Wayne State University

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2.8 Flexible Work Arrangement (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 employee needs, while maintaining operational effectiveness.  Click here for Flexible Work Arrangement Frequently Asked Questions. 

TERM(S)/DEFINITION(S)

Flexible work arrangement (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 unit management as outlined above.
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 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 arrangements throughout the university community and outline rules for flexible work arrangements for non-represented (non-academic and academic) personnel.

This policy is not intended to override or supersede any other university policies.  Employees approved for Flexible Work Arrangements (FWA) are expected to adhere to established core hours within his/her business unit, as approved by the S/C/D executive, attendance standards as outlined in APPM 3.0.11 , the standard work day of 7.5 hours and work week period of 37.5  (or 40) hours as outlined in section 3.12 Salary Payment of this manual and other applicable policies.  Procedures supporting this policy are outlined in APPM 3.4.7 Flexible Work Arrangements for Non-Represented (Academic and Non-Academic) Employees.

Successful flexible workplace arrangements are achieved through mutual trust, compromise, negotiation and above all, FLEXIBILITY between the employee and employer.  Both parties are responsible for ensuring that the arrangement is suitable and is working.

Flexible Work Arrangements should be managed consistently and with fairness.  Minimum staffing levels should be established to support the administration of the FWA work structure. 

S/C/D leadership 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 for 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 hours of work.  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.

Pre-existing Arrangements

Eligible employees approved for usage of flextime, prior to implementation of this policy, are required to complete the Flexible Work Arrangement Form (Note: If this form does not download, please Internet Explorer or Firefox)). The employee’s supervisor however, will determine whether the employee will need to complete the 3-month pilot period for the approved arrangement.

Approvals

The S/C/D vice president or dean must approve the utilization of flextime for business units within his/her S/C/D, prior to such being utilized in a business unit. 

Signatures of approval for all flexible work arrangement requests must be obtained by all required parties (i.e. immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate) prior to such approvals being communicated to the requesting employee.  Authorized delegates must be in positions of associate chair/director or above.  All signatory designees must be documented in the S/C/D's signatory memorandum and provided to HR Client Services.

Exempt and non-exempt employees wishing to work a flextime schedule must have the approval of their immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate.  Employees who are approved for flextime are required to work a full 7.5 work day or 37.5/40 hour work week.

An employee requesting a flextime schedule must complete the Flexible Work Arrangement Proposal section of the Flexible Work Arrangement Form, prior to beginning a pilot and after the piloted period and gain written approval in advance of beginning a flextime schedule. (Note: If the referenced form does not download, please use Internet Explorer or Firefox).  Once approved, Flexible Work Arrangement  Form should be forwarded to the assigned regional HR Client Services team for indexing into the employee’s personnel file.

Piloting the Arrangement

In an effort to ensure the flexible work arrangement is appropriate, S/C/D leaders must pilot new flexible work arrangements, prior to final approval.  Completion of the proposal section of the Flexible Work Arrangement Form  is required for all piloted arrangements. (Note: If the referenced form does not download, please use Internet Explorer or Firefox).  During a pilot experience of up to three months, the department leader and/or supervisor and staff member should meet regularly, at pre-arranged intervals, to discuss how the arrangement is going. The following questions must be reviewed:

  • Are expectations clearly understood?
  • Is productivity being maintained?
  • Are the students/university/department/unit needs still being met?
  • Are there benefits that can be identified?
  • Are there adjustments to the arrangement that might be desired by either party?
  • Should the arrangement be maintained?

Review Period and Evaluation of Arrangement

Decisions related to continuous use of the flexible work arrangement will be based on the needs of the business unit.

At the end of the three month pilot period, feasibility of continuing the arrangement should be evaluated.  It should be understood from the start that either the department leader/supervisor or staff member may end the arrangement if the goals of the arrangement are not being met.  The supervisor and staff member should discuss their concerns and follow up with a written two week notice to return to the original work arrangement.  If the employee and supervisor agree on a FWA, the employee may or may not be able to go back to his/her original work arrangement.  The decision to continue with or discontinue an arrangement will be documented with a written two week notice from the supervisor to the employee via the Flexible Work Arrangement Formal Agreement section of the Flexible Work Arrangement Form(Note: If the referenced form does not download, please use Internet Explorer or Firefox).

All approved flexible work arrangements must be reviewed annually by the employee, his/her immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate to ensure that such agreements continue to meet the needs of the business unit.

SCOPE

This policy applies to non-represented (academic and non-academic) employees only.