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PHCWorkingRemotelyAgreement

EmployeeInformation

EmployeeName

EmployeeIDNumber

PositionTitle

Department

LeaderName

PrimaryPHCSite

WorkplaceFlexibilityAgreement

NewUpdateTerminationEffectiveDate:

WorkplaceLocationDetails(ifapplicable)

HybridSchedule 1-dayremote3-daysremote5-daysremote

2-daysremote4-daysremote

Availability Scheduleisreflectedintheemployee’sOutlookcalendar

Site(s)Selectandcompleteallthatapply

Home StreetAddress:

City:

PostalCode:

Otherflexiblelocation

StreetAddress:

City:

PostalCode:

EmergencyContactInformation

NamePhoneNumber

WorkingAloneorinIsolationCheckinProcedure

“Workingaloneorinisolation”referstoworkincircumstanceswhereassistancewouldnotreadilybeavailabletotheemployeeinthecaseofanemergencyoriftheemployeeisinjuredorinillhealth(seePHCWorkingAloneorinisolationpolicyhttp://shop.healthcarebc.ca/phc/PHCPolicies/B-00-11-10189.pdf).Insituationswhereworkingremotelyisconsideredworkingaloneorinisolation,acheckinprocedureisrequired.

WorkingAloneorinIsolationCheck-inprocedure(onlyifrequired)

Dailystartandendofshiftinstantmessage

Dailystartandendofshiftemail

Dailystartandendofshifttext

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Terms&Conditions

Theprovisionsofallrelevantlegislation,workplacepoliciesandguidelines,CollectiveAgreements,andTermsandConditionsofEmploymentcontinuetoapplywhenanemployeeisworkingremotely.Employeestatus,compensation,benefitsandleaveentitlements,workresponsibilities,workhours,andeligibilityforauthorizedovertimearenotalteredandaremanagedthroughexistingpractices/directives.

Performance ItistheexpectationofProvidenceHealthCarethatemployeesworkingremotelywillcontinuetomeettheiremploymentobligations.Anemployeehasthesameperformanceaccountabilitieswhenworkingremotelyastheydowhenworkingon-site.Similarly,amanagerhasthesamesupervisoryaccountabilitiestoemployeesworkingremotelyastheydotoemployeesworkingon-site.

RemoteWorkspace Theemployeeshalldesignatearemoteworkspace.Themanagermustapprovethesitechosenastheemployee’sremoteworkspace.Theemployeeshallmaintainthisworkspaceinasafecondition,freefromhazardsandotherdangerstotheemployeeandtoPHCtechnology.ProvidenceHealthCarehastherighttomakeon-sitevisits(with48hoursadvancenotice)totheremoteworklocationforpurposesofdeterminingthattheworkspaceissafeandfreefromhazards,andtomaintain,repair,inspect,orretrievePHC-ownedtechnology,software,dataorsupplies.

OccupationalHealth&Safety Theemployee’sremoteworkspacewillbeconsideredanextensionoftheorganization’sworkplace.Therefore,whenworkingremotelyduringworkhoursandwhileperformingwork-relatedfunctionsinthedesignatedremoteworkspace,theemployeeiscoveredbyWorker’sCompensation.Reportingandinvestigationofincidentsandhazardswillfollowtheorganizationalprocess.Theorganizationassumesnoliabilityforinjuriesoccurringintheemployee’sremoteworkspaceoutsidetheagreed-uponworkhoursorwhentheemployeeisperformingnon-workrelatedactivities.Iftheremoteworkspaceisinanemployee’shome,theorganizationisnotliableforloss,destruction,orinjurythatmayoccurinortotheemployee’shome.Thisincludesfamilymembers,visitors,orothersthatmaybecomeinjuredwithinoraroundtheemployee’shome.

InformationPrivacy&Security Employeescontinuetobeaccountabletoensureprivacyandsecurityofhealthandbusinessinformation,aswellasthesecurityofdataandtechnology,regardlessofwheretheywork,asoutlinedinthePHCInformationPrivacyandConfidentialityPolicyandPHC,PHSAandVCHInformationSecurityPolicy.TocomplywithPHC’sobligationsundertheBritishColumbia

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FreedomofInformationandProtectionofPrivacyAct,anyemployeeworkingwithpersonalInformationmustonlyaccesstheinformationfromalocationwithinCanada.Employeeswhoareworkingremotely,andareaccessingPHCinformation,dataordocumentsthatcontainpersonalinformation(employee,volunteer,credentialedstaff,studentorpatient/resident/client)orconfidentialbusinessinformationarerequiredtousePHCsecureaccess,eitherCitrixRemoteDesktoporCitrixVPN.Employeesareresponsibleforsecuringandprotectingtheproperty,documentsandinformationbelongingtotheemployer.Iftherearepaperdocumentswithanypersonalinformation,theymustbestoredineitheralockcabinetoralockedroomthatnoothermemberofthehouseholdcanaccess.Employeeswillpromptlyreporttotheirmanageranycircumstancesorincidentswhichmaycompromisetheconfidentialityofanyproperty,documentsorinformationinconnectionwiththeiremployment.

PHCSecureRemoteAccess PHCwillprovideemployeessecureremoteaccesstothePHCnetwork.TheaccesstoanduseofthePHCnetworkfromaremoteworklocationislimitedtoauthorizedpersonsandforpurposesrelatingtotheorganization’soperations.IfanemployeehasaPHC-issuedlaptop,thelaptopshallhavetheappropriatesecurityapplicationsinstalledsothattheemployeewillhavesecureaccesswhenworkingremotely.IftheemployeedoesnothaveaPHC-issuedlaptopandisusingtheirpersonalcomputer,theemployeeshallhavetheappropriateapplicationsinstalledtoenablesecureremoteaccess.

ReimbursementofEmployeeCosts WorkingremotelymustnotresultinadditionalcoststoPHC.ProvidenceHealthCarewillnotpayfor,orreimbursetheemployeefor,anycostsassociatedwithsettingupand/ormaintainingaremoteworklocation.PHCwillnotpayfor,orreimbursetheemployeefor,thecostoftechnology(computer,keyboard,mouse,monitor,etc.),furniture(desk,desklight,chair,filingcabinet,etc.),oranyportionoftheremoteworklocation’sphone(data,minutesorlongdistancecharges),internet,heatorelectricity.Reimbursementofwork-relatedtravelexpensesshallbeinaccordancewiththeTravelandBusinessExpenseReimbursementPolicy.

OfficeSupplies Officesupplieswillbeprovidedbytheorganizationasneeded.Out-of-pocketexpensesforothersupplieswillnotbereimbursed.

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RemoteOfficeProcedures TheemployeewillreferencetheirprimaryPHCworksiteonbusinesscardsandotherprintedorelectronicmaterial.Ahomeorpersonaladdressshouldnotbepubliclydisplayed.In-personmeetingsmaynottakeplaceatanemployee’spersonalresidence.

WorkingAloneorinIsolationCheck-inProcedure

Insituationswhenworkingremotelyisconsideredworkingalone,acheck-inprocedureisrequired.SeePHCWorkingAloneorinIsolationPolicy.Acheck-inprocedurewillbeagreeduponbytheemployeeandmanager,andwillbeincludedintheWorkingRemotelyAgreement.

CareofDependentsorPets Workingremotelyisnotdesignedtobeareplacementforappropriatechildcare,eldercareorpetcare.Thefocusofworkingremotelymustremainonjobperformanceandmeetingoperationalrequirements.

Workers’Compensation Theemployee’sremoteworkspaceisconsideredtobeanextensionoftheorganization’sworkplace.Therefore,whenworkingremotelyduringworkhoursandwhileperformingwork-relatedfunctionsinthedesignatedremoteworkspace,theemployeeiscoveredbyWorker’sCompensation.CompensationwillbelimitedtotheworkscheduleandworklocationidentifiedintheWorkingRemotelyAgreement.

RemoteWorkplaceInjuries Ifawork-relatedinjuryoccurswhenworkingremotely,theemployeemustfollowPHC’sinjuryandincidentreportingprocedures,justastheywoulddoataPHCworksite.

Insurance Ifanemployeeisworkingfromhome,theyareresponsibleforensuringtheyhaveadequateandappropriatehomeinsurancecoverageand/orthatworkingfromhomedoesnotbreachthetermsoftheirhouseholdinsurancepolicies.

Municipal/Regional/DistrictRequirements Ifanemployeeisworkingfromhome,theymustensurethattheycomplywithallmunicipalorregionalbylawsandregulations.Theonusisontheemployeetodeterminethisaswellastoensurethattheworkfromhomearrangementdoesnotcontraveneanyrentalorleaseagreements,whichtheymustalsodetermine.

Taxes Itistheemployee’sresponsibilitytodetermineanyincometaximplicationsofmaintainingaremoteworkspace,includingahomeworkspace.TheorganizationwillnotprovidetaxguidancenorwilltheorganizationassumeanyadditionaltaxliabilitiesorissueaT2200.EmployeesareencouragedtoconsultwiththeCanadaRevenueAgencyregardingincometaximplications.

DataCollection,ResearchandAnalysis Theemployeeshallagreetoparticipateinanyandalldatacollection,researchandanalysisrelatingtoProvidenceHealthCare’sWorkingRemotelyinitiative.

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Acknowledgement&Agreement

IunderstandtheabovetermsandconditionsoftheAgreementandthatthetermsofthisarrangementaresubjecttochangebytheemployerbasedonoperationalconsiderations.Ifullyunderstandtheduties,responsibilities,andobligationsexpressedinthisdocumentandrecognizethatthesearemyresponsibilitiesasaPHCemployee.IalsounderstandthatabuseofthisAgreementorfailuretocomplywiththePHCWorkingRemotelypolicymayresultintheAgreementendingimmediately.

EmployeeSignature Date

ManagerSignature Date

TheemployeehasprovidedacompletedRemoteWorkspaceAssessmentformthatthemanagerhasreviewedandapproved.

(Managerretainsthisformonfile)

Yes

Theemployeehasprovidedaphototoshowthattheirremoteworkspacemeetsergonomicrequirements.

(Managerretainsthisphotoonfile)

Yes

PleaseprovideacopyofthissignedAgreementtotheEmployee.PleasesubmitacopyofthissignedAgreementtoEmployeeRecordsandBenefits(employeeRBsupport@phsa.ca)fordataentrypurposes.