Alternative Work Arrangements

Policy no. II-3
Effective date: 01/01/2008
Scope: faculty, staff and student employees


Definitions:

“Alternative Work Arrangements” refers to work arrangements that are variations from the standard workday, workweek and/or work location.
“Flextime” refers to fluctuating starting and ending times during the workday and/or workweek.
“Compressed Workweeks” refers to working the equivalent of a full-time week in fewer than five days.
“Reduced Schedule (Part-time)” refers to working less than 37.5 hours or 40 hours in a workweek.
“Partial Work Year” refers to working less than 12-month calendar year.
“Job Sharing” refers to when two employees fill one approved full time position.
Multiple Concurrent Jobs” refers to an employee working two (2) part-time positions.
“CASEworks (Telecommuting)” refers to the telecommuting program that allows employee to work at home and/or their assigned/dedicated work location within the Case facility.

Policy Statement

The university will consider alternative work arrangements that allow employees to balance work and personal commitments while ensuring the operational/business needs of the department, management center and/or school are met. The supervisor must approve the alternative work arrangement option prior to implementation when it mutually serves the best interest of the University department, management center/school and the employee.

Alternative work arrangements may include:

  • Flexible Work Schedule (Flextime)
  • Compressed Work Week
  • Reduced Schedule (Part-Time)
  • Partial Work Year
  • Job Sharing
  • Multiple Concurrent Jobs
  • CASEworks (telecommuting)

Employees interested in being considered for an alternative work arrangement should discuss the options with their supervisor and/or an Employee Relations representative. Alternative work arrangements cannot be granted automatically but will be considered on a case-by-case basis, based on job-related factors such as the nature of the employee’s job, departmental work flow, and customer service needs. In addition, because working an alternative work arrangement is considered a privilege, to be eligible for consideration for an alternative work arrangement option, the employee must meet the following criteria before being granted authorization to work an alternative work arrangement:

  • Have been employed for a minimum of ninety (90) days and have successfully completed their orientation period (new hires and transfers).
  • Meets deadlines, produces quality work and has maintained/sustained acceptable levels of work performance, conduct/behavior and/or attendance as reflected in their mid-year and/or annual performance management outline (performance review).
  • Not currently in Positive Corrective Action.
  • Employee must complete and sign an Alternative Work Arrangement Option Request Form and submit the request to the supervisor to initiate the approval process. The supervisor, in consultation with Employee Relations, will review the request and either: 1) approve; 2) make recommendations concerning or; 3) deny the alternative work arrangement request. If approved, the request will be forwarded to the department chair or vice president of the department for final approval. The alternative work arrangement cannot commence until the approval process has been completed in its entirety.
Flexible Work Schedule (Flextime)

A flextime alternative work schedule allows staff employees to adjust their arrival and departure times subject to management/supervisory approval and the operational/business needs of the management center, school and/or department operational needs. However, the management center, school and/or department is responsible for establishing hours of operations.

Flextime schedules typically allow the employees to choose their daily starting and ending hours within certain limits. Examples of flextime hours include variable arrivals e.g., 7:00a.m. through 9:00a.m. or according to the department/management center operational needs. Flextime might not be feasible within some departments/management centers based on their operational needs.

Employees are required to be at work during their defined “scheduled hours” during the day and they must work a standard seven and a half (7.5) hour day for non-exempt employees or eight (8.0) hour day for exempt employees.

Flextime schedules must be fixed for the term of the agreement – usually a minimum of three months – and cannot vary day to day or week to week.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the flexible work schedule (flextime) option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

Compressed Work Week

A compressed work week allows full-time employees to work longer days for part of the week or pay period, in exchange for shorter days, or a day off each week or pay period. Compressed workweeks are most appropriate in situations in which employees do not have to keep pace with incoming work on a daily basis or where there are several employees that perform the same job. The following are examples of compressed workweek schedule options available to employees and their supervisors/managers. However, supervisors/managers can establish other compressed work week schedules in consultation with Employee Relations:

  • Exempt Four-day Workweek.  Exempt employees would be required to work four 10-hour days and would take off one (1) work day per week.
  • Non-Exempt Four-day Workweek (37.5 Hours).  Non-exempt staff employees would work three (3) 10-hours and one (1) 7.5 hour day and take off one (1) work day per week.  This schedule must be fixed for the term of the agreement – usually a minimum of three months – and the day off cannot vary week to week or month to month.
  • Non-Exempt Four-day Workweek – (40 Hours).  Non-exempt employees would be required to work four 10-hour days and would take off one (1) work day per week.  This schedule must be fixed for the term of the agreement – usually a minimum of three months – and the day off cannot vary week to week or month to month.
  • Exempt 9/80.  The exempt staff employee would be required to work eight (8) days for nine (9) hours and one (1) day for eight (8) hours with one (1) day off within a two week period.  This schedule would allow the exempt staff employee to fluctuate which day they would be off within a two (2) week period.
  • Non-Exempt 9/80 (75 Hours).  Non-exempt staff employees would be required to work eight and a half (8.5) hours for eight (8) days and seven and a half (7.5) hours for one (1) day and one (1) day off (usually a Monday or a Friday) within a two (2) week period.  Non-exempt employees would be required to take the same day off for the length of this alternative work arrangement option to be in compliance with the definition of a workweek under the FLSA (Fair Labor Standards Act) guidelines.
  • Non-Exempt 9/80 (80 Hours).  The non-exempt staff employee would be required to work eight (8) days for nine (9) hours and one (1) day for eight (8) hours with one (1) day off within a two week period.  Non-exempt employees would be required to take the same day off for the length of this alternative work arrangement option to be in compliance with the definition of a workweek under the FLSA (Fair Labor Standards Act) guidelines.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the compressed work week option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

Reduced Schedule (Part-Time)

An employee may request a reduced (part-time) schedule. This allows an employee to work fewer hours than the university’s standard workweek for full-time employees, with the employee’s salary and benefits prorated in accordance with university policies and the terms of each relevant benefit plan. The supervisor may not request or require the employee to work this alternative work arrangement option. A request made by the supervisor for an employee that is full-time to reduce their hours to part-time is considered a reorganization request and requires the completion of a Reorganization Request form.

Partial Work Year

This option provides employees with an opportunity to work nine (9), ten (10) or eleven (11) months without reducing their benefit coverage. Permission to work part-time may be granted on a temporary or permanent basis.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the partial work year option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

Job Sharing

Job Sharing applies to a situation when two qualified persons fill one approved full-time position. The two, job share employees will work different schedules, the total of which does not exceed forty (40) hours per week. Guidelines for offering and administering job sharing arrangements are as follows:

  • Both employees will have the same job title.
  • Both employees will be paid at the rate commensurate with the position.
  • Both employees will be classified as part-time employees.
  • Both employees will be eligible for benefits that are available to part-time employees.
  • Both employees will agree to combine their efforts to cover the workload for that full time position.
  • The employees and their manager/supervisor will coordinate pre-scheduled time off and provide coverage for each other as necessary (vacation, sick, leaves of absence, etc.)
  • The manager/supervisor will conduct normal employee development activities (i.e., performance reviews) separately with each employee.
  • The expense of the job sharing arrangement does not exceed the payroll expense of one full-time employee.
  • Both employees must request the job share arrangement by completing the Alternative Work Arrangement Request Form.
  • If one job share employee terminates the arrangement, the manager/supervisor will evaluate continuing the job share arrangement.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the job sharing option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

Multiple Concurrent Jobs

An employee may work in two (2) regular part-time, non-exempt jobs or two (2) regular, part-time exempt jobs, but may not be regularly scheduled to work more than forty (40) hours in a work week. An employee may not hold an exempt job and a non-exempt job simultaneously. If an employee works overtime hours (as outlined in the Overtime Policy IV-2) in a work week, it is the responsibility of both departments in which the employee works to ensure any overtime hours are accurately recorded and submitted in the Human Capital Management System (HCM). Departments should consult with Employee Relations regarding questions/concerns related to the multiple concurrent jobs alternative work arrangement option. The department in which the employee works the overtime hours (hours worked beyond the scheduled hours for the department) would be liable for the overtime payment.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the multiple concurrent job option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

CASEworks (Telecommuting)

CASEworks can offer Case employees an alternative work arrangement option of structured flexibility in their work environment. Full-time or part-time staff employees may request participation in and receive approval to work-at-home and/or at an approved remote location for part or all of their scheduled work week. This alternate work arrangement offers a unique opportunity to cultivate a rewarding career and professional relationships while balancing modern work-related stresses such as daily commutes and family demands.

Requests for utilizing the CASEworks telecommuting alternative work option will be reviewed and determined on an individual basis. The guidelines for approving and administrating CASEworks will be based on the following criteria which includes, but is not limited to:

  • The employee’s position does not require daily face-to-face interaction with customers, co-workers or use of equipment or records that are not accessible from the work-at-home location.
  • Job tasks and functions can be effectively performed at an alternate work site.
  • The employee is able to work independently with little or no supervision and is able to manage their time effectively.
  • The employee is knowledgeable of job expectations and requirements.
  • The employee meets deadlines and produces quality work.
  • The employee is responsible for proper pick-up and delivery of work product.
  • The employee agrees to attend pre-scheduled work meetings, training sessions and/or similarly required work-related events.
  • The employee agrees to adhere to all conditions outlined in the CASEworks (Telecommuting) Alternative Work Arrangement Agreement.

CASEworks Telecommuting alternative work arrangement does not include temporary work at home due to special conditions such as providing dependent care, when an employee is on an approved full-time leave of absence (unless on an intermittent leave of absence), or caring for an ill family member. Employees with a medical need for an alternative work arrangement should contact Employee Relations to discuss their need. Alternative work arrangement options are also not intended to permit employees to have time to work at other jobs or to run their own businesses.

Breaks as outlined in the Work Week and Pay Systems (II-14) must be included in the scheduling of hours for the CASEworks (telecommuting) option. Additionally, it is assumed that all exempt employees that request an alternative work arrangement option will work a minimum of forty (40) hours per week and will willingly include as a part of their regular work week additional work time to meet outside of normal work schedules, to handle short-term projects, and to satisfy weekly work requirements.

In consultation with Employee Relations, the university and/or the supervisor reserves the right to modify, suspend or terminate the employee’s alternative work arrangement option at any time based on departmental/operational needs, staffing requirements or the employee’s unacceptable performance. Employees may request to terminate the alternative work arrangement by providing reasonable notice to their supervisor and obtaining supervisory approval. In addition, employees may be required to have their alternative work arrangement terminated and be required to immediately return to the office-based workplace if it is determined that the employee has committed a violation of the university’s Human Resource Policies and Procedures, is placed in corrective action, or the employee fails to maintain and/or fulfill normal work requirements, both qualitative and quantitative which may result in corrective action, in accordance with, the Positive Corrective Action Policy (III-3). If in the event an alternative work arrangement option must be terminated either by the university or the employee, both will provide the reasonable notice of termination of the alternative work arrangement option.

Employees who commence an alternative work arrangement without completing the required request forms and/or have not received an approved request form from their manager/supervisory may be subject to corrective action, up to and including termination.

Policy Administration: Hiring authority and the Employment office

Reference: Alternative Work Arrangments Procedure (II-3a), Alternative Work Arrangement Request Form, CASEworks Eligibility Worksheet, CASEworks Alternative Work Arrangement Agreement, Work Week and Pay Systems (II-14), Positive Corrective Action Policy (III-3), Overtime Policy (IV-2), FMLA Policy (IV-8), Other Leaves Policy (IV-11).