This policy covers the following Flexible Working Arrangements: • Conversion to part time employment. To ensure that management and staff have a mutual understanding of the specifics of the flextime schedule, it will be put in writing. Copyright ©2020 Ramapo College Of New Jersey. College e-mail account shall be used for College business. Non-exempt employees must follow all applicable policies including, but not limited to, meal and rest breaks, How to implement flexible work arrangements in a fair and progressive manner. There will be no expectation of privacy as to files kept on any computer used during a flexible work arrangement. Some of the possible variations of flextime are: Regardless of the variations chosen, a staff member must work the total standard number of hours each workweek. A flexible work arrangement includes: 1. Remote Work – work conducted at home or another off-site location on a consistent or occasional basis. SHRM Research: Flexible Work Arrangements 1Telecommuting on an ad-hoc basis is defined as situations that may occur intermittently throughout the year or … The Netherlands is the most prepared country in the world for one of the key areas to battle the financial fallout from the coronavirus pandemic — flexible work arrangements. The written justification should specify how the arrangement will benefit the College. In no event shall a flexible work arrangement continue beyond one year without going through a formal approval process. Whatever the case, the future is standing right in front of everyone, and even as leaders take charge of the problems they face now, they can begin to rethink how things can be even better. Employee shall not duplicate any College owned software. You will work remotely _ (every day, M/W/F, every other Friday, etc.) Policies like this can be flexible, too. It allows employees to vary their arrival and/or departure times. Time Worked . Better engage your employees through coaching, not managing. Employees have the freedom to choose what times they begin work and sign off, provided they put in the agreed number of … Telecommuting is an agreed upon work arrangement between an employee and the supervisor whereby the employee regularly performs work at home after full approval by the Unit Head, Division Head, and the Human Resources Department. It quickly exposed fault lines for teams that weren't previously apparent -- with a gigantic highlighter pen. Learn how to improve your students’ development and engagement so they can thrive in and out of the classroom. Learn how to develop and engage employees to create an exceptional workplace and boost your business outcomes. Their answers suggest that, in some cases, companies with employees working remotely have become more receptive to these arrangements. Alternative Work Schedule – a variation from the employee's core hours in starting and departure times, but does not alter the total number of hours worked in a week. Jeans in the boardroom may not be appropriate for your work culture. When you consider how to increase flexibility in your work culture now, your employees (who are yearning for it) will be grateful that you did. The employee shall provide safe and secure workspace in an ergonomically sound manner and hold the College harmless for injury or harm caused from employee’s home office equipment. during your assigned hours. All terms and conditions of employment remain unchanged during flexible work arrangements except those addressed by the arrangement. But leaders should consider the who, what, when, where and why relative to casual work attire that may be appropriate for their teams. Put the customer at the core of every part of your organization to deliver exceptional experiences and grow your business. For example, employers who offer flexible work arrangements may allow employees to come into work earlier than normal and leave earlier than normal, or an employee may work longer days three days per week rather than five. But also, make sure that "the way you've always done things" isn't holding you back from "the way you could do things" in the future -- especially if it could be even better. Variations in the length of the workday which may result in a compressed workweek (i.e. The College will compensate fixed workweek employees as required for hours worked. Therefore, a weekly accounting of the employee’s work may be useful in a flexible work arrangement specifying amount of time spent on each task. Before the crisis, employees were already demanding a new focus on life. Any modifications in the schedule may be made only with the prior consent of management. In just the same way that one's workspace, or having an appropriate physical environment, is a psychological necessity for getting work done -- please note, a supportive work environment should give employees the freedom to work in the ways they feel are best for them, with spaces to collaborate or work privately, depending on the task at hand -- there is also an opportunity to consider things like your dress code. Think about the availability of the employee for frequent communication, required attendance at meetings, the length of time required to respond to a … At a minimum, things like your dress code shouldn't get in the way of engaging teams, when they don't need to. In other cases, it created new fault lines. Employee agrees to return to the College all equipment, materials, files (paper and electronic) within 10 business days of terminating any telecommuting agreement. Addressing this problem will not only meet employees' needs but also attract a diverse pool of top talent. All flextime arrangements must conform to the overtime, record keeping and break provisions of the Fair Labor Standards Act and the applicable bargaining unit contract. A formal policy on flexible working arrangements states the principles, guidelines and procedures related to flexible working arrangements and conditions that support employees’ personal choices. The College will repair, upgrade or replace the equipment unless it is lost, damaged or stolen through the employee’s negligence or abuse. The employee shall assure College equipment and records in the off-site workspace are maintained in safe and secure conditions. Any software changes must be approved by the Information Technology Services Department. Flexible work arrangements are not suitable for all positions and situations. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. They can do this by anticipating what's next to ensure managers "don't skip a beat" as they work to continue to engage their teams. The supervisor and staff member must plan with coworkers how workflow issues will be addressed (e.g. Write down the guidelines and procedures carefully. Flexible Work Arrangements – Policy Statement The purpose of flexible work arrangements is to create flexible working conditions to help employees accomplish work more effectively. The employee shall assure College equipment is used for College business. To support leaders, team managers can ask their teams how they can partner together for this effort to be successful. This policy provides guidance related to flexible work arrangements as established between an employee and the university wherein the time or location of work performed is different from the customary schedule or work location. Policy Statement Flexible work arrangements are alternative work schedules that differ from the University’s regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. The College will provide computer or other necessary equipment and access to the College’s computer network on an as-needed basis within the limits of available resources. Even in this case, there may still be a need for "business attire" days when clients are in town or for certain celebrations. So, consider: Are there certain teams within your culture that more casual work attire makes sense for? But one thing won't change: human nature -- it doesn't ever change that much. Part-time employees work a regular and predictable amount of hours each week. A personal computer may be used but must be evaluated and configured appropriately. Leading remote teams is an adjustment for many managers, but those who get it right will see high performance during the COVID-19 crisis and beyond. All files shall be subject to the New Jersey Records Retention Act. ... Policy on COVID-19 Alternative Work Arrangements. Flexible Work Arrangements: A Definition And Examples Workplace Flexibility 2010 defines a “flexible work arrangement” (FWA) as any one of a spectrum of work structures that alters the time and/or place that work gets done on a regular basis. In certain instances, Family and Medical leave is a more appropriate option than flextime or telecommuting. Understand the culture you have, define the one you want and make your organizational identity a competitive advantage. Fixed starting and departure times that are selected periodically. This will ensure that your employees know what's expected of them if they want to ask for flexible working arrangements. In fact, many are literally asking questions about this issue already. Read our latest data and insights on remote work or register for the associated webinar. Alternatively, employers may initiate various schedules to meet their customer needs. Even though the law allows this latitude, exempt staff members still need to discuss specific scheduling arrangements with their supervisors and obtain their written approval. Times for employee accessibility by phone, and computer will be specified, i.e. Flexibility shouldn't change performance goals, but in addition to the "when," leaders should consider if the "where" for workers can change, too. Your assigned work schedule is _ (e.g. In the end, now is an opportunity to consider how you can be flexible within the range of variables that exist for your teams. The Unit Head and employee must jointly be responsible for determining and documenting: how performance will be assigned and measured; what the work hours will be; how the arrangement will not burden coworkers; what the methods for adequate communication during specified hours will be; and make clear the employee shall come to the primary work site when necessary regardless of the telecommuting or work schedule. For example, when hosting clients, business dress is a "yes," when working with teammates every day it's a "no." Include your flexible working policy in your Human Resources (HR) manual. A written justification prepared by the employee and/or the supervisor of the need for a flexible work arrangement must be submitted to the Unit Head. In a recent Economist interview, Kristalina Georgieva, managing director of the International Monetary Fund, was asked by a reporter whether the bank would "loosen up" after all of this. Job performance will be measured using established College procedures and forms. Employee shall not use College information for personal business. For example, when hosting clients, business dress is a "yes," when working with teammates every day it's a "no.". All agreements shall contain the following language: The College has the right to discontinue the flexible work arrangement with two weeks notice, unless otherwise mutually agreed to, for any reason. The "where" a team is matters, too. Flexible Work Arrangements – Policy Statement, Institutional Effectiveness Council (IEC), School of Humanities and Global Studies (HGS), Gross Center for Holocaust and Genocide Studies, Mindfulness at Ramapo College of New Jersey, Roukema Center for International Education. Ramapo College of New Jersey Home Page » Administration » Administration and Finance » Human Resources » Policies / Procedures » Flexible Work Arrangements – Policy Statement. Ensure that you have the right strategy, culture, people, structure and processes in place to achieve your goals. These materials are provided for noncommercial, personal use only. The College shall provide the employee with a specific written job description with duties to be performed off-site along with measurable performance expectations. Reproduction prohibited without the express permission of Gallup, Inc. Gallup has studied how people and workplaces behave in a crisis. Flexible working arrangements. Statements And Policies. Copyright © 2020 Gallup, Inc. All rights reserved. Supervisory approval for overtime for fixed workweek employees is required in advance and no overtime may be worked without such approval. Examples of occasional arrangements include weather conditions that prevent an employee from traveling to work, or when an employee wants to work at home to complete a report or when faculty do work at home or research off-site. The University supports Flexible Work Arrangements that enable Professional Staff Members to balance work and personal needs while providing workforce predictability and stability. May 8, 2020 Employers must consider this. working part time, compressing working hours, having flexible start and/or finish times, working from home or job sharing. Flexibility will look different in each workplace because culture is as unique to an organization as DNA is to a person. The College shall provide clear expectations for the employee fulfilling detailed duties and such should be discussed prior to implementing the agreement. Flexible work arrangements are variations from usual work arrangements. Consider these four alternative learning strategies to keep investing in employee development during COVID-19. If the Unit Head endorses the request, it should be passed on to the Division Head. Gallup Our applicable and actionable best practices for education leaders. The purpose of flexible work arrangements is to create flexible working conditions to help employees accomplish work more effectively. Among the flexible work arrangements introduced by NTUC Income, flexi-time is by far the most popular with 20% of its employees opting for this arrangement. Subscribe to the Gallup at Work newsletter to get our latest articles, analytics and advice. Telecommuting refers to a job that’s performed remotely only part of the time. Our proven strategies for successful strengths-based development. Flexible working arrangements can be used by supervisors to provide UGA departments and employees the means to better serve customers There are some obvious things to anticipate now, like that question of workplace flexibility. +1 202.715.3030. The College shall set out expectations for accessibility and accountability. In addition to usual measures of quality, quantity and timeliness, the supervisor must consider length of time spent on tasks and appropriate use of resources. For more information on Family and Medical Leave provisions, contact the Benefits Office of the Department of Human Resources. Starting and departure times that can vary daily. Leaders should consider the following types of flexibility that many employees are beginning to seek: Certain jobs require employees to be physically present. Contact Webmaster. Under the flexi-time arrangement, employees can choose to report at 8.00 am, 9.00 am or 9.30 am and end their working day at … Normally, the employee is expected to initiate the request for flexible work arrangements, either telecommuting or flex time, which can also be initiated by the supervisor. Some employees who have worked for the same employer for at least 12 months can request flexible working arrangements, such as changes to hours, patterns or locations of work. Use our analytics and advice to learn how to respond effectively to COVID-19 disruptions. The Department of Human Resources will notify the Unit Head regarding the decision. The point is to ensure that you are creating an employee experience that is engaging and productive. This policy is not meant for employees who may occasionally participate in flexible work arrangements under special circumstances. Now is the time to turn the problems that have surfaced into opportunities and rethink how things can be even better in the future. Your supervisor has authority to establish and/or approve your work hours. Earlier this year, employers were polled by Mercer, a global benefits consulting service, to give their preliminary thinking about flexible work arrangements in a post-pandemic environment. While all employees have the right to request a flexible work arrangement, a leader’s approval of these arrangements is based on operational requirements and the employee’s specific role and responsibilities, and is … The College will consider two flexible work arrangements, flextime or telecommuting. When working mothers were asked how well their employers met their needs to change their schedule when needed, nearly four in 10 (38%) couldn't say "very well.". Employee shall be responsible for tax consequences, if any, of a telecommuting agreement including conformance to any local zoning regulations. Not all College positions lend themselves to flexible work arrangements; therefore, decisions will be made on a case-by-case basis and will be dependent on the best interests of the College as determined by its goals and objectives. Full-time remote work isn't the only solution. Flexible work arrangements involve businesses giving their staff the freedom to schedule their own time and obligation fulfillment. Employees may choose a different work schedule to meet personal or family needs. The employee may discontinue this agreement with two weeks notice, unless otherwise mutually agreed to, if it does not work out as planned and expected, subject to the College’s needs. Flexibility will look different in each workplace because culture is as unique to an organization as DNA is to a person. The Fair Labor Standards Act (FLSA) does not address flexible work schedules. *Note: Exempt employees are not covered by the overtime and record keeping requirement of the Fair Labor Standards Act. Learn how to manage your organization's culture as an asset by downloading our. The employee shall be responsible for bringing equipment to the primary work site for inspection, maintenance and repair. Flexible working arrangements. For some teams, this may mean different shifts of people need to be in the office at different times, or they trade off week-by-week, individual-by-individual. Flexibility in the Workplace Policy Types of Flexible Work Arrangements. The employee shall remain accessible (by phone, fax or e-mail) during designated work hours and shall hold the College harmless for injury caused to others and agrees to carry workers’ compensation for household employees who may enter the offsite work office. For other teams, this may mean they primarily follow a work-from-home setup -- but with a regular in-person connect each week. Flexible Work Arrangements are about an employee and an employer making changes to when, where and how a person will work to better meet individual and business needs. Flexible work arrangements offer alternative approaches to getting work done through nontraditional work hours, locations, and/or job structures. This policy is intended to establish guidelines for flexibility in University work arrangements. Gallup research shows that, before all of this, people were already demanding a renewed focus on their life anyway. Simply put, flexible work arrangements are alternate arrangements or schedules from the traditional working day and week. A flexible work arrangementis one that doesn't have the normal constraints of a traditional job. Workplaces faced constant change before the pandemic -- and there's more to come. Employees must agree in writing to replace the equipment or repay the College if the equipment is damaged, lost or stolen. This, by the way, is not an exhaustive list of ways to enhance workplace flexibility, it's just a start. The University believes that the utilization of flexible work arrangements offers advantages for both the University and our employees where these arrangements are operationally possible. The point is to consider what is possible as you also strive to ensure the best employee experience for your teams. Choose the most suitable flexible work arrangements based on your organisation's and employees' needs. Long before this crisis, Gallup's Women in America: Work and Life Well-Lived report pointed out that, among employed women with children, 33% rated their workplaces "very poorly" when asked about "allowing you to work from home when needed.". Finally, an employee may be able to take a leave of absence or share certain aspects of work and pay wi… Flexible work arrangements cover: the location of work, such as working from home or a satellite location the scheduling of work hours, such as modified work schedules or split work shifts the number of work hours, such as part time, job shares, reduced hours Just as Georgieva was asked to imagine what might change, leaders can explore that idea now, too. during regular business hours or other. The employee shall protect against unauthorized or accidental access, use modification, destruction, loss, theft or disclosure of College owned equipment, records or materials. Regular communication with the supervisor is considered vital to the success and integrity of a telecommuting work arrangement. Employee Remote Work Policy and Agreement . Flexible schedules may involve the need for staff to be present or accessible during certain core number of hours each day. Telecommuters shall be responsible for keeping their supervisors informed of progress on assignments worked on at home, including any problems they may experience while telecommuting. Flexible Work Arrangements Policy FAQ (updated 12/2/2019) Who determines my hours of work? All agreements will provide that all College policies and procedures, including time and attendance reporting and leave time, continue to apply during flexible work arrangements. Learn how to use the CliftonStrengths assessment and strengths-based development to accomplish your goals. If the telecommuting arrangement is not approved, there is no right to appeal such decision which is not grievable. The College shall set out timing of requests for authorization of time off, reporting usage of time will be set out. All contractual entitlements for lunch and breaks must be adhered to. All College procedures with regard to medical treatment must be followed. Telecommuting allows employees to work away from the College premises on one or more workdays per week and accomplish tasks by computer, telephone, fax machines or other means. Employees can ask to change their work arrangements, place, hours, or days. The College is not responsible for damage or loss to the staff member-owned equipment, and if used, is subject to the College’s right of inspection. However, there is an opportunity for leaders everywhere to examine policies to determine if they can better incorporate flexibility overall. They offer employees creative approaches for completing work, while promoting balance between work and personal commitments. Our thought leadership on the most important topics facing your organization. a four-day work week similar to the College’s normal summer schedule). Flexible Work Arrangement Policy. Flexible work policy needs to provide clear general guidelines on how these arrangements work. Therefore, there is inherent flexibility in work scheduling for them. Ultimately, keep in mind performance outcomes, employee wellbeing and your employment brand as you make final decisions about what's right for you and your teams. Monday-Friday 8 a.m. to 5 p.m.). Gallup World Headquarters, 901 F Street, Washington, D.C., 20001, U.S.A Leaders and managers, learn how to create shared ownership of employee engagement and performance. The College shall establish clear procedures for reporting time worked. Washington University recognizes that it offers a wide range of jobs in many different work settings that have differing operational needs. They offer creative approaches for completing work while promoting balance between work and personal commitments and can result in a more positive and productive work environment. That work not be just a job -- but that their employers consider their whole life. The pandemic underscored this on a dreadful scale. Identify and enable future-ready leaders who can inspire exceptional performance. And from the same Gallup Panel survey at that time, 41% said they would prefer to return to their workplace or office to work, as they did before the crisis. Female job seekers are just one example: 60% rated a greater work-life balance and better personal wellbeing as a "very important" attribute in a new job. All other trademarks are the property of their respective owners. callers, mail, meeting) while the staff member is telecommuting or not present during normal business hours. Analyze and improve the experiences across your employee life cycle, so your people and organization can thrive. Learn how to discover the data you need to help your organization make better decisions and create meaningful change. Telecommuting. Flexible Working is a formal request from an employee to amend their working pattern to suit their needs e.g. Get the insights you need to create an exceptional workplace. Workers’ Compensation liability for the telecommuter shall be limited to work-related injuries in the workspace. Leaders should take this opportunity to address workers' needs for flexibility that are now surfacing -- and consider how better to accommodate their lives. It is recommended that flexible work arrangements be implemented on a trial basis to provide an opportunity to evaluate the effectiveness of the arrangement. Additionally, an employee may be allowed to work from home rather than from an office. Their specific ask? Copyright © 2016 Gallup, Inc. All rights reserved. Here's the deal: There are always problems to be solved. Nobody has the opportunity to affect workplace behavior more than managers. Flexible Work Arrangements. For still other cultures, formal attire may make sense. And for other teams still, working from home may not be possible. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." It … If the flexible work arrangement is approved, a flexible work agreement must be signed by the employee, the supervisor, and the Human Resources Department. In reply, she opined about some of the things she envisions could change in the future, such as more online connections and less global travel, and more flexibility in dress codes --"no jeans in the boardroom" rules change quickly when board meetings shift to joining a Zoom meeting from home. Policies like this can be flexible, too. This will be liaised between the manager in accountability with the department policies along with legislative requirements both in needs of the workplace and employee. 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