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Flexible Scheduling and Remote Work Options (Policy)
Office of Origin: Human Resources
Responsibility: Executive Director, Human Resources
Original Date Adopted: 8-24-2021
Dates Reviewed: 9-8-21 (C)
Last Date Board Approved: 8-24-2021
In the interest of employee work/life balance, non-traditional work schedule requests (flexible scheduling and remote work options) may be considered.
Approved flexible schedules and remote work options:
- Are subject to a 90-day trial period to assess their impact and effectiveness.
- Will be reviewed at least annually to evaluate ongoing effectiveness after successful completion of the trial period.
- Require that exempt employees must depart from a flexible schedule to perform their jobs duties, as needed.
- Acknowledge that non-exempt employees may be asked to work overtime regardless of a flexible schedule.
- Require that all employees depart from a remote work arrangement to perform duties on campus, as necessary.
- May be suspended or cancelled at any time by the College.
- Require written approval from the department supervisor if an employee wishes to change or cancel the flexible schedule or remote work arrangement.
Flexible Scheduling Options
The department supervisor is responsible for determining which, if any, of the flexible scheduling options below are appropriate for the department. This may include considering individual flexible schedule requests, or, alternatively, requiring an entire department or shift to adopt a flexible scheduling arrangement. To determine if a flexible scheduling request or requirement is appropriate, the department supervisor will assess the impact on work production, quality, and absenteeism, as well the best interest of the department, College, and employee(s).
Individual flexible scheduling arrangements are not appropriate for all employees or positions, and are not a guaranteed employee benefit. The nature of the work and responsibilities must be conducive to a flexible schedule without causing significant disruption to performance, department operations, delivery of services, or workload increase for co-workers. In addition, for an individual flexible schedule to be considered, the employee must normally have been employed for a minimum of 6 months and have a satisfactory attendance record, meet all performance expectations in their current role, and consistently demonstrate the ability to complete tasks and assignments on a timely basis.
Subject to supervisor approval, the following flexible scheduling options may be available:
- Flextime provides up to 2 hours of flexibility in an employee's set scheduled starting and ending times for their 8-hour workdays. For instance, an employee might prefer to begin work earlier (i.e., 7:00 am) and leave earlier (i.e., 3:30 pm), while another employee may prefer to start later and work later.
- Compressed Workweek Option 1 allows an employee to work 10 hours per workday, reducing the workweek to 4 days a week.
- Compressed Workweek Option 2 allows an employee to work 9-hour workdays Monday through Thursday and 4 hours each Friday.
Although approved flexible scheduling arrangements may change an employee's workdays and/or hours, the employee must still work their regularly scheduled total number of hours per week. Vacation time may not be used to reduce or alter a regular work schedule on an ongoing basis as it is intended to provide restorative time away from work or the opportunity to occasionally address personal matters.
To request a flexible scheduling option, an employee should complete a Flexible Scheduling/Remote Work Request form and submit it to their supervisor. After reaching a determination, supervisors should complete the supervisor section of the form and provide a copy to the employee. An electronic copy of the form will be forwarded to HR for filing.
Remote Work (Telecommuting) Options
In general, the College's success relies upon personal interaction and relationship-building between employees and students, colleagues, and community members. Many duties, processes, and circumstances require performance of work duties on-site. However, certain positions' roles and duties may be accomplished by an employee working remotely at times/intermittently (such as working offsite for a few days to facilitate work on a specific project) or on a part-time basis. Remote work on a full-time basis will be considered appropriate for very few positions.
Remote work is not an entitlement or a College-wide benefit, and in no way alters the terms and conditions of employment with the College. The College must approve any remote work arrangement, and all approved remote work must be carried out in accordance with the Remote Work Agreement (see below.) A remote work arrangement may be changed or discontinued by the College at any time at will or based upon regulatory requirements, nature of the work, or changing needs of the department. Every effort will be made to provide 30 days’ notice of such change; there may be instances, however, when no notice is possible.
A remote work arrangement will not change an employee’s job duties and responsibilities, unless the College decides that a short-term change is in the best interest of all concerned (the employee, coworkers, community members, and the College as a whole).
To be eligible for consideration for an ongoing remote work arrangement, an employee must submit a Flexible Scheduling/Remote Work Request form to Human Resources (HR.) An employee should only submit a request form after having been employed for at least 6 months, have job performance at a fully satisfactory level, and have no apparent need for direct instruction or oversight in order to carry out their work duties.
Upon submission of a Flexible Scheduling/Remote Work Request form, HR will determine if an employee can feasibly complete work activities remotely. For some positions, it may be clear that duties cannot practicably be completed offsite (e.g., those requiring work on machines or equipment in campus buildings, who have direct contact with customers or members of the public or responsible for direct day-to-day oversight of on-site operations.)
If it is not clear if (or to what extent) an employee can feasibly complete work activities remotely, each situation will be evaluated on a case-by-case basis, considering factors such as:
- Impact of remote work on business operations
- Ability to meet the needs of students, co-workers, and the community
- Effect on timeliness and quality
- Confidentiality concerns
- Availability of information/data security protections
- Availability of a conducive remote work environment
If the request is approved, the employee will be required to sign a Remote Work Agreement indicating that they agree to certain conditions.
Evaluation of remote work arrangements during the trial period will include regular interaction by phone and e-mail between the employee and the supervisor, and regular face-to-face meetings to discuss work progress and any concerns. At the end of the trial period, the employee and supervisor will each submit an evaluation of the arrangement to HR and make a recommendation for continuance or modifications. Evaluation of remote worker performance beyond the trial period will be consistent with that received by employees working on campus in both content and frequency.