Work from Home Policy

Ubiquity – Work from Home Policy Page 1

Confidential
Inform ation Security M anagem ent Standards Docum ent

Document Version Version 1.0

Date April 2020

Document Properties

Circulation Internal and External Use

Classification Confidential

Document Owner Tanya Clark – VP, Human Resources

Next Scheduled
October 2020
Review

Approvals

Approver Name Title Date

Compliance Policy April 2020
Committee

Revision History

Version Date Description of Changes Revised by

Version 1.0 April 2020 Policy creation. Tanya Clark

Ubiquity – Work from Home Policy Page 2

Confidential
Inform ation Security M anagem ent Standards Docum ent

Contents

Introduction

Categories of Hom e W orker Arrangem ents

Assessing a Request for Hom e W orking

• Job Characteristics
• Em ployee Characteristics
• Supervisor/Manager Characteristics

M aking Transition to Hom e W orking

Conditions of Hom e W orking Arrangem ents

• Trial Period and Ongoing Arrangem ent

• Rem ote W orking Requirem ents
• W orkplace Health and Safety Com pliance
• Availability and Attendance
• Child and Dependent Care
• Provision and M aintenance of Equipm ent
• M onitoring
• Security of Inform ation

Com pliance and Enforcem ent

• Policy Com pliance

• Enforcem ent

W ork from Hom e Acknowledgem ent

Ubiquity – Work from Home Policy Page 3

Confidential
Inform ation Security M anagem ent Standards Docum ent

Introduction

Ubiquity Global Services, Inc. and Subsidiaries (Ubiquity) recognize the need to ensure
employees are informed of the work from home arrangements and associated policies.

The availability of these arrangements are subject to individual situations and Ubiquity’s
operational requirements and business needs. Home working arrangements may not
always be possible due to operational or other business limitations.

Working from a home office is not a contractual entitlement, employee right or Ubiquity
obligation. The company is committed to protecting the health, safety and welfare of all
its employees which includes home workers and their working environment.

Ubiquity policies and procedures apply offsite as well as onsite; this policy draws
attention to policies of particular relevance to home working.

This plan is reviewed on a semi-annual basis by Ubiquity management.

Categories of Hom e W orking Arrangem ents

Ubiquity considers home working arrangements to be flexible work options that may be
allowed for some employees and positions but not others. Temporary work from home
arrangements may be approved for circumstances such as inclement weather, special
projects, pandemic, or other emergency situations. These arrangements may be
approved on an as-needed basis, with no expectation of ongoing continuance.
Assigned Hom e W orker
Home workers are assigned based upon job responsibilities and/or physical location of
the required employment e.g.
• There is no physical Ubiquity office in the country or state or near vicinity in which
the employee works.
• The employee’s work location may be identified as their home address or an
address different than a Ubiquity location.
Home workers work their full schedule from a non-Ubiquity location.
Infrequent Hom e W orker
From time-to-time, on a temporary or infrequent basis, employees and managers may
find it more efficient and effective for an employee to work outside of a Ubiquity facility.
Examples of this arrangement include working from hotel room while traveling, working
from home to manage personal events or to work on a special project. Such
arrangements should be arranged, approved and managed through normal interactions
between employee and manager.

Assessing a Request for Hom e W orking

Ubiquity – Work from Home Policy Page 4

Confidential
Inform ation Security M anagem ent Standards Docum ent

Relevant factors may include:

• Nature of the work being done and whether that work can be done from home
and if so, on what basis
• Effect on the workplace, other employees, and the business
• Ability for employee to meet the requirements of the job including impact on
efficiency, productivity, and customer service
• Home work area complies with applicable business requirements
• Ability of employee to effectively self-manage their daily work and performance
• Ability of manager to remotely manage the employee
• Other matters based on individual circumstances and Ubiquity operational
requirements

To assist in determining if a home working arrangement makes sense, the following job,
employee and manager characteristics are reviewed.

Job Characteristics

Jobs best suited to home working are those that:

• Require limited face-to-face interaction

• Result in specific, objectively measurable work product
• Can be evaluated by the quality of the results

Em ployee Characteristics

Individual best suited for home working arrangements are those who:

• Can work productively on their own

• Are self-motivated and flexible
• Are knowledgeable about their job
• Are comfortable with varied levels of social interaction
• Are organized and resourceful
• Have strong communications skills

Supervisor/M anager Characteristics

Supervisors/Managers that work most effectively with home working are those who:

• Empower and trust their employees

• Set clear expectations and advocate accountability
• Encourage feedback and communication and deliver consistent coaching
• Establish regular check-ins
• Learn how to manage by results or output rather than by time spent working
• Effectively plan and organize their work and the work of their team member to
achieve results

M aking Transition to Hom e W orking

Ubiquity – Work from Home Policy Page 5

Confidential
Inform ation Security M anagem ent Standards Docum ent

Employees may be allowed to work from home when management has approved and
Work from Home Acknowledgment has been completed.

Employee acknowledges Inventory Form which itemizes all property provided by

Ubiquity and agrees to return.

Ubiquity will not be responsible for costs associated with the setup of the employee’s
home office.

Employees are expected, when working at home, to work at the same level of
productivity and with the same level of responsiveness as when they are working at a
Ubiquity office or a client site.

Employees who are not exempt from overtime requirements based on local law will be
required to record all hours worked in a manner designated by Ubiquity. Hours worked in
excess of those specified per day and per work week, in accordance with legal
requirements will required the advance approval of their manager.

Conditions of Hom e W orking Arrangem ents

Trial Period and Ongoing Arrangem ent

When reviewing the possibility of moving an existing in-office role to an ongoing work
from home role, the arrangement should undergo a trial period of up to a maximum of
three (3) months to ensure the arrangements meet the business requirements of
Ubiquity.

If the trial period is successful and the working from home arrangements are adopted,
Ubiquity will continue to review the work arrangements to ensure:

• Ubiquity policies and procedures are being adhered to

• Quality, quantity and timeliness of the work performed meets the standard
required
• Employee is complying to the terms of the agreement
• Working from home arrangements are meeting the needs of the employee and
Ubiquity

Rem ote W orking Requirem ents

To ensure strong employee performance in remote work arrangements, all home

workers should:

• Choose a quiet and distraction-free working space.

• Have an internet connection that’s adequate for their job, at least 2Mbit for non-
voice and at least 5Mbit for voice.
• Dedicate their full attention to their job duties during working hours.
• Adhere to break and attendance schedules agreed upon with their manager and
lock your AWS Workspace and/or computer while on break

Ubiquity – Work from Home Policy Page 6

Confidential
Inform ation Security M anagem ent Standards Docum ent

Team members and managers should determine long-term and short-term goals. They
should frequently meet (either online or via phone) to discuss progress and results.

In addition, all agents must adhere to the following:

• Maintain the “clean desk” policy as outlined in Ubiquity guidelines, most

importantly:
o leave your cell phone at least 2.5 meters/8 feet away from the desk or in
another room (except when receiving MFA SMS code)
o no pen and paper within 2.5 meters/8 feet from the desk
o only spill proof cups must be used

Ubiquity will not be responsible for providing or paying for any facilities related
equipment/services to work from home, e.g., furniture, utilities, internet and phone.

W orkplace Health and Safety Com pliance

The employee agrees to establish and maintain a safe and ergonomically sound work
environment, to report work‐related injuries to the supervisor at the earliest opportunity,
and to hold Ubiquity harmless for injury to others at the home working location.

Availability and Attendance

To ensure availability to support our customers, all employees should:

• Start and complete the entire work shift. Any interruption, except for scheduled
break time, must be with approval/consent from the immediate supervisor
• Be in a condition to be able to fulfill his/her job duties for the entirety of the shift
• In the event of incapacity for work the employee shall notify his/her
supervisor/manager as soon as possible
• Login to the necessary portal to capture his/her working time
• Must be available online and respond to all work-related inquiries or tasks
assigned during the work shift
• Agrees to Ubiquity having the right to contact them at home during working hours
This includes providing Ubiquity with a suitable contact number
• Attend work related meetings using available technology.
• Alert supervisor/manager immediately if there are any system/technical issues
preventing them from performing your job duties; such as, systems issues,
internet connectivity, latency, etc.)

Child and Dependent Care

Home working arrangements are not a substitute for child care or other dependent care.
Employees are responsible for ensuring that appropriate care arrangements are in place
while engaged in home working arrangements.

Ubiquity – Work from Home Policy Page 7

Confidential
Inform ation Security M anagem ent Standards Docum ent

Provision and M aintenance of Equipm ent

Equipment supplied by the employee, will be maintained by the employee. Ubiquity

accepts no responsibility for damage or repairs to employee-owned equipment. Ubiquity
reserves the right to make determinations as to appropriate equipment, subject to
change at any time. Ubiquity may issue equipment that is essential to their job duties
such as computer desktop, monitor and headset. Equipment that Ubiquity provides is
company property. Employees must keep it safe and avoid any misuse. Specifically,
employees must:

• Keep their equipment password protected

• Equipment will only be used for work purposes
• Store equipment in a safe and clean space when not in use
• Refrain from downloading suspicious, unauthorized or illegal software

M onitoring

Ubiquity has a variety of monitoring procedures in order to maintain the security features
that our clients require. This monitoring includes but is not limited to:

• Customer account access logging and tracking

• Screen recording and monitoring
• Video recording and monitoring
• AI-based technology to continuously monitor activity

Security of Inform ation

All employees need to maintain Ubiquity’s security policies that are in compliance with
information security laws, regulations and industry standards such as PCI-DSS, HIPAA,
GDPR, and among others to maintain the same high security level our clients currently
expect. Employee obligations to keep client information confidential and secure are not
diminished when working from home, including from family members/friends who may be
present in your home environment.

The employee will ensure the security of Ubiquity’s business information and systems in
accordance with Ubiquity’s policies and procedures. The employee will ensure Ubiquity
provided equipment, software and communication tools are used solely by the employee
and only for the performance of work for Ubiquity.

Printed materials must be disposed of as outlined according to policy. Destruction of

physical records must be performed in a manner which leaves no possibility for
reconstruction of the information.

Com pliance and Enforcem ent

Policy Com pliance

Ubiquity – Work from Home Policy Page 8

Confidential
Inform ation Security M anagem ent Standards Docum ent

All employees, including home workers, must follow Ubiquity’s policies. Examples of
policies that all employees must abide by are:

• Code of Conduct
• Ethics and Conflict of Interest
• Local Handbook
• Attendance
• Social Media
• Confidentiality
• Human Resource Policy
• IT Policies
o Information Security Policy
o User Access Control Procedure
o Clean Desk Policy

Enforcem ent

Home workers are responsible for reading and complying with this policy. Contact your
supervisor/manager or Human Resources if you require additional information in relation
to this policy.

Employees who fail to comply with this policy may be subject to disciplinary action up to
and including termination of employment. Failure to comply may also result in legal
proceedings against the employee and Ubiquity. Any fraudulent activity will be
prosecuted to the full extent of the law.

Ubiquity will adhere to local work from home guidelines as applicable by law.

Acknowledgem ent

When entering a work from home arrangement, the employee acknowledges and
understands this is not an employee right or contractual right of employment. The
opportunity to work from home is discretionary and can be denied, terminated or
withdrawn by Ubiquity at any time.

Employees must complete the Work from Home Acknowledgement prior to performing
work duties outside of the office.

Ubiquity – Work from Home Policy Page 9

Confidential