06-010_Work from Home (Hybrid) Policy_20226-010
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CATEGORY
Policy 6-010: Hybrid Work Model Policy
Approval Date: March 14, 2022
Approval Authority: Council, Resolution #2022-086
Effective Date: Upon Council Approval
Next Scheduled Review Year: 2023
Department: Corporate Services
Last reviewed:
Revision Date/s:
Schedules:
POLICY STATEMENT
The Town of Tillsonburg supports flexibility with certain positions so that team members can
work from home. This policy outlines the process for participation and expectations for
employees working from home under a hybrid work model.
SCOPE
This policy applies to the following employees: Non-union, full time employees.
Employees within the scope of this policy are eligible to apply for participation if they
have demonstrated a satisfactory level of job experience and consistently met or
exceeded expectations for job performance.
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DEFINITIONS
Hybrid Work Model: means that the employee must work at a minimum two (2) days per
week in the Town of Tillsonburg office as designated.
IMPLEMENTATION PROCEDURE
This policy does not alter or replace the terms of an existing employment contract.
Employees must comply with all Town of Tillsonburg policies, procedures, and instructions
that would apply if the employee were working at their regular worksite.
Work hours, compensation, absence reporting and leave scheduling will continue to
conform to applicable policies and agreements. Requests to work overtime or use leave
time must be approved by the employee’s supervisor in the same manner.
Home/hybrid work arrangements are not substitutions for, or part of, the accommodation for
employees with disabilities. In cases where an employee requests this work arrangement
for medical reasons or to accommodate a disability, the Town has a duty to accommodate
(to the point of undue hardship). There is a separate process in place to arrange
accommodation related to illness or disability facilitated through the Human Resources
department.
Approval Process:
Hybrid Work Model Arrangement is not an entitlement and will only be considered:
i. where working off-site will not negatively impact client/ customer/ citizen service and the
ability of the employee’s co-workers to perform their duties, and is operationally feasible;
ii. when the employee’s work can reasonably be done off-site;
iii. where the employee has demonstrated that they are self-motivated, self-disciplined, can
work independently, are able to manage distractions and have the ability to meet deadlines;
iv. when the overall quality and productivity of work is maintained at acceptable level, as
determined by the immediate supervisor.
Where all above conditions are met, approval for participation in the Hybrid Work Model is
subject to the approval of the employee’s immediate supervisor.
The approval of participation in the hybrid work model is subject to operational and work-
related requirements, and may be modified or cancelled as necessary at any time, at the
supervisor’s discretion, with reasonable notice provided to the employee.
Availability:
When working at home employees must ensure availability to work and continuity of
communication during the core business hours (8 am to 4:30 pm). The employee is
responsible for maintaining effective and timely communication and workflow management
with clients, co-workers and their supervisors, including monitoring of voice mail and email
as applicable. Employees must make appropriate dependent care arrangements and must
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manage their personal responsibilities in a way that allows them to successfully meet their
job responsibilities.
While participating in the hybrid work arrangement model, the employee’s designated
remote workspace must be located within a reasonable commuting distance from the Town
of Tillsonburg.
Health and Safety:
Town of Tillsonburg is committed to ensuring that the alternate worksite is safe and hazard
free. Employees participating in the Hybrid Work Model Arrangement are required to
complete a Home Office Safety assessment and the workspace must meet all the criteria
detailed in the assessment.
Employees will remain fit for duty during working hours. Employees cannot meet with work
clients or coworkers at their home, or provide their home phone number or address for
contact to conduct work business.
Employees must immediately report all work-related accidents or injuries to their supervisor
and in in the case of a workplace injury/illness, a member of Human Resources is permitted
to attend their residence to perform an inspection. Additionally, the employee may be
required to grant access to their residence from such authorities as the Ministry of Labour or
the Workplace Safety Insurance Board (WSIB). Incidents of workplace violence and
harassment must be reported by the employee to the supervisor as soon as possible.
Confidentiality
Employees are responsible for protecting the confidentiality of any privileged and/or
confidential Town information/documents while it is being transported to and from their
home and while it is in their home. Employees are expected to follow the provisions
identified in the Records Management Policy and Procedure.
Responsibilities:
The employee shall:
a) review and understand the Hybrid Work Model Policy;
b) review and understand all other applicable policies (HR, Health and Safety and IT
Policies) related to remote work;
c) discuss and seek the approval of their immediate supervisor for participation in a hybrid
work model arrangement;
d) upon approval, review, agree, and sign the Hybrid Work Model Agreement;
e) review the working from Home Office Safety Information Sheet;
f) complete and sign the Home Office Safety Assessment; and
g) Use their own work related equipment and be responsible for the maintenance and repair
of that equipment including home maintenance, insurance, adequate internet, telephone
connection, and utilities.
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The immediate supervisor shall:
a) review, discuss, assess and authorize requests for hybrid work model arrangement
where appropriate;
b) ensure that an appropriate trial period is completed for ongoing Hybrid Work Model
Arrangements and ensure that such agreements do not negatively impact on required
business continuity or service levels;
c) review and sign the Hybrid Work Model Agreement with your employee and forward the
completed document to Human Resources; and
d) confirm the details, changes or discontinuation of all ongoing Hybrid Work Model
Arrangements with the employee in writing through the completion of a new Hybrid Work
Model Agreement or written notice to discontinue the arrangement.