Clinical Research Operations

CCR Research Nurse Specialist Telework Policy

Purpose: To provide implementing guidelines for ad hoc telework policies and procedures for Research Nurse Specialists in accordance with NIH POLICY 2300-600-1, NCI Telework Program Policy and Section 359 of Public Law 106-346, in an effort to support individual, team and organizational efficiency and effectiveness.

STEP 1: Determine Eligible to Apply

• As per NIH Telework Policy (2300-600-1), the team leader, the CCR Deputy Director, Chief for Research Nursing, the PI, Branch Chief, other investigators or stakeholders of the research team and the employee must all agree to participate in the telework program.  The stakeholders must agree that the tasks to be performed during work hours at the alternate work site will promote the efficiency and effectiveness of the research team’s work efforts.

  • The ORN only offers ad hoc telework for research nurses. All further references to telework refers to ad hoc telework for emergency situations;

  • Contractors may telework if permitted by the terms of their contract and are negotiated separate from this policy between the contractor’s employer, official (non-Federal) supervisor, in agreement with the NIH supervisor as applicable;

  • PHS Commissioned Officers are covered under their own policy at: http://dcp.psc.gov/PDF_docs/23510.pdf   .

• To be eligible to ad hoc telework the NIH employee must:
  • Be an NIH employee (full or part time);

  • Have a satisfactory performance record;

  • Not be on Special Leave Procedures or a Performance Improvement Plan (PIP);

  • Have no documented active adverse action on file in their Official Personnel Folder (eOPF) or with their supervisor; and

  • Have completed manditory telework training.

• The Research Nurse’s responsibilities must include tasks that can be performed while teleworking and must:

  • Be portable, i.e. must be work that can reasonably be completed at an alternate site;

  • Generate work products that can be measured and/or evaluated for quality;

  • Not require close supervision or frequent guidance from a supervisor;

  • Not require daily face-to-face interaction with co-workers and / or patients; and

  • Must rely on information technology and connectivity that is available, or that require no particular technology or connectivity.

STEP 2: Application to Telework

• The research nurse employee wishing to engage in an ad hoc telework agreement must complete the request via the NCI Electronic Telework Website: https://telework.nci.nih.gov/ets.

• Given the interdependent role of the research nurse in the NCI research team, the request must be discussed with the research nurse's PI (or other Branch supervisor), and other research nurses on the team, to establish the specific duties/tasks that can be accomplised most efficiently via telework. The completed form is submitted electronically to the research nurse's Team Leader. 

STEP 3: Determine Eligibility to Participate

• Once the employee has applied for ad hoc telework, the Team Leader will review the electronic application and obtain additional information from the PI (and/or Branch Chief or other Branch supervisor), Deputy Director of CCR and Chief, Office of Research Nursing. Factors that will be considered include:

  • Portability of work:

  • Employee's status as emergency personnel;

  • Employee's need to supervise or mentor junior staff;

  • Clinic and patient schedules;

  • Employee's past performance;
  • Impact of telework on the office/team operations, taking into account the needs of the team, the nature of the work, as well as other employee's telework requests and work schedule arrangements; and
  • Cost of implementing a telework program (including computers, network links, VPN account, providing security off-site for NIH equipment, etc).
• The Team Leader will communicate the final decision to the research nurse.

  • Denial of ad hoc telework request will be documented in writing on the Electronic Telework Application.

  • Acceptance of the ad hoc telework agreement will be documented in writing on the Electronic Telework Application.

    • The research nurse must be accessible during dury hours to the supervisor, co-workers, and customers via telephone, email and/or other method of communication, as specified in the agreement.

    • The employee must agree to report to the official dury station, if the need arises.

    • Participation may be terminated or the terms of the participation may be changed at any time by either the research nurse or by management, according to NIH Policy 2300-600-1. For example: changes in circumstances in the organization; change in research nurse's position description; negative impact on the employees performance; or change in research nurse's personal circumstances.

STEP 4: Implementing a Telework Schedule

• Before beginning ad hoc telework, it is mandatory the employee complete online Telework Training at http://hr.od.nih.gov/telework/training and Security Awareness Training at http://irtsectraining.nih.gov.

• It is recommended that the supervisor complete the NIH Telework Training for Managers.

• Participation may be terminated or the terms of the participation may be changed at any time by either the research nurse or by management.

• The employee will enter an agreement into the NCI Electronic Telework System,   https://telework.nci.nih.gov/ets.

• Scheduling implications for ad hoc telework:

  • If the employee must leave the telework site or must take care of a dependent child or family member during ad hoc telework, leave is to be taken.

  • If the federal government is operating under late arrival/early dismissal, the teleworker is required to work a full tour of duty or must take leave for hours not worked unless the supervisor expresses alternate arrangements.

  • If the federal government is closed and employees have an ad hoc telework agreement, the employee must either telework or take leave.

  • Annually, the research nurse and Team Leader should review and renew their ad hoc telework agreement with input from PI (or other Branch supervisor),  Deputy Director of CCR and Chief Office of Research Nursing.  

• Request ad hoc telework in ITAS.

References:

• NIH Telework Policy 2300-600-1:  http://oma.od.nih.gov/manualchapters/person/2300-600-1
• NCI Telework Program Policy: http://mynci.cancer.gov/files/telework-policy.pdf