Procedure No.:   40.053

Page No.:        1,2 and 3 of 3

Date Issued:     06/13/95

Issued By:       Gary North

Purpose

Ohio University endeavors to foster a work environment that maximizes productivity and morale. The purpose of this policy is to allow an Ohio University Classified Civil Service employee to be given fair consideration in modifying their work schedule and work site. This modification is to accommodate a temporary need of the employee.

Policy

for flextime and flexplace

Ohio University's flextime and flexplace work schedule allows classified civil service employees, who are not covered by a collective bargaining agreement, latitude in scheduling their work hours and worksite within specified limits. These limits, as well as the implementation of this policy, continuance of the flextime and flexplace arrangement, discontinuance, or modification of the flextime and flexplace arrangement is at the discretion of the individual planning unit head.[l] Upon approval of a flextime or flexplace arrangement by the planning unit head, the Director of Personnel will review it to assure consistency and fairness throughout the University.

Procedure

for accessing flextime

Employees in each planning unit can access consideration for use of this policy for accessing by submitting their written request to their immediate supervisor and allowing the flextime supervisor to work with their appropriate department head, director, and eventually with the planning unit head. The written request must contain the rationale for requesting flextime. This written request must be sent through the channel of command to the appropriate planning unit head. If a flextime arrangement is approved by the appropriate supervisor, department head, director, and the planning unit head, the planning unit head will forward the information to University Personnel Services. The planning unit head and the employee will then receive a written response by University Personnel Services with a copy to appropriate planning unit staff. This written response will include the rationale for allowing, or not allowing, the request. For purposes of this policy, it should be noted that standard work hours at the University are 8:00 a.m. to 5:00 p.m.

When making a decision about flextime implementation, the planning unit head must first consider the needs of the department. These needs are to include adequate staff coverage sufficient to meet the operating requirements of the department and user departments. Not every request for flextime scheduling will be possible. To assure consistency and fairness in implementation, the Director of Personnel must review each flextime scheduling request that has been approved by the planning unit head. The Personnel Director will insure that flextime is administered consistently and equitably throughout the University at large. The Personnel Director will also insure that flextime schedules conform to appropriate federal, state, and local laws and University policy and needs. The Personnel Department shall be available to offer advice and counseling concerning the department's implementation of this policy.

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[1] Refer to attached planning unit head list

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Employees in each planning unit can access consideration for use of this policy by submitting their written request to their immediate supervisor and allowing the supervisor to work with their appropriate department head, director, and eventually with the planning unit head. The positions most likely to be given favorable consideration are those that are very structured and where the output is more easily measured and predictable, e.g., budget/financial related, data entry, writer/editor, etc. The written request must contain the rationale for requesting flexplace. This written request must be sent through the chain of command to the appropriate planning unit head. Upon approval of the request by the supervisor, department head, director, and planning unit head, the planning unit head will forward the information to University Personnel Services. The planning unit head and employee will then receive a written response by University Personnel Services with a copy to appropriate planning unit staff. This written response will include the rationale for allowing, or not allowing, the request.

In an effort to accommodate an employee's personal needs, supervisors, department heads, directors, and planning unit heads [2] are encouraged to allow the use of flexplace when it would help an employee better accommodate personal needs and where the arrangement would not adversely effect productivity of the employee's department or the ability of the department to provide personal services for its clients and customers. In some departments, work schedules and the need for team coordination may render flexplace impractical. When job responsibilities and opportunities for adequate supervision permit, working at home or other alternate locations may be incorporated within a flexplace arrangement. In all cases, flexplace schedules will be authorized only under extraordinary circumstances by the planning unit head, in consultation with the Director of University Personnel Services.

Flexplace recommendations should be requested for a specific period of time (not to exceed 12 months) and should include defined standards of performance which assure that the work done off premises is equal to a regular on-site workload. Quality and quantity of work production should be evaluated periodically to assure proper functioning of the program. The Personnel Director shall insure that the policy is fairly and equitably implemented within the context of the entire University. The Personnel Of be shall be prepared to offer the requesting department assistance in drafting the individual arrangements and procedures.

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[2] Refer to attached planning unit head list

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PLANNING UNIT HEADS Ohio University March 1995

PLANNING UNIT                                        TITLE

University Relations                           VP for University
Relations

Administration                                 VP for
Administration

Development                                    VP for Development

Treasurer & Controller                         Treasurer and
Controller

Dean of Students                               Dean of Students

Provost                                        Provost

International Programs                         Vice Provost

Research & Graduate Studies                    Vice President

Regional Higher Education                      Vice Provost

College of Osteopathic Medicine                Dean

University College                             Dean

Health & Human Services                        Dean

Honors Tutorial                                Dean

Flne Arts                                      Dean

Arts & Sciences                                Dean

College of Business                            Dean

College of Communications                      Dean

Russ Engineering College                       Dean

College of Education                           Dean

Intercollegiate Athletics                      Director

Computer Services                              Director

Communications Network Services                Director

Libraries                                      Dean

Lifelong Leaning                               Associate Vice
Provost

Telecommunication Center                       Director 

Dick Piccard revised this file (http://www.ohiou.edu/policy/s40-053.html) on February 27, 2003.

Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".