California Department of Corrections and Rehabilitation Telework Procedures
(April 21, 2010)
Telework is a work option that when appropriately planned and managed can benefit managers, employees, and customers. Telework allows an employee to work one or more days away from the main office, either at home or an alternative worksite, while providing the same services as they would working in the central office.
The following are Telework scheduling options
- Home-based: working in a space specifically set aside as an office in an employee’s residence. This arrangement is voluntary.
- Telecenter-based: working in an office near the employee’s home to which the employee regularly reports to work. This arrangement may not be on a voluntary basis.
- Mixed-use: includes the use of a combination of the main or central offices, telecenters or home offices.
The California Department of Corrections and Rehabilitation (CDCR) developed the CDCR Telework Procedures for programs to utilize as a tool in the administration of the telework program. Additionally, CDCR adopted the Statewide Telework and Remote Access Security Standard as this establishes the minimum information security standard required by the Office of the State Chief Information Officer (OCIO). A copy of this standard can be found on OCIO’s website. The procedures recognize the societal, environmental, managerial, and personal benefits that such a work option offers while considering the safety of the Department’s employees, information, and assets.
The purpose of the procedures is to define general telework rules and guidelines that apply to CDCR. Telework may allow for flexibility to employees and the Department to accomplish its work, reduces time spent traveling to and from work, facilitates temporary limited duty, increases the State’s ability to respond to emergencies, amplifies effective use of new technologies within State Service, and improves employee morale resulting in improved performance.
These procedures apply to all the telework activities of CDCR. All managers, supervisors, and teleworkers should be familiar with the contents of the procedures.
Government Code (GC) Sections 14200 through 14203 authorizes every state agency, including every board and commission, to incorporate telecommuting (telework) as a work option. The term telecommute is replaced by telework in this document, except when directly citing current law.
GC Sections 11549 (a) authorizes the Office of Information Security (OIS) to issue statewide policies, standards, procedures and guidelines, and 11549 (b) requires every state agency, department, and office to comply with the information security and privacy policies, standards, and procedures issued by the OIS. These policies are found in the State Administrative Manual (SAM) Sections 5300 through 5399. Corresponding standards, procedures, and guidelines are found on the OCIO’s website.
CDCR is required to ensure that its’ CDCR Telework Procedures is implemented in accordance with all applicable laws, policies, and standards including those governing the protection of state information assets and collective bargaining agreements.
The Office of Personnel Services is responsible for maintaining and updating CDCR’s Telework procedures. The Enterprise Information Services (EIS) is responsible for updates related to information security.
Management’s level of approval differs depending on the specific program within CDCR. In a headquarters setting, the management level responsible for approving telework agreements is at the Office Chief or above level, depending on the particular management structure of the employing organization. In a field setting, the approval level is at the Chief Physician and Surgeon (DJJ), Regional Parole Administrator, Superintendent, or Warden level. To facilitate reference to this level of approval authority, the term ”Management” will hereafter be utilized.
Managers in the levels detailed above are responsible for administering the telework program in their respective program areas, including ensuring compliance with all applicable procedures.
Before allowing a telework arrangement, the manager and/or supervisor and employee will determine the equipment needed for telework on a case-by-case basis. The types of technology services (internet services), access to state Information Technology (IT) infrastructure, and equipment that will be necessary to support the proposed telework arrangement must be identified.
Telework does not entitle the employee to be assigned department-owned equipment such as: computer, software, software licenses, printer, fax machine, calculator, furniture, internet, or telephone service. The purchase of such items is at the discretion and direction of the designated management level, and must be in compliance with the state and department budget, procurement, and information management policies.
Program managers and/or supervisors must:
- Carefully weigh the costs and benefits of a telework arrangement, particularly ones that will require additional departmental expense for services or equipment (e.g. the purchase of new computer equipment or cable trenching to allow for a business telephone line).
- Work with the CDCR Information Security Officer (ISO), Information Technology and Business Services Offices, and Enterprise Information Services (EIS) to assess telework technology hardware and software needs and to provide the necessary services, equipment, and supplies to teleworkers.
- Ensure that the telework infrastructure, including computing equipment at the agency that hosts telework connection and computing equipment used by the teleworker to connect, is installed, maintained, and updated in accordance with state information security policies, standards, and procedures.
The acquisition and furnishing of services, equipment, and supplies shall be in accordance with all state laws, policies, standards, and procedures including, but not limited to, the State’s Telework and Remote Access Security Standard and Public Contract Code.
State-owned laptops/docking stations with full disk encryptions may be assigned to teleworkers to mitigate the need for a similarly equipped workstation at the office and at the alternative worksite. Provision of additional equipment for a teleworker will normally be an exceptional situation where a clear benefit to the program can be identified and the employee has special needs.
Managers and Supervisors
CDCR managers and supervisors are encouraged to support the use of the telework option, when appropriate and are responsible for:
- Reading and understanding the contents and requirements of the CDCR Telework Procedures, and Statewide Telework and Remote Access Security Standard. • Identifying job tasks suitable for the telework.
- Determining whether proposals for employees to telework are likely to contribute to CDCR’s objectives, while maintaining or improving program efficiency, productivity, service, benefits, and safety conditions.
- Approval of a Telework Arrangement (Attachment A*) when it is determined it to be beneficial for CDCR and the employee, prior to submitting it to the appropriate management level for approval.
- Ensuring that employees who remain in the office are not negatively impacted by assuming the teleworker’s regular assignments (i.e., answering telephone calls, dispensing information, etc.).
- Ensuring teleworking employees indicate the hours they have teleworked on their timesheet in accordance with CDCR’s established procedures.
- Approving, in advance, the teleworker’s use of vacation, time off, or other leave credits, as well as any overtime work. Providing specific, measurable, and attainable performance expectations for the teleworker; defining, in detail, assignments, corresponding deadlines, and the expected work performance; and, providing regular performance reviews as they would for onsite employees. Meeting with employees requesting to telework to determine home office equipment requirements and suitability of the home work environment.
- Ensuring that all software used for the telework option is in accordance with the software copyright laws and compatible with CDCR software standards, CDCR Information Security Policies, and the Statewide Telework and Remote Access Security Standard (see “Information Security Guidelines” section).
- Informing employees that failure to comply with established procedures may be cause for terminating participation in the telework program and/or possible adverse action.
- Ensuring that telework employees pursuant to departmental policies and State laws (California Penal Code Section 502, California Civil Code Section 1798 et. seq.) complete the annual online information security training. Copies of the completed forms should be retained in the employee’s personnel file.
- The annual on-line security training and corresponding forms can be found on the employee intranet.
- Ensuring compliance with the “Information Security Policies” (included in these procedures), the Statewide Telework, and Remote Access Security Standard, to protect CDCR’s assets when accessing, storing, and transporting CDCR information (see “Protecting Data and Equipment” section).
- Ensuring completion of the employee’s Telework Arrangement (Attachment A*), Safety Checklist/Acknowledgement (Attachment B*), Setting Up an In-Home Office (Attachment C*), Supervisor’s Checklist (Attachment D*), the Telework Task Assignment Log (Attachment E*), and maintaining copies in the employees’ supervisory file.
- Requesting remote access and obtaining approval from EIS. A copy of the Remote Access Service Request form can be found here.
- Answering employees’ questions relating to personnel, security, and technology issues.
- Ensuring that teleworking employees have adequate work space available at the office on their non-teleworking days.
- Overseeing the day-to-day performance of teleworking employees, as they would for on-site employees, to include communicating general office updates and related information to teleworker employees, so they do not become isolated from the office staff.
- Ensuring the return of department-owned equipment, software, and supplies (if applicable) in the event that the department deems the employee or work assignment no longer qualifies for teleworking.
Employees interested in becoming teleworkers are responsible for:
- Understanding the contents and requirements contained in the CDCR Telework Procedures and Statewide Telework and Remote Access Security Standard.
- Submitting a request to telework to his/her supervisor.
- Working with his/her supervisor to develop mutually acceptable telework arrangements (See “Telework Arrangement [Attachment A*]”.).
If approved to telework, employees are responsible for:
- Abiding by the provisions set forth in the CDCR Telework Procedures and all associated policies and procedures.
- Establishing and maintaining an acceptable and safe home office environment as outlined in the “Work Environment Criteria” section of “Setting Up A Safe and Secure Home Office.” Employees are required to complete the “Safety Checklist/Acknowledgement (Attachment B*)” form certifying its accuracy when the Telework Arrangement is renewed each year.
- Completing and signing the Telework Arrangement (Attachment A*), the Safety Checklist/Acknowledgement (Attachment B*), and the employee’s portion of the Telework Task Assignment Log (Attachment E*).
- Recording telework hours on timesheet. All work schedules are discretionary and require advance management approval. Any work schedule (e.g. flextime, 4/10/40,) may be approved for an individual teleworker as long as the work schedule is consistent with the requirements of the employee’s work week group and the provisions of the employee’s collective bargaining agreement.
- Meeting performance expectations, whether teleworking or working in the office.
- Maintaining state owned equipment, devices, and services associated with achieving a safe, secure and healthful telework environment as identified in the Telework and Remote Access Security Standard and CDCR Information Security Addendum.
- Being reachable for communication (e.g., telephone, answering machine, voice mail, e-mail, etc.) during stated work hours.
- Adhering to all applicable laws, rules, regulations, policies, and procedures regarding information security as outlined subsequent to these requirements in CDCR’s “Information Security Guidelines” of these procedures.
- Possessing the skills necessary to meet departmental requirements and operate independently from a remote work site.
- Repairing or replacing any State-owned equipment assigned to the employee that is damaged, lost, or stolen if management determines that it is due to the gross negligence by the employee. (Procedures for reporting lost, stolen, or destroyed property or equipment are provided in the State Administrative Manual, Sections 5350 through 5350.4 and 8643.)
- Complying with applicable tax laws. CDCR is not responsible for substantiating an employee’s claim of tax deductions for operating an office in the employee’s home. An employee should seek advice from a tax advisor concerning in-home office deductions.
- Informing the ISO and Supervisor within 24 hours of discovery of security incidents via the CDCR Security Incident form.
- Notifying his/her manager/supervisor immediately if a work-related injury occurs at the home office or alternative work site, and completing the Workers’ Compensation and Incident Report.
- Third-party injuries in the home office.
- Maintaining telework access to the Department.
- Acknowledging that the use of any CDCR provided equipment, software, data, and supplies is limited to authorized teleworker use and only for purposes related to CDCR business, or as allowed by law or Memorandum of Understanding (MOU) provisions.
EIS management will designate a Telework Coordinator (TC) for the day to day coordination and management of CDCR’s Telework Procedures, including compliance with policies, procedures, and guidelines together with the State Telework and Remote Access Security Standard, and may provide training on telework as needed. The coordinator will represent CDCR management with respect to teleworkers, other agencies, and the public. Additional responsibilities may include:
- Serving as a telework resource for management.
- Ensuring that employee-owned computing hardware and software are compatible for telework (refer to the State Telework and Remote Access Security Standard).
- Communicating to managers and supervisors that state data is only to be saved/stored on encrypted state equipment or CDCR Net.
- Facilitating the reuse and transfer of State-owned information technology (IT) equipment per departmental standards.
- Ensuring routine maintenance and repair of CDCR IT assets used by teleworkers.
- Representing CDCR on the statewide Telework Advisory Group led by the Department of General Services (DGS).
Office Telework Liaison
Office supervisors/managers will designate an Office Telework Liaison (OTL) for their branch or office. The OTL responsibilities include:
- Reading and understanding the CDCR Telework Procedures, Telework and Remote Access Security Standard.
- Providing direction and informal training on teleworking and serving as a resource to teleworking managers and employees.
- Informing teleworkers of timesheet reporting method.
- Ensuring that all forms associated with the CDCR Telework Procedures are maintained and updated (if necessary) on an annual basis.
- Retaining copies of teleworking employees’ signed Telework Request Package for the duration of the telework assignment.
- Acting as liaison between the program and EIS TC.
Enterprise Information Systems
The State reserves the right to monitor and log, without notice, all network activity, including email and internet activities. Teleworkers, as with non-teleworking employees, should have no expectation of privacy in the use of computer resources used for State business.
EIS responsibilities include:
- Reviewing and approving remote access requests.
- Ensuring that all CDCR software or hardware installed for the telework option is in accordance with software copyright laws and compatible with CDCR software and equipment standards.
- Ensuring that state-owned equipment to be used by any teleworker is properly tagged, encrypted and assigned to an employee.
- Providing assistance to supervisors and managers in defining and assessing the appropriate data communications equipment, software, services, computer needs, and other information associated with teleworking.
- Resolving technical problems. EIS will not make house-calls to home offices. Teleworkers experiencing technical problems must contact the EIS Service Desk to make arrangements for repair, replacement, or other options.
Information Security Office
ISO responsibilities include:
- Process all information security reports.
- Keep CDCR management informed of information security incidents and the resolution actions taken to mitigate data losses.
- Audit the CDCR network access control procedures to ensure security and integrity of data.
It is at CDCR’s discretion to determine which employees are eligible to participate in the CDCR Telework program. Approval will be determined on a case-by-case basis. The opportunity to participate is voluntary and subject to prior approval by both the employee’s immediate supervisor and the designated management level. Approval will be completed by execution of a Telework Arrangement (Attachment A*) setting forth the terms and conditions that will be observed by both the teleworker and the supervisor. Managers can elect to cancel the employee’s participation in accordance with the “Termination of Telework Participation” section of these procedures.
Declining an employee’s telework request is subject to the employee’s Bargaining Unit MOU provisions. Questions regarding Bargaining Unit MOUs and telework should be directed to CDCR’s Office of Labor Relations. Other personnel questions should be directed to CDCR’s local personnel office.
Participation in the telework program will not change an employee’s compensation, benefits, work status and/or work responsibilities.
The supervisor and employee will review and renew the employee’s telework arrangement at least annually. Teleworking is selected as a feasible work option based on a combination of job characteristics, satisfactory employee performance history, work habits, ability to meet deadlines, and departmental savings. A change in any one of these elements requires a review of the employee’s Telework Arrangement (Attachment A*). The supervisor and the teleworker should understand that teleworking is a bilateral voluntary option and can be discontinued at either party’s request with no adverse repercussions.
Benefits and rights
All benefits, including the earning and use of leave credits, are handled in the same manner as if the employee were at a traditional work site. None of the rights or benefits provided under the employee’s collective bargaining agreement between the State and the employee unions are enhanced or abridged by the implementation of a telework program. Standard operations allow for all employees to retain the right to grieve in accordance with the provisions of their collective bargaining agreements.
If an employee incurs a work-related injury while teleworking workers’ compensation laws and rules apply just as they would if such an injury occurred at the office. Employees must notify their supervisor immediately and complete all necessary documents regarding the injury.
Employees previously participating in a telework assignment have no automatic right to telework following their leave (e.g., returning from a leave of absence or after a job transfer). A new Telework Arrangement (Attachment A*) must be approved. The telework program is a privilege and not a right.
The American with Disabilities Act and the Fair Employment and Housing Act do not require an employer to offer a telework program to all employees. However, if an employer does offer a teleworking program, it must allow employees with disabilities an equal opportunity to participate in such a program. If a request to telework is based on reasonable accommodation, a Request for Reasonable Accommodation (CDCR 855) must be completed by the employee and provided to the assigned Return to Work Coordinator (RTWC) for processing. The Office of Employee Wellness, Return to Work Services Section, must be consulted and approve the final agreement. Telework may be a short-term solution for accommodating an employee who is capable of working but temporarily unable to report to the main worksite.
Consideration for selecting teleworkers
Participation in the CDCR telework program should be considered when the employee’s duties lend themselves to performance from a remote location and when the employee demonstrates the ability to satisfactorily perform tasks independently. Consideration, on a case-by-case basis, should include the following:
Does the employee have the necessary knowledge to perform the required job tasks away from the office or is input required from others available only at the office?
What portion of the job is devoted to face-to-face contact with other agencies, the public, or internal CDCR staff? Can this contact be structured to allow for communication via phone or computer, and if not, can it be redirected to the employee planned non-telework days?
What portion of the job requires the use of reference materials or resources located in the main office? Can these resources be easily taken home for a day or two without interfering with co-workers’ job performance? Are these resources available off-site through other means such as the internet or a local library? Are special clearances needed to allow remote electronic access and are additional costs involved?
Use of Computers
Will the employee’s computer resources and software meet IT standards and allow for required productivity? If mainframe computer and/or network access is needed, does the necessary connectivity capability exist? If long-distance “dial-up” is necessary, is the cost prohibitive? If connection to a Local Area Network at the central work place is required, are the necessary hardware components in place? Are there any control agency requirements regarding data access that must be considered?
What portion of the job relies upon access to photocopiers, fax capabilities, or other specialized equipment? Can access be managed to allow teleworkers’ needs to be met on non-telework days or can they be satisfied at a facility near the employee’s telework office?
What portion of the employee’s job uses secured, sensitive, or otherwise confidential information? Can the integrity of that information be secured in accordance with information security policies if it is taken or accessed from off site? See the section entitled “Information Security Guidelines” for more details on this topic.
Can tasks that do not require information or equipment be completed away from the central office, be grouped as telework? Can staff meetings and conferences be grouped and scheduled for non-telework days or accommodated with teleconferencing?
Does the job involve fieldwork? Can trips begin or end at the employee’s telework office rather than at the office? Can paperwork be done away from the office?
Employee Work-Related Characteristics
Is the employee experienced and knowledgeable in his/her job duties? Is the employee motivated and self-directed? Does the employee demonstrate an ability to independently establish priorities and manage his/her time effectively? Does the employee independently produce high-quality work?
Supervisors will consider the following when scheduling teleworkers:
- The specific telework schedule is subject to the demands of the employee’s job and management needs for the employee to be present in the office setting.
- Telework days are to be scheduled in advance and must be approved by the supervisor as per the Telework Arrangement (Attachment A*) and the Telework Task Assignment Log (Attachment E*).
- Any change in the agreed upon schedule must be approved in advance by the supervisor, documented, and appended to the Telework Arrangement (Attachment A*).
- Employees’ telework schedules must be consistent with the requirements of their work week group and/or provisions of the collective bargaining agreement.
- A teleworker must forgo teleworking if needed in the office on a regularly scheduled telework day.
- The employee is only to be called into the office on their regular telework days when necessary to meet operational needs.
- The manager or supervisor should provide reasonable notice whenever possible. However, the employee may be required to report to the office, as needed, without advance notice.
- All procedures for requesting and approving leave usage, overtime, or alternative work schedules will be consistent with those used for non-teleworking employees.
Types of telework schedules
Regular: Regular telework is an established schedule per week or month. Supervisors and/or managers must approve any change in the agreed upon schedule, and append it to the Telework Arrangement form.
Full-time Teleworking: (100 percent of teleworker’s hours) is permissible only when necessary and justified (e.g., to accommodate medical restrictions or physical disabilities) and depends on the needs of the job.
Casual/Temporary: Casual/Temporary telework – CDCR employees may be allowed to telework on a casual/temporary basis as their assignment permits.
If the request is of a medical nature, written verification must be provided by a doctor or other licensed practitioner, and processed as a formal Request for Reasonable Accommodation using the CDCR 855 processed by the assigned RTWC.
Circumstances which may be appropriate for casual/temporary teleworking may include, but are not limited to:
- During convalescence from injury or illness, provided employee can perform essential functions of the job.
- While a family member is recovering from an injury or illness and needs in-home assistance, provided employee can perform essential functions of the job.
- During the last few weeks of pregnancy, and/or following the birth of a child, provided employee can perform the essential functions of the job.
- While all reasonable commute routes are blocked (i.e., major construction, storm, or disaster).
- If primary worksite is inaccessible or uninhabitable.
- If special project work requires an extended period of uninterrupted time.
Hours of work and overtime
All work schedules require approval at the designated Management level. An alternate work schedule (e.g., 9/8/80, 4/10/40, flextime, etc.) may be approved for an individual teleworker as long as the work schedule is consistent with management needs and the requirements of the employee’s work week group.
Overtime must be authorized in advance by management in accordance with the provisions of the employee’s work week group and bargaining unit contract. Compensation and compensatory time off will be authorized in accordance with existing procedures and the employee’s work week group.
Changes in work schedules or temporary telework assignments may be made at management’s discretion to meet operational needs or to accommodate an employee’s request (e.g., convalescence, parental leave, etc.).
Setting up a safe and secure home office
It is important for all employees to maintain a healthy, safe and ergonomically sound work environment while working in the office or at a remote location. The major difference between the employer’s office and the employee’s home office is ownership and control over the workplace.
Work environment criteria
The opportunity to participate in a home telework program is offered with the understanding that it is the employee’s responsibility to maintain a safe and productive work environment. This includes:
- Designating an area that allows for working in an office setting and ensuring that the equipment necessary to perform the work is in the designated area.
- Telework should not be used for dependent care (i.e., any individuals requiring constant supervision including: infants, toddlers, preschoolers, school-aged children, adults, and elderly adults) purposes. Dependent care arrangements must be made for agreed upon work hours.
- Keeping personal disruptions, such as non-business telephone calls and visitors, to a minimum.
- Obtaining pre-approval from the supervisor for use of vacation time or sick leave to attend to family or home matters during home office hours.
- Ensuring that the home office is a safe place to work.
Home office safety
Home offices are expected to be clean and free of obstructions and hazards. Resources on how to set up an ergonomic workstation are available on DGS’s website. Employees who telework must have fire protection equipment in the home. Teleworkers are encouraged to have pre-established evacuation plans and first aid supplies.
A “Safety Checklist/Acknowledgement” (Attachment B*) must be completed by the teleworker for any in-home telework site. Teleworkers are responsible for self-certifying that the in-home office complies with identified safety requirements by completing and signing the “Safety Checklist/Acknowledgement” (Attachment B*). Although telework employees will be permitted to self-certify that their home office meets the identified safety requirements, management retains the right to visit the home office work environment, and make inquiries as to the status of the home office environment. However, any such visits shall be made with 48-hour notification from the supervisor, except in the case of an emergency.
Failure to maintain a safe work environment, in accordance with these procedures, is cause for discontinuing employee participation in the CDCR Telework Program. Review “Safety Checklist/Acknowledgement” and “Setting Up A Home Office” (Attachments B and C*).
Smoke Detectors – The Health and Safety Code, Sections 13113.7 and 13113.8 require that dwellings be provided with smoke detectors. Employees are responsible for assuring home compliance with these requirements. Smoke detectors placed in the home work area must meet the following criteria:
- Placed in a location, which monitors the work area, and any electronic equipment used to support teleworking.
- Approved by Underwriter’s Laboratory (UL) and/or State Fire Marshall, and have a functional test mechanism.
- Tested by the employee at the time of installation and on a monthly basis. Detectors which are wired into the house electrical system and have a battery backup should be checked with main power both on and off. Battery operated detectors should be cleaned and equipped with fresh batteries as recommended by the manufacturer.
Fire Extinguisher – The designated work area must be equipped with a UL approved fire extinguisher. Employees are responsible for assuring home compliance with this requirement. The fully charged extinguisher should be made easily and readily accessible near the work area (no more than 10 feet from electronic telework equipment).
Equipment, software, services, maintenance, repair and replacement
Managers and/or supervisors must properly account for CDCR telework property by ensuring the following steps are taken:
- Tag all CDCR equipment with a property/asset identification number for property inventory and control purposes.
- Maintain a record of all property, by teleworker and tag number, purchased and/or issued to teleworkers for telework purposes.
- Maintain a record of services used by teleworker (i.e. telephone line(s), service provider, internet connection, service identification number, etc.) that were acquired and/or installed at the teleworker’s home.
Computer equipment should have a configuration that is compatible with CDCR’s IT structure. In the event of an equipment malfunction, the teleworker must notify his/her supervisor immediately to discuss alternative work assignments. Employees should follow the department’s process for resolving telework equipment problems and return of State-owned equipment to the worksite for repair. For EIS customer service center assistance, contact the CDCR EIS Service Desk at (916) 324-7789 for local, or 1-866-989-4347 for non-local calls.
Teleworker remote access process
The EIS intranet site will include defined standards for connecting to the CDCR network. These standards are designed to minimize potential exposure to CDCR from unauthorized use of CDCR resources which may result in damages. Damages may include the loss of sensitive or company confidential data and/or intellectual property, damage to public image, and damage to critical department internal systems, etc. These standards are designed to convey the various methods of remotely connecting to the CDCR network.
The information on this website applies to all CDCR employees, contractors, vendors, and agents with a CDCR owned computer or workstation used to connect to the CDCR network. The website information also applies to remote access connections used to do work on behalf of CDCR, including reading or sending e-mail and viewing Department resources.
State-owned equipment and services are to be used only for State business. In the event any State equipment is stolen, or needs replacement, repair or maintenance, CDCR will be responsible for its replacement, repair or maintenance, if the teleworker has provided the proper care and safety of the equipment.
Once a telework arrangement is approved and implemented, the teleworker’s supervisor must pre-approve any changes involving relocation of installed equipment or services owned or acquired by CDCR, such as a business telephone line.
If a teleworker is moving the workstation to a new residence and has an existing CDCR owned business telephone line in his or her current residence, the teleworker must provide reasonable notice to his or her manager of the intended move. Upon notification from the teleworker, the manager is responsible for ensuring the telephone line is disconnected before the teleworker relocates.
Protecting data and equipment
The following computer safeguards can prevent costly computer breakdowns and the loss of crucial data:
- Ensuring State data is saved or stored only on State equipment (e.g., encrypted laptop and/or portable devices).
- Positioning equipment away from direct sunlight or heat.
- Placing equipment on well-ventilated surfaces.
- Dusting the office space regularly and using dust covers.
- Not eating or drinking near data or equipment.
- Not touching unprotected floppy diskette or CD-ROM surfaces or placing heavy objects on diskettes.
- Keeping diskettes, CD-ROMs, and USB drives away from heat, dirt, smoke, and moisture.
- Keeping all magnets, magnetic paper clip holders, fluorescent lamps and electric motors away from computer equipment and floppy diskettes, CD-ROMs, and USB drives.
- All confidential, electronic data must be encrypted. Employees must use encrypted thumb drives to transport CDCR data, not personally owned devices.
- All confidential hard copy data must be stored in a locked cabinet when not in use by the employee.
Information security guidelines
Security of confidential information is of primary concern and importance to CDCR. The teleworker is expected to adhere to all applicable laws, rules, regulations, policies, and procedures regarding information security. Information security policies, standards, and procedures serve to protect the availability, integrity and confidentiality of information assets. These policies, standards, and procedures also serve to protect the agency, as well as its citizens and employees. For example, use of an improperly configured computer or wireless network computer may lead to unauthorized access, viruses, and other forms of malicious code that may compromise the availability of computers and lead to data integrity and confidentiality issues. The loss or theft of a telework computer that is not encrypted and password protected may lead to data loss and confidentiality issues. The following are basic information security guidelines:
- Teleworkers shall apply the state policies, standards, and procedures including the state Telework and Remote Access Security Standard, to all CDCR information assets, CDCR equipment, software, and information used within the CDCR Telework Procedures.
- Use CDCR information assets only for authorized purposes, and ensure that confidential information is not disclosed to any unauthorized person.
- Back up critical information on a regular basis to ensure the information can be recovered if the primary source is damaged or destroyed.
- Use unique “logon” passwords on all systems containing confidential information and keep those passwords secure.
- Use the latest virus protection software on telework systems.
- Return material (paper documents, diskettes, etc.) containing all confidential information to CDCR for proper handling or disposal, if necessary.
- Adhere to copyright law by not copying or sharing any CDCR owned software utilized by teleworkers, and when no longer employed by CDCR, return any software media to CDCR.
- Notify employee’s supervisor of any suspected or actual security violations. An information security incident report must be sent to the ISO within 24 hours of discovery.
Teleworkers must understand that adherence to the above procedures is an essential requirement of the CDCR Telework program. Failure to comply with these provisions may be a cause for terminating participation in the telework program and/or possible adverse action.
CDCR will reimburse teleworkers for business expenses necessary for performing work assignments. Supervisors must pre-approve all such reimbursements. Reimbursements will be made via normal departmental purchase and/or reimbursement procedures. CDCR will not be liable for telework expenses not identified in the employee’s Telework Arrangement (Attachment A*), including, but not limited to, any investment in furniture equipment or services for the designated workspace in the teleworker’s home office.
Supervisors will review usage charges for a home dedicated voice or data line and if approved, the respective program will make payment. Teleworkers using their own residential telephone for business-related calls may be reimbursed for those expenses. The teleworker should submit a Travel Expense Claim along with receipts, bills, or other verification of expenses pursuant to travel expense claim procedures. On a case-by-case basis, the supervisor will decide whether any telework expenses not specifically covered in these procedures are reimbursable.
An agreement is developed that incorporates both general provisions and specific requirements to the individual participant’s work situation. The agreement form is attached to the procedures (Telework Arrangement [Attachment A*]). The completion of the Telework Arrangement from (Attachment A*) verifies that all essential components of a telework arrangement have been addressed prior to the actual start of teleworking. The required signatures indicate that the teleworker and supervisor have read and understand the CDCR Telework Procedures, and Statewide Telework and Remote Access Security.
The agreement is approved through the chain of command as each division, program, or office dictates. It must be signed and dated by the employee and the immediate supervisor at designated management level prior to the start of telework. All telework requesting remote access are to be reviewed and approved by EIS.
Termination of telework participation
The telework program is a bilateral voluntary arrangement between CDCR and the telework employee that can be discontinued by either management or the telework employee.
- The telework employee may terminate participation in the CDCR Telework Program, without cause, at any time, for any reason, by written notice to his or her supervisor.
- When feasible, the employee shall provide such notice at least 30 calendar days in advance of terminating participation.
- When an employee’s participation in the CDCR Telework Program is terminated, the employee must begin working at the main office as soon as possible, but no later than, 30 calendar days after being notified.
Management may terminate an individual employee’s participation in the Telework Program at any time, including these reasons and provisions:
- For changed circumstances, operational needs, or performance-based reasons, providing 30 calendar days prior written notice with an explanation given to the teleworker.
- For cause. A telework arrangement may be immediately terminated and does not require advance written notice.
Management may not terminate an employee’s participation in the Telework Program based on reprisal or retaliation.
Upon notification that the telework arrangement will end or notification of employee separation, the manager and/or supervisor will notify EIS, ISO, and OTL of this change. The manager and/or supervisor will review and compare the equipment and services checklist, provided on the Telework Arrangement (Attachment A*) form, to ensure the equipment is returned and services are terminated. For equipment requiring removal by CDCR, such as a business telephone line, the approving manager will determine when it will be removed, or its use discontinued, with a minimum notice to the employee of two working days.
Telework arrangement file
The original is placed in the employee’s supervisory file. A copy is retained by the employee and OTL.
Attachment A (Telework Arrangement), B (Safety Checklist/Acknowledgment), C (Setting Up an In-home Office), D (Supervisor’s Checklist), and E (Telework Task Assignment Log) are available for employees here.