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Flexible Work Arrangements

Collegewide Communications

February 18 from Dr. Dukes:

February 24 from HRSTM

Appropriately planned and managed flexible work arrangements, including teleworking, are an effective way to recruit and retain excellent employees. They can also improve productivity, reduce commuting time, and promote a healthy balance between work and home. 

We appreciate that opportunities to telework, work remotely, and leverage alternative work schedules make the College a more competitive employer.

Types of Flexible Work Arrangements

Telework/Telecommute

Allows an employee to trade a commute to perform work, during any part of their authorized work schedule, away from their main worksite at an approved alternate work site. 

Telework Eligibility: Factors for Supervisors to Consider

Telework eligibility is based on the operational and service needs and requirements of the area or unit and the essential job duties of a position. Therefore, it is up to the area administrator and unit supervisors to determine which positions would be eligible and what the appropriate schedule should be (i.e., every other week, 1x a week, 2x a week, etc.) based on operational and service needs and requirements. 

  • The job has clearly defined tasks, deliverables, and/or levels of service.

  • Work is of a nature where in-person interaction is minimal and/or may be scheduled or facilitated effectively with technology.

  • All or a significant portion of the job tasks are portable and can be done at an alternate work location without altering the employee’s duties or work standards/competencies.  Examples of portable job tasks include:

    • reading, writing/editing, research, working with data, and communicating by e-mail, telephone, chat/instant messaging, and videoconferencing.

  • The job does not rely upon specific equipment or supplies/information that are only available at a College work site.

  • The work can be performed away from the College work site without diminishing the following:

    • ability to meet the needs of internal and external “customers” (i.e., students, faculty/staff, co-workers, visitors, etc.) an the quality of services provided.

    • the flow of work, communication, collaboration, and productivity.

  • Working from an alternate location will not have an adverse impact on the productivity or work quality of other employees.

  • The employee’s performance is at a satisfactory level (i.e., meets expectations or satisfactory rating) on the most recent performance evaluation.

  • The employee works effectively without regular close supervision or monitoring.

  • The employee demonstrates good time management skills by completing assignments on time.

  • The employee demonstrates self-motivation and independence.

  • The employee communicates information to students, leadership, co-workers, support staff, and customers in a timely and complete manner.

  • The employee’s demonstrated computer skills and proficiency with technology tools are sufficient to allow the employee to be productive at the alternate work site.

  • The employee understands and demonstrates effective use of technology to ensure integrity, confidentiality, and security of data.

Telework/Telecommute Schedules and Application

Telework/telecommute allows an employee to trade a commute to perform work, during any part of their authorized work schedule, away from their main worksite at an approved alternate work site. This is not a full-time arrangement. This does not include work done while on official travel or mobile work.

The types of telecommute schedules are: 

  • Regular Telework/Telecommute Schedule: Telework/Telecommute that occurs on a periodic and regularly-scheduled basis.

  • Situational Telework/Telecommute Schedule: Telework/Telecommute that is approved on a case-by-case basis, or that is not a part of a regular telework/telecommute schedule. Instances in which situational telework/telecommute may be approved include, but are not limited to: operational need, inclement weather, maximize productivity when the telework/telecommuter’s availability is impacted by personal appointments, or special work assignments. 

The process to apply for a telework/telecommute schedule is as follows:
  1. Employee completes the Telecommute/Telework Application and Terms and Conditions Agreement (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) , including a signed copy of the Safety Checklist and submits it to their immediate supervisor for consideration.

  2. The immediate supervisor will approve or deny the agree based on the criteria referenced in the Flexible Work Arrangements policy and procedure (32500CP) (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) .

    If approved, the immediate supervisor submits request to the next level supervisor in the employee's supervisory chain for final approval and signature.

  3. If the employee and immediate supervisor cannot agree to the terms of the agreement,  the employee may send a copy of the agreement, including a summary of the points on which the supervisor and employee agreed and disagreed, to the next-level supervisor in the employee’s supervisory chain. The next-level supervisor will review the materials and approve or disapprove the request. If the request is not approved, the next-level supervisor will provide the reason for the decision in writing to the employee (process ends).

  4. Upon approval, the employee completes the Approved Flexible Work Arrangement Submission Formnew window and uploads the approved agreement PDF.

Alternate Work Schedule

Alternate Work Schedule (AWS) allows an employee to work a schedule that differs from the department’s standard schedule. 

The types of AWS are:

  • Flexible work time is defined as an agreed-upon starting and departure times that differ from the standard schedule for the department. The schedules may be fixed for a period or can vary from day to day. 

  • Compressed work week is defined as regularly scheduled hours worked are fixed over fewer than five days or in some cases over a two-week period. 

The process to apply for an alternate work schedule is as follows:

  1. Employees interested in an alternate work schedule must complete the alternate work schedules agreement form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) and submit it to their immediate supervisor for consideration.

  2. The immediate supervisor will approve or deny the agreement based on criteria referenced in the Flexible Work Arrangements policy and procedures (32500CP) (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) , Section II “Eligibility”, Paragraph “F”, points 1 through 11.

    If approved, the immediate supervisor will forward the agreement to the next-level supervisor in the employee’s supervisory chain for final approval and signature.

  3. If the employee and immediate supervisor cannot agree to the terms of the agreement, the employee may send a copy of the agreement, including a summary of the points on which the supervisor and employee agreed and disagreed, to the next-level supervisor in the employee’s supervisory chain. The next-level supervisor will review the materials and approve or disapprove the request. If the request is not approved, the next-level supervisor will provide the reason for the decision in writing to the employee.

  4. Upon approval, the employee completes the Approved Flexible Work Arrangement Submission Formnew window and uploads the approved agreement PDF.

Remote Work 

Allows an employee to perform the duties and responsibilities of the employee’s position at a remote work site as their primary work location on a routine basis.

STATUS NOTE: Due to the College's return to campus and onsite teaching, learning, and working, voluntary remote work assignment considerations and approvals are suspended until further notice.

Remote work is when an employee performs their job at a remote work site as their primary work location on a routine basis. In most cases, the remote work site is the employee’s home, and they will not have a dedicated office or workspace on campus (onsite).

Submit Your Approved Application

Upon approval, the employee uploads the completed agreement with appropriate signatures.  

Submit my approved application

Resources for Working Remotely

Manage smart. The Supervisor Toolkitnew window includes resources for working remotely and materials needed to effectively and successfully supervise employees.

Supervisor Toolkit

 

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