10006r4.pdf

UNCLASSIFIED

NI 1000.6R4

Subgroup: Civilian Personnel Approved: 15 March 2007

NGA Instruction for Telework

1. References.

a. Primary. NGA PD 1000R4, Policy Directive for Workforce and Personnel, 5 January 2004.

b. Secondary.

(1) DoD Directive 1035.1, Telework Policy for Department of Defense, 9 September 2002.

(2) NI 8010.3R6, NGA Instruction for Certification and Accreditation of Information Systems, 11 April 2006.

2. Purpose. Establish an NGA telework policy to enable eligible NGA employees to participate in telework to the maximum extent possible without diminished employee performance. This instruction supersedes NI 1000.6R3, same title, 5 January 2004.

3. Policy. Managers will actively promote teleworking within their organizations and make every effort to overcome artificial barriers to this program. Management reserves the right to require employees to report to the traditional worksite on scheduled telework days based on operational requirements.

4. Applicability and Scope. This instruction applies to all NGA civilian employees. The instruction does not apply to military members or contractor personnel.

5. Definitions. Terms are defined in the appendix.

6. Responsibilities.

a. Human Development Directorate (HD).

(1) Assigns an Agency coordinator for telework and takes responsibility for records retention.

(2) Advises managers and employees regarding telework program requirements and reviews all individual telework agreements for program compliance.

b. NGA’s Designated Accrediting Authority certifies the use of NGA-owned information technology equipment (such as laptops). Under no circumstances will the connection of personal (non NGA-owned) computers, systems, or devices to NGA networks or computing environment be allowed.

Telework

c. Supervisors and managers.

(1) Establish a cooperative work environment that encourages telework use.

(2) Review written requests from employees and determine which positions are eligible for telework and which employees will be offered telework based on DoD and NGA guidelines.

(3) Notify employees of the decision on their request within a thirty-day timeframe and ensure that employees adhere to the program requirements while teleworking. Supervisors and employees execute a formal telework agreement that documents the parameters of the assignment. If classified work is to be done, the agreement states the NGA location where the classified work occurs.

d. Employees.

(1) Participate in the development of the telework agreement.

(2) Strictly adhere to the telework program requirements.

(3) Cooperate with management to resolve any issues that arise during the course of the telework period.

(4) Safeguard all equipment.

e. HD consultants.

(1) Represent their organizations in periodic meetings and in decisions regarding the implementation of the telework program.

(2) Communicate the aspects of the telework programs throughout their organizations.

(3) Review and concur with each telework agreement established in their respective organizations and notify the supervisor of the decision.

7. Procedures.

a. Managers continuously review their assigned unit’s work to determine the feasibility of using telework as a tool to improve the workforce quality of life.

Positions eligible for telework are those involving tasks and work activities that are portable, do not depend on the employees’ presence at the traditional worksite, and are conducive to supervisory oversight at the alternative worksite. In addition to determining positions and tasks suitable for telework, managers determine the estimated time required to perform each task. This time determination serves as the basis for approving telework hours. Positions are not excluded as eligible on the basis of occupations, pay band, or supervisory status.

b. Managers determine which employees are suitable for telework based on demonstrated personal characteristics such as, at a minimum,

• Demonstrated dependability and the ability to handle responsibility.

• A proven record of high personal motivation.

• The ability to prioritize work effectively and manage time well.

• A proven or expected minimum performance rating of fully successful or equivalent.

c. Employees submit a request to their supervisors to participate in telework. Any employee complaints regarding non-approval of telework requests are handled through NGA’s administrative grievance procedures.

d. Probationary status employees are generally not eligible for telework because the probationary periods are established to allow supervisors an opportunity to personally observe and evaluate employee performance.

e. Once the supervisor positively determines that the employee’s work is suitable for telework and approves the eligible employee’s participation, the supervisor and the employee collaborate on a formal telework agreement using the NGA form that is available on the HD web site. The agreement must be signed and approved by the supervisor. The agreement must be updated annually if the duration of the agreement exceeds one year. Equipment requirements are listed in the telework agreement. Additional equipment may be added to the agreement if the requirement is validated. NGA will supply all required equipment including computer, software, phone lines, and supplies. NGA pays for work-related, long-distance telephone charges. If deemed necessary, Sensitive But Unclassified (SBU) access with necessary security is provided. Classified e-mail systems are available only at NGA telecenters. The agreement then is forwarded, via their organization’s telework coordinator, to HD for review and concurrence.

f. After HD approval and prior to commencement of the telework arrangement, the employee and supervisor must sign the telework agreement. Teleworkers who work at home must sign a safety checklist; a sample is on the HD web site.

g. A telework arrangement is not a right and may be terminated by either the employee or the supervisor by giving advance written notice. The supervisor terminates telework participation if the employee’s performance does not meet the prescribed standard or if the telework arrangement fails to meet the organization’s needs.

h. Employees may not use telework to replace appropriate arrangements for dependent care (for example, childcare).

i. Employees who are approved for telework are required to satisfactorily complete all assigned work, consistent with the approach adopted for all employees in the work unit and according to the standards in the employee’s performance plan.

j. Employees working solely from an approved alternative worksite are paid locality pay applicable to the alternative worksite.

k. NGA representatives must be allowed to make on-site visits to designated work areas to maintain, inspect, or retrieve NGA property. The employee is liable for any legal fees necessary to regain control of Government property.

l. Managers must be able to contact employees at the alternate worksites.

m. Employees will not hold business meetings of any type at a home worksite.

NI 1000.6R4 Appendix

Appendix Definitions

1. Ad hoc telework. Approved telework performed on an occasional, one-time, or irregular basis. Telework of less than one day per pay period is considered ad hoc.

2. Alternative worksite. A place away from the traditional worksite that has been approved for the performance of officially assigned duties. It may be an employee’s home, a telecenter, another NGA location, or another approved worksite including a facility established by state, local, or county governments or private sector organizations for use by teleworkers. NGA will establish worksites at various NGA locations to accommodate teleworkers. This may include secure worksites capable of accommodating classified work.

3. Regular and recurring telework. An approved work schedule under which eligible employees regularly work at least one day per biweekly pay period at an alternative worksite.

4. Telecenter. A General Services Administration (GSA) telecenter.

5. Telework. Any arrangement in which an employee performs officially assigned duties at an alternative worksite on either a regular and recurring, or an ad hoc, basis (not including while on official travel).

6. Telework agreement. A written agreement, completed and signed by an employee and the appropriate management official, that outlines the terms and conditions of the telework arrangements.

7. Traditional worksite. The location where any employee works without a telework arrangement.

8. Work-at-home telework. An approved arrangement whereby an employee performs his or her official duties in a specified work or office area of his or her home that is suitable for the performance of official Government business.