» Process Overview

These implementing procedures are designed to support successful flexible work arrangements where feasible. We have attempted to anticipate the types of information that might be needed, but if you need additional assistance, please contact the Employee Relations team in Human Resources.

When initiating a request for a flexible work arrangement, the employee should complete the Voluntary Flexible Work Arrangement request form. It is in the requestor’s interest to complete the form as fully as possible, and to proactively consider how the proposed arrangement benefits their department (e.g., an early morning start might provide time for uninterrupted project work in an office with heavy foot traffic) and how to address any challenges that might be created by the proposed arrangement.

In reviewing a request for a flexible work arrangement, the supervisor, Dean/Department Head, and the respective Senior Staff leader are responsible for determining both job and employee suitability through the following steps:

• Review the employee’s job responsibilities and determine if the duties of their position are appropriate for the requested flexible work arrangement.
• Examine the employee’s role in meeting the needs of the department, including frequency of meetings, department goals and projects, other departments’ schedules, and space constraints.
• If the job duties can reasonably be performed under the proposed flexible work arrangement, then assess the performance of the employee to ensure that the employee is in good standing and to determine if the employee demonstrates work habits that will support a flexible work arrangement, such as reliability, responsiveness, and the ability to work independently.
• When assessing the eligibility of flexible work arrangements, supervisors may wish to begin with one (1) day per week, assess the impact on the service delivery to internal and external clients, and consider additional days only if service quality can be maintained.

If the supervisor agrees that a flexible work arrangement is feasible, the supervisor must receive the approval of their respective Senior Staff leader prior to communicating approval to the employee. Once approved by their respective Senior Staff leader, the supervisor should facilitate a discussion with the employee regarding the proposed work hours and schedule that the employee will customarily maintain, and the manner and frequency of regular communication (i.e., via phone, video conferencing, and/or in person, etc.) with the supervisor and others in the department, University, vendors, etc. If the flexible work arrangement includes telecommuting, it can be for up to three (3) workdays in a week. Telecommuting days can be adjacent business days; however, no employee may be granted telecommuting on Friday and on Monday.

Flexible worktime schedules must comply with the University’s established policy regarding breaks and meal periods, incorporating a meal period of at least thirty minutes for all employees working five or more hours per day. Employees who are scheduled to work six hours or less per day may waive the meal period by mutual consent of the employee and the University.

The parties should discuss and complete the flexible work arrangement agreement together and ensure that all parties understand what is expected of them.

Once an agreement is signed by all parties, the supervisor is responsible for sending a copy of any signed flexible work agreement to Human Resources, IS&T, and Payroll. Within the current process, this will be done automatically by the system.

• Communication is key to ensuring a successful flexible work arrangement.
• Employees are expected to work their agreed upon schedule, unless they receive their supervisor's prior approval to adjust their schedule.
• Employees with flexible work schedules may be required to modify their schedules as needed to meet operational needs. To the extent that there are predictable situations which may necessitate a change to the schedule (e.g., the first week of instruction, fiscal closing) that can be identified at the onset of the agreement, it would be helpful to do so. When changes to the schedule become necessary during the course of a flexible work arrangement, employees should be informed in writing and with advance notice where feasible.
• Flexible work arrangements should be reviewed at least annually to evaluate their continued effectiveness.

If an employee’s flexible work arrangement includes an alternate work location, then there are some additional considerations that all participants should be aware of:

• It’s important that any work done remotely is performed under safe and ergonomically appropriate conditions. Employees should review the Ergonomics information and utilize these resources to assess and maintain their remote worksite in a safe and ergonomically appropriate manner. In those situations where the flexible work arrangement is for the employee’s convenience, Chapman University is not responsible for costs associated with setup of telecommuters’ alternate office spaces, such as remodeling, furniture or lighting, repairs or modifications to alternate office spaces, or operating costs of any personal equipment. Telecommuters and remote workers are responsible for notifying their employer of any injuries sustained while at their alternate work location and in conjunction with their regular work duties in accordance with Chapman University’s workers’ compensation procedures.
• To support you in meeting your obligation to keep Chapman information safe, please refer to Chapman University’s Information Systems & Technology's Information Security Policy for more information.

Voluntary Flexible work arrangements may be ended by either party at any time. Two weeks’ courtesy notice will be provided where feasible.

The cancellation form should be submitted by the initiating party.