Wayne State University

Aim Higher

Policies-8

3.4.7 Flexible Work Arrangements for Non-Represented (Academic and Non-Academic) Employees (New as of 12/14/15)

DESCRIPTION

Wayne State University may allow use of flexible work arrangements to eligible employees, as defined in the Term(s) /Definition(s) section below.  The intention of flexible working is to accommodate special needs of employees, while maintaining operational effectiveness.  Click here for Flexible Work Arrangement Frequently Asked Questions. 

TERM(S)/DEFINITION(S)

Flexible work arrangements (FWA)

A pre-approved agreement between the employee, his/her immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate, that allows the employee to complete his/her employment duties while working non-traditional schedules. 
 
Note: The flexible work arrangement approved for use at WSU is flextime.  The university does not have a policy governing the use of other FWAs such as compressed work week or telecommuting.

Flextime

A system by which an employee is provided some degree of freedom to choose his/her working hours.   Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor.

Core hours

A subset of hours when all employees are expected to be in the office.   Core hours are approved by the S/C/D executive based on operational needs of the business unit.

Flexible Work Arrangement (FWA) Proposal

The section of the Flexible Work Arrangement Form that must be completed by the requesting employee and unit management (as outlined above), prior to beginning piloted flexible work arrangements.

(Note: If the above form does not download, please use Internet Explorer or Firefox).

Flexible Work Arrangement  (FWA) Agreement

The section of the Flexible Work Arrangement Form that must be completed by the requesting employee and unit management (as outlined above), prior to finalizing a formal agreement for flexible work arrangements.  This section must be completed after the required 3-month pilot period.

(Note: If the above form does not download, please use Internet Explorer or Firefox).

POLICY

The purpose of this policy is to ensure consistency in application of flexible work arrangement procedures in support of the university’s Flexible Work Arrangement policy, outlined in section 2.8 of the Personnel Manual for Non-Represented Employees.

Collective Bargaining members should refer to their respective Collective Bargaining Agreements (CBAs) for rules covering their positions at http://laborrelations.wayne.edu/contract-info.php or http://provost.wayne.edu/bargaining/index.php.

This policy is not intended to override or supersede any university policies.  Employees approved for flexible work arrangements are expected to adhere to the core hours established by the S/C/D leader as defined above and other applicable policies related to their positions.

S/C/D leaders should base their decisions to allow employees flexible work arrangements on the needs of the business as the primary decision factor, along with considering whether the individual, job and supervisor characteristics are best suited for such an arrangement.  Flextime schedules can be terminated at any time, with a two-week advance notice provided, when feasible, to the employee.

Utilization of Flextime

Non-represented employees (academic or non-academic) may request to work a flextime schedule that falls outside of the university’s standard business hours identified as 8:30am to 5:00pm, Monday through Friday, in accordance with core hours established within his/her business unit.

Flextime schedules define core hours during which all employees must be present on the job. Such arrangements include flex bands at the beginning and at the end of each day during which employees make up the necessary number of  work hours.  Employees approved for flextime cannot utilize his/her lunch hour and/or paid breaks to meet 7.5 hour work day or 37.5/40 hour work week requirement.  Working during lunch is not a satisfactory arrangement for making up lost time, resulting from a flextime schedule.

Arrangements for Non-Exempt Employees

All flexible work arrangements for non-exempt employees must be submitted to HR Client Services for review, prior to unit management’s approval.  For a listing of non-represented employees in your respective business unit, please contact Human Resources.

Eligibility

  • Employee must satisfy probationary period, prior to requesting and being granted a flexible work arrangement.  Refer to Probationary, Provisional, and Qualifying Period Performance Review Guide.
  • Employee must be in a non-represented (academic or non-academic) classification. Collective Bargaining Unit employees must comply with rules outlined in their respective Collective Bargaining Agreements.
  • Employee must have received a performance rating of satisfactory or above on their prior year’s annual performance evaluation. Copies of prior year’s performance evaluations can be requested from HR Client Services.

Additional rules, outlined in the Personnel Manual for Non-Represented Employees (NRM), section 2.8 Flexible Work Arrangement policy, must be met for all flexible work arrangements.

PROCEDURES

Responsibility

Action

 

Employee

  1. Consider the need that you have
  2. Describe the benefits that students/supervisor/customers/co-workers would experience based on the proposed option
  3. Anticipate challenges, provide suggestions to address
  4. Be open to feedback and changes to the proposal
  5. Be accountable for completing written agreements, including supervisor signatures
  6. Communicate with supervisor to ensure you are meeting expectations
  7. Regularly evaluate arrangement with supervisor and implement agreed upon changes
  8. Be aware that approved flextime arrangements require you to work a full 37.5 or 40 hour workweek
  9. Complete Flexible Work Arrangement Proposal section of the Flexible Work Arrangement Form.  Note: If this form does not download, please use a different browser (i.e. Internet Explorer or Firefox).
  10. Obtain approval from immediate supervisor/manager and department director
  11. Upon completion of 3-month pilot, complete Flexible Work Arrangement Formal Agreement section of the FWA form
  12. Obtain approval from immediate supervisor/management, department director and S/C/D executive or delegate
  13. Meet with immediate supervisor for annual evaluation of the approved agreement

Non-Exempt Employees:

In addition to the above steps, approval from HR Client Services must be obtained, prior to proceeding with usage of flextime.

Supervisor/Manager

 

  1. Review Flexible Work Arrangement (FWA) form
  2. Submit proposal to the assigned HR Consultant of non-exempt staff beginning a flexible work arrangement, prior to approval
  3. Discuss arrangement with employee
  4. Modify proposed arrangement, if necessary
  5. If approved, sign proposed approved agreement or communicate decision for disapproval
  6. Forward approved proposal to department director for review and approval
  7. Forward approved proposal to the S/C/D executive (i.e. vice president, dean, associate/assistant vice president) for review and final approval
  8. Forward final approved proposal to employee
  9. Forward final approved proposal to HR Client Services for indexing to the employee’s personnel file

Once arrangement has begun:

  1. Work collaboratively with staff to address problems and/or obstacles
  2. Clearly communicate defined tasks and expectations
  3. Measure performance through results and behaviors
  4. Provide regular feedback on performance
  5. Set expectations for procedures and guidelines for flexible work arrangements with all staff
  6. Be willing to modify or reverse a plan if it is not serving the department's or individual's needs
  7. Schedule a plan evaluation meeting with the employee for the three month pilot period
  8. Work with employee to finalize the Flexible Work Arrangement Agreement section of the FWA Form for continuous of plan or to communicate a decision for the employee to return to the original work arrangement
  9. Forward approved agreement to department director for review and final approval
  10. Forward final approved agreement or communicate disapproval to the requesting employee
  11. Meet with employee for an annual evaluation of the approved agreement

Department Director

  1. Review Flexible Work Arrangement Proposal or Agreement (prior to pilot beginning) and (after pilot period ends)
  2. Discuss arrangement with supervisor/manager
  3. If approved, sign the proposed approved proposal or agreement or communicate decision for disapproval
  4. Forward approved proposal or  agreement to S/C/D leader or his/her designee for final review and approval

S/C/D Executive or Designee

  1. Review Flexible Work Arrangement FormNote: If this form does not download, please use a different browser (i.e. Internet Explorer or Firefox).
  2. Discuss arrangement with department director, if necessary
  3. If approved, sign the pilot proposal or agreement or communicate decision for disapproval
  4. Forward approved proposal or agreement to department director and supervisor/manager

For Approval Delegation to Unit Management:

  1. Forward Approval Delegation Signatory Memorandum to HR Client Services for its files

HR Client Services

 

  1. Index final approved proposal and agreement to employee’s personnel file
  2. Provide support to S/C/D’s  relative to Flexible Work Arrangement program
  3. Retain copies of Approval Delegation Signatory Memorandums in departmental files

SCOPE

This policy applies to managers and employees involved in flexible work arrangement approvals and related procedures for non-represented (academic and non-academic) employees only.