Alternative Work Arrangements

Procedure no. II-3a
Effective date: 01/01/2008
Scope: Supervisor and/or manager and Employee Relations Office and Student Employees

DETAILED PROCEDURES
  1. When an employee or the department requests an alternative work arrangement for an employee, supervisors/managers should review with Employee Relations and the employee both the advantages and disadvantages of the requested alternative work arrangement against the operational needs of the department/management center.
  2. Either the employee or the department/management center may initiate a request for an alternative work arrangement by completing the Alternative Work Arrangement Option Request Form. A formal discussion between the employee and the supervisor should take place to review the alternative work arrangement option request and both parties must mutually agree to the alternative work arrangement option. The employee does have the right not to participate in an alternative work arrangement option.
  3. If the employee initiates the request, the employee must complete the Alternative Work Arrangement Option Request Form prior to meeting with their supervisor to discuss the alternative work arrangement request.
  4. The supervisor, in consultation with Employee Relations, will review and either 1) approve, 2) make recommendations concerning or 3) deny the alternative work arrangement request. If approved, the request will be forwarded to the Human Resources Administrator or department head for final approval. The alternative work arrangement cannot commence until the approval process has been completed in its entirety.
  5. Once all required approvals and signatures have been obtained, the employee will be given a copy of all alternative work arrangement documentation. The department will retain a copy of the documentation and the original will be maintained by Employee Relations.
  6. The employee may commence the alternative work arrangement when the employee is in receipt of approved documentation. Employees that commence an alternative work arrangement without completing the required request form(s) and/or is not in receipt of approved documentation may be subject to corrective action, up to and including termination, as outlined in the Positive Corrective Policy (III-3).

    The following procedures are to be utilized for the CASEworks Telecommuting Alternative Work Arrangement Option:
    1. When an employee or the department requests an alternative work arrangement for an employee, supervisors/managers should review with Employee Relations and the employee both the advantages and disadvantages of the requested alternative work arrangement against the operational needs of the department/management center.
    2. Either the employee or the department/management center may initiate a request for an alternative work arrangement by completing the Alternative Work Arrangement Option Request Form.
    3. If the employee initiates the request, the employee must complete the Alternative Work Arrangement Option Request Form prior to meeting with their supervisor to discuss the alternative work arrangement request.
    4. A formal discussion between the employee and the supervisor should take place to review the alternative work arrangement option request and both parties must mutually agree to the alternative work arrangement option.

      During the discussion process the employee and supervisor will determine job responsibilities/tasks that can be performed at the alternative workplace and determine technical requirements (internet access, computer, etc). Employee and supervisor review any special circumstances or considerations for the CASEworks telecommuting alternative work arrangement.

      Employee and supervisor will mutually agree to schedule of hours and/or number of days to be worked at the alternative work location. The number and schedule of days/hours worked at the alternative work location may be changed, by employee request and/or by the supervisor, to meet the operational needs of the department/management center. When a mutual agreement between the employee and supervisor has been made, the employee reviews, agrees to the terms and signs the CASEworks Telecommuting Alternative Work Arrangement Agreement and returns form to the supervisor.
    5. Supervisor submits to Employee Relations the CASEworks Telecommuting Eligibility Worksheet, Alternative Work Arrangement Request Option and CASEworks Telecommuting Alternative Work Arrangement Agreement forms. Employee Relations will review and either 1) approve, 2) make recommendations concerning or 3) deny the alternative work arrangement request.
    6. The Alternative Work Arrangement Request Option, CASEworks Eligibility Worksheet, the Alternative Work Arrangement Agreement are submitted to the Department Director and/or Vice President for review and approval.
    7. Once all required approvals and signatures have been obtained, the employee will be given a copy of all alternative work arrangement documentation. The department will retain a copy of the documentation and the original will be maintained by Employee Relations.
    8. The employee may commence the alternative work arrangement when the employee is in receipt of approved documentation. Employees that commence an alternative work arrangement without completing the required request form(s) and/or is not in receipt of approved documentation may be subject to corrective action, up to and including termination, as outlined in the Positive Corrective Policy (III-3).


Policy Administration: Hiring supervisor and Employment office

Reference: Staff Employment Procedure Procedure (II-6a), Relocating New Employees Procedure Procedure (II-6b), Temporary Employment Procedure Procedure (II-9a), Termination of Employment (II-12), Alternative Work Arrangments Procedure (II-3a), Alternative Work Arrangement Request Form, CASEworks Eligibility Worksheet, CASEworks Alternative Work Arrangement Agreement