Parameters of Flexible Work

Parameters

1. Due to different business requirements of departments and positions, Flexible Work Arrangements (FWA) are not “one-size fits all” across the Emory campus; it is understood that not all flexible work arrangements will be suitable for every job. FWA may not meet the needs of every employee; he/she should be able to opt-out of an arrangement. Each division at Emory has its own Policy on Flexible Work. These guidelines are based on best practices and should be incorporated into all division policies.
2. Approval of FWA should be based on job suitability and work performance, thus viewed as “reason neutral.” FWA require an acceptable level of performance and the ability to work independently, with minimal supervision.
3. FWA should be mutually beneficial to the employee and Emory. FWA should be determined by managers and employees within the confines of divisional leadership.
4. Work performance should be measured based on work results, timeliness, quality, demonstrated accountability, and communication.
5. When working flexibly, employees will maintain the same level of service excellence as when working traditionally. All employees are expected to maintain all functions of their job requirements, maintaining the same or higher level of professionalism, productivity, and customer service, without adversely impacting another staff member’s workload.
6. Managers, staff, and teams should maintain clear and effective communication with each other. The Office of Information Technology (OIT) offers tools to enhance the productivity levels of a flexible workforce. All faculty and staff are encouraged to take advantage of these offerings.
7. Work schedules must address required staffing levels to meet operational needs and work demands. FWA are not a guarantee, and the employee is expected to arrange the work schedule to meet work obligations where their presence is needed.
8. Managers and their employees should meet at least once per month/quarter to evaluate the effectiveness of the FWA for both the employee and Emory. This is a time to work through any performance related concerns and/or necessary changes to the job arrangement.
9. FWA should not cause an increase in labor expense.
10. Written agreements between employees and work units clarify expectations around FWA and are required for all FWA. Written agreements should include the specifics of FWA (such as work hours and location), measures under which success will be assessed, and clear expectations of work performance. View sample proposed work agreement.
11. Many divisions require staff to submit work arrangement requests for approval through PeopleSoft. This is for all work arrangements not just flexible work arrangements. Check with your supervisor and/or HR leader if you are uncertain about this. Generally, if you log into PeopleSoft and do not see an icon for Work Arrangement Requests, you are not required to complete it but are likely still required to have a written flexible work arrangement agreement with your supervisor. Flexible work requests can be made through the Work Arrangement Tool in PeopleSoft if your division requires this be completed. These arrangement agreements should be reviewed throughout the year and at least annually in PeopleSoft. Those who are required to submit requests via PeopleSoft will receive reminders about keeping them updated at least once annually and when there is a change in work status.

Emory encourages those working and managing flexible work arrangements to complete training to ensure managers and staff have the skills to work flexibly so that FWA can be successful.

Central HR is available to consult with divisions/departments as well as staff and managers as they consider, design and implement FWA.