3250 - Flexwork

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Last updated: July 1, 2024

A. PURPOSE. This policy establishes the conditions under which employees may be allowed a change in work location or schedule. This policy addresses only discretionary flexwork arrangements; procedures for accommodations of disability are addressed in FSH 6420.

B. SCOPE. This policy applies to all University of Idaho employees.

C. DEFINITIONS

C-1. Flexwork. A change of work location or work schedule from that originally assigned when the original assignment can be accomplished differently in order for the employee to perform University business, programs, or purposes.

C-2. International Flexwork. A change of work location to a location outside of the United States. Because work located in U.S. territories requires similar review, it is included in the definition of International Flexwork.

D. POLICY. Units may use flexwork to provide services for more hours each day or when it would help an employee better accommodate personal needs, if the arrangement would not adversely affect productivity of the employee’s unit or the ability of the unit to provide service for employees, students, or the public.

D-1. CONSIDERATIONS IN AUTHORIZING FLEXWORK. Considerations applied in evaluating requests for flexwork shall include, but are not limited to: 1) the effect on productivity of the employee, 2) the ability of co-workers to accomplish their work, and 3) the effect on productivity of the unit.

D-2. INTERNATIONAL FLEXWORK. International flexwork includes University International Travel as defined by APM 70.23. Employees requesting international flexwork may not travel unless they comply with the requirements in APM 70.23.

D-3. FLEX HOURS. Most university units that provide business or student services are open between the hours of 8:00 a.m. and 5:00 p.m. Monday through Friday, with summer hours between 7:30 a.m. and 4:30 p.m. (Pacific Time for Moscow and surrounding areas and Mountain Time for Boise and surrounding areas). Such units are expected to be staffed during these hours, except for the noon hour in small units. Hours of operation for other units are influenced by the services they provide and the needs of employees, students, and the public.

E. PROCEDURES FOR APPROVAL OF FLEXWORK. An employee's flexwork arrangement must be approved in writing and in advance by the employee’s supervisor and other authorities as identified by guidance maintained on the Human Resources website. Flexwork can be requested at any time. Approved flexwork arrangements may be renewed. Approved requests will ordinarily have a duration of up to six months. In some situations, approval may be granted for up to one year.

E-1. The supervisor and the employee requesting flexwork must determine measures of productivity prior to approval of the flexwork request. The measure of productivity must be approved by the employee’s chain of supervision as identified by guidance maintained on the Human Resources website. The measure of productivity will be incorporated into the flexwork agreement.

E-2. If the flexwork request requires relocation of university equipment, such as a computer and peripheral equipment, the relocated equipment will be inventoried by the unit. Contact Risk Management to discuss property coverage and contact the Office of Information Technology regarding computer security. The supervisor is expected to verify return of the equipment when the flexwork arrangement ceases.

E-3. If the flexwork arrangement contemplates work at an alternate location, the employee must maintain internet connectivity adequate to support security and management software on any assigned technology resources. When technology support is necessary, the employee may be required to be available during university business hours.

E-4. Employees granted a flexwork arrangement for a change of work location must be available for synchronous communications (e.g., telephone or video conference) during designated working hours unless otherwise approved by the unit.

E-5. Employees granted a Flexwork arrangement are responsible for ensuring their workstation design meets supportive ergonomic and human factors guidelines.

Version History

Amended July 2024. Updated throughout to revise procedures and ensure compliance with export control requirements in international flexwork arrangements. Comprehensive review.

Amended January 2023. Updated throughout to revise procedures and ensure compliance with export control requirements in international flexwork arrangements. Comprehensive review.

Amended July 2009. Changed Human Resource Services to Human Resources.

Amended July 2000. Editorial changes to D-1 a.

Amended July 1997. Editorial changes.

Adopted July 1994.