Flexible Work Arrangements

CLICK HERE TO READ THE FLEX TIME PROCEDURE (#5)

West Virginia State University (WVSU) utilizes flextime as a dynamic tool to discover and create the workplace of tomorrow. The University supports flexible arrangements that are in the best interests of the university and supportive of our Mission, Vision, and Values. Hybrid work is designed to support a strategy that maximizes productivity and performance, regardless of the work location, when the duties of the position allow. The University believes that utilizing flexible scheduling and hybrid work agreements will create an organizational culture that:

● Supports employee flexibility and mobility

● Promotes a positive work/life balance

● Provides a supportive and productive work environment that attracts and retains employees

While WVSU flexible work schedules and hybrid working agreements will be grounded in business needs and other suitability factors, the University will maintain an unwavering commitment to equity, fairness, and consistency in the determination of eligible positions. The University recognizes the national recruitment and retention challenges that have resulted from the COVID-19 pandemic and supports the ability for eligible employees to utilize hybrid work where it is reasonable and practical to do so, and where educational and operational needs will not be adversely affected.

Supervisor Roles & Responsibilities

Supervisors are responsible for:

· Reviewing Board of Governors Policy #45 Work Scheduling Innovations

· Assessing the feasibility of a flexible schedule or hybrid work arrangement

· Discussing with their appropriate department/division leadership to ensure consistency

· Ensuring that there is clarity with the employee about the specifics of the arrangement

· Providing support and feedback in managing the employee’s performance

· Anticipating backup plans for when employee is out

Before approving any flexible work arrangement, supervisors should consider:

· Are the position responsibilities able to be completed with a flexible schedule and/or hybrid work?

· Is the employee currently performing at a satisfactory level?

· How has flexible time or hybrid work been used in the department before?

· Is the arrangement being provided equitably across the unit?

· Has it been successful?

· How will business operations be impacted by granting a flexible schedule or hybrid work?

· How will students, customers, colleagues, or supervisors be impacted by granting a flexible schedule or hybrid work?

· If a flexible work arrangement seems feasible, have employee submit the Flexible Schedule and Hybrid Work Request Form.

· Assuring the respective Vice President has given final approval for the flextime work schedule.

o If the request is approved, work with the employee to detail a more specific agreement to address schedule, communication, work completion, expected work product, etc.

Supervisor Responsibilities General

· Establish a set schedule for the employee.

o If they are not able to work their approved schedule, the employee should communicate that to the supervisor and report appropriate leave hours

· Communicating about work hours, requesting vacation, calling out sick, requesting FMLA leave, etc. should follow the standard procedures and guidelines

· Ensure time is reported and approved according to department procedures

· Ensure non-exempt employees understand that they must receive prior supervisor approval before working overtime hours

· A secure work environment is essential at any and all locations

· Establish measures for assessing successful work completion, participation, responsibilities, and expectations

· Periodically review the current schedule and/or hybrid work arrangement to determine if changes are necessary to ensure employee success

· Ensure the employee understands that there may be the occasional event, meeting, or peak time for which a supervisor will need to require an employee to adjust the flexible or hybrid work schedule

· Ensure that all employees who have a flexible work schedule or who are working remotely have a current agreement on file

· If a change in supervision occurs, ensure that a new agreement is completed

Flexible Work Schedule

· Assignments should have clear time frames and deadlines

· Ensure employee schedule totals 37.5 hours per week

Hybrid Work

· Ensure that the employee has the appropriate equipment, access, internet service, etc. to complete essential job functions

· Provide equipment and office supplies as available and according to guidelines for University equipment outside of the workplace

· If University equipment will be used by the employee at a remote location, review data protection procedures with the Office of Technology

· Establish expectations for various methods and times for communications with employees. Including access to meetings via web-conferencing (Skype, Zoom, etc.), phone, and shared files

· Provide employee guidance on meeting data security and confidentiality requirements related to the work being completed from the remote location, in addition to guidance from IT staff

Employee Roles & Responsibilities

Employees are responsible for:

· Reviewing Board of Governors Policy #45 Work Scheduling Innovations

· Discussing with their supervisor the feasibility of a flexible schedule or hybrid work arrangement

· Ensuring that there is clarity about the specifics of the arrangement

· Adhering to the agreement, to all relevant workplace practices and to all department and University policies

· Prioritizing work to meet deadlines

· Managing their time effectively

· Being organized, highly disciplined, and self-motivated

Before requesting a flexible work arrangement, employees should consider:

· Are my position responsibilities able to be completed with a flexible schedule and/or hybrid work?

· Am I currently performing at a satisfactory level?

· How will business operations be impacted by a flexible schedule or hybrid work?

· How will students, customers, colleagues or supervisors be impacted by a flexible schedule or hybrid work?

· If a flexible work arrangement seems feasible, make a request by submitting the Flexible Schedule and Hybrid Work Request Form.

o If approved, work with your supervisor to detail a more specific agreement to address schedule, communication, work completion, expected work product, etc. Work Request Forms must be renewed on an annual basis. Forms are created once per fiscal year using the employee’s primary schedule for the year unless a change needs to be made. If a change needs to be made, a new form needs to be submitted. The new form will replace the previous form. Employees may only have one active form at a time. If a change in supervision occurs the employee will submit a new form.

Employee Responsibilities: General

· Adhere to an established schedule. If not able to work an approved schedule, the employee is responsible for communicating that to their supervisor and reporting their appropriate leave hours

· Communication about work hours, requesting vacation, calling out sick, requesting FMLA leave, etc. should follow the standard procedures and guidelines

· Ensure time is reported and approved according to department procedures

· Non-exempt employees must receive prior approval from the supervisor before working overtime hours

· A secure work environment is essential at any and all approved locations

· Ensure they have an accurate Flexible Schedule and Hybrid Work Request Form on file and renew the form annually at the start of the fiscal year

Flexible Work Schedule

· Assignments are to be completed within the agreed upon time frames and deadlines unless otherwise discussed

· There may be the occasional unique event, meeting, or peak time for which a supervisor will need to require an employee to adjust the flexible schedule or hybrid work agreement

Hybrid Work

· Establish a remote workspace/internet access that is conducive to performing and completing the essential functions of the position including completing assignments and project work, accessing shared files, taking phone and web conferencing calls, and participating in video conferencing and online meetings

· Discuss with the supervisor appropriate use of office supplies and/or University equipment in the remote work site

· If University equipment is needed and allowed at a remote location, employee must coordinate the request with the Officer of Technology

· Ensure University equipment is used only by the employee and only for University business

· Appropriate data security measures must be followed as required by the University

· Maintain confidentiality as required by job responsibilities and ensure that all sensitive and confidential information is protected and secured

· Set expectations with others in the home about your work requirements and interruptions

· Communicate with supervisor, colleagues, and customers regularly and as directed/agreed to

· Attend meetings as scheduled via phone or web-conferencing (i.e., Skype, Zoom, Teams, etc.) as requested by the supervisor or others based on position responsibilities