Telecommuter Agreement and Safety/Security Checklist
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Telecommuter Agreement and Safety/Security Checklist
1
Identify telecommuter's role and functions
2
Determine hardware, software, and peripheral needs
3
Ensure telecommuter's internet connectivity is secure
4
Review company's data security policies with telecommuter
5
Approval: Telecommuter's understanding of security policies
6
Secure relevant insurance policies
7
Determine office space requirements
8
Ensure compliance with OSHA and other regulatory bodies
9
Create guidelines for work hours, response times, and availability
10
Approval: Supervisor for telecommuting schedule
11
Draft telecommuter agreement
12
Review telecommuter agreement with legal department
13
Approval: Legal Department for telecommuter agreement
14
Present agreement to telecommuter for sign-off
15
Train telecommuter on remote tools and technology
16
Set up technical support for hardware, software, and internet
17
Establish reporting and tracking system
18
Approval: Information Security team for system access
19
Schedule regular check-ins with telecommuter
20
Approval: HR Department for telecommuting arrangement
Identify telecommuter's role and functions
Please provide a brief description of the telecommuter's role and functions. What tasks and responsibilities will they have? How will their work contribute to the overall goals of the company? What knowledge, skills, and experience are required for this role?
Determine hardware, software, and peripheral needs
In order for the telecommuter to effectively perform their job, we need to determine their hardware, software, and peripheral needs. What type of computer or device will they be using? What software applications or tools are necessary? Do they require any additional peripherals such as a printer or scanner?
1
Desktop computer
2
Laptop
3
Tablet
4
Other
1
Microsoft Office Suite
2
Project management software
3
Communication tools (e.g. Slack, Skype)
4
Virtual private network (VPN)
5
Other
1
Printer
2
Scanner
3
Headset
4
Webcam
5
Other
Ensure telecommuter's internet connectivity is secure
It is essential to ensure that the telecommuter's internet connectivity is secure to protect confidential company information and maintain productivity. Have they taken necessary measures to secure their internet connection, such as using a strong password and enabling a firewall? Do they have a backup connection in case of any disruptions?
1
Strong password
2
Firewall enabled
3
Regular software updates
4
Real-time antivirus protection
5
Other
1
Yes
2
No
Review company's data security policies with telecommuter
To ensure the telecommuter understands and follows the company's data security policies, it is important to review these policies with them. Provide them with an overview of the policies and explain how they should handle and protect sensitive company data.
Approval: Telecommuter's understanding of security policies
Will be submitted for approval:
Review company's data security policies with telecommuter
Will be submitted
Secure relevant insurance policies
To mitigate potential risks and liabilities, the telecommuter should have relevant insurance policies in place. Have they obtained or updated their insurance policies to cover their remote work activities?
1
Home insurance
2
Liability insurance
3
Cybersecurity insurance
4
Worker's compensation
5
Other
Determine office space requirements
Identify the telecommuter's office space requirements. What physical items or equipment do they need in their designated workspace? Consider factors such as ergonomics, lighting, and noise levels.
1
Desk
2
Chair
3
Monitor
4
Keyboard
5
Other
Ensure compliance with OSHA and other regulatory bodies
To ensure the telecommuter's health and safety, it is important to comply with OSHA and other relevant regulatory bodies. Are there any specific regulations or guidelines that need to be followed? Have the necessary measures been taken to meet these requirements?
1
OSHA guidelines
2
Local health and safety regulations
3
Industry-specific regulations
4
Other
Create guidelines for work hours, response times, and availability
Establish clear guidelines for the telecommuter's work hours, expected response times, and availability. How many hours per day or week should they be available? What expectations should they have for responding to emails or messages from colleagues or clients?
Approval: Supervisor for telecommuting schedule
Will be submitted for approval:
Create guidelines for work hours, response times, and availability
Will be submitted
Draft telecommuter agreement
Prepare a draft telecommuter agreement that outlines the terms and conditions of the remote work arrangement. Include details such as the telecommuter's role and responsibilities, work hours, compensation, confidentiality requirements, and termination conditions.
Review telecommuter agreement with legal department
Consult with the legal department to review and ensure the telecommuter agreement complies with all applicable laws and regulations. Share the draft agreement with the legal department and address any feedback or recommendations they provide.
Approval: Legal Department for telecommuter agreement
Will be submitted for approval:
Draft telecommuter agreement
Will be submitted
Present agreement to telecommuter for sign-off
Share the final telecommuter agreement with the telecommuter for their review and signature. Provide them with an opportunity to ask any questions or seek clarification on the agreement terms before signing it.
Train telecommuter on remote tools and technology
Provide training to the telecommuter on the remote tools and technology they will be using. How will they access and use communication tools, project management software, or other relevant applications? Offer resources, tutorials, or training sessions to ensure they are proficient in using these tools.
1
Communication tools (e.g. Slack, Skype)
2
Project management software
3
Virtual meetings platforms (e.g. Zoom, Microsoft Teams)
4
File sharing platforms (e.g. Google Drive, Dropbox)
5
Other
Set up technical support for hardware, software, and internet
Establish a system for technical support to assist the telecommuter with any issues related to their hardware, software, or internet connectivity. How can they reach out for technical assistance? Are there specific contact persons or a helpdesk that they should contact?
Establish reporting and tracking system
Create a reporting and tracking system to monitor the telecommuter's progress, deliverables, and work performance. How often should they provide status updates or progress reports? What tools or software will be used for tracking and reporting?
1
Daily
2
Weekly
3
Bi-weekly
4
Monthly
5
Other
1
Project management software
2
Time tracking software
3
Email reports
4
Virtual meetings
5
Other
Approval: Information Security team for system access
Will be submitted for approval:
Establish reporting and tracking system
Will be submitted
Schedule regular check-ins with telecommuter
Arrange regular check-in meetings with the telecommuter to provide support, address any concerns or challenges, and ensure alignment with their goals and objectives. How often should these check-ins occur? What is the preferred mode of communication for these meetings?
1
Weekly
2
Bi-weekly
3
Monthly
4
As needed
5
Other
1
Video call
2
Phone call
3
Instant messaging
4
Email
5
Other
Approval: HR Department for telecommuting arrangement
