Flexible Work Arrangements Amanda Chavez Work/Life Program Coordinator amandachavez@ucsd.edu 858-534-9659 Employee Relations, Policy Development & Work/Life

Topics to be covered Flexible Work Arrangements Alternative Work Arrangements Compressed Work Week Flexible Schedule Telecommuting Job Sharing Employee Relations, Policy Development & Work/Life

Flexible Work Arrangements UCSD endorses flexible work arrangements for employees if they are appropriate for the: position; person; environment and work situation; meet business needs and objectives; and the overall performance level of the employee is “solid” or above. UCSD’s Guide to Flexible Work Arrangements for Staff Employee Relations, Policy Development & Work/Life

Flexible Work Arrangements Any arrangement must comply with all applicable UC-policies and collective bargaining agreements regarding overtime, holidays, vacation leave and sick time; Dept Head* may approve for entire department or for an individual employee May be initiated by Supervisor or Employee * Check with MSO on who has actual final authority with the department Flexible Work Arrangements: http://www-hr.ucsd.edu/qwl/fwaguide.pdf Employee Relations, Policy Development & Work/Life

Alternative Work Arrangements Flextime vs. Compressed Work Week Flextime occurs when an employee works hours that differ from the standard work schedule M-F, 7 a.m. - 3:30 p.m. M-F, 9 a.m. - 5:30 p.m. Compressed Work Week occurs when an employee continues to work 40 hours per week, but may work fewer than 5 days per week 10/40, 4 days @ 10 hours/day 9/80 (exempt employees only), occurs over a 2-week period as follows: employees work seven 9-hour days in a 2-week period, one 8-hour day and then receive one “free” day off every other week Flexible Work Arrangements: http://www-hr.ucsd.edu/qwl/fwaguide.pdf Employee Relations, Policy Development & Work/Life

Alternative Work Arrangements Process to Request an Alternative Work Arrangement Review information regarding alternative work schedules in the Guide to Flexible Work Arrangements. Complete all sections of Appendix A: Alternative Work Schedule Agreement. Sign form and obtain supervisor and department head signatures. Submit signed original to the employee’s timekeeper and the employee should retain a copy for his/her files. Employee Relations, Policy Development & Work/Life

Telecommuting Telecommuting occurs when an employee is permitted to work off site Must be within daily commuting distance to University Must be able to attend meetings at the employer’s location Telecommuting is not intended: For employees living beyond normal daily commuting distance to the University Individuals living out of state Dependent Care Employee Relations, Policy Development & Work/Life

Telecommuting An employee may request to work off site at an approved location for a portion or all of their work hours; For a defined duration of time not to exceed one year; Must complete the process to request a telecommuting arrangement Employee Relations, Policy Development & Work/Life

Process to Request a Telecommuting Arrangement Review information regarding telecommuting in the Guide to Flexible Work Arrangements. Meet with supervisor to discuss the possibility of telecommuting. Complete Appendices B, C and D. Appendix B: Telecommuting Agreement Appendix C: UCSD Safety Checklist for Home Offices Appendix D: UCSD Off-Site Equipment and Expenses Agreement Sign forms and obtain supervisor and department head signatures. If applicable, route all forms to vice chancellor and Human Resources for approval. Submit signed originals to employee’s timekeeper, submit a copy to Human Resources and the employee should retain a copy for his/her files. Employee Relations, Policy Development & Work/Life

NO telecommuting without prior approval Any telecommuting agreement which does not comply with normal parameters MUST be approved by the respective Vice Chancellor and the UCSD Human Resources Department. Employees are still to be evaluated even if telecommuting. No Agreement is needed if “ad hoc”. NO telecommuting without prior approval Employee Relations, Policy Development & Work/Life

Job Sharing Two employees sharing one full-time position Considerations: Will the work get done? What will the cost be? Impact on customer service ? Are the employees able to attend required meetings? Are the employees able to “share” the work load? Will the flexible work arrangement benefit retention? Employee Relations, Policy Development & Work/Life

Key Considerations About the Position About the Person Whether the job can be fully performed Whether the appropriate level of supervision can be administered The degree of face-to-face contact The security and privacy requirements About the Person Performance level “solid” or above Work attributes On-site requirements Performance documentation Employee Relations, Policy Development & Work/Life

Key Considerations About the Business Needs About the Workforce Innovation in learning Productivity Job satisfaction Morale Tools to do the job About the Workforce Recruitment and Retention Workplace Diversity Employee Relations, Policy Development & Work/Life

Flexible Work Arrangements Exercise Employee applies for one telecommute day a week, citing that there is about 1 day of analytical work a week that the Employee can perform at home, with the rest being administrative and some customer service. Employee adds that this would mean a lot because Employee would like to be at home with toddler more often. Should the Supervisor approve of the telecommute? Employee Relations, Policy Development & Work/Life

Thank you! Questions? Employee Relations, Policy Development & Work/Life