Flexible Work Arrangements Policy

Table of Contents

Flexible Work Arrangement Proposal and Authorization Form

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Flexible Work Arrangement Procedural Guide

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Policy Statement

Marymount Manhattan College (“the College”) permits the use of flexible work arrangements when such arrangements are pre-approved, assist in meeting organizational and operational needs and/or requirements, and maintain a high level of service for College constituents. There may also be times when an organizational unit’s needs require that certain positions follow flexible work arrangements.

Flexible work arrangements may be appropriate for some, but not all, Employees, positions, or organizational units. No College Employee is entitled to or guaranteed the opportunity for a flexible work arrangement. Flexible work arrangements are not an entitlement nor are they classified as a College benefit. Flexible work arrangements do not change the at-will nature of employment with the College, and they can be altered or discontinued by the College at any time for any reason.

The flexible work arrangements discussed in this Policy do not apply to situations where an employee requests a “reasonable accommodation” as a result of a disability or other legally protected classification. For these situations, please refer to the College’s Policy on the Americans with Disabilities Act.

The College supports three types of flexible work arrangements: (1) Telecommuting, (2) Flextime, and (3) TeleFlexing. Employees who have been approved and formally authorized for flexible work arrangements must be available for onsite meetings and/or activities when required by their Supervisor.

Brief deviations from agreed-upon work arrangements due to temporary circumstances, such as inclement weather, business travel, or personal emergency, are not covered under this policy and will continue to be managed on an as-needed basis by Supervisors.

Exceptions to this policy must be approved by the Division Vice President.


Objectives

The College recognizes the increasing demands that Employees face in their personal and work lives, and that finding ways to accommodate these demands can help develop a campus culture in which each individual can thrive personally and professionally. The purpose of flexible work arrangements is to support Employees in developing work-life balance, managing their responsibilities outside of work, and lowering their levels of stress; and to support the College by encouraging high performance, promoting a culture of accountability, and relieving overhead and space constraints.


Definitions

Organizational Definitions:

  • Employee: A full-time or regular part-time exempt or non-exempt staff.
  • Supervisor: The direct Supervisor of an Employee.
  • Department Head: The Supervisor’s direct Supervisor. (This individual could be a Division Vice President or the President.)
  • Division Vice President: The Vice President for the administrative division in which the position is primarily located.
  • Organizational Unit: A group of job positions joined together to accomplish a function or perform a service. Organizational units include, but are not limited to, administrative divisions, departments, and functional areas.

Policy-Specific Definitions:

  • Onsite and Offsite: Onsite refers to work environments established by the College, including work environments established by the College away from the main facilities on 71st Street and 72nd Street. Offsite refers to work environments established by the Employee.
  • Core Hours: A period of each workday during which all Employees in the organizational unit are required to be present and working (whether onsite or offsite). Having core hours facilitates communication, collaboration, and coverage.
  • Flexible Work Arrangements: An umbrella term that refers to work schedules and work environments that differ from those of a traditional job. Flexible work arrangements require core hours to be set for each organizational unit. The College supports the following flexible work arrangements:
    • Telecommuting: A flexible work arrangement in which an Employee works onsite for part of the standard workweek and offsite for part of the standard workweek utilizing telecommunications and computer technology.
    • Flextime: A flexible work arrangement in which an Employee works onsite for the standard workweek, but has start and stop times of the workday that differ from the organizational unit’s norm. In a Flextime arrangement, an Employee must work the core hours established by the organizational unit’s Supervisor. For non-exempt Employees in a Flextime arrangement, a bona fide meal period must be included.
    • TeleFlexing: A flexible work arrangement that combines Telecommuting and Flextime (see above). In brief, an Employee works onsite for part of the standard workweek and offsite for part of the standard workweek, and has start and stop times of the workday that differ from the organizational unit’s norm, with core hours and meal periods observed as required.

Leaves and Accommodations

Marymount Manhattan College expects all employees to be vaccinated, if possible. Employees who cannot do so due to medical reasons or based on religious beliefs should contact Human Resources to discuss reasonable accommodation. Supervisors can work with the employee and Human Resources to identify reasonable alternative work arrangements, if any, to discuss a leave of absence and/or seek support/resources. MMC will follow ADA guidelines with respect to any request for reasonable accommodation (please contact Human Resources Department by emailing Kevin Ng at kng@mmm.edu).

Paid Leave Time for Vaccinations

The College follows New York law with regard to permitted paid leave to enable employees to get vaccinated. Employees must give their supervisors notice in advance if they will be absent from work due to a vaccination appointment. Employees who have negative effects from the vaccination may use their paid sick days for time needed to recover.

Accommodations Under the ADA

The College follows the Americans with Disabilities Act (ADA), as well as applicable State and City law, with regard, with regard to COVID-19 and vaccinations. Under the ADA, the College will make reasonable accommodations for workers with a disability or religious beliefs which preclude vaccination, so long as such accommodations would not impose undue hardship on the College.

An employee with medical concerns about returning to work should consult their healthcare provider. Employees who have not been vaccinated due to a disability or based on religious beliefs, and who have been instructed to return to work on-campus may seek ADA Reasonable Accommodations by speaking with their supervisor and contacting Human Resources. Such accommodations may include alternative work assignments where possible, such as telework, alternative work locations, reassignment, or social distancing measures. When alternative work assignments are not possible, the employee may be entitled to a leave of absence and/or may use any of their accrued paid time off.

Instructions

If you have been instructed to return to work on-site and per the foregoing are seeking a reasonable accommodation based on not being vaccinated due to a disability or religious belief, please contact Human Resources Department by emailing Kevin Ng at kng@mmm.edu.

Please be advised documentation may be required from your health care or rehabilitation professional regarding your disability.

Family Medical Leave (FMLA) and NY Paid Family Leave (PFL)

As is always the case, If you or a member of your immediate family is sick, you may take sick leave and may be eligible for FMLA leave (and if eligible, NY PFL if your family member is sick). Please review FMLA and PFL section of the Staff Handbook for more information.

To request for FMLA and PFL please review this section of the Staff Handbook for the procedures. In addition to the procedures listed in the Staff Handbook, you will also be required to call Lincoln Financial Group at 800-423-2765. Lincoln Financial Group manages and determines the college’s FMLA and PFL based on Department of Labor guidelines. More information on FMLA can be found here.

COVID-19 Related Leave The College will continue to follow New York law with regard to the need to quarantine based on exposure to, or contracting, Covid-19.

Vacation Time/ Carry-Over

Please refer to the vacation policy in the MMC Handbook for more information. Given our current circumstances, employees are encouraged to utilize their paid time off. It is important that employees maintain their work life balance and take breaks from work.

Employee Wellness

The College recognizes that many employees are understandably feeling overwhelmed during this challenging time. Each employee’s overall well-being is of great concern. The College has an Ability Assistance program through EmployeeConnect which offers counseling. The service includes up to three face-to face emotional or work life counseling sessions per occurrence per year. For access over the phone, call 1-888-628-4824.

Scan the QR code to learn more about how EmployeeConnectSM services can help!


Additional Questions

Faculty should contact Peter Naccarato, Interim Vice President for Academic Affairs and Dean of the Faculty.

Staff should contact Bree Bullingham, Associate Vice President for Human Resources.

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