Policy 11.80–Flexible and Alternative Work Arrangements

The purpose of this policy is to provide guidance for managers in the evaluation of employee requests for flexible or alternative work arrangements. The options are designed to benefit both the employee and the University, as appropriate, in achieving personal, departmental and University goals.

Flexible work arrangements have a fixed core block of work hours during which the employee is required to work between, with flexibility in start and end time. Some flexible schedules allow for a daily work schedule that can vary both in start and end times, dependent on core hours and in accordance with each day’s start time.

CPO’s core hours:9am – 3pm

(All work shifts must be started and completed between the hours of 6am and 6pm)

Alternative work arrangements are anything other than five (5) consecutive equal length work days in a seven day work week. Types of alternative work arrangements may be compressed schedules, telecommuting, flexible lunch periods and “summer hours”.

Examples of a compressed work week schedule:

  • Nine hour days for four days, plus one four hour day (9 x 4 + 4) during a one week period, and 4 hours is taken off on the fifth day. Core hours 8am-5pm.
  • Nine hour days for 8 days, plus one eight hour day (9 x 8 + 8) over a two week period and the tenth day is taken off. Core hours 8am-5pm.

Any of these arrangements may be varied based on a one-half hour lunch or a one hour lunch. All compressed work schedules must be filed with the FS Payroll Office to ensure proper recording of leave taken.

Telecommuting/Telework (See separate policy on telecommuting, Policy 11.40)

Telework is an arrangement that allows a staff member to regularly work from home or an alternative work site, utilizing telecommunications and computer technology. The University of Washington recognizes telework as a work option that may meet a variety of interests including, but not limited to enhancing employee productivity and satisfaction, reducing commute trips and addressing space restrictions.

Flexible lunch periods

Flexible lunch period involve providing staff with the opportunity to establish either shortened or lengthened lunch breaks with corresponding adjustments to the start and/or end of the standard workday. The minimum lunch break allowable would be a half-hour and could be extended to as much as one and one half hours.

“Summer Hours”

It may be possible for some units to consider changing the standard work hours for all staff within the department, for instance from 8-5 to, say, 7:30-4:30 or even 7-4. If considering this option, it is necessary to note that all staff would then be required to work the set summer hours. If an entire office wants to deviate from the normal 8am – 5pm schedule, the Associate Vice President must approve the change in operating hours.

With this option, it may also be possible to keep the standard work hours set as 8-5, but allow staff to choose an earlier shift during the summer months only. Shifts would be set in advance to allow for planned coverage.

Approval and Documentation Requirements

Flexible or alternative work arrangements can be very difficult to administer in the project and construction management industry, especially in situations where on-site management is required. In situations where on-site management is required, requests for compressed work schedules will be reviewed but, in very few incidents would be approved.

Flexible or alternative work arrangements may only be implemented with the Director’s and/or AVP’s advance approval, and only when the approving authority determines that the adoption of such an arrangement will meet the position responsibilities and the department’s requirements. Employees should submit written requests to their supervisor, who will make a recommendation to the appropriate Director and/or AVP. Approvals would be based on a fixed duration, normally a one year period; however, either party may terminate the agreement with appropriate notice (see Termination section).

Approving authority must consider the following:

  • A responsible person, as delegated by the approving authority, must be available during normal working hours.
  • There will be no reduction in customer service to clients or a negative cost impact.
  • The job requirements of the position will be effectively and efficiently completed upon implementation of alternative schedule.
  • The requested schedule must be fixed (not open to day to day adjustments) and include established CPO core hours whereby employees are expected to be at work. Core hours are between 6am and 6pm, Monday through Friday. Employees working alternative work schedules must complete their work day within the core hours on their scheduled work days unless prior approval is obtained from the Director. When an operation is staffed with an evening shift or night shift, it is understood that employees on those shifts need not work within the core hours.
  • The requested schedule must provide for coverage during normal working hours.
  • Every attempt will be made to schedule all-staff staff meetings within CPO’s core hours.
  • The proposed work hours must comply with the requirements of the corresponding bargaining units, Fair Labor Standards Act and the Department of Personnel.

If it is determined that a flexible or alternative work schedule would negatively impact service to clients, result in difficulties in on-site project coverage, or reduced effectiveness or efficiency, then it would be appropriate to deny an employee’s request.

If an approving authority denies an employee’s written request to work a flexible or an alternative work schedule, an explanation for the denial must be provided in writing to the employee and approving authority’s immediate supervisor. A copy of the letter must be retained in the employee’s office personnel file.

Termination

Termination of this arrangement can occur at the employees’ request or by withdrawal of approval by the University. A minimum of two weeks’ notice is to be given by either party wishing to terminate the arrangement, and must be in writing. Conditions which might lead to withdrawal of approval include unsatisfactory job performance, demonstrated adverse impact on departmental operations, change in management or work assignment, or financial efficiencies.

Employees are limited to one approved request and one termination per calendar year. Termination requests must revert to standard work schedule.

CPO Policies and Procedures