Management Flexibility
As the Office of Human Resources works to develop a management flexibility program, our aim is to be a strategic partner in:
- Helping the University accomplish its goals
- Improving operating efficiency
- Providing a quality of life environment which allows employees to take care of personal needs
- Adapting to change
To those ends, we have held focus groups across the campus to hear what our employees feel are some priorities in meeting the above-referenced aim. There are two areas that are encompassed under the umbrella of management flexibility which allow both supervisors and employees to accomplish their goals, improve operating efficiency, take care of personal needs, and adapt to the changing needs of the University and the individual. Those areas are flexible scheduling and remote work.
Job Sharing
The purpose of job sharing is to meet the needs of a department and/or the University as well as the changing work/life balance needs of University employees where two part-time (.50 FTE) employees may be warranted to fulfill the workload of one full-time (1.0 FTE) position.
Managers and supervisors may determine, on a case-by-case basis, that a 1.0 FTE line may be filled by two part-time positions (.50 FTE each). Managers are asked to carefully assess the merits of this arrangement as two employees may be impacted by this arrangement.
- If it is determined that the arrangement is temporary, and that one full-time employee will be necessary, the part-time positions should be posted as time-limited.
- The appropriate higher-level supervisor(s) should approve the request.
- Managers must complete an online recruitment request through the OASys hiring official site, and indicate on the request that it is a job-sharing recruitment.
- The position must be advertised as Part-time: Job-sharing.
- Successful candidates must meet the minimum requirements for the position.
- The selected new hires will receive benefits appropriate to part-time employment (pro rata annual and sick leave accrual; health and life benefits with premiums appropriate to part-time employee)
Less Than 12-Month Positions
Managers are encouraged to assess the work requirements of their department/unit to determine staffing requirements. For units with work requirements that are cyclical in nature or that do not require consistent staffing over 12-months (E.G., reduced or limited staffing required during the summer months), managers may make appointments for less than 12-months. In such case the following shall occur:
- The manager or supervisor shall consult with the director or designee of Human Resources about the proposed change.
- The position description for the position shall reflect the proposed change and it shall be approved by the immediate supervisor and the appropriate higher-level supervisor(s).
- If the affected position has an incumbent, no less than a 14-day notice shall be given to the employee that the work-year of the position is changing to less than 12-months.
- The annual salary of the less than 12-month employee shall be prorated.
- The less than 12-month employee shall receive full benefits with annual and sick leave accrual on a pro rata basis.
- Premiums for insurance shall be double-deducted during designated months of the work-year to cover the months where the employee is not working
Flexible Schedule
The standard hours of operation for the University are 8:00 a.m. to 5:00 p.m., Monday through Friday. There are also hours outside of these when departments must be open and operational. A flexible work schedule shall not be used as a reason to incur overtime or to decline in work productivity. Should such occur, the arrangement may be terminated by the manager/supervisor.
Flex Time:
Managers and supervisors may determine on a case-by-case basis that employees can report to work at hours other than from 8:00 a.m. to 5:00 p.m., as long as the needs of clients are fully met, and the employee works 40 hours per week if fulltime, and the appropriate pro rated hours if part-time. Employees shall enter into a written agreement with the manager or supervisor and a copy of the signed flexible work schedule agreement shall be retained in the employee's official personnel file in the Office of Human Resources. Flex time shall not be used to avoid compensation for authorized overtime worked.
Example: If a non-exempt employee works 45 hours in week-one of a pay period, it is not permissible to have the employee work 35 hours in week-two to balance out an 80 hour pay period. The Fair Labor Standards Act (FLSA) requires that overtime be compensated for any hours worked over 40 in any one work-week.
Four-Day Work Week:
Managers and supervisors may determine that employees can work a four-day (40 hour) work week, as long as operating efficiency/client needs are fully met. Employees shall enter into a written agreement with the manager or supervisor and a copy of the signed agreement shall be retained in the employee's official personnel file in the Office of Human Resources.The employee's work-day becomes a ten and a half hour day (including a half-hour unpaid lunch period) for four days with one day off, and the following shall apply:
- Employee shall be entitled to a half-hour lunch each day.
- When a holiday falls within the workweek, the employee shall receive eight (8) hours of the holiday pay and must use two (2) hours of annual leave or compensatory leave to complete the ten (10) hour day.
- Any leave taken shall be at the rate of ten (10) hours per day.
- A non-exempt employee who works beyond the forty (40) hours in a work week shall be compensated for the overtime as 1.5 times the hourly rate or receive compensatory leave at 1.5 times the hours worked in excess of forty (40).
- Employees who are entitled to two (2) fifteen (15) minute breaks per day shall NOT combine the breaks for any purpose such as lunch, coming in late or leaving early.
Remote Work
Remote work is a workplace option that allows work to be done at an alternate work site, such as the home, for one or more days a week. There are a number of potential benefits to remote work including:
- In an emergency when the employee cannot get to the office, University operations can continue
- Potential savings in utilities, office space, and parking
- Employees have more control of their work environment, which can lead to increases in performance and productivity.
- Remote work may provide a method of accommodating employees with disabilities, such as those covered under the Americans with Disabilities Act (ADA).