Flexible Work Arrangements Collateral

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					UCSD Guide to Flexible Work Arrangements for Staff
The UCSD Human Resources Department issues the following UCSD Guide to Flexible Work
Arrangements for Staff (the Guide). If anything in the Guide is perceived to conflict with
existing University of California policies and UCSD implementing procedures, the latter will
take precedence over the Guide.


Table of Contents
I.     UCSD Implementing Procedures for Flexible Work Arrangements .................................. 1
       A. Relevant University of California Personnel Policies for Staff Members................. 1
       B. Responsibilities .......................................................................................................... 1
       C. Policy ......................................................................................................................... 1

II.    When to Consider a Flexible Work Arrangement .............................................................. 4
       A. About the Position ..................................................................................................... 4
       B. Abut the Employee .................................................................................................... 4
       C. About the Business Needs ......................................................................................... 5
       D. About the Workforce ................................................................................................. 5

III.   Contacts............................................................................................................................... 6

IV.    Resources ............................................................................................................................ 7
       A. Telephone................................................................................................................... 7
       B. Internet Connections .................................................................................................. 7
       C. Ergonomics ................................................................................................................ 8

Appendix A – UCSD Compressed Work Week and/or Telecommuting Agreement

Appendix B – UCSD Safety Checklist for Home Offices

Appendix C – UCSD Off-Site Equipment and Expenses Agreement




         To download additional copies of this guide, visit http://blink.ucsd.edu/go/fwa




UCSD Guide to Flexible Work Arrangements for Staff
May 3, 2006
I.          UCSD Implementing Procedures for Flexible Work Arrangements

            A.    Relevant University of California Personnel Policies for Staff Members
                  (UCPPSM)

                  •    12 - Nondiscrimination in Employment
                  •    14 - Affirmative Action
                  •    20 - Recruitment
                  •    21 - Appointment
                  •    31 - Hours of Work
                  •    43 - Leave of Absence
                  •    81 - Reasonable Accommodation


            B.    Responsibilities

                  UCSD endorses flexible work arrangements for employees if they are appropriate
                  for the position, person, environment and work situation, meet business needs and
                  objectives, and the overall performance level of the employee is “solid” or above.
                  Flexible work arrangements include alternative work schedules (flextime and
                  compressed work weeks) and telecommuting. UCSD policies and procedures apply
                  to all flexible work arrangements.

                  These arrangements do not change the basic terms and conditions of employment
                  with UCSD. Flexible work arrangements are not entitlements or benefits. With
                  notice, the department head or supervisor may change a flexible work arrangement.
                  Employees may also request a change in the flexible work arrangement.

                  The UCSD Guide to Flexible Work Arrangements for Staff provides supporting
                  materials for employees and supervisors.


            C.    Policy

                  The following flexible work arrangement policy statements are excerpts from UC
                  Personnel Policies for Staff Members (UCPPSM), UCSD Implementing Procedures
                  31/Hours of Work (http://www-hr.ucsd.edu/~qwl/policies/pdf/sp31.pdf). For
                  employees covered by a collective bargaining agreement, the University endorses
                  flexible work arrangements in accordance with the applicable collective bargaining
                  agreement.

                  1.    Standard Work Week – The standard work week for monthly paid employees
                        is from 12:01 a.m. Monday to midnight the following Sunday. When
                        circumstances require such action, the Assistant Vice Chancellor - Human
                        Resources may approve alternate work weeks of any other seven (7)
                        consecutive 24-hour periods. For example, a work week from Thursday

     UCSD Guide to Flexible Work Arrangements for Staff                                            1
     May 3, 2006
                   through the following Wednesday could be used where weekend activity is
                   consistently required.

             2.    Standard Work Schedule – The standard work schedule for full-time
                   employees shall be eight (8) hours per day on five (5) consecutive days, from
                   8:00 a.m. to 4:30 p.m., with 1/2 hour for a meal period.

             3.    Alternative Work Schedules – The department head may approve an
                   alternative work schedule for the entire department, or for individual
                   employees. The department head should establish core work hours, e.g.,
                   9:30 a.m. to 3:00 p.m., for the department to provide a basic framework for
                   any alternative work schedules.

                   Alternative work schedules include:

                   a. Flextime – The employee works hours that differ from the standard work
                      schedule. For example, the employee works 7:00 a.m. to 3:30 p.m. or
                      9:00 a.m. to 5:30 p.m., with one-half hour for lunch.

                   b. Compressed Work Weeks – Employees must work 40 hours per week;
                      however, they may work fewer days per week and more hours per day to
                      ensure the same total number of hours worked. For example, the
                      employee works four 10-hour days Monday through Thursday with Friday
                      off. All compressed work week arrangements must be preapproved in
                      writing via the UCSD Compressed Work Week and/or Telecommuting
                      Agreement by the supervisor and department head (see Appendix A).

                   Compressed and alternative work schedules must comply with all applicable
                   UCPPSM and collective bargaining agreements regarding overtime, holidays,
                   vacation leave and sick time.

             4.    Telecommuting –

                   As a general rule, to be eligible to telecommute, the employee must have
                   satisfactorily completed the probationary period. Exceptions may be granted
                   for compelling reasons.

                   a. The following policy applies to telecommuting arrangements that have
                      stable, established days and hours of work.

                       1.   Employees residing within normal daily commuting distance to the
                            University may be eligible to telecommute. To be eligible to
                            telecommute, employees 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,
                            including individuals living out of state who may be subject to
                            different laws governing conditions of employment and taxes.


UCSD Guide to Flexible Work Arrangements for Staff                                                 2
May 3, 2006
                       2.   Employees may request approval to work off site at an approved
                            location for a portion or all of their work hours for a defined duration
                            not to exceed one year. All telecommuting arrangements must be:

                            •   preapproved in writing via the UCSD Compressed Work Week
                                and/or Telecommuting Agreement by the supervisor and
                                department head and accompanied by the completed UCSD Safety
                                Checklist for Home Offices and UCSD Off-Site Equipment and
                                Expenses Agreement (see appendices A, B and C)

                            •   subject to regular review and renewal.

                       3.   Any telecommuting arrangement that does not comply with the above
                            parameters must be approved in advance by the respective vice
                            chancellor and forwarded to the UCSD Human Resources
                            Department for concurrence to determine whether there can be
                            compliance with applicable laws, policies and procedures.

                       4.   Supervisors are required to appraise and manage performance of
                            telecommuting employees in accordance with established policies –
                            UCPPSM 23/Performance Appraisal Procedures.

                   b. Supervisors and employees may also initiate ad hoc telecommuting
                      arrangements, e.g., a one-day project, without formalized telecommuting
                      agreements.




UCSD Guide to Flexible Work Arrangements for Staff                                                 3
May 3, 2006
II.      When to Consider a Flexible Work Arrangement

         UCSD endorses flexible work arrangements for employees if they are appropriate for the
         position, person, environment and work situation, and meet business needs and
         objectives. A flexible work arrangement should sustain or enhance the level of job
         performance and provide other benefits such as improved employee morale.

         Following are some key considerations that employees and supervisors may evaluate
         depending on the type of flexible work arrangement proposed.


         A.    About the Position

               1. Can the job be fully and satisfactorily performed during the proposed days and
                  hours or in the proposed location?

               2. What is the level of supervision required and will this be possible under the
                  flexible work arrangement?

               3. What is the level of face-to-face contact required with customers, colleagues,
                  etc. and will this be possible under the flexible work arrangement?

               4. Can security and privacy concerns be adequately addressed?


         B.    About the Employee

               1. Is the employee’s performance level “solid” or above?

               2. Does the employee demonstrate the following:
                  • strong organizational and time-management skills?
                  • ability to set tasks and priorities, and to work independently?
                  • self-discipline, self-motivation?
                  • dependability and completion of work on time?
                  • initiative to seek direction/clarification as needed?
                  • understanding of University privacy and security standards?

               3. Is the employee able to attend meetings on site given reasonable notice by the
                  supervisor or department?

               4. Is there a satisfactory plan to meet the required hours of work and performance
                  requirements?

               5. Is there a high level of trust and respect between the employee and supervisor?

               6. Is the employee capable of working for periods of time without face-to-face
                  contact with coworkers, customers, etc.?
  UCSD Guide to Flexible Work Arrangements for Staff                                                4
  May 3, 2006
             7. Is the employee able to document work hours and deliverables?

             8. For telecommuting, are the employee and supervisor able to communicate
                effectively using telecommunications and electronic systems?

             9. For telecommuting, is the supervisor able to effectively manage the employee’s
                performance using telecommunications and electronic systems?


       C.    About the Business Needs

             1. Will the arrangement sustain productivity, work quality and cost effectiveness?

             2. Will the quality of service to internal and external customers be sustained?

             3. Will the employee’s job satisfaction and morale be sustained?

             4. Will the work unit’s job satisfaction and morale be sustained?

             5. Is the department or employee prepared to pay for set-up or ongoing expenses
                related to the flexible work arrangement?


       D.    About the Workforce

             1. Will flexible work arrangements benefit retention efforts?

             2. Will flexible work arrangements benefit recruitment efforts?

             3. Will the arrangement help increase workforce diversity by widening the labor
                pool?




UCSD Guide to Flexible Work Arrangements for Staff                                                5
May 3, 2006
III.      Contacts

          A.    Copies of the Guide are available online at http://blink.ucsd.edu/go/fwa. The Guide
                is produced and updated by:

                Quality of Work/Life
                Human Resources Department
                T. (858) 534-9659
                E. worklife@ucsd.edu


          B.    For questions regarding flexible work arrangements policy or whether a request for
                flexible work arrangements meets the criteria outlined in the Guide, contact:

                Employee Relations and Policy Development
                Human Resources Department
                T. (858) 534-4115
                E. employeerelations@ucsd.edu




   UCSD Guide to Flexible Work Arrangements for Staff                                             6
   May 3, 2006
IV.      Resources

         For telecommuting arrangements, consult with your department’s information systems
         staff regarding how you will be setting up your telephone, Internet connection and access
         to the UCSD network.

         A.    Telephone

               Information regarding phone features is available on Blink:
               http://blink.ucsd.edu/go/deskphone

               For step-by-step instructions regarding call forwarding to an external line, visit:
               http://blink.ucsd.edu/go/callforward


         B.    Internet Connections

               The ACS/Network Operations Web site outlines various alternatives to connect to
               the Internet from home:

               http://www-no/services/conn_off_campus.html

               It is recommended that employees who will access campus services from a home
               Internet connection make use of the virtual private network (VPN). Use of this
               service by an authorized UCSD employee from any Internet provider (cable modem
               connections, DSL, etc.) will allow access of databases and servers normally
               restricted to campus users. It provides a private, encrypted connection over public
               networks to ensure that transmissions cannot be intercepted.

               Information on setting up a VPN:
               http://blink.ucsd.edu/go/vpn

               Employees using the VPN or UCSD dial-in service to connect to campus must
               comply with the Minimum Security Standards for Network Connections. More
               information about these standards, which include running anti-virus and firewall
               software on your home computer, is available at:

               http://www-no.ucsd.edu/security/minstds/index.html

               Employees working from home are also subject to other policies regarding data and
               network security, and must comply with departmental standards for data storage
               and security. Telecommuters should be aware of what University data is being
               stored on the home machine and should secure it in a responsible manner, including
               ensuring physical security of the computer and backups.




  UCSD Guide to Flexible Work Arrangements for Staff                                                 7
  May 3, 2006
       C.    Ergonomics

             Information on how to set up an ergonomic workstation is available on Blink:
             http://blink.ucsd.edu/go/ergoworkstation

             In addition, the University has ergonomic specialists available to answer questions:
             http://blink.ucsd.edu/go/ergocontacts




UCSD Guide to Flexible Work Arrangements for Staff                                              8
May 3, 2006
       Appendix A
       UCSD Compressed Work Week and/or Telecommuting Agreement

             Compressed Work Week

             Telecommuting



        Date Submitted: _____________________________

        Requested Start Date: _________________________

        End/Renewal Date (can be no longer than one year from start date): ________________________________




        Employee Name: _______________________________              Supervisor/Manager’s Name: ___________________

        Title: _________________________________________            Supervisor/Manager’s Phone: ___________________

        Department: ___________________________________             In the case of telecommuting, complete home fields:

        UCSD Address: ________________________________              Home Address: ______________________________

                           ________________________________                        ______________________________

        UCSD Phone: __________________________________              Home Phone: ________________________________

        UCSD E-mail: _________________________________              Home E-mail: _______________________________

        Current Status          Full Time   or        Part Time

                                Exempt      or        Non Exempt




Current Work Schedule                                              Proposed Work Schedule
               Start     End     Total                                           Start   End    Total
               Time      Time    Hours           Location                        Time    Time   Hours         Location

 Sunday                                                             Sunday
 Monday                                                             Monday
 Tuesday                                                            Tuesday
 Wednesday                                                          Wednesday
 Thursday                                                           Thursday
 Friday                                                             Friday
 Saturday                                                           Saturday




       UCSD Guide to Flexible Work Arrangements for Staff                                               Appendix A-1
       May 3, 2006
I understand UCSD is not obligated to approve a proposal for this work arrangement. The
decision is at the discretion of my supervisor/manager and department head. This arrangement is
subject to ongoing review and may be terminated at any time based on performance concerns or
business needs. Generally, a supervisor/manager, department head or the employee should give
at least 30 days’ notice before ending or changing an arrangement, business needs permitting.

Under this arrangement, the following remain the same:

•   terms and conditions of employment
•   salary, health and welfare benefits, and University-sponsored retirement programs
•   job responsibilities, expectations, performance standards and appraisal cycle
•   compliance with University policies, practices and procedures.



____________________________________________         ____________________________________________
Employee Signature                     Date           Employee’s Name (print/type)


____________________________________________         ____________________________________________
Supervisor/Manager’s Signature         Date           Supervisor/Manager’s Name (print/type)
    Request Approved          Request Denied

____________________________________________         ____________________________________________
Department Head or Designee’s Signature Date          Department Head or Designee’s Name (print/type)
    Request Approved         Request Denied


Any telecommuting arrangement that does not fit the parameters described in the UCSD Guide
to Flexible Work Arrangements for Staff Part I, Section C, must be approved by the respective
vice chancellor and forwarded to the assistant vice chancellor, UCSD Human Resources
Department, for approval.



____________________________________________         ____________________________________________
Vice Chancellor’s Signature            Date           Vice Chancellor’s Name (print/type)
    Request Approved          Request Denied

____________________________________________         ____________________________________________
Assistant Vice Chancellor, Human Resources Date       Assistant Vice Chancellor, Human Resources
or Designee’s Signature                               or Designee’s Name (print/type)
    Request Approved          Request Denied


Copies of this form and any attachments should be kept by the department and provided to the
employee.

UCSD Guide to Flexible Work Arrangements for Staff                                      Appendix A-2
May 3, 2006
Checklist for Telecommuting Requests

                                                                              Yes          No
1. Is your off-site telecommuting location within normal daily
   commuting distance to the primary work location?
2. Have you completed the UCSD Safety Checklist for Home Offices?
3. Have you completed the Off-Site Equipment and Expenses
   Agreement?


Supplemental Questions for Telecommuting Requests

1. Describe how you will accomplish your job under the proposed arrangement. Be specific,
   e.g., if telecommuting, what tasks will be performed off site.

2. Describe the expected impact of your proposed flexible work arrangement on:

           a.   clients – internal
           b.   clients – external
           c.   coworkers
           d.   supervisors/managers
           e.   supervisees
           f.   your department or office (e.g., free up space, save money, enhance productivity).

   Describe the solutions you propose to overcome any adverse impact presented by this
   arrangement for these individuals or the department/office.

3. Describe how regular communications will be handled.

4. Describe how and when your work will be reviewed and measured, and how your
   performance will be assessed.

5. What equipment, supplies, data, connectivity or furniture will you need at home?

   What are you requesting the department provide or pay for?
   (See UCSD Off-Site Equipment and Expenses Agreement.)

6. What period of notice would you request to attend a meeting on site if you are telecommuting
   from another location?




UCSD Guide to Flexible Work Arrangements for Staff                                    Appendix A-3
May 3, 2006
Appendix B
UCSD Safety Checklist for Home Offices
This form lists the areas and items for the employee and supervisor/manager to inspect to ensure
the designated off-site workspace is safe, ergonomically suitable and free from hazards before
telecommuting begins. Employees and supervisors/managers may add to this list as needed. Each
department has a safety coordinator who may have additional resources regarding working
safely.

A. General Safety

   1. Is the workstation arranged to be comfortable without unnecessary strain on backs, arms,
      necks, etc.? For more information, consult the Blink page:
      How to Set Up an Ergonomic Computer Workstation.

   2. Are heating, ventilation and air conditioning systems adequate for assigned tasks and in
      good repair?

   3. Is the lighting adequate for assigned tasks?

   4. Are cabinets, shelves or furniture greater than five feet high secured to prevent toppling
      during an earthquake?

   5. Are books and supplies stored to prevent falling during an earthquake?

   6. Are wheels on rolling files or other mobile equipment free from binding when rolled?
      Can they also be locked to prevent rolling?

   7. Are cords, cables or other items arranged to prevent a tripping hazard?


B. Fire Safety

   1. Are fire exits clearly defined and unobstructed?

   2. Is there a charged and accessible dry chemical fire extinguisher?

   3. Is there a working smoke detector covering the designated workspace?

   4. Is the workspace kept clean from trash or other combustible materials?


C. Electrical Safety

   1. Are all electrical plugs, cords, panels and receptacles in good condition and free of
      exposed conductors or broken insulation?

   2. Are circuit breakers or fuse panels properly labeled and accessible?

UCSD Guide to Flexible Work Arrangements for Staff                                   Appendix B-1
May 3, 2006
C. Electrical Safety continued

   3. Are three-wire grounded outlets or circuit breaker power strips used? Note: Older homes
      with two-wire grounded outlets that require plug adapters will not afford adequate
      protection for personal computers.

   4. Is there sufficient ventilation for electrical components?


D. Other Safety Items

   1. ________________________________________________________________________

   2. ________________________________________________________________________

   3. ________________________________________________________________________

The employee will designate a workspace as the home office and will maintain this workspace in
a safe condition, free from hazards and other dangers to people and equipment. The University
may make on-site visits to the employee’s home, at a mutually agreed-upon time, to ensure the
designated workspace is safe and free from hazards, to conduct an ergonomic assessment and to
maintain, repair, inspect or retrieve University-owned equipment, software, data, supplies and
furniture. Issues related to individual tax deductions for the designated workspace in the
employee’s home shall be the responsibility of the employee.

The University’s liability for job-related accidents will continue to exist during the employee’s
approved hours of work since the employee’s home office shall be considered an extension of
the University work site. The employee remains liable for injuries to third parties and/or
members of the employee’s family on the employee’s premises.

Signing this form means that the above items have been inspected to ensure the designated off-
site workspace is safe and free from hazards. The completed checklist should be retained by the
employee’s department as a safety inspection form and follow the requirements of the UCSD
Illness and Injury Prevention Program coordinated by Environment, Health & Safety.


_____________________________________                _____________________________________
Employee Signature            Date                    Employee’s Name (print/type)

_____________________________________                _____________________________________
Supervisor/Manager’s Signature Date                   Supervisor/Manager’s Name (print/type)




UCSD Guide to Flexible Work Arrangements for Staff                                    Appendix B-2
May 3, 2006
Appendix C
UCSD Off-Site Equipment and Expenses Agreement
This agreement, which outlines the conditions for use of UCSD data and equipment, must be
completed by the employee and the authorized department representative prior to the start of a
telecommuting arrangement. The employee and department representative must agree in advance
who will provide equipment, software, supplies and furniture for use during the telecommuting
assignment, and which expenses will be paid by the employee versus the department. All items
provided by the department remain the property of UCSD and will be returned to UCSD if the
telecommuting assignment is discontinued.

Off-Site Work Location

Street address:______________________________________
City:_____________________________________________
State:_____________________________________________
Phone:____________________________________________

1. Authorized Use

   The use of equipment, software, data, supplies and furniture, when provided by the
   University for use at the employee’s home office, is limited to authorized persons and
   University business. The employee is responsible for ensuring the proper use of all items.

2. Ownership

   Equipment, software, data, supplies and furniture, when provided by the University for use at
   the employee’s home office, remain the property of the University and will be returned to the
   University should the agreement be discontinued.

3. Safety, Security and Privacy

   The employee is responsible for the safety and security of University equipment, software,
   supplies and furniture at the employee’s home office. This includes maintaining data privacy
   and security and record confidentiality to the same degree as when working at the regular
   University worksite.

4. Expenses

   The employee will obtain from the department all supplies needed for assigned work at the
   employee’s home office location. Out-of-pocket expenses for supplies available through the
   employee’s department normally will not be reimbursed. Unless preauthorized in writing by
   the supervisor, the employee will be responsible for all expenses.




UCSD Guide to Flexible Work Arrangements for Staff                                  Appendix C-1
May 3, 2006
5. Maintenance and Repair

   When the employee uses personal equipment, software, data, supplies and furniture, the
   employee is responsible for maintenance and repair of these items unless other arrangements
   have been preauthorized in writing by the supervisor.


Furniture and Equipment Needed

_____   chair             _____    monitor
_____   computer          _____    mouse
_____   desk              _____    phone
_____   filing cabinet    _____    _______________________
_____   keyboard          _____    _______________________
_____   mobile phone      _____    _______________________


Supplies Needed

_____   accordion files                   _____      paper clips
_____   business cards                    _____      pencils, pens
_____   calculator                        _____      pencil holder
_____   computer disks                    _____      pencil sharpener
_____   correction fluid                  _____      ring binders
_____   diskette storage case             _____      rubber bands
_____   duplicate reference materials     _____      ruler
_____   envelopes                         _____      scissors
_____   erasers                           _____      software reference guide
_____   file labels, tabs                 _____      stapler, staples & remover
_____   file folders                      _____      telephone directory
_____   glue, rubber cement               _____      transparency tape
_____   hanging files                     _____      _______________________
_____   in/out boxes                      _____      _______________________
_____   index card                        _____      _______________________
_____   letterhead                        _____      _______________________
_____   markers                           _____      _______________________
_____   masking tape                      _____      _______________________
_____   paper                             _____      _______________________


Expenses Covered

_____   courier
_____   Internet connection
_____   mobile phone
_____   phone
_____   _______________________
_____   _______________________

UCSD Guide to Flexible Work Arrangements for Staff                                Appendix C-2
May 3, 2006
Noninventorial Equipment

List the noninventorial equipment, software, data, supplies and furniture provided by the
University for use at the telecommuter’s home office.

Note: Inventorial equipment is any non-expendable, tangible property which has an acquisition
cost of $5,000 or more, is free standing and has a useful life greater than one year. When
inventorial equipment is transferred to the telecommuter’s home, it is accounted for by using an
Equipment Inventory Modification Request (EIMR) form, and follows the “Property Inventory
Control System Operating Procedures,” referenced as UCSD Policy and Procedure Manual (PPM)
522-1. The EIMR form is available at http://adminrecords.ucsd.edu/PPM/docs/522-1.HTML

Date          Quantity     Item of Equipment, Software, Data, Supply or Furniture
                           (include description of item such as brand, new/used, color, size,
                           and approximate cost)




I agree with the conditions for use of UCSD data and equipment, and the nature of equipment,
supplies and expenses to be provided or paid for by the department as outlined in this agreement.


_____________________________________                _____________________________________
Employee Signature            Date                    Employee’s Name (print/type)

_____________________________________                _____________________________________
Supervisor/Manager’s Signature Date                   Supervisor/Manager’s Name (print/type)




UCSD Guide to Flexible Work Arrangements for Staff                                   Appendix C-3
May 3, 2006