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The Department of Children’s Services (DCS), in compliance with DOHR Policy 14-01, Alternative Workplace Solutions (AWS, has adopted the following guidelines to govern its participation in AWS. Clarification on definitions and other important information can be found in DOHR Policy 14-001.

AWS Position Categories All DCS employees participate in the AWS arrangement according to their assigned AWS position category. Regardless of their assigned AWS position category, all employees’ job performance continues to be measured utilizing the performance management system and employees maintain the same opportunities with regard to: assignments, development opportunities, promotions, and awards/recognition.

Assigned AWS position categories may be found in Appendix A of these guidelines, AWS Position Categories.

DCS AWS Acknowledgement Form Upon employment, or implementation within the county office, the employee electronically signs and completes the DCS AWS Acknowledgement form in Edison which outlines the employee’s responsibilities in their assigned position category. In addition to the employee, the supervisor and the Appointing Authority (or designee) approves the DCS AWS Acknowledgement Form in Edison.

This form is revisited as needed or when the employee transfers to a different position within DCS. This form is maintained in Edison.

DCS AWS Form instructions A hard copy of the DCS AWS Acknowledgement Form may be found in Appendix B of these guidelines-DCS AWS Acknowledgement Form. Modification of AWS Arrangement In certain instances, it may be necessary for a supervisor to modify an employee’s AWS arrangement due to performance issues or during a new employee’s probationary period. If a supervisor needs to modify an employee’s AWS arrangement the supervisor documents the reason or issue in the job performance plan or monthly performance briefing. In addition, if the AWS modification is long term, a new DCS AWS Acknowledgement Form must be completed outlining the modification. It is up to the Regional Administrator (RA)/Regional Investigations Director (RID) or designee’s discretion if an employee’s AWS arrangement needs to be modified.

Utilizing Shared Workspaces When utilizing shared workspaces, DCS employees clear the workspace of all personal and professional items after use. Such practices assist in providing an accommodating workspace for all users and reduce the threat of confidentiality and data security breaches. All employees maintain compliance with COA standards for confidentiality.

Tennessee Department of Children’s Services

Alternative Workplace Solutions Guidelines

Supplemental to: DOHR Policy 14-001 (Rev 1/16), Alternative Workplace Solutions

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Shared workspaces are utilized on a first come, first serve basis and cannot be reserved. However, the use of

conference, interview, and training rooms may be reserved per local protocols.

Desk Phones

When employees have both desk phones and cell phones, the DCS employee puts a message on their desk phone directing callers to contact them via their cell phone.

Equipment All desk equipment such as computer monitors, keyboards, tablet docking stations, and the mouse shall remain at the employee’s assigned county office in the unassigned workstations for use. These items shall be assigned to work stations in the offices rather than the employee. The exception to this is the DCS employees who are in the AWS category of work from home. The work from home category employees may take these items home for use in their home offices.

Employee Training All DCS employees complete the online AWS awareness module for employees before engaging in their assigned AWS position category, or if already participating in the AWS position category, within six (6) months of the effective date of these guidelines.

Supervisor Training All DCS supervisors complete the online AWS awareness module for supervisors before their employee(s) engage in their assigned AWS position category, or if already participating in the AWS position category, within six (6) months of the effective date of these guidelines. Additional trainings are offered for supervisors including: Change Management and Effective Communication. Supervisors are strongly encouraged to take advantage of these training opportunities.

Inclement Weather In instances of inclement weather and the office is closed, the RA/RID or designee will have the discretion to either allow the AWS mobile employees or work from home employees to be excused from work and granted discretionary leave with pay or require the employee to work remotely. If an employee is a participant in the work from home AWS arrangement, but is not scheduled to work from home on the day that State offices are closed, they shall be excused from work and granted discretionary leave with pay. However, if an employee is participating in the mobile work AWS arrangement on the day State offices are closed, the appointing authority will have the discretion to either allow the employee to be excused from work and granted discretionary leave with pay or require the employee to work remotely. The in office AWS category employees are not required to work if their assigned office is closed due to inclement weather and will be granted discretionary leave with pay as outlined in DOHR Policy 12-037. Please refer to DOHR Policy: 12-037 Employee Absence and State Office Closure Due to Inclement Weather and DOHR Policy: 14-001 Alternative Workplace Solutions for additional information.

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DCS AWS Coordinator All questions and comments regarding AWS may be directed to the DCS AWS Coordinator at the following email address:

DCS.AWS@TN.gov

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Appendix A AWS Position Categories

Position Classification AWS Category Work Space Arrangement

Account Clerk Mobile Free Address

Accountant 1-3 Mobile Free Address

Accounting Manager In Office Assigned Space

Accounting Technician 1-2 Mobile Free Address

Administrative Assistant / Secretary/ Admin Secretary / Clerk / Executive Administrative Assistant/ Legal Assistant

In Office

Assigned Space

Adoption Services Mobile Free Address

Affirmative Action Director In Office Assigned Space

Affirmative Action Officer In Office Assigned Space

Assistant Commissioner In Office Assigned Space

Attorney 3 Mobile Free Address

Attorney 4 (Regional General Counsel - RGC)

In Office Assigned Space

Auditor Mobile Free Address

Budget Analyst 1-2 Mobile Free Address

CANS Consultants Mobile Free Address

Case Manager 1 - 4 Mobile Free Address

Child Welfare Benefits In Office Assigned Space

Commissioner In Office Assigned Space

Community Services Assistant (CSA)

Mobile Free Address

Continuous Quality Control (CQI) Mobile Free Address

Court Liaison / JJ Court Liaison Mobile Free Address

Data Entry Operator Mobile Free Address

DCS Corporal Mobile Free Address

DCS Director 1-3

In Office Assigned Space

DCS Executive Director 1-3 In Office Assigned Space

DCS Lieutenant Mobile Free Address

DCS Program Directors (Central Office)

In Office Assigned Space

DCS Regional Administrator In Office Assigned Space

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Deputy Commissioners In Office Assigned Space

Deputy Regional Administrator In Office Assigned Space

Education Consultants In Office Assigned Space

Education Specialist Mobile Free Address

Eligibility Counselor 2 In Office Assigned Space

Epidemiologists In Office Assigned Space

Facilitators Team Mobile Free Address

Field Customer Care Rep (FCCR) In Office Free Address

Fiscal In Office Assigned Space

Fiscal Director In Office Assigned Space

Foster Home Support Mobile Free Address

Foster Parent Support (Resource Parent Support)

Mobile Free Address

Front Desk Receptionist In Office Assigned Reception Area

Health Advocate Rep (HAR) In Office Assigned Space

Home Studies and Contracts Mobile Free Address

Hospital Liaison Mobile Free Address

HR Analyst (Field) In Office Assigned Space

HR Director Mobile Free Address

HR Manager In Office Assigned Space

HR Technician (Field) In Office Assigned Space

Independent Living Mobile Free Address

Information Resource Support Mobile Free Address

Information Systems Manager Mobile Free Address

Internal Affairs Mobile Free Address

Interstate Compact for Juveniles (ICJ) In Office Assigned Space

Interstate Compact on the Placement of Children (ICPC)

Mobile Free Address

JJ Coordinator Mobile Free Address

JJ Placement Mobile Free Address

Kinship Placement Mobile Free Address

Nurses Mobile Free Address

Omni Director Mobile Free Address

Placement Specialist Mobile Free Address

PREA Coordinator Mobile Free Address

Program Accountability Review

(PAR)

Mobile Free Address

Program Coordinator (Customer Focused Services)

Work from Home Free Address

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Program Coordinator- Child Health, Child Safety, Quality Control, Fiscal

Mobile Free Address

Program Coordinator- Juvenile Justice, Child Programs

In Office

Assigned Space

Program Coordinator (Regional On- Going Non-Custodial Services, Operations)

In Office

Assigned Space

Program Director - Evaluation and Monitoring

In Office Assigned Space

Program Manager-Child Programs In Office

Assigned Space

Program Monitors Mobile Free Address

Program Specialist - Evaluation and Monitoring, Fiscal

Mobile Free Address

Program Specialist- Child Health, Child Programs

In Office

Assigned Space

Psychologist Mobile Free Address

Quality Service Review Mobile Free Address

Regional Investigations Director (RID)

Mobile Free Address

Regional Program Coordinator (ongoing non-custodial services)

In Office

Assigned Space

Renewal House Consultant Mobile Free Address

Risk Management (Licensing and Auditing)

Mobile Free Address

Safety Analyst (Child Fatality Review)

Mobile Free Address

Security Guard In Office Assigned Space

Services and Appeals Tracking (SAT) Coordinator

In Office Assigned Space

Subsidy In Office Assigned Space

Team Coordinator In Office Assigned Space

Training / OJT Coach Mobile Free Address

Utilization Review Mobile Free Address

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Appendix B DCS AWS Acknowledgement Form

All terms set forth in the State’s Alternative Workplace Solutions Policy (“AWS Policy”), Department of Human Resources Policy 14-001, are hereby incorporated by reference in this DCS AWS Acknowledgement Form.

This acknowledgement form serves as the guiding program document regardless of which AWS position category is utilized by the DCS employee.

DCS Employee Name: DCS Employee Edison ID #

DCS Employee’s Official Office Location:

The following terms have been agreed upon concerning your assigned AWS position category

Section I – Employee Responsibilities in all Position Categories

1. Employee agrees to adhere to DOHR AWS Policy, DCS guidelines, and the terms of this

acknowledgement form, with policy taking preference should a conflict exist between the policy and the DCS Guidelines. DCS concurs with employee participation and agrees to adhere to policy, guidelines, and Acknowledgement form, with policy taking preference.

2. The Employee acknowledges that he/she will comply with all Enterprise Information Security Policies, found at the following web address:https://www.teamtn.gov/sts/all-services/security-services0/security-policy-documentation.html

3. Employee acknowledges that he/she will attend any in-office meetings as requested by his/her supervisor as soon as practicable and also participate in Work from Home surveys and/or requests for information.

4. Employee acknowledges that he/she will plan for and accomplish necessary photocopying, mail, and

facsimile transmissions at the DCS provided work site. In emergency situations, and with the prior approval of the supervisor, costs associated with the copying of work-related materials, facsimile charges, express mail, etc., may be reimbursed.

5. Employee acknowledges that he/she will communicate on a regular basis with the supervisor, in the

supervisor’s preferred method of communication, as often as the supervisor requires. 6. Employee acknowledges that he/she will complete all assigned work in accordance with the supervisor's

instructions. 7. Employee acknowledges that he/she will use approved safeguards to protect state records from

unauthorized disclosure, damage, or release of confidential business information and to comply with all requirements set forth by DCS and State laws, rules and regulations, and policies. Confidential business

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information may not be removed from state offices except as permitted and authorized by established state and DCS procedure.

8. Employee acknowledges that he/she will perform his/her officially assigned duties at the officially

designated office location, their residence, or approved alternative location, or while on official travel. Failure to comply with the terms of this acknowledgement form may result in administrative action, such as charge of leave, suspension, termination from State service, or other disciplinary action, as warranted, determined on a case-by-case basis.

9. Employee acknowledges that he/she will not conduct unauthorized personal business [including, but not

limited to, dependent care, home repairs, and real estate transactions] while in official duty status at the Work from Home/Mobile Work site. The employee agrees to arrange for any dependent care and other personal responsibilities so as to ensure that the employee can work without interruption.

10. Employee acknowledges that he/she will complete the required training as required by policy.

11. Employee acknowledges that he/she will report to his/her officially designated office location without

delay at the request of the supervisor, or as soon as is practicable. 12. Employee acknowledges that disciplinary actions or performance issues may result in their supervisor

taking action to improve performance (i.e., making temporary adjustments to the agreed upon schedule or AWS position category assignment).

Section II – Mobile Position Category (applicable to only mobile employees, for example case managers)

1. The official office for mobile employees is the county office they report to. For mileage reimbursement,

mobile employees calculates:

a) The distance from their home to their destination; and

b) The distance from their assigned county office to their destination.

The mobile employee uses the lesser of the two mileage distances to determine their official starting point to use for mileage reimbursement. This remains consistent with DCS policies regarding mileage reimbursement.

2. To ensure the needs of DCS, the employee, and the public are best served by the AWS arrangement, the

supervisor sets forth any additional necessary terms of the arrangement in the space provided below. See DOHR Policy 14-001 Appendix A for guidance on Mobile Work.

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Section III – Work from Home Position Category (applicable to only work from home employees, for example internal affairs employees)

1. AWS work from home address:

2. Employee’s agreed upon work from home schedule:

Monday Tuesday Wednesday Thursday Friday

3. The employee's supervisor and DCS Human Resources division will maintain a copy of the employee's AWS schedule. Employee's time and attendance will be recorded as Work from Home time using a special Edison time reporting code [TRC] established for this purpose. The employee's supervisor will certify the time and attendance for hours worked as is standard policy.

4. Employee acknowledges that he/she will maintain safe working conditions at their home or approved alternative worksite. Employee acknowledges that he/she will immediately report to the supervisor and/or DCS Human Resources Officer (HRO) any accident or injury occurring at the Work from Home site or approved location. An employee’s injury may be covered under the State Division of Claims if a determination is made that the employee was injured in the course of performing official duties at the DCS owned workstation or the Work from Home location, in accordance with applicable regulations and standards governing Division of Claims liability.

5. Employee acknowledges that he/she will notify his/her supervisor or manager immediately or as soon as

practicable when he/she has a new address or change to the approved alternative worksite location.

6. The official office for work from home employees is the county office they report to. For mileage

reimbursement, work from home employees calculates:

a) The distance from their home to their destination; and

b) The distance from their assigned county office to their destination.

The work from home employee uses the lesser of the two mileage distances to determine their official starting point to use for mileage reimbursement. This remains consistent with DCS policies regarding mileage reimbursement.

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Section IV – Utilizing Shared (unassigned) Space

If the employee is utilizing a Shared (unassigned) space, the Supervisor sets forth the necessary terms of the arrangement in the space provided below. See DOHR Policy 14-001 Appendix B for guidance on Free Address concepts.

I have read and understand all the provisions of this AWS acknowledgement form and agree to abide by them.

Employee Name: Employee Signature:

Date:

DCS agrees to adhere to the provisions of this agreement. Approved by:

Supervisor Name: Supervisor Signature:

Date:

Appointing Authority (or designee):

Date:

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Appendix C Frequently Asked Questions

When is AWS going to start in each region?

DCS is piloting AWS within the Shelby, Davidson, Knox and Southwest regions. Moving forward, locations will be selected based on several criteria. Some criteria include: building vacancies and overcrowding, building maintenance or facility issues, lease and co-location status, and safety issues.

Can employees set their own hours with AWS?

Typically, yes as long as the employee is meeting job performance outcomes. We encourage staff and supervisors to maintain flexibility in the hours worked during the day, unless the position requires an employee to work specified hours (e.g. Child Abuse Hotline and YDC employees).

Can employees work part time?

Employees are considered full time or part time based on the DOHR standard for the position classification. However, the ability to flex time will continue to be an option for employees.

What is the maximum number of days an employee can be out of the office?

There are not a set maximum number of days an employee may be out of the office. However, Work from Home employees must be out of the office a minimum of 3 business days per week, unless otherwise agreed upon by the supervisor and employee.

Do supervisors have to hold team meetings at least one day per week, month or quarter to keep up with what their workers are doing in the field?

There is not a requirement for supervisors to hold a specified number of meetings per week, month, or quarter. However, a supervisor is responsible for ensuring that he/she is aware of the operations of their particular division and may set meetings they deem appropriate for the position. Supervisors should make sure that employees are fully aware of expectations as well as the frequency and form of communication that is expected.

How will employees take business calls if they do not have a desk phone?

Work from Home, Mobile and other Free Address employees will have cell phones to handle all business calls.

How does AWS impact employees who were under the old telework policy?

As of February 1, 2016 the telework policy is no longer in effect for DCS. All DCS employees now follow the new DOHR AWS Policy (14-001) and will sign the AWS acknowledgement form. Employees who were under the previous telework policy (now under the AWS Policy) may continue to work their schedule as agreed upon with their supervisor and must sign the AWS acknowledgement form.

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Will we be able to keep or increase storage areas?

Storage needs will be assessed per location. The AWS program includes initiatives to move toward more electronic records, thus eventually decreasing the need for increased storage space.

Will DCS still co-locate with other state agencies?

Yes, when necessary DCS will continue to co-locate with other state agencies.

How do work from home and mobile employees calculate their mileage when they travel?

The official office for work from home and mobile employees is the county office they report to. For mileage reimbursement, work from home and mobile employees calculates:

a) The distance from their home to their destination; and

b) The distance from their assigned county office to their destination.

The work from home and/or mobile employee uses the lesser of the two mileage distances to determine their official starting point to use for mileage reimbursement. This remains consistent with DCS policies regarding mileage reimbursement.

What will we do with staff that is assigned desk duty for disciplinary action? This will need to be evaluated on a case by case basis to determine which responsibilities would best fit the desk duty assignment.

What days will staff have to report to offices?

This determination will be made between the employee and the supervisor when needed. Employees should be aware that they may be required to report to the office on one of their work from home days, subject to DCS needs. The AWS Acknowledgement Form will outline the assigned schedule for work from home employees.

How will AWS affect compressed work schedules?

AWS does not affect compressed work schedules. An agreement may be made between a supervisor and an employee for a compressed work schedule and will be documented in the AWS Acknowledgement Form when necessary.

How will employees be able to work from venues which do not allow cell phones, tablets, or computers?

The employee will likely be unable to do work in these venues if the work required the use of cell phones, tablets, or computers.

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What if a work from home employee does not have internet or cell phone service at their home?

The employee will be unable to complete work at this location if their work requires the use of internet or cell phone service. For employees who are assigned to the work from home category, an alternate location may be selected upon approval by the supervisor. What equipment will be provided to employees assigned to the Work from Home position category?

A laptop, monitor, keyboard, and mouse will be provided for employees assigned to the Work from Home position category.

If an employee lives out of state can they still work from home (is this considered practicing social work out of state)?

Yes, if an employee lives out of state they may work from home if needed. The employee should make all face to face contacts with clients in Tennessee.

What will we do with new employees who are on probation?

When a supervisor has an employee on probation, the supervisor may elect to make a temporary arrangement for the employee to report to the office on a specific schedule. During this temporary arrangement the supervisor should work with the employee to improve performance with a goal of returning to the assigned AWS position category full time.

What will we do with employees who have been issued a disciplinary action?

When a supervisor has an employee who has been issued a disciplinary action, the supervisor may elect to make a temporary arrangement for the employee to report to the office on a specific schedule. During this temporary arrangement the supervisor should work with the employee to improve performance with a goal of returning to the assigned AWS position category full time.

How will mentors be able to train new workers if everyone is mobile?

As DCS currently does with new employees, mentors, supervisors and new employees must coordinate date, time and location for when they need to meet. This may be in a DCS office or in the community. Resources will be available for supervisors to assist with managing in a virtual environment.

Am I allowed to take my assigned state car to my house?

Yes. However, the car must be approved by the Department of General Services to do so. Form GS-1095, Authorization Request for Vehicle/Equipment Assignment, must be completed and submitted to Sherry.M.Smith@tn.gov.

If I work from home, can I claim electricity, internet and other work related items on my taxes?

No. All employees have an officially assigned office location which is their primary place of work.

How do I key my time?

On days where the employee is away from their officially designated office most or all of the workday, they will use the AWS time code. All other days utilize the regular time code.