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					HUMAN RESOURCES

FLEXIBLE WORKING POLICY

1.0 Introduction 1.1 From 6 April 2007 the law enabling parents with a child under 6 or a disabled child under 18 to make a request for flexible working and places a duty on employers to consider such requests seriously, was extended to carers of adults. This policy has been updated in recognition of this change. 1.2 The University of Liverpool recognises that flexible working opportunities can be of benefit to the individual and the organisation, improving work life balance and allowing the organisation to retain skilled staff for example. The following policy has been developed to provide guidance to Heads of Department and staff, as well as to demonstrate the University of Liverpool’s commitment to being a family friendly employer. 2.0 Definition of flexible working 2.1 Flexible working can include the following arrangements: flexi-time, home working, job sharing, teleworking, term-time working, shift working, staggered hours, annualised hours and self rostering. 2.2 A member of staff may apply for a variation in their contract of employment if it relates to: a) the hours a member of staff is required to work b) the time a member of staff is required to work c) where the member of staff is required to work. Please note that unless stated in the request, changes made will be permanent. 3.0 Eligibility and entitlement 3.1 To be eligible to make a request, a person must be staff of the University of Liverpool and meet the criteria set out below. 3.2 Parents must  Be the parent of a child under six, or a disabled child under 18 1

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Have responsibility for the upbringing of the child and be making the application to help them care for the child

Be either:   the mother, father, adopter, guardian, special guardian or foster parent of the child; or married to or the partner of the child’s mother, father, adopter, guardian, special guardian or foster parent

3.3 Carers of adults who are in need of care must   Be or expect to be caring for a spouse, partner, civil partner or relative; or Live at the same address as the adult in need of care

4.0 Procedure

4.1 In order to request flexible working the member of staff must provide an application to the Head of Department and a copy to the HR department. This application must:        Be in writing and dated State the application is being made in relation to the flexible working policy Confirm the employee has or expects to have responsibility either for the upbringing of the child/adult and falls within the categories stated above (section 3.0) Specify the desired working pattern Explain the effect, if any, the employee thinks the proposed change would have on the employer and how, in their opinion, any such effect might be dealt with State the date on which it is proposed the change should become effective (bearing in mind the time periods set out in the procedure) State whether a previous application has been made to the employer and, if so, when it was made

Please see form at Appendix A. 4.2 The Head of Department must acknowledge receipt of the request within 7 days and then consider the application. The Head of Department may speak with the relevant HR Manager for advice. The following business issues will be taken into account (this list is not exhaustive):      Any effect on the ability to meet departmental demands Any additional cost Whether it is possible to reorganise work amongst existing staff Whether it is possible to recruit additional staff Any effect on performance or quality of work 2

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Whether there is sufficient demand for staff during the period when the member of staff proposes to work Whether there are any planned structural changes that may impact on the arrangement

4.3 The Head of Department may also consider whether the proposed changes may be carried out during a trial period. This could be affected in two ways: a) the employer could give informal agreement to a trial before a formal flexible working request has been made by the employee: if this happened , the formal procedure would still be available to the employee if they wished to use it at a later stage b) If a formal application is made, an extension of time for the employer to make a decision could be agreed and the trial period could happen before a final agreement takes place; in this case the rest of the formal procedures would still be available to the employee 4.4 Within 28 days of the application being received by the Head of Department, a meeting will be arranged between the Head of Department and the member of staff concerned to explore the application and if appropriate, discuss alternatives. 4.5 The member of staff may be accompanied at the meeting by a colleague or trade union representative from within the University. 4.6 Within 14 days of the meeting the Head of Department should notify the member of staff in writing of the outcome which will consist of either a) confirmation that there is agreement to the requested variation in contract of employment and the date it is effective from, or b) notification that the request for a variation in contract of employment has been refused and the grounds on which the decision has been made, and that the member of staff has a right of appeal. c) a proposed compromise which may be more appropriate for the Department and also meet the needs of the individual.

5.0 The Appeal Process 5.1 Should a member of staff wish to appeal, a notification of appeal in writing should be sent to the Director of Human Resources within 14 days of receiving notification from the Head of Department concerning their application. 5.2 The appeal notification should state the grounds of appeal and be signed and dated by the member of staff. 5.3 Within 14 days of being given the notification of appeal, the Director of Human Resources will arrange for the Dean or Head of Department to hold a meeting with the member of staff concerned to consider the appeal. 5.4 The member of staff can be accompanied to the appeal meeting by a colleague or trade union representative from within the University. 3

5.5 Within 14 days of the appeal meeting taking place the member of staff will be notified of the outcome by the Dean or Head of Department which will consist of either a) confirmation that there is agreement to the requested variation in contract of employment and the date it is effective from, or b) that the request for a variation in contract of employment has been refused and the grounds on which the decision has been made. 6.0 Implementation and Monitoring 6.1 In order to ensure that the policy is being applied consistently and fairly, an appropriate monitoring system will be introduced.

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Description: flexible working policy