Arizona State University recognizes that offering a flexible work arrangement, including hybrid or full remote work, can offer benefits to both employee and employer, such as workforce retention, recruiting, sustainability and work-life balance.
The College at ASU follows the policy and best practices as laid out via the university wide flexible work arrangement (FWA) program.
The FWA program offers a number of work schedules and remote work options. Visit the OHR Flexible Work Arrangement webpage for complete information on the program.
Overview
Requesting a Hybrid or Fully Remote Flexible Work Arrangement
Employees interested in requesting a Hybrid Remote or Fully Remote work arrangement should follow the steps below:
Step 1: Review the Policy
Start by reviewing The College FWA page and the ASU Policy SPP 306: Flexible Work Arrangements to understand the university’s expectations, eligibility criteria, and available options.
Step 2: Meet with Your Supervisor
Discuss your proposed remote work schedule with your supervisor to ensure it supports department goals and operations.
Step 3: Complete The College FWA Form (if applicable)
Who must complete the form?
Required:
Staff, faculty, postdocs, and academic professionals.
Not required:
Student workers and graduate students (Skip to step 4)
Instructions:
- Complete The College Flexible Work Arrangement (FWA) Form, if required as stated above.
- Work with the department business staff to obtain your Chair/Director approval.
- If the request is for a fully remote work arrangement (more than 40% time remote), department business staff will route the approved form to the Dean’s Office Divisional Financial Director to obtain Dean approval.
- Divisional Financial Director will return the approved form back to the department business staff, who will then work with the employee/supervisor to initiate the FWA request in Workday.
Step 4: Submit the Request in Workday
All employees—regardless of whether the College FWA Form is required—must initiate a “Request a Flexible Work Arrangement” task in Workday HCM.
Approval for student workers and graduate students only requires approval at the supervisor level within Workday unless your unit requires additional Chair/Director approval. You may use the form internally if you prefer.
Instructions:
- Submit the Workday request yourself, or your manager, or hire initiator may submit on your behalf.
- If required, attach the fully approved College FWA Form.
- The request will be routed for internal review and tracking in Workday
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.