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• Notify the direct supervisor and direct reports promptly if any unavoidable changes occur <br />to the work schedule. <br />• Agree to all costs associated with telecommuting, including internet access and ancillary <br />equipment, such as printers. <br />• Take all precautions necessary to secure confidential and proprietary infonnation and <br />prevent unauthorized access to any City system. <br />Equipment <br />If an employee is approved for telecommuting the City shall provide the telecommuter a City - <br />issued computer equipped with Virtual Private Network (VPN) and softphone software that <br />allows the telecommuter to make and receive phone calls form their City -assigned office phone <br />number. The telecommuter must have access to any required technology to complete their tasks, <br />such as virtual meeting software and hardware, financial software, agenda software, and other <br />necessary tools. If the telecommuter desires a printer or other computer equipment, the cost of <br />the equipment, maintenance, repair, insurance, electricity, and/or phone lines will be the <br />employee's responsibility unless otherwise approved by the City Administrator. The cost of <br />installing and licensing software will be covered by the City, provided a software license <br />already exists for that particular user. <br />Due to security concerns, telecommuters are prohibited from using personal computers for <br />telecommuting purposes. The City assumes no liability for loss, damage or wear of employee - <br />owned equipment. If the IT Division determines that the telecommuter is using a computer with <br />software installed that is not properly licensed and/or does not receive virus protection, the <br />telecommuting agreement may be terminated, and disciplinary action may be followed as <br />outlined in the Personnel Policy and union contracts. <br />City supplied software and hardware shall include the following: <br />• A computer (desktop or laptop) <br />• Virtual Private Network (VPN) <br />• Softphone or Ce11 Phone software to "twin" with office phone <br />• Customary desktop software <br />Insurance <br />The employee will be covered by Worker's Compensation while working at the designated <br />telecommuting address during the hours specified in the Telecommuting Application. The City <br />of Ramsey's liability is limited to injuries directly resulting from work and occurring in the <br />designated work area. Claims will be handled according to standard Workers' Compensation <br />procedures. If injured while telecommuting, the employee must follow the established <br />procedures for reporting the injury. Family members, visitors, or others present at the <br />telecommuting address are not covered by the City's Workers' Compensation program, and the <br />City assumes no liability for injuries of these individuals. <br />Telecommuters working at home are required to maintain a designated workspace. With <br />advance notice, the City may visit the work site to ensure that safe working conditions exist. <br />For projects involving extensive computer use, employees may request a ergonomics <br />evaluation of their workspace by one of the City's trained ergonomics assessors. <br />86 <br />