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Flexible Work Arrangement Procedural Guide

Flexible work arrangements do not suit every Employee, position, or organizational unit at the College. An Employee’s proposal for a flexible work arrangement will be approved only when deemed suitable by the Employee’s Supervisor and is at the College’s discretion.

Please note that a decision may be made for an entire organizational unit to adopt flexible work arrangements as part of the operational needs and/or strategic mission of the College.

Regardless of Employee performance, the outcome of any evaluation, or other conditions that may exist, an Employee’s flexible work arrangement may be altered or discontinued by the College at any time for any reason. Every effort will be made to provide at least seven days’ notice to the Employee when a significant alteration, including discontinuance, is made to an Employee’s flexible work arrangement.

Duration and Renewal

 

A flexible work arrangement is normally in effect for the period necessary but no longer than the end of the fiscal year in which formal authorization is given. If mutually agreed upon between the employee and supervisor, the arrangement will carry over from year to year.

Evaluation

When a flexible work arrangement is in effect, the Employee and Supervisor will regularly discuss the arrangement’s effectiveness and impact on performance, and make modifications as warranted. A formal review of any existing flexible work arrangement will take place during the College’s annual performance evaluation process.

The President’s Cabinet may review the College’s flexible work arrangements on an annual basis to determine if the arrangements, in whole or in part, continue to be beneficial to both the Employees and the College.

Proposal Process

When an Employee desires to be considered for a flexible work arrangement, the following steps must be taken:

Step 1: Employee’s Flexible Work Arrangement Proposal

The Employee may complete the Eligibility Self-Assessment Tool. If the Employee believes that the eligibility criteria to submit a proposal are met, the Employee must then complete the Proposal section of the Proposal Form, certify and sign the form, and submit the form to their Supervisor. Supervisors and employees may use the Work Plan Tool  to facilitate discussion.

Step 2: Supervisor’s Review and notifications

The Supervisor reviews the Employee’s Flexible Work Arrangement Proposal to assess whether it is appropriate to move the proposal forward. The Supervisor may use the Supervisor Assessment Tool  as a guide. If the Supervisor determines that the proposed arrangement is not appropriate, the Supervisor will inform the Employee in writing. If the Supervisor determines that the proposed arrangement is feasible, then it may be approved after a consultation with the Department Head, if appropriate. If the Supervisor believes that a modified flexible work arrangement might be feasible, the Supervisor may suggest that the Employee modify the proposal and resubmit it.

 

Supervisors should review arrangements with department heads when appropriate prior to approvals. Department heads must keep Divisional Vice Presidents apprised of arrangements being made with staff. Once the form is approved, it should be sent to HR to keep in an employee’s personnel file.

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