Overview • Benefits of a flexible work schedule • Policy • Tools • Evaluating requests • General considerations • Forms • Tracking
Benefits • Increased employee initiative • Increase efficiency • Increase in productivity • Increased loyalty • Increased employee satisfaction • Decreased absenteeism- health • Decrease turnover • Decrease in Overtime/ Comp • Decrease in workplace stress • Decrease in workplace conflict • Decrease in costs to UNT • Benefits • Recruitment • Comp time
Policy Overview Objective: • To foster a work environment that maximizes productivity and flexibility for supervisors and staff. • Supports the use of flexible work schedules that are designed to meet the operating and customer service needs of each department • Not intended to change a department’s regular hours of operation • Does not change authority of supervisors to establish and adjust work schedules
Policy Definitions • Flex Time • Start and stop time change • Not changing daily or arrive at anytime • Still 8 hrs/day • FLSA implications • Break times • Comp time
Policy Definitions • Compressed work week • Extend daily hours to take a portion or full day off • Make sure there is at least a 30 minute lunch • Examples: • 4 ten-hour days • 4 nine-hour days with one 4 hour day • Standard Full-Time Work week • 40 hours/wk; 8:00 a.m to 5:00 p.m.; Mon- Friday
Eligibility • Non-probationary Full-Time Regular Staff • Supervisor assessment of job and request • Not all jobs & situations are appropriate • Meeting performance standards
Managers Responsibilities • Attend Mandatory Training before implementing • Meet with employees to discuss (December 1 information sessions) • Set time frames for requests (2 times per year) • Evaluate Requests • Conference with department head • Complete Form • Complete Spreadsheet • Continuously evaluate effectiveness of arrangement
Evaluating Requests • Does the position lend itself to flexible work schedule? • Administrative roles • Single incumbent roles • Who will cover the duties during the off time? • Other staff, students etc… • Will this arrangement cause workflow complications? • If they are off on Tuesdays will that cause issues? • Will I still be able to effectively evaluate performance?
Evaluating Requests • Have I informed the employee what to do when a problem arises? • How to handle, who to call • Will there be sufficient supervision for this role with the new arrangement? • If need significant supervision- likely no • Is the persons performance sufficient? • Performance issues need significant amount of coaching • Is this fair and equitable with other requests?
General considerations • Arrangements should have at least a 30 minute lunch break. • Break periods cannot be combined • Weeks with paid holidays schedules need to be adjusted • Cannot cause need for additional resources • Flexible Schedules are not subject to the complaint/grievance policy
General considerations • Changes- by dept or employee; 14 days notice • Schedules must be agreed to, in writing & in effect until amended • UNT can change policy at anytime • Employee’s are not required to participate • Schedules must total 40 hours
Best Practices • Communication is key • Set a twice annual time frame for evaluation • Conduct meetings preceding the date to discuss. • Accept requests outside of that time frame sparingly • Be aware of favoritism concerns • Make reasonable efforts to accept
Communicating Decision • Explain why- yes or no • Be empathetic • Set expectations • Allow for and encourage problem solving • Having the difficult conversations • Career discussions
Examples • Compressed work week- handling holidays • 4- 10’s……..M-Th…..(Friday Paid holiday) • What is the problem? • How can we resolve it? • 4-10’s……..M-Th…..(Monday Paid holiday) • What is the problem? • How can we resolve it?
Forms & Tracking • Flexible Work Schedule Request/Decision Form • Flexible Work Schedule • Policy • Questions?