Administrative Departmental Policy
This department-specific policy applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
Policy Title: Telecommuting Policy
Policy Number: AD-POL-014
Effective Date: 10/19/16
This policy describes the guidelines for telecommuting by UW Health Information Services (IS)
Telecommuting: Working remotely from a location other than the workplace (i.e., working from
a home office).
III. POLICY ELEMENTS
The UW Health Information Services management team has reviewed the viability of
telecommuting for staff. The management team looked at the tasks typically performed by IS
staff to determine if these tasks can be effectively completed at home and if telecommuting
creates a hardship on other staff.
The management team concluded that routine telecommuting (e.g., every Tuesday) does not work
for the type of work performed by most IS staff. Management will revisit this decision
periodically. However, management did conclude that telecommuting works well for staff when
there are specific projects or tasks that require a significant period of quiet concentration time to
Telecommuting is approved on a case by case basis for each occurrence. Situations where
telecommuting makes sense are as follows:
ξ Concentrated analysis effort on a particular project (compose a project proposal; build a
project plan; etc.)
ξ Eliminate an excessive commute due to special circumstances (snowstorm; funeral;
medical appointment; travel to visit a regional partner; etc.)
ξ Allow a staff member to work while on a partial leave of absence.
The guidelines for telecommuting are as follows:
ξ Working from home requires the ability to remove yourself from home interactions.
ξ Telecommuting staff must indicate on their Outlook calendars that they are
telecommuting for the day, and must list a contact phone number where they can be
reached (Example: Doe, John: TELE, 608-555-5555).
ξ Telecommuting staff are required to obtain their direct manager’s or their designee’s
approval for each telecommute request.
ξ Telecommuting staff are responsible for providing a high-speed Internet connection and a
personal computer to use for work. Staff with a UW Health IS issued laptop can use it
for telecommuting; however, UW Health IS does not provide the high speed Internet
connection. A dial-up connection is not an effective method to connect to work from
ξ No PHI may be stored at the home or remote location, for security reasons. Any printed
documents with PHI must be shredded.
ξ Telecommuting staff are expected to update ServiceNow with the time spent on work
requests, projects and administrative time, as they would when in the office.
ξ Staff who are on call are not eligible to telecommute.
ξ Telecommuting staff are required to be available throughout the work day and complete
tasks and meetings as if they were in the office.
Staff must work with their direct supervisors to review their particular telecommuting requests.
Managers and supervisors have the final authority to decide on telecommuting requests
V. FORMS (optional)
VI. REFERENCES (optional)
Sr. Management Sponsor: UW Health Chief Information Officer
Author: IS Director – Project Management
Reviewer(s): UW Health IS Directors
Approval Committee: UW Health IS Directors
UW Health CIO
Effective Date Next Review Summary of Changes Change Authors
10/19/2016 10/19/2017 Updates to policy A. Barry
5/23/2016 5/23/2017 Annual review S. Schroeder
3/18/2015 3/18/2016 Original release. J. Leonard, S. Schroeder