Flexible work arrangements

Employees wishing to request a flexible work arrangement should:

• Familiarize themselves with the applicable policy: SPP 306: Flexible Work Arrangements.
• Meet with their supervisor to discuss their schedule.
• Complete The College Flexible Work Arrangement (FWA) Form, obtain supervisor approval and route the form through your unit business office staff to obtain Chair/Director and Dean approvals.
• Once the fully approved form is returned to the employee, the employee or supervisor must process a “Request a Flexible Work Arrangement” in Workday HCM and attach the approved form as backup to the request in Workday.
  • Initiators in Workday: Employee as Self, Manager, or the Initiator of the Hire.
  • Request will route through another approval process in Workday for verification of entry and documentation of the approved request for tracking purposes.

Flexible work schedules and remote working options:

• Are a privilege and not a right.
• Are determined by The College (consistent with university guidelines and business needs) and may vary by position responsibilities.
• Are only available for staff meeting expectations.
• Are not available to new hires until their training period is over and the staff member is meeting expectations.
• Must not compromise the in-person operations of college units.
• Will be reviewed regularly and may be revoked or changed based on the business needs of The College, ASU or changes in job responsibilities or performance. 

Specific schedules are determined through a discussion between the employee and their supervisor(s). Please note the following:

• All arrangements are reviewed and approved by the employee’s supervisor, the unit’s chair or director and the dean of the college. If an employee requests a fully remote schedule (more than 40% off campus), provost approval is required.
• If an employee is requesting to work a 4-day/10-hour or 9-day/80-hour schedule AND remote days, dean approval and possibly provost approval is required.
• If student workers are providing on-campus coverage, there must be on-site supervision by a staff member or administrator during their shift.
• Some days will be considered “all hands on deck” days, where staff will be required to work on campus (for example, Fall/Spring Convocations, beginning and end of semesters, covering for staff members who have vacation or extended leaves, holiday coverage, etc.).
• The remote plan developed for each employee by the supervisor(s) and approved by the supervisor, chair/director and dean should not vary frequently. It is recommended that changes are made on a monthly basis unless necessitated by an unexpected or unplanned event.
• If an ASU holiday or employee vacation/sick day falls on a scheduled remote day, the remote day should not be changed to a different day.
• For alternative work schedules that are more than an 8-hour work day, additional hours will need to be reported as ASU recognizes an 8-hour work day for holiday pay.
  • For example, if a holiday falls on a 9-hour work day, an additional hour of vacation should be reported; an additional 2 hours of vacation should be reported for those working a 10-hour day.
• It is the employee’s responsibility for ensuring they have adequate internet access and a remote working environment that allows for maximum productivity.
• While working remotely, the employee is to be available to the same extent they are available when in the office (active on Slack, responsive on email and phone, able to engage with others via Zoom, even if unscheduled, regular work hours that include a lunch break.)
• Any time spent not working during a remote day should be submitted, approved and recorded as time off (vacation or sick) just as it would be if working in the office. This includes setting out-of-office notifications.
• Personal off-campus appointments should be scheduled on remote days when possible to minimize the impact on other staff members and to ensure an on-campus presence for the unit.