Flex-Work @ PSU
Flex-Work @ PSU
Flex-Work refers to variability in the location and hours that work takes place. The purpose of Flex-Work @ PSU is to provide flexible work options for employees while continuing to elevate the services and strategic objectives of PSU.
Flex-Work arrangements can be a useful tool for flexibility where they support and elevate the institution. Only agreements that do not negatively impact departmental operations or the university’s long term strategies should be approved. Authority to approve, postpone, or deny Flex-Work agreements rests with you, the supervisor, in conjunction with objectives and guidance provided by your own supervisor and university leadership and in accordance with union contracts and other university policies.
Flex-Work arrangements should be handled on a case-by-case basis. Every job, employee, and situation is different and decisions or arrangements will necessarily differ between positions. You also have the authority to consider creative solutions. Maybe a single request is unworkable, but when combined with other requests results in a solution that not only benefits the team/department, but has the potential to enhance operations. Again, you should be considering Flex-Work arrangements that align with university strategic goals and any applicable policies or collective bargaining agreements (CBAs).
Remember to work with area leadership to develop the Flex-Work strategy for your team. Your HR Partner can also assist as you look for strategic solutions. Things to ensure include:
benefits-eligible employees are working minimum hours for maintaining eligibility,
ensuring non-exempt employees aren’t working unanticipated overtime,
employees are completing assigned work to expectations,
and communication is maintained to expectations.
Utilize HR’s Employee and Labor Relations team (ELR) hremployeerelations@pdx.edu for help if there are conflicts in priorities or with managing risk.
Given the general intent of Flex-Work mentioned above, these additional factors should be examined:
Employee schedules should align with PSU strategic priorities and goals.
PSU-Union CBAs should be consulted as needed.
Would a Flex-Work arrangement improve your business area’s service to students, staff, or community members?
Will Flex-Work agreements support the productivity of the department and the employees?
If an employee has a request for a Flex-Work agreement that relates to a possible Americans with Disabilities Act (ADA) Accommodation, please contact leaves@pdx.edu and refer the employee to the Human Resources Accommodations webpages.
Definitions
Work schedules consist of two primary elements: the assigned location where work takes place and the hours during which that work is accomplished. As such, Flex-Work @ PSU provides for flexibility in these two elements. While these concepts have long been available to employees at PSU, this supervisor toolkit and the detail included provides support for you as you consider these types of flexibility for your team.
While this supervisor toolkit is intended to provide support to the Flex-Work @ PSU process, it is not intended to change or override existing documents such as, but not limited to, PSU's CBAs for the respective employee or the Remote Work Agreement that has been historically available to employees at PSU. Be sure to reach out to your HR Partner or the ELR team for support as needed, including any questions about specific represented groups. Refer also to the following sections to learn more about expectations and communication.
Location
Flex-Work @ PSU allows for variability in work location. Supervisors may determine that a position is appropriate for remote work, however they can also stipulate that certain “core” hours or days must take place on campus depending upon team or business needs. Location-based Flex-Work may be used for an ongoing or temporary work arrangement. A Remote Work Agreement must be completed in OnBase between an employee and their direct supervisor before remote work begins.
Examples of location-based Flex-Work @ PSU include:
On-Campus: An employee with an on-campus schedule is expected to be at their PSU campus work location(s) during all work hours.
Remote: An employee with a remote work schedule will work at an off-campus location for all work hours. *NOTE: If a fully remote employee does not reside in Oregon, you must complete the Out of State Employee process.
Hybrid: A combination of on-campus and remote work.
Routine — On campus at specified times (e.g., X days per week, X days per month or during the academic year, X hours per day or per month). A routine hybrid schedule may include “core days” or hours that are designated for everyone within an area or on a team to be on campus at the same time.
Variable — Supervisors may determine specific constraints and requirements, with input from employees, regarding remote work that are not necessarily connected to routine times (e.g., project work or specific tasks which can be accomplished remotely).
Hours
Flex-Work @ PSU also allows for variability in scheduled hours and/or days. Supervisors may determine that a position is appropriate for flexible hours, however certain “core” hours must be worked based upon team or business needs.
Examples of hours-based Flex-Work @ PSU include:
Standard Hours: Employees work standard business hours aligned with their department’s needs.
Flex-time: Employees work a standard full-time or part-time workweek with start and end times that differ from the regularly scheduled workday. Flex-time may include:
Variable Start/End times - Employees may vary start and end times within a week or month in order to flex and accommodate personal preferences or unit priorities. (e.g., arrive at 7:00 and leave at 4:00 or arrive at 9:00 and leave at 6:00.) Depending on your department needs, scheduling employees with slightly differing preferences may allow a department’s hours to be extended (in this example from 7:00 to 6:00), improving service availability while meeting the requests of multiple employees.
Split Schedule – Employee works a full workday in two or more periods. (e.g., 6AM - 10AM, and 4PM - 8PM).
Compressed Workweek: Employees compress a full-time workload to complete all job responsibilities into fewer than five days per week (usually completing one week’s work in four days). Compressed workweeks create unique opportunities for creativity as well as ensuring workload equity and adequate coverage of office operations.
FTE Adjustment (Reduced Hours): For a temporary FTE reduction involving a reduction of their regular working hours for a period of time, please use the HR Temp FTE Change Form and be sure to discuss the impact on pay and benefits with HR and then with the employee.