Introduction
This policy defines practices for flexible work arrangements that include provisions for flextime, a compressed workweek, telecommuting, and occasional use flexibility. Flexible work arrangements are a management technique that can enhance performance, improve morale among staff, and meets the business needs of the Library. When possible, managers should be open to flexible work arrangements for their staff.
Tisch Library provides flexible work arrangements, at the discretion of department heads or their designees, to enable staff and management to serve customers well, meet university goals, and help employees balance personal and professional responsibilities. Staff requesting flexible work arrangements and their supervisors must ensure both productivity and job effectiveness are not negatively impacted. All library departments must have the appropriate on-site personnel to provide support and coverage during department working hours. Approvals must be balanced accordingly.
Definitions
Flexible Work Arrangement
Flexible Work Arrangements refer to work arrangements that vary from the standard workday, work week, or work location.
Customary Hours
Customary hours refer to standard hours during which University staff are expected to be at work. At Tufts the customary work hours are between 9:00am and 5:00pm (Source: Tufts University Employee Handbook http://hr.tufts.edu/wp-content/uploads/Emp_EmployeeHandbook.pdf).
Flexible work arrangements
Arrangements that allow employees to have a more variable schedule as opposed to complying with the standard 7-hour workday. Examples include:
-
Flextime
Flextime allows employees to set their own starting and quitting times within limits determined by management
-
Compressed Workweek
Compressed Workweek refers to working the equivalent of a full-time week in fewer than 5 days. The total number of hours worked must equal the number of hours per week the staff member is required to work. See appendix A for an example - guidelines for summer flex time for summer 2016.
-
Telecommuting
Telecommuting is a work arrangement in which some of the work is performed at an off-campus work site such as the home office. Telecommuting employees must be able to perform their usual job duties away from their workplace, in accordance with established work agreements.
The University published Telecommuting Guidelines on November 22, 2016. They are available on the Tufts Human Resources website: http://hr.tufts.edu/benefits/telecommuting-guidelines/. These guidelines provide details for implementing this option. A thorough analysis of the duties of the position and how the work is performed is required for determining whether the position is appropriate for telecommuting. In general the following types of work are best suited for telecommuting:
- Require independent work
- Require little face-to-face interactions
- Require concentration
Staff requesting a schedule that includes telecommuting must exercise common sense and good business acumen in determining when to forego a telecommuting day because being in the office takes priority over their work-from-home day. Supervisors can require employees to forego their telecommuting day and report to the Tufts workplace for meetings or other events as needed.
During established telecommuting hours, the telecommuter must be monitoring at least the following channels and be prepared to answer on them in a timely fashion:
- Telephone/Voicemail
- Any other communication/collaboration tools routinely used by the department
-
Occasional Use Flexibility
Occasional Use Flexibility refers to a temporary change in the start/end times or work location that is agreed upon between a supervisor and employee.
Approval
Flexible work schedules are not an entitlement. All flexible work arrangements must first go through the request/approval process. All flexible work arrangements are subject to an annual review at the time of the employee’s scheduled performance review period. Requests for arrangements may be submitted by any library staff member and will be considered on a case-by-case basis based on the nature of work, business needs, individual performance record, personal circumstances, etc. Managers and supervisors are not obligated to grant requests, and some units and jobs may not be suited to flexible schedules.
Proposals for flexible work arrangements should focus on results, predictability for all involved, how the work will get done without negative impact on co-workers, and on reciprocity (are you willing to come in when needed outside of your altered schedule?).
Process
Requests for flexible work arrangements must be made in writing using the Library Flexible Work Arrangement Form and are subject to the approval of the employee’s immediate supervisor and the respective Director or Assistant/Associate Director. A copy of the Flexible Work Arrangement Form will be kept by the supervisor.
Requests for Occasional use flexibility can be requested via email and approved by the employee’s immediate supervisor. A form is not required.
Approved flexible work arrangements are subject to review by the employee’s immediate supervisor. An arrangement can be rescinded at any time if it is determined by the supervisor that the arrangement has become incompatible with the needs and services of the department, or if the employee’s performance falls below acceptable standards or no longer meets expectations.
Flexible work arrangements will cover a period not to exceed 12 months. Employees requesting a renewal of their flexible work arrangement will submit requests to their supervisors at least 30 days prior to the end of the period.
*Portions of this policy statement have been adapted from:
- Boston University Libraries telecommuting policy. BC follows the University’s policy on flextime: http://www.bc.edu/offices/hr/resources/handbook/hbk-epolproc/#hw
- MIT Libraries Policy for Flexplace/Telecommuting Arrangements http://libguides.mit.edu/ld.php?content_id=6600763
Appendix A
Tisch Library Summer Flex Time Option for 2016
The summer flex time program will continue to be an option this summer for non-exempt employees. It is an optional program that allows full-time, hourly employees to compress their regular weekly hours into four extended days. Offices must be properly staffed in order to ensure a consistent level of service throughout the week. It is the responsibility of the supervisor/director in each department and to assess the work requirements when considering summer flex time requests.
Guidelines for summer flex time
- The summer flex time program begins the Monday after commencement and ends the Friday before student orientation. In 2016, the program ends on August 26. • Flex time does not apply during the week of the July 4th holiday or during a week in which a vacation day is taken • Depending on the needs of your department or area, it may not be possible to take the same day off each week.
- In the event of an illness or emergency of another staff member in the department, the flex schedule may need to be adjusted.
- If a sick or personal day is taken, employees and supervisors should discuss necessary schedule modifications for that week.
- Salaries remain the same since total hours worked do not change.
- Previous summer flex time arrangements may not necessarily carry over year to year based upon the business need. In spring 2017, the Director will announce whether flex time will be available in summer 2017 and under what parameters.
Appendix B
- U.S. Department of Labor – Flexible Schedules https://www.dol.gov/general/topic/workhours/flexibleschedules#doltopics
- Workflex employee toolkit : when work works / Society for Human Resource Management, 2012. http://www.whenworkworks.org/downloads/workflex_employee_toolkit.pdf
- Maria Alejandra Quijada. Managing flexible schedules : what successful organizations do. Working paper WPC0023. Cambridge, MA : MIT Workplace Center, 2005. http://web.mit.edu/workplacecenter/docs/wpc0023.pdf