Teleworking Policy (Interim Policy)

Policy Number: 8.2.56
Effective Date: May 14, 2026 (Interim Policy Effective Date)
Revision History: May 5, 2025; February 27, 2023; September 28, 2022; January 1, 2022
Policy Contact: Chief Human Resources Officer

I. Purpose and Policy Statement

In-person work is the standard expectation across all University System of Georgia ("USG") institutions. Georgia Gwinnett College ("GGC") may allow teleworking on a voluntary basis, where approved by the direct supervisor, and Vice President or equivalent (cabinet member) and in adherence to this policy. Employees who fill job classifications and positions that may be designated as eligible for telework may submit a written request for consideration to telework from their home location. Such arrangements are granted at the sole discretion of GGC. Telework is a privilege and a management option, not an employee entitlement. It is appropriate only when it results in a benefit to the institution. Telework may not be suitable for all employees or for all positions. GGC will exercise thoughtful discretion when determining telework eligibility, ensuring alignment with operational business needs, job responsibilities, and impact to overall organizational effectiveness. Approval of such arrangements may be withdrawn by GGC at any time.

The purpose of this policy is to provide guidelines and rules under which these arrangements will operate. This policy is designed to help managers and employees understand this type of work environment and their associated responsibilities. This policy provides the general framework for teleworkers and is not intended to address the special conditions and needs of all employees or circumstances.

II. Scope

This policy applies to employees who meet the criteria to participate in teleworking.

III. Definitions

Alternate Workplace: A worksite in the state of Georgia other than the employee's usual and customary worksite (primary workplace). The alternate workplace may include the employee's home and must be designated in the telework agreement.

Eligible Employee: An employee, in an eligible position, who has also been identified by the employee's supervisor as satisfactorily meeting the performance standards, terms, and conditions of their position. An eligible employee shall not have any formal disciplinary actions or performance-related actions during the last two years. At any time, if an employee who has been approved for telework drops below the successful level of performance on any goal the employee will no longer be eligible for telework.

Eligible Position: A position having measurable quantitative or qualitative, results-oriented standards of performance. The position must be structured to be performed independently of others and with minimal need for support and without impacting service quality or organizational operations. The eligibility of a position for teleworking may change.

Occasional Telework: Telework that occurs on an episodic or sporadic basis due to unforeseen circumstances or emergency situations. A formal Teleworking Agreement is not required for occasional telework; however, these instances must be approved by the supervisor and should be performed in a manner consistent with this policy and institutional guidelines.

Primary Workplace: An employee's regular and customary work location provided or designated by the institution.

Teleworking: Teleworking refers to performing job duties from a location other than the primary workplace. Telework may be regular or occasional and can be initiated by GGC when circumstances warrant, such as during inclement weather or other disruptions. Telework is a management option and not an employee entitlement.

Teleworking Agreement: A formal document outlining the terms and conditions of a telework arrangement between GGC and the employee. The agreement must be signed by both parties prior to the start of the telework. The agreement must be reviewed and renewed each semester (including summer semester) to confirm continued eligibility and understanding of expectations. GGC, the Vice President or equivalent (cabinet member), or the operating unit may revise the agreement as needed, including when there is a change in supervisor, job responsibilities, work circumstances, or performance.

IV. Conditions of Employment

Telework does not change an employee's conditions of employment, performance expectations, salary, benefits, or employer-sponsored insurance coverage. While teleworking, employees must continue to follow all applicable laws, rules, and regulations as well as unit, department, GGC, and USG policies. Additionally, telework arrangements must be approved by the employee's supervisor, who must be willing and able to provide appropriate oversight. Employees must devote telework time to completing their work assignments. They must not engage in secondary employment activity or otherwise conduct personal business while in work status.

V. Work Space

An employee approved to telework is responsible for setting up an appropriate work environment. GGC will not be responsible for any cost associated with the set-up or maintenance of an alternate workplace office unless required by law. The employee must verify that home facilities used for teleworking purposes are safe and suitable for the employee's work. Employees may not have business guests at their telework location except those authorized by GGC.

VI. Equipment and Supplies

Teleworking employees are expected to use furniture, utilities, internet, and other equipment available at their telework site at no cost to GGC. Employees are responsible for maintaining and operating any personal equipment not provided by GGC.
GGC-owned equipment should not be permanently relocated to a telework site without prior approval. As state property, GGC remains responsible for inventory and maintenance of all GGC owned equipment in accordance with state laws and procedures.
Basic supplies (e.g., pens, paper) should be requested while working onsite and must be picked up from the office. Supplies will not be mailed and are for work-related use only. Personal supplies used during telework are not reimbursable unless pre-approved.
Work-related phone calls whether local or long-distance should be made via Microsoft Teams, Zoom, softphone or other computer-based calling features.

VII. Telework Schedule and Work Hours

GGC will maintain an appropriate in-person campus presence in support of the needs of its students and campus community. In general, when telework is approved for a semester, only eligible employees may be permitted to telework for up to one day per week, excluding Tuesdays, subject to modification by GGC as necessary.
Teleworking employees are expected to follow their regular work schedule unless an alternative schedule has been approved by their supervisor. The employee must maintain contact with the office as specified in the work schedule, department policy, and telework agreement. An employee's activities outside the time of work or outside the place designated for work will be deemed to be in the employee's own personal time and place, unconnected with work activities. Failure to comply with applicable rules may result in the loss of telework privileges and/or other disciplinary action.
Hours worked by non-exempt employees must be accurately reported in accordance with the Fair Labor Standards Act ("FLSA") and Board of Regents policy. Non-exempt employees subject to mandatory overtime must obtain approval from their supervisor before performing overtime. A non-exempt employee working overtime without such approval may cause the department to terminate the teleworking option and/or take other appropriate action.
Leave must be requested in the same manner as when working onsite. The employee must obtain approval in advance from their supervisor before taking leave during a designated telework day.

VIII. Liability

The teleworking employee may be covered under applicable Workers' Compensation laws for injuries occurring in the course of the actual performance of official duties at the alternate workplace.
If an injury occurs during teleworking work hours, then the employee shall immediately report the injury to the supervisor. The employee and supervisor should contact Human Resources to report the injury as soon as possible after the occurrence.
The State of Georgia, USG, and GGC are not responsible for any injuries to family members, visitors, and others in the employee's home. The teleworker may not have business or personal guests at the alternate workplace.

IX. Security and Access to Information

The employee is responsible for maintaining confidentiality and security at the alternate workplace, the same as the primary workplace. The employee must protect the security and integrity of data, information, paper files, and access to agency computer systems. All GGC policies on information technology and internet, and technology use requirements apply to teleworking, as they would in the primary workplace. All employees will complete any necessary IT Security Awareness Training prior to teleworking. Teleworkers must confirm proof of compliance with this training requirement with their manager prior to submission of the telework agreement. GGC will ensure that practices are consistent and compliant with USG policy, GGC policy, and applicable law in the use of technology.

X. Child and Dependent Care

Teleworking is not a substitute for childcare or dependent care. The employee shall continue to make arrangements for child or dependent care to the same extent as if the employee was working at the primary workplace.

XI. Process and Procedures

Telework may not be suitable for all employees and/or positions. GGC can implement teleworking as a work option for certain eligible employees based on specific criteria and procedures consistently applied throughout the department. Offices involving emergency operations, front-facing customer service-based roles, telephone support, meeting and planning coordination, administrative support, student support, building support, and other services or positions as deemed ineligible by GGC, may be excluded from consideration under this policy.
Telework managers who choose to consider telework for employees shall be responsible for the following:
1. Establishing expectations for and monitoring of employee performance;
2. Identifying eligible positions suitable for telework;
3. Identifying eligible employees;
4. Determining if office-like space is required;
5. Determining if equipment will be provided to the employee to use at home (see "Equipment and Supplies");
6. Establishing how the teleworker will maintain regular contact with office coworkers and supervisors;
7. Determining how the department will handle restricted access materials, security issues, and taking electronic or paper records from the primary workplace (see "Security and Access to Information");
8. Ensuring that practices are consistent and compliant with state, Board of Regents, and institutional policy and state and federal law in the use of technology;
9. Delivering telework training to employees;
10. Ensuring that individual work schedules and reporting for non-exempt employees are in compliance with FLSA regulations and Board of Regents policy;
11. Ensuring that each employee's request to telework is considered in relation to the department's operating and customer needs; and,
12. Requiring a Teleworking Agreement.

XII. Employee Participation in Program

An employee's participation in the telework program is entirely voluntary. GGC, the Vice President or equivalent (cabinet member), or the operating unit may deny the request in whole or in part; revoke the employee's telework privileges in whole or in part; or temporarily suspend or alter the telework agreement at any time. This decision is not subject to the grievance procedure or grievance policies. Additional factors considered in determining if an employee is eligible telework or continue to telework include, but are not limited to: the employee's willingness to work specified schedules when necessary, and to report to campus when job functions would require it, or as requested to do so by the supervisor; and, the responsiveness of the employee while teleworking and the extent to which the employee makes themself available during working hours. The level of service provided by the operating unit may not decrease as a result of an employee's telework agreement.
The operating unit is responsible for periodically reviewing the impact of teleworking schedules on productivity and service. Telework agreements may be granted only when (1) the change will not interfere with the efficient operation of GGC, (2) the employee's performance will not be adversely affected, (3) the Vice President or equivalent (cabinet member) or designee has approved the telework agreement, and (4) where other operating factors have been considered and the telework agreement has been deemed appropriate under the circumstances.
For applicable forms, questions, or timecard management issues, please contact Human Resources.

XIII. Related Regulations, Statutes, Policies, and Procedures

Board of Regents Human Resources Administrative Practice Manual 03.22 Teleworking/Flextime Policy