1. Flexible Work Arrangements
Amanda Chavez
Work/Life Program Coordinator
Employee Relations, Policy Development & Work/Life

2. Topics to be covered Flexible Work Arrangements
Alternative Work Arrangements
Compressed Work Week
Flexible Schedule
Telecommuting
Job Sharing
Employee Relations, Policy Development & Work/Life

3. Flexible Work Arrangements
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.
UCSD’s Guide to Flexible Work Arrangements for Staff
Employee Relations, Policy Development & Work/Life

4. Flexible Work Arrangements
Any arrangement must comply with all applicable UC-policies and collective bargaining agreements regarding overtime, holidays, vacation leave and sick time;
Dept Head* may approve for entire department or for an individual employee
May be initiated by Supervisor or Employee
* Check with MSO on who has actual final authority with the department
Flexible Work Arrangements:
Employee Relations, Policy Development & Work/Life

5. Alternative Work Arrangements
Flextime vs. Compressed Work Week
Flextime occurs when an employee works hours that differ from the standard work schedule
M-F, 7 a.m. - 3:30 p.m.
M-F, 9 a.m. - 5:30 p.m.
Compressed Work Week occurs when an employee continues to work 40 hours per week, but may work fewer than 5 days per week
10/40, 4 10 hours/day
9/80 (exempt employees only), occurs over a 2-week period as follows: employees work seven 9-hour days in a 2-week period, one 8-hour day and then receive one “free” day off every other week
Flexible Work Arrangements:
Employee Relations, Policy Development & Work/Life

6. Alternative Work Arrangements
Process to Request an Alternative Work Arrangement
Review information regarding alternative work schedules in the Guide to Flexible Work Arrangements.
Complete all sections of Appendix A: Alternative Work Schedule Agreement.
Sign form and obtain supervisor and department head signatures.
Submit signed original to the employee’s timekeeper and the employee should retain a copy for his/her files.
Employee Relations, Policy Development & Work/Life

7. Telecommuting
Telecommuting occurs when an employee is permitted to work off site
Must be within daily commuting distance to University
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
Individuals living out of state
Dependent Care
Employee Relations, Policy Development & Work/Life

8. Telecommuting
An employee may request to work off site at an approved location for a portion or all of their work hours;
For a defined duration of time not to exceed one year;
Must complete the process to request a telecommuting arrangement
Employee Relations, Policy Development & Work/Life

9. Process to Request a Telecommuting Arrangement
Review information regarding telecommuting in the Guide to Flexible Work Arrangements.
Meet with supervisor to discuss the possibility of telecommuting.
Complete Appendices B, C and D.
Appendix B: Telecommuting Agreement
Appendix C: UCSD Safety Checklist for Home Offices
Appendix D: UCSD Off-Site Equipment and Expenses Agreement
Sign forms and obtain supervisor and department head signatures.
If applicable, route all forms to vice chancellor and Human Resources for approval.
Submit signed originals to employee’s timekeeper, submit a copy to Human Resources and the employee should retain a copy for his/her files.
Employee Relations, Policy Development & Work/Life

10. NO telecommuting without prior approval
Any telecommuting agreement which does not comply with normal parameters MUST be approved by the respective Vice Chancellor and the UCSD Human Resources Department.
Employees are still to be evaluated even if telecommuting.
No Agreement is needed if “ad hoc”.
NO telecommuting without prior approval
Employee Relations, Policy Development & Work/Life

11. Job Sharing Two employees sharing one full-time position
Considerations:
Will the work get done?
What will the cost be?
Impact on customer service ?
Are the employees able to attend required meetings?
Are the employees able to “share” the work load?
Will the flexible work arrangement benefit retention?
Employee Relations, Policy Development & Work/Life

12. Key Considerations About the Position About the Person
Whether the job can be fully performed
Whether the appropriate level of supervision can be administered
The degree of face-to-face contact
The security and privacy requirements
About the Person
Performance level “solid” or above
Work attributes
On-site requirements
Performance documentation
Employee Relations, Policy Development & Work/Life

13. Key Considerations About the Business Needs About the Workforce
Innovation in learning
Productivity
Job satisfaction
Morale
Tools to do the job
About the Workforce
Recruitment and Retention
Workplace Diversity
Employee Relations, Policy Development & Work/Life

14. Flexible Work Arrangements Exercise
Employee applies for one telecommute day a week, citing that there is about 1 day of analytical work a week that the Employee can perform at home, with the rest being administrative and some customer service. Employee adds that this would mean a lot because Employee would like to be at home with toddler more often.
Should the Supervisor approve of the telecommute?
Employee Relations, Policy Development & Work/Life

15. Thank you!
Questions?
Employee Relations, Policy Development & Work/Life