Flexible Work Arrangements

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Flexible Work Arrangements

• Amanda Chavez
• Work/Life Program Coordinator
• amandachavez_at_ucsd.edu
• 858-534-9659

Melinda Denton Employee Relations
Specialist mdenton_at_ucsd.edu 858-534-4214
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Topics to be covered

• Flexible Work Arrangements
• Alternative Work Arrangements
• Compressed Work Week
• Flexible Schedule
• Telecommuting
• Job Sharing

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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.
• UCSDs Guide to Flexible Work Arrangements for
  Staff

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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 DBO on who has actual final
  authority with the department

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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. - 330 p.m.
• M-F, 9 a.m. - 530 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 _at_ 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

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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 employees
  timekeeper and the employee should retain a copy
  for his/her files.

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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 employers
  location
• Telecommuting is not intended
• For employees living beyond normal daily
  commuting distance to the University
• Individuals living out of state
• Dependent Care

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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

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Telecommuting

• 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 employees timekeeper,
  submit a copy to Human Resources and the employee
  should retain a copy for his/her files.

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Telecommuting

• Any telecommuting agreement which does not comply
  with normal parameters MUST be approved by the
  respective Vice Chancellor and the UCSD Human
  Resource Department.
• Employees are still to be evaluated even if
  telecommuting.
• No Agreement is needed if ad hoc.
• NO telecommuting without prior approval

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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?

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Key Considerations

• About the Position
• 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

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Key Considerations

• About the Business Needs
• Innovation in learning
• Productivity
• Job satisfaction
• Morale
• Tools to do the job
• About the Workforce
• Recruitment and Retention
• Workplace Diversity

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Flexible Work ArrangementsExercise

• 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?

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Thank you!

• Questions?