Flexible Work Arrangements

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

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

3. UCSD endorses flexible work arrangements for employees ifthey are appropriatefor 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 Flexible Work Arrangements Employee Relations, Policy Development & Work/Life

4. 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 Employee Relations, Policy Development & Work/Life

5. 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 Alternative Work Arrangements Employee Relations, Policy Development & Work/Life

6. 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

7. 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 Telecommuting Employee Relations, Policy Development & Work/Life

8. 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 Telecommuting Employee Relations, Policy Development & Work/Life

9. 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 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

10. Anytelecommuting agreement which does not comply with normal parametersMUST 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 Telecommuting Employee Relations, Policy Development & Work/Life

11. 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? Job Sharing Employee Relations, Policy Development & Work/Life

12. 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 Key Considerations Employee Relations, Policy Development & Work/Life

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

14. 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? Flexible Work ArrangementsExercise Employee Relations, Policy Development & Work/Life

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