¹û½´ÊÓƵ

Workplace Flexibility Arrangement 

Effective January 2025: This webpage is for informational purposes only until the training is completed and the effective date is reached.

Purpose

¹û½´ÊÓƵ affirms that, in addition to our mission statement, our commitments to diversity, equity, inclusion, and anti-racism, and our operating principles, this policy reflects a set of guiding value statements. These statements resonate profoundly with the understanding that a robust sense of community significantly contributes to the collective quality of life for our staff. It is imperative that the college acknowledges and actively champions the cultivation of a nurturing and collaborative campus environment. The guiding values that underpin this policy are:

¹û½´ÊÓƵ seeks to maintain an unwavering focus in its mission to support our students. Implementation of this policy supports staff and is in alignment with the college’s strategic plan to develop new competencies in supporting students’ development within a vibrant residential campus community. Additionally, it encourages us, as a community, to deepen our commitment to the college’s growing diversity by creating an environment where community members feel they belong and can thrive.

¹û½´ÊÓƵ recognizes that its current and prospective staff value a work-life balance gained through flexible work practices. These flexible work practices support a variety of goals related to productivity, staff engagement, sustainability, service excellence, space utilization, and the overall enhancement of the employee experience.

The Workplace Flexibility Arrangement (WFA) key objectives:

• Maintain a student-ready focus and prioritize the needs of students;
• Support employee work-life balance and engagement;
• Increase the ability of the college to maintain business continuity and respond quickly to unexpected future events; and
• Reduce negative impacts on college resources and the environment.

Eligibility

The Workplace Flexibility Arrangement (WFA) applies to all staff positions that are eligible according to documented job descriptions. When determining which positions are eligible, managers are encouraged to consider factors such as: meeting the needs of key stakeholders including students, staff, faculty, alumni, community partners; required interactions with key stakeholders; office/department visibility, accessibility, and coverage; and essential job functions and roles. Employees are not entitled to, or guaranteed, the opportunity to use a workplace flexibility arrangement.

Eligible Staff: An individual employee serving in an eligible position who has been identified by their manager as, at a minimum: (a) having successfully completed the onboarding process for their current position or six (6) months of employment; (b) met expectations in their most recent performance evaluation; and (c) had no formal disciplinary actions within the past twelve (12) months. Staff eligibility is determined by the manager to whom the position reports in consultation with the divisional vice president. The WFA does not apply to faculty. All workplace flexibility arrangements are at the discretion of the appropriate Senior Staff member for each division or department and the manager. Managers can cancel any arrangement at any time with a week’s notice. A WFA will be reviewed at least once every six (6) months to assess whether it is still working for the manager and employee involved. Disputes regarding the existence or terms of a work arrangement may be referred to a division Vice President and the Director of Human Resources for resolution.

Types of Flexible Arrangements

In this initial policy of the workplace flexibility arrangement, managers and employees can select one of the options 1-4 and may use option 5 for a temporary flexible arrangement. Please note that not all options are suitable for every role at the college, as they must align with the specific needs and functions of the department or office. Additionally, as noted in the workplace flexibility parameters section, arrangements should not be considered substitutes for child or elder care, staff should consult the leave of absence protocol for circumstances designed to grant time off to attend to family members with scenarios delineated by FMLA and OFLA. Managers and employees impacted by such situations are advised to engage with the Human Resources department to ensure all legal rights are upheld and that ¹û½´ÊÓƵ’s protocols are properly followed.

Request and Approval Process

The WFA is not a term of employment and no employee should have any expectation that this benefit will continue for their position for any particular period of time. The WFA status for a position can be changed at any time and for any reason by the manager or designated senior staff member for a division or department.

Process Steps for Arrangements That are More than One Week

1. Eligible staff will submit an electronic Workplace Flexibility Arrangement request form no less than 30 days in advance of the proposed start date.
2. The employee’s manager has no more than ten (10) work days to consider the request and approve/deny/modify the proposed arrangement, in addition to obtaining approval from Senior Staff and/or the Division Vice President.
   • If denied, the manager will indicate the reason(s) and/or consideration(s) that were not met to approve the arrangement.
   • If modified, the manager will indicate what would need to change to enable them to support the request. The employee and manager will document the outcome of decisions to modify the initial request.
3. If approved by the manager, the HR representative will review the request, confirm staff eligibility, and approve or deny the request within five (5) business days.
   • If denied, the HR Representative will indicate the reason(s) and/or consideration(s) that were not met to gain approval for the arrangement.
4. Once approved by Human Resources, the request form is sent to the department or divison’s designated Senior Staff member for final review and approval. The designated Senior Staff member has no more than ten (10) business days to approve or deny the request.
   • If denied, the designated Senior Staff member will indicate the reason(s) and/or consideration(s) that were not met to gain approval for the arrangement.
5. Once approved by a designated Senior Staff member, the form is routed back to Human Resources for filing. The employee and the direct manager, will be notified via email that the request has been completed and approved. All forms will be saved in the employee’s file.

Protocols and Work Standards & Expectations

When working a flexible arrangement, employees are expected to maintain the same productivity and performance as if they were working a standard schedule. Specifically, employees must perform all duties set forth in their position description, as well as additional duties that the department or their manager may assign from time to time. Managers must clearly communicate and document expectations, including objectives, work assignments, and frequency and mode of check-ins. Specifically, managers and employees should consider the following topics:

• Frequency and type of in-person and virtual meetings;
• Responsiveness expectations (e.g., via email, telephone, text messaging, Slack or Google instant messaging, Zoom, Google Meets, and other communication platforms);
• If working remotely, the employee must remain accessible during work hours (via phone, email and/or video) and should establish effective communication and workflow. Employees working remotely are expected to be video-ready at all times during their scheduled workday. Video calls may be initiated at any time, and employees are generally expected to be present on camera.
• Other communication expectations with team members, internal business partners, and external contacts; and
• Core hours or days during which all or most employees are required to be on campus in addition to campus events/functions required of the role.

Violations

The WFA is not a term of employment, and no employee should have any expectation that this benefit will continue for their position for any particular period of time. The WFA status for a position can be changed at any time and for any reason at management’s discretion.

Employees who request WFA understand that adjustments are temporary and can be reversed at any time with reasonable notice. Employees who violate the WFA eligibility, protocols, and work standards are subject to disciplinary action, up to and including termination.

Framing and Guiding Principles

¹û½´ÊÓƵ stands as a distinguished institution of higher education specializing in the liberal arts. Our commitment is firmly rooted in the intrinsic value of intellectual pursuits, governed by the highest standards of scholarly practice, critical thought, and creativity. The primary aim of a ¹û½´ÊÓƵ education is to foster in students a capacity for rigorous and independent thinking, inquiry, and expression.

This commitment is evident in how the college aims to achieve its mission, stated commitments to diversity, equity, inclusion, and antiracism, and is embodied in its operating principles. From these guiding principles, this proposal is shaped by specific elements that align with the college's steadfast commitment to fostering a residential liberal arts community. Additionally, the college's dedication to fostering an environment where staff members experience a sense of belonging and thrive in their work environment is a significant aspiration worth achieving. In the development of a workplace flexibility policy and procedure, we can support efforts to attract quality applicants; retain valued staff; enhance productivity; improve morale; and optimize the provision of college services and use of college office space, parking, and resources.

Meaningful and tangible connections among all of our community members are strongly emphasized and underscore the priority of being a student-centered campus community.

• ¹û½´ÊÓƵ is, by design, a small college that values opportunities for in-depth and sustained academic exploration and the development of close professional relationships among students, faculty, and staff. The faculty are committed to in-person instruction and connecting with students on campus. In-person experiences are a hallmark of the academic program and a key feature of success in recruiting talented students.
• The activities of the staff are essential to the well-being of the institution, and the staff supports and advances the pursuit of the college’s academic goals.
• ¹û½´ÊÓƵ is a residential college that provides on-campus housing in small residential communities for a majority of its students in order to sustain vibrant social and intellectual exchange outside of classrooms, laboratories, and studios.

Values & Beliefs

Beyond the foundational aspects of our mission, commitments to DEI+A, and operational principles, this proposal is intricately interwoven with, and underpinned by, a set of guiding value statements. These statements resonate profoundly with the understanding that a robust sense of community significantly contributes to the collective quality of life for staff. It is imperative that the college not only acknowledges but actively champions the cultivation of a nurturing and collaborative campus environment.

Achievement of these values and beliefs supports staff and is in alignment with the college’s strategic plan to develop new competencies in supporting students’ development within a vibrant residential community on campus. Additionally, it encourages us, as a community, to deepen our commitment to belonging, which will encourage and support the college’s growing diversity.