Staff Work Arrangement Review and Approval Process

Supervisor Responsibilities

Several factors will be considered when reviewing a Flexible Work Arrangement (FWA) request, and supervisors should evaluate college, school, and unit (CSU) needs to achieve world-class service and collaboration with students, faculty, staff, and other stakeholders. Positions with regular in-person interaction with students, faculty, staff, and other stakeholders, those that directly service a University property, and managers of staff will generally not be considered for flexible work. Here is a simple process for leaders to determine optimal work arrangements for employees and teams:

Step 1: Review the Position

Consider the type of work associated with the position and whether or not an FWA would be conducive to the goals of the college, school, or unit. Review the sample eligibility considerations below. These serve as examples, only, and are not necessarily representative of a requirement for the listed job profiles.

Most positions are expected to have an on-campus presence unless otherwise and specifically stated. Other factors to consider should include:

• Can the position requirements and objectives be met through an FWA?
• Can performance be effectively evaluated remotely?
• Will an arrangement impact other’s schedules or workload?
• Would an arrangement be supported by other members of the team?
• Would an arrangement be consistent with college, school, or unit best practice?
• Does the position provide a direct service to faculty, staff, or students?
• Will service quality or University operations be impacted?
• Does the position have direct reports that work on campus?
• What are the work arrangements for other employees in similar positions in different units? 
• How are department colleagues managing similar positions?

Step 2: Review the Person

• Does the employee consistently meet or exceed expectations?
• Does the employee have a satisfactory attendance record?
• Has the employee demonstrated the ability to self-motivate and manage their time productively?
• Does the employee communicate effectively?
• Can the employee effectively collaborate with staff, faculty, and students remotely or during non-traditional work hours?

Step 3: Review the Place

• Can the location support remote work with no distractions?
• Would operational hours be impacted with the employee working a flexible schedule?
• Does the remote location allow the employee to report to the office within a reasonable period of time if needed?
• Does the employee need to access documents or other information that is located on campus?
• Have you consulted with Human Resources regarding any out-of-state requests? Out-of-state arrangements are rare and must be reviewed prior to approval to ensure compliance with applicable laws.

Decision-Making Authority

Deans, Vice Presidents, and other appointed leaders of a CSU (“FWA Authorities”), are committed to supporting the University community by connecting our students, faculty, and staff to the vibrance, energy, and power of being together on campus and in person. As such, the University community should be primarily supported through in-person engagement whenever possible and appropriate. FWA Authorities will consider this expectation when reviewing FWA requests, standards, and practice and will have the discretion to approve or deny an FWA request at the CSU level. FWA Authorities may delegate this responsibility to another member of the leadership team for the administration of FWAs. However, FWA Authorities are responsible for setting the standard for their CSU and for collaborating with colleagues to maintain consistency across the University. Approved FWAs may be modified or terminated at the discretion of the FWA Authority (or other designee) at any time according to the needs of the CSU. The employee may also request to terminate the FWA, unless it was a condition of employment, with sufficient notice.

New employees may be required to work a standard schedule in the assigned on-campus location for a specified period before being considered eligible to request an FWA. These arrangements are voluntary and should support a level of performance that is equal to or better than on-campus work. The decision-making authority of the FWA Authority is final.