the WorkSafe Guidelines for Home Based workers.

2. Edith Cowan University will ensure that HBW Workplaces conform to minimum safety and health standards applicable to the type of work being performed by the employee at the HBW Workplace. For clerical type duties this will include the equipment in use, the work environment (eg. lighting, air quality, ergonomic issues etc.), safe access and egress, appropriate training and ongoing monitoring of the worksite.



http://it.ecu.edu.au/services/helpdesk/




2. Overview of general duties 1. Edith Cowan University is required to have regard for the safety and health of employees,

contractors and the general public. Under the Act, Edith Cowan University must take all reasonably practicable steps to protect the safety and health of their employees at work and to ensure that no other person is exposed to a risk to their health or safety, which may arise out of the work the employees are doing for their employer.

2. The employee too has duties under the Act and must take all reasonably practicable steps: 1. not to create or increase a risk to their own or the safety and health of any other

person at or near the place where the employee is at work; 2. to co-operate with Edith Cowan University to the extent necessary for Edith Cowan

University to meet its duties under the Act; and 3. to use equipment supplied by Edith Cowan University in accordance with any

instructions on its safe and proper use in order to protect their safety and health and the safety and health of the employee or other persons at or near the place where they are working.

3. Understanding of the Duties under the Act

The following information is considered useful in achieving an understanding of the duties under the Act in relation to HBW. When referred to in this Information Sheet, a hazard is anything that may result in injury to a person or harm to the health of a person. A risk, in relation to an injury or harm, means the probability of that injury or harm occurring.

1. The employer’s duties 1. There are two limitations on the strictness of the employer's duty of care. The first

limitation relates to the requirement that employers only do what is reasonably practicable to establish and maintain safe systems of work and the second relates to the requirement for the employer to exercise all due diligence in ensuring that a safe system of work is provided;

2. The employer's general duties are not absolute, because they are qualified by the notion of "reasonably practicable";

3. To identify whether measures were or were not "reasonably practicable” would involve weighing up, on the one hand, the extent of the risk (how likely is the risk, and how serious will it be if it occurs?) against, on the other hand, the means necessary to remove it;

4. It should be remembered that in the case of HBW, if the seriousness of the risk is greater than the difficulties of removing the hazard, one option for the employer in protecting the safety and health of an employee may be to terminate the HBW arrangement;

5. The test of what would be reasonably practicable in each case is "objective" in the sense that it requires the employer to consider what a reasonable employer would do in the circumstances. Ought the employer to have known of the hazard, its likelihood, severity and the means of its removal?

6. Employers must therefore keep abreast of developments in knowledge about hazards and their removal;

7. In short, in implementing the employer's general duties, the employer, through its managers and supervisors, must set up and maintain a system of work that is safe and






without risks to the health of employees, and diligently supervise and enforce safe working practices; and

8. A safe "system of work" involves the arrangement or organisation of the work process, the sequence and co-ordination of the various parts in the operation, the methods of using particular equipment or carrying out particular processes in the operation, the supply of suitable equipment and the provision of proper instructions, warnings and notices during or after the operation or process in question.

2. The employee’s duties 1. Employees too are required to only do what is reasonably practicable to meet their

duties under the Act; 2. Employees (managers, supervisors and HBW employees) must obey the lawful

directions of the employer. In practice this means; Employees must obey the instructions of their superiors in implementing and

managing safety and health policies designed to ensure that the employer complies with its duty of care under the Act. Employees should therefore ensure that they are aware of the employer's occupational safety and health policies, procedures, and any relevant codes of practice or occupational safety and health standards; and

Employees are not required to follow instructions which place their or their fellow employees' safety and health at risk, or which are in contravention of the Act.

3. Employees are not to place at risk their own safety and health or the safety and health of any other person; and

4. Employees are to co-operate with the employer in the employer's attempts to fulfil a duty under the Act, to use equipment in accordance with the employer's safety instructions and not misuse protective equipment provided.

3. Implementing a HBW Arrangement

In each case of implementing a HBW arrangement and in order to address the duties under the Act, the employee party to this agreement will:

1. Co operate with Edith Cowan University in the effort to comply with all of the occupational safety and health requirements;

2. Agree that since their HBW will be considered as an extension of the campus based workplace, Edith Cowan University's liability for job related accidents will continue to exist during the agreed working hours and recess breaks;

3. Maintain the designated HBW site at the required standard, which complies, with the Act. Workers Compensation liability will be limited to injury sustained while the HBW is carrying out Edith Cowan University duties only in the designated location.

4. Promptly report any hazards that may arise in the HBW Workplace; and 5. Immediately report work related accidents, injuries and diseases or when such

reporting is not possible instruct another responsible person to report.






Workstation and Laptop Set-Up

It is important that the HBW workstation furniture and equipment suits your individual needs, and to reduce muscle strain and fatigue you need to be comfortable and well supported by properly adjusted furniture.

Workstation (Ergonomic) Guide

Use this guide to set-up your HBW workstation, and to periodically review your working posture.

Working through the guide you may identify faults that a simple readjustment of equipment may assist with. If you require assistance on completing the workstation Set-Up Guide please do not hesitate to contact your Account Manager or a Representative from OSH for assistance.

Comfortable Working Position

A workstation needs to be ergonomically friendly and a desk or large table with adequate leg space is the preferred means, the use of unstable or small coffee type tables are deemed as non-ergonomic and are not to be used.

All HBW employees must complete the HBW OSH /Risk Self-Assessment Checklist.

Laptop Set-up

The use of screens and laptops must be in accordance with the OSH Workstation recommendations.

The aim of the set-up for laptops is to ensure that where a second screen is needed and required and the manager has approved this for HBW then the dual screen option displayed on this page must be used.

Use of Mobile Devices

Having the right HBW environment that is conducive to completing work tasks is imperative, and a HBW employee is solely responsible for setting up a work environment that is ergonomically friendly, safe, secure and free of distractions.

Therefore the University discourages the sole or partial use of mobile communication devices in a HBW environment.

Other than for verbal communication the University does not support the use of mobile devices (eg PDAs, Blackberries, i-Phones, Smart Phones etc), as a means for answering and accessing emails, the web or performing other work tasks, and strongly urges its HBW employees to not use such devices in a non-ergonomic manner.

A HBW employee must perform their work tasks in a safe ergonomic manner, and the use of either a desktop or laptop computer is the preferred method to perform work tasks associated with emails, web, word processing etc. The correct workstation for such equipment must also be utilised and set-up using the University’s HBW Ergonomic Workstation Set-Up Checklist . A laptop also needs to be set up correctly, and a separate keyboard, mouse and screen is strongly advisable, to view correct laptop set-ups click here.



https://www.hr.ecu.edu.au/er/resource/S4_Comfortable_Working_Position.pdf


http://www.hr.ecu.edu.au/osh/html/workstation_recommendations.cfm



http://www.hr.ecu.edu.au/osh/html/workstation_recommendations.cfm




What You Need To Know

Insurance Liability & Security

Insurance and Liability

• It is the responsibility of the employee who is considering HBW to assess the personal implications with respect to insurance and public liability.

• Employees are strongly advised to check their insurance and public liability coverage with their insurer and to access information on the implications of HBW on their existing insurance cover.

• Only University property is covered by the University’s insurance, and the employee should read and understand their obligations under the Asset Management – Recording, Tracking & Disposal policy.

• The employee will be totally responsible for any other insurance relating to their property, home, contents and legal liability.

• The University will not be liable for any injury, or loss of life of any person, or the material loss, damage or destruction of anything caused by HBW.

• The employee should check if a HBW arrangement impinges on any mortgage or tenancy agreement their residence may be under.

• The University will not be deemed to occupy or have control over the premises in any real sense.

Security

The employee is responsible for ensuring that the building and HBW workplace is secure, by providing adequate home security. The employee must at all times take reasonable care and protection of all University property and documents that they may have in their possession, and secure and protect the integrity of all University documents and records, electronic records, equipment and computer systems held or in use for HBW. This includes the suitable destruction and shredding of papers and documents produced in the home based workplace.

Document, records and information created in HBW are subject to University record management, and the relevant Records Management policy, and the employee must make and keep complete, full and accurate records that document University-related business activities and support any decisions made and comply with the abovementioned policy.

Any breaches or suspected breaches of security are to be reported to the University immediately.

University Access to HBW Site

HBW is conditional upon the employee’s acceptance and understanding that a representative of the University may from time to time require access to the HBW workplace, and the consent of the employee is required prior to any representative accessing the HBW site.

The purposes for which the University may require urgent or non-urgent access to a HBW site include but are not limited to:

-occupational safety and health issues;

-security and audit issues; and



http://www.ecu.edu.au/GPPS/policies_db/tmp/ad053.pdf





-any other purpose where access to the HBW is deemed necessary by the University.

• An employee will be given reasonable notice that a University representative intends to enter the HBW site. The notice period in regards to OSH, security and audit will be dependent on the nature and seriousness of the issue.

• No access to a HBW site will be made without the consent of the employee, and the employee will not unreasonably withhold consent.

• An employee who withholds consent or unreasonably delays access will be issued with a notice to comply with the access request.

• Should the employee continue to refuse to comply with this notice it will be deemed the employee has initiated an end to the HBW arrangement and the employee must immediately resume back to their campus-based workplace on the next available working day.

• Depending on the nature of the access the University may determine the HBW arrangement needs to ends, and advice will be provided to the employee.

Accidents and Safety

If an employee sustains an injury or illness while at work, or while travelling on University business, the employee must report the incident to their immediate supervisor, and if needed seek medical advice. The University’s normal Accident Investigation and Reporting Procedures shall apply.

The employee is to take responsibility to ensure the HBW working environment is maintained as safe and as hazard free as practicable.

The employee is to abide by ergonomic requirements compiled in the OSH / Risk Self-Assessment and as detailed within the HBW information statements on Ergonomic Advice and Workstation and Laptop Set-up.

All employees have an obligation to comply with the University’s Occupational Safety and Health policies, procedures and instructions to ensure a safe workplace.

Employees in HBW are covered by the University’ Worker’s Compensation Policy, in relation to injuries sustained in the course of performing work related duties, and employees should be aware of the General Exclusions and Travel Coverage contained within the HBW Workers Compensation Advice Information Sheet.

Employees must agree to adhere to the University’s Occupational Safety and Health policies and procedures, and the University’s insurer will apply the normal eligibility criteria in relation to the acceptance of a claim.

The usual sources of evidence, such as reporting processes and medical evidence would be sought to determine whether an employee was actually working at the time of an injury and may require an investigation.

The University’s Worker’s Compensation and Injury Management Policy will apply if the employee is injured while working from home. An employee undertaking rehabilitation may be required to return to the campus-based workplace if it is determined that this will assist with the rehabilitation program and will also provide a more beneficial, supportive and ergonomic work environment.

Should an employee refuse to comply with OSH policies or other such requirements the University will determine the HBW arrangement needs to end.





http://www.ecu.edu.au/GPPS/policies_db/tmp/hr081.pdf

http://www.ecu.edu.au/GPPS/policies_db/policies_view.php?rec_id=0000000201

http://www.ecu.edu.au/GPPS/policies_db/tmp/hr098.pdf




Expenses / Taxation

Expenses

The employee is responsible for any costs relating to the establishment and maintenance of the HBW workplace, and is solely responsible for the upkeep and maintenance of the building, including painting, floor coverings and security.

Prior the HBW arrangement commencing the issue of expenses and reimbursement of reasonable costs associated with HBW should be discussed between the employee and manager, and where agreed by the manager documented.

On a case by case basis and in accordance with University’s Staff Reimbursement policy covering business-related HBW expenses may be considered, and where approved such reimbursements will be proportional to the amount of time in the HBW workplace, and the reasonableness of the expense being claimed.

Where an employee has approval from their manager to use their personal funds to purchase business-related goods or services reimbursement will be in accordance with the abovementioned policy and on the provision of tax invoice or receipt. Failure to obtain prior approval or evidence of costs incurred will result in claims for reimbursement of business-related expenses being declined.

Taxation

It is the employee’s responsibility to assess, investigate and seek further information and independent advice on the taxation implications of commencing HBW. The employee is encouraged to contact their tax adviser, accountant or the Australian Taxation Office to obtain information in regards to maintaining a HBW workplace.

The University will not be responsible for providing employees with, or subsidising their taxation advice in regards to HBW.

The University takes no responsibility for any financial disadvantages suffered by the employee as a result of them participating in a HBW or from Taxation legislation changes, which may occur during the life of a HBW arrangement.

Useful HBW Advice from the ATO:

• You Have a Home Work Area • Home Office Expenses Calculator




http://www.ato.gov.au/businesses/content.asp?doc=/Content/33087.htm

http://calculators.ato.gov.au/scripts/axos/axos.asp?CONTEXT=&KBS=Home_office.XR4&go=ok




Transitional & Ad-Hoc HBW Arrangements

Transitional Arrangements for HBW

For employees currently in a HBW arrangement transitional arrangements require the employee to complete the following documentation to ensure their HBW environment is ergonomic, OSH compliant and has been formally approved:

• Application for HBW - [General Staff Only] • HBW Equipment / Asset Checklist • HBW OSH / Risk Self-Assessment Checklist

An existing HBW employee is also required to read and acknowledge information provided them on:

• HBW Ergonomic Set-Up & Self Assessment • HBW Lap Top Set-up • HBW Workers' Compensation Advice • HBW OSH Information • Use of Mobile Devices

These documents need to be acknowledged when the HBW OSH /Risk Self-Assessment Checklist is completed.

Ad-Hoc Arrangements for HBW

For employees working a HBW arrangement in an ad-hoc manner there is still a requirement to ensure the HBW environment is conducive to such work and is ergonomically and OSH compliant.

As good practice the OSH / Risk Self-Assessment Checklist should be utilised to check the HBW site is safe, and the employee should familiarise and read the above HBW information on Ergonomics, Workstation and Lap Top Set-up and Use of Mobile Devices.

Do You Need More Information?

Please use the HR Contacts page.







http://intranet.ecu.edu.au/__data/assets/pdf_file/0007/501577/Guidelines-For-The-Use-Of-Laptop-Computers.pdf

http://intranet.ecu.edu.au/__data/assets/pdf_file/0007/501577/Guidelines-For-The-Use-Of-Laptop-Computers.pdf


overview of home-based work - edith cowan university · 2017-09-12 · hrsc e-mail: [email protected]...

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