period during the agreed upon work schedule.
Any remote work arrangement may be discontinued at any time by the agency. In the instance a remote work arrangement is discontinued, every effort will be made to provide adequate notice of such a change to accommodate challenges that may arise from such a change. There may be instances, however, where such notice is not possible.
When remote work is approved, Human Resources and IT will work with the employee and their supervisor to assess each employee’s equipment and IT needs. Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. AIM accepts no responsibility for damage or repairs to employee-owned equipment. AIM reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the organization is to be used for business purposes only. The employee agrees to take appropriate action to protect the items from damage or theft. Upon termination of employment, all company property will be returned to the agency.
The employee will establish an appropriate work environment within their home. AIM will supply the employee with appropriate office supplies (pens, paper, etc.) for successful completion of job responsibilities. The agency will also reimburse the employee for all other agreed upon business-related expenses. Employees who work remotely are encouraged to utilize agency resources, when possible, such as mailing documents from the AIM office.
Employees who work remotely must protect proprietary agency information and information concerning the people AIM supports, including information protected by HIPAA and the New York SHIELD Act. Required safeguards may include locked file cabinets and desks, regular password maintenance, controls appropriate to the employee's role and work environment, and any additional measures required by AIM policy or applicable federal and state law.
Non-exempt employees who work remotely will be required to record all actual hours worked in a manner designated by AIM Services. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements will require the advance approval of the employee's supervisor.
Working remotely is not intended to be a replacement for childcare. Although an individual employee's schedule or work at home arrangements may be modified, at the discretion of the agency, to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting the needs of the agency. Employees who work remotely need to discuss the expectations of working remotely with family members and childcare providers prior to working remotely and make appropriate arrangements.
An exit interview will be offered to departing employees by the Human Resources Department. The interview will review the departure and may provide the employees with the opportunity to discuss their work experience with the Agency. Agency property such as keys, records, identification, etc. must be returned at the exit interview, if not before.