Aim and scope of policy
As efforts to contain the coronavirus continue, we have been testing capacity to put remote working arrangements in place. The company may deem it necessary and suitable for employees to undertake some of their duties away from one of the Company’s workplaces or away from their normal place on work, for a number of reasons and with varying degrees of frequency.
In the context of this policy, e-working/tele-working refers to time spent working away from the Company’s premises. Currently, it is not intended that e-working/tele-working will be a full-time arrangement, but employees may be given the option to work part of the working week or working day at home, or another location as agreed with their line manager. This policy applies to those situations.
Requesting e-working/tele-working
Any manager/employee considering a home working arrangement must discuss the proposition with their line manager and those likely to be affected. The employee and their manager will assess the suitability of the requested arrangement, taking account of the position held, the business demands, and the individual employee requesting the new arrangement.
The final decision on whether or not to allow e-working/tele-working is at the discretion of the Company and rests with the Head of HR. Employees must be aware that the needs of the Company and the service it provides will be the determining factor in any decision. The Head of HR must be satisfied with the arrangements agreed between the individual employee and his/her line manager.
Such arrangements must allow for measurable targets to be set, and for regular feedback on performance.
Employees must agree the hours they will work away from the workplace, and how they will maintain contact with the Company.
Employees must have a quiet and distraction-free working space.
Have an internet connection that's adequate for their job.
Dedicate their full attention to their job duties during working hours.
Adhere to break and attendance schedules agreed upon with their manager.
Employees must clock in remotely to record their hours of work and must also continue to record their break times.
Covid-19 Trial period
Once an initial agreement has been reached regarding e-working/tele-working, there will be a two-week trial period to evaluate and review the arrangements. This will include a review of performance against pre-set agreed targets and take into account the current state of the nation with regard to Covid-19. All e-working/tele-working arrangements will be regularly reviewed and if there is a negative impact on performance or business needs, or the arrangement no longer meets the needs of the employee or the employer, it will be terminated by the Company and other arrangements may be put in place.
Arrangements for e-working/tele-working
Prior to the commencement of e-working/tele-working, a formal agreement will be made on the following:
the hours to be worked away from the workplace will be formally agreed to allow specific, measurable targets to be set and regular feedback on performance
communications arrangements will be agreed before any e-working/tele-working arrangement can be approved. This will cover how the employee will be contacted during agreed working hours while away from the business premises, as well as the communication processes on the employee’s return
the resources required will be identified, such as computer/laptop, phone, internet connection, and the extent of the Company’s commitment in covering these costs will be agreed
all security and confidentiality rules, policies and procedures, will continue to apply, and any breaches will be dealt with under the disciplinary procedure
The normal policy regarding holidays and sick leave will apply, including the procedure relating to the reporting of sickness absence.
Rules on IT equipment
Laptops, USB keys, smart phones and other forms of portable device are especially vulnerable to theft and accidental loss. If it is essential to store personal data on a portable device, these devices should be encrypted.
The following guidelines should be observed where possible:
when travelling keep the computer with you at all times.
if left on the Company premises, the computer should be powered off and stored in secure cabinet or locked offices when not in use
do not leave laptop computers unattended in relatively insecure locations, such as the back of a car
do not display sensitive information in a public place where the screen could be viewed by others, such as on trains, public transport or at home
USB keys or other media holding sensitive information should not be held with the computer. Do not hold sensitive information on the hard disk unless it is encrypted to a standard agreed with the IT Helpdesk
use a carrying case to reduce the risk of accidental damage
observe any procedures outlined when you were provided with the computer e.g. use of the power-on password
if the computer is used for remote access, do not use log-in scripts which contain passwords or other information of use to potential hackers
ensure that backups are taken regularly
theft of a laptop must be reported immediately to the Company. This needs to be done as soon as possible in order to minimise security risks such as unauthorised remote access to the network
those in possession of non-encrypted laptops should take particular care with the nature of data stored on their devices so as not to present a risk.
If employees have any reason to believe that any confidential information is lost, altered or has been accessed by any unauthorised person, you must report this to your line manager without delay.
Employee obligation
Employees are under a legal obligation to co-operate with the employer so far as is necessary to enable compliance with the relevant statutory provisions and company policies. It is important to reiterate that this applies despite the informal surroundings such as a person’s home. This includes an obligation to take reasonable care to protect their own safety. This includes following the advice of their GP, health care providers and the HSE as appropriate. Employees have an existing obligation to notify the employer if they become aware that they are suffering from any disease or physical or mental impairment which affects their performance of work activities that could give rise to risks to the safety, health and welfare of persons at work. The duty is on the employee to protect themselves and others and is especially critical in the current situation. Any accident or incident that takes place outside of the office while the employee is conducting normal work duties, should be reported to DPD Health and Safety officer as normal.
DPD’s Commitment
DPD Ireland will continue to share vital information on Covid-19 to all employees via People HR. If you are concerned about working in the new remote environment or feel unconnected to the Company for whatever reason, please do not hesitate to contact your line Manager or the HR department.
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