Effective Date<\/span><\/h3>\nJune 12, 2017<\/span><\/p>\nSeptember 2022<\/span><\/p>\nLast Revision Date<\/span><\/h3>\nJune, 2023\u00a0<\/span><\/p>\nResponsible Party<\/span><\/h3>\nHuman Resources<\/span><\/p>\nScope<\/span><\/h3>\nAll Staff and Faculty<\/span><\/p>\nPurpose\u00a0<\/span><\/h3>\nMarymount University (\u201cUniversity\u201d) recognizes the growing demands on staff and the increasing challenge of finding new and better ways of serving students, parents, faculty, and other customers while meeting university goals. Working remotely, flexible schedules and compressed workweek arrangements offer advantages for both the University and its employees when such arrangements are operationally appropriate.\u00a0<\/span><\/p>\n1.0 Definitions<\/span><\/h2>\n1.1\u00a0 Agreement<\/span><\/h3>\nThe Flexible Work Arrangement Agreement between the University and the employee that details the terms and conditions of the employee\u2019s work while on a flexible, compressed or remote work schedule.<\/span><\/p>\n1.2\u00a0 Flexible Work Arrangements<\/span><\/h3>\nA Flexible Work Arrangement or alternate work schedule or work place is a viable work option that can improve performance, increase employee retention, and may reduce commuting and departmental costs.\u00a0<\/span><\/p>\n1.3\u00a0 Alternate Work Location<\/span><\/h3>\nAn approved worksite other than the employee\u2019s onsite workplace, including an employee\u2019s residence, approved through the Flexible Work Arrangement Agreement.<\/span><\/p>\n1.4\u00a0 Compressed Workweek<\/span><\/h3>\nA compressed work schedule allows an employee to work a traditional 35-40 hour workweek in less than five workdays.\u00a0 For example, a full-time employee could work four 10-hour days instead of five 8-hour days.<\/span><\/p>\n1.5\u00a0 Flexible Work Schedule<\/span><\/h3>\nA flexible work schedule is an alternative to the traditional 8 to 5, 40-hour work week.\u00a0 It allows employees to vary their arrival and\/or departure times.\u00a0\u00a0<\/span><\/p>\n1.6 Hybrid Work Schedule<\/span><\/h3>\nA combination of on-campus (onsite) and Remote work in a given workweek, and follows all Remote Work requirements in this policy.<\/span><\/p>\n1.7\u00a0 Onsite Workplace<\/span><\/h3>\nUniversity workplace on one of the three campuses where employees of Marymount University perform their duties primarily in support of the University’s teaching, research, service and all other supporting operations: Main Campus, Ballston Center, or 4040 Fairfax Drive.<\/span><\/p>\n1.8\u00a0 Primary Work Location<\/span><\/h3>\nThe location address an employee works at for three (3) or more days each week continuously.<\/span><\/p>\n1.9\u00a0 Remote Work (RW)<\/span><\/h3>\nRemote work is an arrangement that allows an employee to work from a remote location outside of the University campus.\u00a0<\/span><\/p>\n2.0 Eligibility<\/span><\/h2>\nApprovals for Flexible Work Arrangements are made on a case-by-case basis using the criteria in this section.\u00a0 Flexible Work Arrangements are for one year only and employees must submit a new request annually on or before July 1 to reaffirm eligibility.<\/span><\/p>\n2.1 Considerations<\/span><\/h3>\n\n- The nature and duties of the position are appropriate for a Flexible Work Arrangement as determined by the Supervisor in consultation with Human Resources.<\/span><\/li>\n
- The employee has demonstrated satisfactory performance, generally documented with performance evaluation ratings of \u201cSatisfactory\u201d or higher, and the Supervisor believes the employee can maintain the expected quantity and quality of work while on a Flexible Work Arrangement. An employee with a \u201cNeeds Improvement\u201d or, \u201cUnsatisfactory\u201d performance evaluation rating is not eligible for an Flexible Work Arrangement.\u00a0<\/span><\/li>\n
- Employee\u2019s ability to work independently, including desire to be successful in a flex schedule<\/span><\/li>\n
- The department or unit can maintain quality of service for students, parents, faculty, staff, and other members of the University community.<\/span><\/li>\n<\/ol>\n
2.2 Not Eligible\u00a0<\/span><\/h3>\n\n- The position requires the employee\u2019s physical presence onsite or a Flexible Work Arrangement would harm the department or unit\u2019s efficiency or service.<\/span><\/li>\n
- The employee\u2019s current position and\/or duties require frequent supervision, direction, collaboration, or input from others who are onsite; or the employee is required to provide frequent supervision, direction, or input to employees who are onsite.<\/span><\/li>\n
- The employee has not demonstrated satisfactory performance, generally documented through the performance evaluation, or the ability to work independently.<\/span><\/li>\n
- The ability to observe and supervise the employee\u2019s productivity would be impeded by remote supervision, or tracking and confirming accurate work hours for the employee would be difficult, such as may be the case for certain overtime-eligible (hourly) positions.\u00a0<\/span><\/li>\n
- Impact on the department\u2019s operations and other employees.<\/span><\/li>\n<\/ol>\n
3.0 General Expectations<\/span><\/h2>\n\n- Any employee approved for a flexible, compressed or remote work arrangement must comply with and is subject to all University policies and procedures and all applicable statutes and rules as other employees. Violation of such policies and procedures may result in the discontinuation of the agreement and\/or disciplinary action up to and including termination from employment.<\/span><\/li>\n
- An employee\u2019s compensation, benefits, work status, essential job functions, and amount of time an employee is expected to work per day or pay period will not change as a result of the work arrangement. If an employee is unable to work the complete day while on a Flexible Work Arrangement, the employee must report and receive Supervisor approval for any leave time such as annual\/vacation leave, sick leave, <\/span>etc<\/span><\/i>. as required.<\/span><\/li>\n
- An overtime-eligible (hourly) employee\u2019s work schedule must comply with the Fair Labor Standards Act and any applicable State rules, policies or procedures. An employee is required to follow their Supervisor\u2019s procedures for requesting approval for overtime.\u00a0<\/span><\/li>\n
- There may be times when an employee will be required to work onsite during their regularly-scheduled Flexible Work Arrangement day or schedule to support business needs that are not best addressed remotely (<\/span>e.g.,<\/span><\/i> group training, critical meetings, peak service periods, or other demands as determined by the Supervisor).<\/span><\/li>\n
- As is the case for all employees, when on a Flexible Work Arrangement, the employee is expected to perform all of his\/her duties at 100% effort. To maintain the same productivity, performance, communication, and service standards as if the employee were not working on a Flexible Work Arrangement. See section 5.0 of this policy.<\/span><\/li>\n
- Any exceptions to this policy for a specific employee must be approved by a Cabinet member.<\/span><\/li>\n<\/ol>\n
3.1\u00a0 Ad-hoc Remote Work Arrangements<\/span><\/h3>\nAd hoc or temporary arrangements where an employee works remotely, has a flex or compressed work schedule may be approved for unusual circumstances such as inclement weather, special projects, business travel or temporary and extraordinary personal needs. Such arrangements are not part of this program. They should be infrequent exceptions, where unfair use patterns or abuse remain subject to the University’s standard performance management procedures. All such arrangements are managed by the Supervisor.<\/span><\/p>\n4.0 Annual Flexible Work Arrangement Agreement<\/span><\/h2>\n4.1 Approval<\/span><\/h3>\n\n- An Flexible Work Arrangement Agreement must be submitted and approved annually by the Supervisor and the appropriate Cabinet member prior to the employee initiating a Flexible Work Arrangement.<\/span><\/li>\n
- If a Flexible Work Arrangement Agreement is not approved, the Supervisor must provide a written notification, including the reason for the denial, to the employee and Human Resources.<\/span><\/li>\n<\/ol>\n
4.2 Discontinuing an Flexible Work Arrangement Agreement<\/span><\/h3>\n\n- A Supervisor, in consultation with Human Resources, may discontinue a Flexible Work Arrangement Agreement at any time based on, but not limited to: declining performance, violation of this policy and\/or the Flexible Work Arrangement Agreement, violation of University policy, or for business needs. Every effort will be made, when practical, to provide reasonable written notice to the employee when discontinuing the Flexible Work Arrangement Agreement.<\/span><\/li>\n
- An employee may request to review the Flexible Work Arrangement Agreement with their Supervisor.<\/span><\/li>\n
- The University\u2019s need for the employee\u2019s physical presence at the Onsite workplace for longer than one pay period could discontinue the Flexible Work Arrangement Agreement, and a new Flexible Work Arrangement Agreement will be required to resume.<\/span><\/li>\n<\/ol>\n
4.3\u00a0 Getting Started; Submitting the Request Form<\/span><\/h3>\n\n- Log<\/span><\/i> into Workday<\/span><\/li>\n
- In the Search Bar <\/span>type<\/span><\/i> Flexible<\/span><\/li>\n
- Choose<\/span><\/i> Request Flexible Work Arrangement<\/b><\/li>\n
- Read<\/span><\/i> the instructions, <\/span>Complete<\/span><\/i> the form and <\/span>Submit<\/span><\/i><\/li>\n
- Next: You will be prompted to Complete Questionnaire; <\/span>Submit<\/span><\/i><\/li>\n
- Next: You will be prompted to Review Documents and <\/span>Acknowledge<\/span><\/i>; <\/span>Submit<\/span><\/i><\/li>\n
- Request for is sent to Manager and then Cabinet Member for approval<\/span><\/li>\n<\/ol>\n
4.3 Costs, Damages or Lost Property<\/span><\/h3>\n\n- The University will not be held responsible for costs, damages, or losses associated with the termination of the Flexible Work Arrangement Agreement.<\/span><\/li>\n<\/ol>\n
5.0 Americans with Disabilities Act (ADA) Reasonable Accommodation<\/span><\/h2>\nIf an employee requests an Flexible Work Arrangement as a reasonable accommodation request under the ADA, the request must be reviewed and approved by Human Resources\u00a0<\/span><\/p>\n6.0 Compressed Workweeks<\/span><\/h2>\nCompressed Workweek arrangements are discretionary based upon the operational needs of the department and must have the prior approval as referenced in section 6.2. Either the employee or Supervisor may initiate discussion of fixed flexible work arrangements.\u00a0<\/span><\/p>\n6.1 Restrictions<\/span><\/h3>\n\n- An employee can work no more than 12 (twelve) hours per day.\u00a0<\/span><\/li>\n
- If a holiday occurs during the compressed workweek, the employee\u2019s schedule will revert back to the regular 8 hour per day schedule for that week. The employee will resume a compressed workweek schedule the week after the holiday.<\/span><\/li>\n<\/ol>\n
6.2 Approval<\/span><\/h3>\n\u00a0If a compressed workweek arrangement is desirable and meets the operational needs of the department, the employee will submit an Annual Flexible Work Arrangement Agreement (section 4.3), to be approved by the Supervisor and appropriate Cabinet member.<\/span><\/p>\n6.3 Schedules<\/span><\/h3>\n\n- Employees and Supervisors should consult with Payroll for changes in recording time on timesheets and impact on leave.<\/span><\/li>\n
- Compressed work schedules may be modified or terminated as needed to ensure that the arrangement does not negatively impact the employee\u2019s or the unit\u2019s work quantity, quality, or productivity.<\/span><\/li>\n
- All compressed work schedules must conform to the overtime, record keeping, meal break and other provisions of the Fair Labor Standards Act and other relevant laws. Lunches and\/or scheduled rest periods are not eliminated when staff works a compressed workweek schedule.<\/span><\/li>\n<\/ol>\n
7.0 Flexible Schedules<\/span><\/h2>\nFlexible work arrangements are discretionary based upon the operational needs of the\u00a0<\/span>department and must have the prior approval as specified in section 6.2 of policy. Either the employee or Supervisor may initiate discussion of fixed flexible work arrangements.\u00a0<\/span><\/p>\nNOTE: If an employee is hired to teach at Marymount as an adjunct during his\/her regular work hours, the employee must request a flexible work arrangement and receive approval from the Supervisor<\/span><\/p>\n7.1 Work Hours<\/span><\/h3>\nThe ranges of work hours available for fixed flex work schedule:<\/span><\/p>\n\n- 6:00 am to 7:00 pm, Main Campus<\/span><\/li>\n
- 7:00 am to 6:00 pm, 4040 Fairfax Drive<\/span><\/li>\n
- M-F 8:00 am to 11:00 pm, Sa 8:00 am to 6:00 pm, Ballston\u00a0<\/span><\/li>\n<\/ol>\n
7.2 Approval<\/span><\/h3>\nIf a flex arrangement is desirable and meets the operational needs of the department, the\u00a0<\/span>employee will submit an Annual Flexible Work Arrangement Agreement (section 4.3), to be approved by the Supervisor and appropriate Cabinet member.<\/span><\/p>\n7.3 Schedules<\/span><\/h3>\n\n- Fixed flex arrangements may be modified or terminated as needed to ensure that the arrangement does not negatively impact the employee\u2019s or the unit\u2019s work quantity, quality, or productivity.<\/span><\/li>\n
- All fixed flex arrangements must conform to the Absenteeism and Tardiness Policy, the overtime, record keeping, meal break and other provisions of the Fair Labor Standards Act and other relevant laws. Lunches and\/or scheduled rest periods are not eliminated when staff work a flex arrangement.<\/span><\/li>\n
- The Supervisor will provide Campus Safety and Emergency Management a copy of the flexible work schedule if the approved work hours are before 7:00 am or after 6:00 pm.\u00a0<\/span><\/li>\n<\/ol>\n
8.0 Remote Work<\/span><\/h2>\nUnder both a Hybrid Work Schedule and fully (100%) Remote Work (RW) arrangement, eligible employees fulfill their job responsibilities at a site other than their onsite work location during regularly scheduled work hours for an approved period of time. While remote work includes flexibility associated with work locations, the work is performed during normally scheduled hours and is not considered a flexible schedule arrangement.\u00a0<\/span><\/p>\n8.1 Approval<\/span><\/h3>\n\n- If a remote work arrangement is desirable and meets the operational needs of the department, the employee will submit an Annual Flexible Work Arrangement Agreement (section 4.3), to be approved by the Supervisor and appropriate Cabinet member.\u00a0<\/span><\/li>\n
- The Manager may require onsite attendance at any time, including during scheduled Remote Work days. Rarely, certain exceptions to these procedures may be approved if a compelling case is presented by a Manager and is endorsed by the respective Cabinet member in consultation with Human Resources. The Cabinet member\u2019s decision on such requests is final.<\/span><\/li>\n<\/ol>\n
8.2 Schedules<\/span><\/h3>\n\n- Employees are required to work onsite at their designated work location on days that have not been previously agreed upon as being remote work days. Being onsite takes precedence over any scheduled remote work days. Subsequently, absences from the designated onsite campus location during a work week due to reasons such as weather, illness, vacation, or University holiday will require the employee to work on campus during their otherwise-scheduled Remote Work days to meet the weekly onsite requirement.<\/span><\/li>\n
- Remote work schedules may be modified or terminated as needed to ensure that the arrangement does not negatively impact the employee\u2019s or the unit\u2019s work quantity, quality, or productivity<\/span><\/li>\n
- All remote work schedules must conform to the overtime, record keeping, meal break and other provisions of the Fair Labor Standards Act and other relevant laws. Lunches and\/or scheduled rest periods are not eliminated when staff works remotely. If an Employee is scheduled for Remote Work on a day that coincides with approved leave, the Employee must report the leave.<\/span><\/li>\n<\/ol>\n