National Society for Earthquake Technology – Nepal (NSET)

Policy and Standard Operating Procedure for

Work from Home (WFH)

1. Introduction
This Policy and Standard Operating Procedure (SOP) for “Work from Home” (WFH) of NSET
enables its staff to work remotely from any suitable workplace without being physically present
in the office. This SOP is based on “NSET Personnel Policy Clause # 5.3 “Provision of flexible
workplace other than office”. This SOP has been prepared to continue the possible official
activities when one or more staff cannot attend office but are able to work from home and or a
remote location. WFH shall be applicable in the following conditions:
1.1. When an individual is not able to attend office due to personal conditions like illness
requiring physical rest, limited mobility, family healthcare, care for family members etc.
but can work from home to accomplish her/his assignments.
1.2. When one or more staff are not able to attend office due to any adverse condition beyond
their control like transportation and or public strike, partial blockade, curfew etc. but can
work from home to accomplish their assignments.
1.3. When the office cannot operate normally requiring complete close down due to curfew,
disaster, emergency, epidemic etc. but NSET staff can work remotely from home or
another suitable workplace to accomplish their assignments.
1.4. Administrative, financial and or any other genuine reason when work from home is
essential for single or group of NSET staff.

2. Activation of WFH:
WFH shall be activated after approval from NSET Executive Director based on situation
analysis and recommendations from the concerned officials as stated here under:
2.1. Recommendation from the concerned supervisor on the request from an individual as
stated in clause # 1.1 in the prescribed WFH Application Form, annex 1.
2.2. Recommendation from NSET Administration based on the endorsement of the request
from one or more individuals by the concerned supervisors as stated in clause # 1.2 in
the prescribed WFH Group Application Form, annex 2.
2.3. Recommendation from NSET Administration based on the situation analysis by NSET
Emergency Response Team as stated in clause # 1.3 in the prescribed NSET WFH
Activation Form, annex 3.
2.4. Recommendation from NSET Administration based on the request from Division
Directors, Project Managers or any other concerned official to grant WFH permission for
conditions stated in clause # 1.4 in the prescribed WFH Group Approval Form, annex 4.

3. Emergency Situation Analysis

NSET Emergency Response Team (ERT) assess the overall impact on NSET operation during
any adverse and or emergency situation either known by any external reliable source or
request from NSET Administration based on one or more of the following information.
3.1. Impact of any adverse condition like local, regional, national or international epidemic,
disaster and or any emergency situation.

Final Draft: April 16, 2020 1a

3.2. Advise, request, instructional guidelines and or mandatory conditions as issued by the
local, provincial and or federal government.
3.3. Advise, request, instructional guidelines and or mandatory conditions stated by Donor
and or partner of NSET.
3.4. The duration of such emergency condition will vary depending on the intensity and
impact of the adverse and or emergency situation from a few days, weeks or a month at
an initial stage.
3.5. Normal opening of office and or extension of the emergency will be decided by NSET
Executive Director based on the constant follow up assessments from NSET ERT based
on # 3.1, # 3.2 and #3.3.

4. Eligibility of WFH
WFH is not possible for all types of activities it varies due the nature and location of various
assignments as stated here under.
4.1. Preparing audio visual presentations, email communication, tele/video conference,
important documents like new and or revision of curricula, guidelines etc. requires a
laptop or a desk top computer along with reliable internet connection. These
assignments could be enough for a month or more.
4.2. Preparing activity reports, documentations, coordination, acquiring services through
telecommunication etc. can be easily conducted from a remote workplace even without
a computer and internet facility. These types of assignments could be performed from a
remote workplace for a week or more.
4.3. Preparing GIS maps, graphical designs, large data processing will require high resolution
large monitor and reliable internet with high band width and may go longer than two
weeks.
4.4. Administrative, financial and secretarial assignments may be performed partially for a
couple of days.
4.5. The basic minimum requirement for a remote workplace of an individual as annex 5
should be ensured.
4.6. Physical assignments like dispatch of letters, cleaning office space, gardening, works in
cafeteria, driving of vehicles will not be possible to work from a remote place.
4.7. Building inventory, damage assessment, construction supervision, social mobilization,
earthquake mobile clinic, etc. does not require WFH and can run smoothly unless there
are similar adverse and or emergency conditions in the working area.

5. Approval of WFH
The initiation request and approval for implementation of WFD will be as tabulated here under
Condition Request from Recommend from Endorsed by Approved by WFH Form
Clause # 1.1 Individual Supervisor ED Application
Group
Clause # 1.2 Individual Administration Supervisor ED
Application
Clause # 1.3 Not Required ERT Administration ED Activation
Clause # 1.4 Director / Manager Administration ED Group Approval

Final Draft: April 16, 2020 2a

6. Performance/Work/Task Management for WFH.
The management system for work generation, tasking, work plan; including, supervision,
monitoring and evaluation shall be done as per the existing management organogram/system
of NSET but from a remote location. The concerned Division Directors, Project Managers may
form a separate task groups, add or remove certain level of supervisory system as and when
required to increase efficiency for WFH with prior approval from their respective supervisors
and or NSET Management. The roles and responsibilities of the key actors shall be as
provided in the following sections.
6.1. Each individual staff of NSET who is eligible to WFH as stated in # 3 shall be
responsible to:
6.1.1. Prepare a tentative work plan based on the activities that the person is involved
in various projects and programs for the duration as instructed by the supervisor
in the prescribed format, annex 6.1.
6.1.2. Prepare a list of logistics, tools, equipment that is essential to perform the work
assignment from a remote workplace, annex 7.
6.1.3. Perform the assignment as stated in the workplan approved by the supervisor to
the best of her/his knowledge from a remote workplace. Maintain daily detailed
activities, annex 6.2 and daily activity log, annex 6.3
6.1.4. Normal workdays and hours of NSET will apply for Work from Home as well
(Monday – Friday; 9:00am - 5:30pm. However, there may be flexibility on
workdays and hours as designed between the concerned professional and the
supervisor. Staff may fulfill their responsibilities in their convenience, provided it
should be clearly informed to the supervisor. It will be more of a output and
delivery based work.
6.1.5. Report about the development of assignment and or any other official business
each day to the supervisor on an agreed time slot. Report to and or get
instructions about any urgent/important issues as and when necessary.
6.1.6. Maintain a daily diary stating the key activities performed and achievement as
applicable.
6.1.7. Shall report immediately if the staff has to discontinue WFH about the reason and
duration of absence, work compensation plan or apply for an appropriate leave.
6.1.8. Abide to the code of Standard Operation Procedure (SOP) and Code of Conduct
for Work from Home as approved and circulated by NSET Administration.

6.2. Roles and Responsibilities of Supervisors:

6.2.1. Identify and prepare list of staff under each category as stated in # 3 and present
to NSET Administration.
6.2.2. Review and finalize the list of essential items as # 6.1.2 and request/recommend
to NSET administration including those required for the supervisor for necessary
arrangement and supply.
6.2.3. Review and finalize separate work plan prepared by each individual staff and
assign task and communication plan accordingly.
6.2.4. Prepare a tentative work plan based on the activities that the staff is involved in
various projects and programs for the duration in the prescribed format, annex
6.1.
6.2.5. Prepare a list of logistics, tools, equipment that is essential to perform the work
assignment from a remote workplace, annex 7

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6.2.6. Provide necessary guidance as requested/required and establish contact to get
an update from each staff every day at a preset time.
6.2.7. The supervisor while providing the assignments for the staffs should make Work
plan and all the staffs are obliged to follow and complete the given task timely.
6.2.8. The supervisor should ensure timely reporting of the work. In case of any
negligence in reporting or found not reachable on phone will not be entertained.
6.2.9. Abide to the code of Standard Operation Procedure (SOP) and Code of Conduct
for Work from Home as approved and circulated by NSET Administration.
6.2.10. Perform the assignment as stated in the workplan approved by the supervisor to
the best of her/his knowledge from a remote workplace. Maintain daily detailed
activities, annex 6.2 and daily activity log, annex 6.3
6.2.11. Although the normal workdays and hours are preferred, Work from home (WFH)
is a special situation, and flexibility is allowed. Staff may fulfill their responsibilities
in their convenience, provided it should be clearly informed to the supervisor.
Therefore, concerned staff should plan and agree with the supervisor about the
preferred time and duration of the work.
6.2.12. Report about the development of assignment and or any other official business
each day to the supervisor on an agreed time slot. Report to and or get
instructions about any urgent/important issues as and when necessary.
6.2.13. Maintain a daily diary stating the key activities performed and achievement as
applicable.
6.2.14. Report immediately if the staff has to discontinue WFH about the reason and
duration of absence, work compensation plan or apply for an appropriate leave.

6.3. NSET Administration shall be responsible to:

6.3.1. Activate WFH as stated in #2.
6.3.2. Arrange essential logistics, tools, equipment as requested under #6.1.2, annex 7
6.3.3. Arrange a suitable internet based remote work platform to facilitate sharing of
documents, tele/video conference, transfer large data files, daily attendance
record etc. for the smooth running of WFH
6.3.4. Plan and organize orientation programs for the required staff on WFH prior to
initiating WFH activities.
6.3.5. Assignment alternative tasks and or make arrangements for the maximum
utilization of the staff that are not eligible for WFH as stated under # 3.
6.3.6. Enforce, monitor and evaluate the safeguarding the Standard Operation
Procedure (SOP) and Code of Conduct for Work from Home as approved by
NSET Administration.

Final Draft: April 16, 2020 4a

7. Code of Conduct
All NSET staff working from home shall abide to the NSET Code of Conduct. Apart from the
Code of Conduct NSET staff shall follow the following points for a pleasant and effective Work
from Home.
7.1. Assign Workplace
Assign a dedicated workplace in an appropriate location with easily available power
socket, internet connectivity and optimum comfort so that you feel like it’s an office within
the home. If you can spare a room for the workplace it will be even better and you can
feel as if you are in office.
7.2. Organize Workspace
You need to spend a lot of time working from home, try to make your workspace as
enjoyable a place to be as possible. Get all the stationery items like Note books,
reminders, pens, highlighters, punching machine, stapler, staples and tissues etc. Try
adding pictures or photos of family and friends, a notice board, and even a houseplant
or two.
7.3. Dress Up Appropriately
Proper dressing will make you comfortable and feel that you are in an official business.
Dressing up in the usual office dress probably isn’t necessary. Take a shower, brush
your hair, and put on something presentable. You may not like to be caught on camera
in a clumsy appearance if you need to join official meetings through video conferencing.
7.4. Define Working Hour
Normal working hour in NSET office is 09:00-17:30 and it may be good to follow this
timing to the possible extent. However, you may make your working hour flexible so as
to accomplish your assignments and or meet deadlines with consent from your
supervisor. Provide ample time to your family members whenever necessary.
7.5. Take Short Breaks
Take short breaks at appropriate time sitting in the same position for long will not only
make you tired but also reduce your efficiency. Stepping away from the computer screen
for even a short while at certain intervals can protect you from headaches, eye strain and
back pain. Short breaks apart from lunch time are energizers but keep them short. For
an extra creative boost, you may try 10 minutes of mindfulness or meditation twice a day.
7.6. Lunch and Refreshment
You have a liberty in taking lunch and refreshments at any time of the day when you are
working from home. It is always better to take lunch, tea and snacks in a fix time as we
do in the office. This will help you to keep healthy and avoid chance of adding more fat
into your body with snacking all the day.
7.7. Keep in Touch
Working from home does not mean to stay aloof and work on your own, continue close
contact and interactions through telephone and video calls at optimum intervals. Working
from Home is almost the same as working from the office. You can use Mobile phones,
Viber, Skype GoToMeeting, Zoom, MS Teams and many other mediums to interact with
your colleagues for a friendly conversation apart from official business.
7.8. Entertain Yourself
Working from home may be monotonous you may listen to melodious song or music in
a low volume to keep you refreshed. It is better to avoid listening in higher volume and
or opening a television may be distracting. The trick is to find a balance in breaking the

Final Draft: April 16, 2020 5a

monotony and keep you refreshed for a healthy and creative state of mind. Keep
Yourself Updated
Apart from your professional duty keep yourself updated in the current burning issues.
Share and circulate important information on contemporary concerns applicable for
public consumption. Seek for new innovative science and technological development in
your profession.
7.9. Aspire Creativity
Make use of the time saved in commuting distance to and from office during Work from
Home. Continue your creativity in the field of your interest and or hobby. Creating
innovative ideas, writing articles, literary works, painting, gardening, cooking and even
assisting your family members in daily household chorus.

Final Draft: April 16, 2020 6a

Annex 1: WFH Application Form (for an individual)
Work from Home Application Form
For an Individual Staff

Name of Employee:
Division / Unit / Project:
Designation: Date:
Reason for requesting Work from Home:
Health Family Children Strike Curfew Other
Brief note on the reason for Work from Home

Work from home applied for:

Hours Work from Home Time
Date Day
From To Total Unit

Work plan for Work from Home:

Date From To Assignment

Recommendation from Supervisor:

Name: Designation Signature Date:

Approved by:
Name: Designation Signature Date:

Endorsed by NSET Administration

Name: Designation Signature Date:

Note:
• Additional sheets should be attached to clear assignments if required.
• Work from Home for an individual is allowed only after formal approval.

Final Draft: April 16, 2020 7a

Annex 2: WFH Group Application Form (for a group of staff)
Work from Home Group Application Form
For a Group of Staff

Name of Person Requesting WFH:

Division / Unit / Project:
Designation: Date:
Reason for requesting Work from Home:
Transportation / Pubic Strike Curfew Other
Brief note on the reason for Work from Home

Work from home Recommended for:

Staff recommended for Work from Home Date
SN
Name Division Designation From To
1
2
3
4
5
Work plan for Work from Home:
Date Assignments
SN Name
From To
1
2
3
4
5
Recommendation from Supervisor:

Name: Designation Signature Date:

Approved by:
Name: Designation Signature Date:

Endorsed by NSET Administration

Name: Designation Signature Date:

Note:
• Additional sheets should be attached if required.
• Work from Home for group may be allowed in advance and or endorsed through online /
email / Telephone request in case of a sudden requirement like in emergency.

Final Draft: April 16, 2020 8a

Annex 3: WFH Activation Form (for NSET lock down)
Work from Home Activation Form
For Whole NSET Staff

Name of Person Requesting WFH:

Division / Unit / Project:
Designation: Date:
Duration of Work from Home Recommended Date From: To:
Reason for requesting Work from Home:
Transportation / Pubic Strike Curfew Other
Brief note on the reason for Work from Home

Brief note on the request from Emergency Response Team (ERT) Team Lead:

Name: Designation Signature Date:

Recommendation for the staff not eligible for Work from Home:

SN Name Assignment
From To
1
2
3
4
5
6
Recommended by:
Name: Designation Signature Date:

Approved by:
Name: Designation Signature Date:

Note:
• Additional sheets should be attached if required.
• Work from Home Activation for Lock Down, Curfew or any other adverse condition may be
allowed in advance and or endorsed through online / email / Telephone depending on the
situation.

Final Draft: April 16, 2020 9a

Annex 4: Group WFH Approval Form (for certain groups as special demand)
Group Work from Home Approval Form
For Group of Staff

Name of Person Requesting WFH:

Division / Unit / Project:
Designation: Date:
Reason for requesting Work from Home:
Transportation / Pubic Strike Curfew Other
Brief note on the reason for Work from Home

Work from home Recommended for:

Staff recommended for Work from Home Date
SN
Name Division Designation From To
1
2
3
4
5
Work plan for Work from Home:
Date Assignments
SN Name
From To
1
2
3
4
5
Recommendation from Supervisor:

Name: Designation Signature Date:

Approved by:
Name: Designation Signature Date:

Endorsed by NSET Administration

Name: Designation Signature Date:

Note:
• Additional sheets should be attached if required.
• Group Work from Home for any groups is allowed only after formal approval.

Final Draft: April 16, 2020 10a

Annex 5: Minimum requirements to work from home.
1. Comfortable workspace with the basic requirements
2. Laptop and or a desk top computer
3. Internet
4. Application of video conference – MS Teams, Skype, GoTo meeting, Zoom, whats-up,
viber
5. Inter division/program goggle drive or share point
6. Working table and chair
7. Be ready/presentable for required meetings (specially in senior management team)
8. Proper Staff training about WFH

Final Draft: April 16, 2020 11a

Annex 6: Action Plan, Daily Detail Activity and Daily Activity Log
Annex 6.1: Action Plan for activities during Work From Home (for each staff)

Time
Date Assignment Remarks
From To

Annex 6.2: Detail Daily Activities Record Format (for each staff)

Time Project /
Date Brief description of Work Remarks
From To Total Hours Program

Annex 6.3: Daily Activity Log (for each staff)

Date Activity Project/program Remark

Final Draft: April 16, 2020 12a

Annex 7: Logistics Request (for logistic, tools and equipment required to each staff)

Duration
SN Description of Materials and or Services Quantity unit
From To
1

Requested by Recommended by Approved by

Name

Position

Signature

Date

Final Draft: April 16, 2020 13a