UCB Libraries

Campus & Flatirons

Libraries Policies:
     Flex Time / Flex Place Policy & Procedures for University of Colorado at Boulder Libraries' Classified Staff

Under Review (4/01)!

 

The policy is:

The University of Colorado at Boulder Libraries encourages the use of short- and long-term flex time and flex place arrangements to benefit its operations while supporting the diverse strength and needs of its employees.

 

Definitions:
Flex time is the common term for flexible scheduling options--work schedules that permit flexible starting and quitting times within set limits. Second shift, rotating evening/weekend schedules, or other standard schedule practices, should not be considered flex time.

 

Flex place (also called telecommuting) is moving the work to the worker instead of moving the worker to work; regularly working away from the traditional office for part of the work week.

 

Legal Constraints, Definitions, and Background:

 

The Colorado Code of Regulations

R1-4-3
The appointing authority has the power to appoint an individual to a position, assign duties, evaluate performance, as well as administer corrective and disciplinary action, including termination, in accordance with these rules. In addition, the appointing authority shall have the following powers:

A) The appointing authority shall designate the location of work for positions under his authority; and determine the tools and equipment to be furnished.
B) The appointing authority shall set the hours of work and working conditions...

 

Article 4 - Work Week and Work Period  

P15-4-1
Scheduling Work Hours. Executive directors, appointing authorities and/or supervisors have authority to schedule work hours within the assigned work week and/or work day. If deemed necessary, an employee's schedule may be varied (hours per day and/or days per week period), and the employee may be released from work upon completing 40 hours in a work week. Appointing authorities may also disapprove and/or cancel leave requests to minimize additional payroll liability.
P15-4-2
Work Week for General Employees. An established work week for all covered state employees shall be 168 consecutive hours beginning at and including 12:01 a.m. each Saturday and ending at midnight Friday. Deviations in the Saturday/Friday work week may be changed if the change is of a permanent nature. Requests for changing the standard work week (e.g., for law enforcement employees, hospital employees and/or employees with flex schedules) must be approved by the appointing authority or designee. Changes to an established work week shall not be made to circumvent an agency's overtime liability. Affected employees must be advised of any approved alternate work week designations, and a record of the work week change must be kept.

 

The procedures are:

  1. A flex arrangement can be proposed by either the employee or the employee's first level supervisor. Initially the request could take the form of an informal discussion and may include the input of the second level supervisor. Before the arrangement is implemented it must be in writing with a memorandum of understanding. A flex time or flex place arrangement is not a casual process. It is a privilege, not a right.

  2. Every reasonable effort will be made by the supervisor to accommodate flex arrangements. However, flex time or flex place schedules may not in any way inhibit the improvement, or contribute to a reduction, of the quality of our service.

  3. The number of hours worked should be limited to a maximum of 10 working hours per day. Under special circumstances 10 hours may be exceeded. The employee's supervisor has the authority to limit the number of flex time hours an employee may work.

  4. There is no limit on the weekly percentage of time an employee may use flex time or flex place. The total hours per week spent on flex time or the location (flex place) of job-related work are an agreement made between a supervisor and employee.

  5. Regardless of flex time or flex place, an employee must turn in a monthly Library Work Record, reflecting actual hours worked. As mandated by state law, there is a normal and expected 40 hour work week for full-time employees no matter what hours an employee works from day to day. The standard break policies apply to flex time/flex place.

  6. The hours of the day in which a flex time arrangement is made can vary from department to department. Flex time hours should reflect departmental needs.

  7. A core period of time when an employee must be on site (at the office) is not mandated, although it may be established within an individual department according to the department's needs. If the department does not maintain "core hours," a supervisor should be informed of what hours of the day an employee will be working, and where and when that employee may be reached. Further, a supervisor may require an employee on flex time to alter her/his schedule in order to attend certain meetings, training, etc.

  8. Flex time is not to be confused with the need for an employee to make up time lost on the job. Also, a flex arrangement can not be imposed on an employee.

  9. A flex time or place arrangement can be made at any time, even at the time of an initial appointment to the Libraries staff. It is a decision that needs to be judged by the supervisor depending on such factors as an employee's experience, training and/or supervision requirements.

  10. Flex time and flex place can be combined or handled as individual aspects of a job.

  11. All flex time or flex place arrangements are to be put in writing. It is recommended a flex time or flex place arrangement be reflected in an employee's annual performance appraisal (PACE) with an IPO (individual performance objective) stating that the employees job will be performed according to specified expectations within the flex time or flex place framework. An interim appraisal of a flex time or flex place arrangement can take place at any time.

  12. The duration of a flex time or place arrangement is the prerogative of an employee's supervisor. It is recommended there should be a trial period. The length of the trial period is determined by the supervisor. It is recommended the trial period should be no more than three months. A supervisor has the right to terminate an employee's flex time or flex place arrangement for sufficient reason after giving two weeks notice.

  13. A flex time or flex place arrangement may be interrupted, terminated or discontinued for various reasons such as:
    • The trial period was not successful.
    • There is an emergency staffing situation requiring the employee to be on site or in at certain hours of the work day week.
    • Changes in the job position description require the flex time or place arrangement be discontinued. See also no. 12 above.
    • An employee may request of his or her supervisor that a flex arrangement be terminated.
  14. If an employee and supervisor regularly and consistently disagree on a flex time or flex place request or arrangement, they are advised to consult with the appropriate Associate Director to resolve the situation.

  15. Security of an employee during flex time requires an employee to work on site when the library is open and/or when security is present in the building.

  16. Safety issues for flex place are discussed in "Flexplace Pilot: Working Smarter" published by the State of Colorado Department of Personnel, February 1992. "In terms of Worker's Compensation, the telecommuter has the same coverage as in the regular office. To date, our research indicates that no worker's compensation claim has been filed due to telecommuting. However, if an accident directly related to work occurs, it must be reported to the supervisor promptly (a written report must be filed with the agency within four working days). Such claims should be checked carefully to be sure they are directly work related. Because work time must be separated from personal time, careful time records should be kept. Participants should contact Risk Management with specific questions." In addition, "The state reserves the right to check home offices because of its responsibility for a safe work environment. . ."

approved in Cabinet 4/1/97