Effective March 1, 2020

The College of Arts and Sciences encourages a culture of community, knowledge transfer, early recognition and response to student, personnel, and overall business needs. The College of Arts and Sciences views in-person collaboration as paramount to creating this culture. Some of the best insights, decisions and opportunities for relationship building come from impromptu conversations, in-person meetings and talking with individuals face-to-face to gather insights from non-verbal cues in order to foster healthy working relationships.

Nonetheless, it is critical to ensure that individuals are provided accessible service as needed and employees have the flexibility to address the myriad of needs that may come up during the day. Thus, to better align with current campus policy and practice, the College of Arts and Sciences is integrating Flexible Work Arrangement options in circumstances where flexibility, first and foremost, meets the needs of the unit functions and ensures optimization of role specific duties, while also meeting the needs of the employee. Therefore, based on robust longitudinal data suggesting that Flexible Work Arrangements can improve performance, increase employee engagement and overall satisfaction, the college supports flexibility with a minimum of three days on-site.

Reason for Policy

This policy affirms work flexibility as a standard practice for all College of Arts and Sciences employment groups in general, and for university and classified staff in particular, given changing workplace demands. This policy reinforces a culture where departments have the agency to determine the best way to meet dynamic business needs, provide excellent service for constituents and support of their employees.

Definitions

  • Employee: This includes any personnel paid by university (staff, faculty, temps, student employees).
  • Standard Work Hours: CU Boulder standard hours are 8:00 a.m. – 5:00 p.m. during the academic year (Aug. – May), and 7:30 a.m. – 4:30 p.m. during the summer (June-July).
  • Compressed Work Schedule: A Traditional 40-hour work week is completed in less time than the standard number of workdays. 
    •  4 days/10 hours or 9 days/80 hours
  • Flexible Work Arrangement: An arrangement that allows employees to have more variable but standard schedule as opposed to working an 8 hour day five days a week. This arrangement may include the option of remote work and/or compressed work schedule, etc.
  • Flexible Work Hours: A variation from the employee’s core hours and departure times but does not alter the total number of hours worked in a week. To be as standard as possible versus variable day-to-day for planning and management ease.
  • Remote Work (Telecommuting): Work conducted at an off-site location, for a specified number of hours per week or month, on a consistent basis, not to exceed 16 hours or 2 days a week (prorated for part-time staff who must be benefits eligible, at least 50% time minimum).

Policy Parameters

This policy is intended to:

  • Recognize that some positions, responsibilities and projects are suitable for Flexible Work Arrangements to maintain business continuity and some positions are more suitable with a presence in the office.
  • The nature of the request will be based on the business needs of the unit, faculty, students, etc.
    • Flexible Work Arrangements must be approved by department leadership and shall not impede the needs of the unit.
      • Departmental leadership will have the right to determine what, if any, Flexible Work Arrangement(s) align with the function, scope and business need of the respective roles within the unit.
      • Staff shall demonstrate they are able to work within the Flexible Work Arrangement by continuing to attend pertinent on-site meetings when needed and ensure the essential duties of their position are completed.
      • Staff may be denied requests for Remote Work if they are not performing and/or meeting expectations satisfactorily, or are determined to be abusing flexibility.
  • Staff must demonstrate proficiency in their role, as determined by their supervisor, and have worked a recommended six months in their current position with their current supervisor OR demonstrate proficiency in their role, as determined by their supervisor and supervisor requests an exception to the recommended six months, which must be approved by the Assistant Dean of Administration.
    • Supervisors of staff who are eligible for overtime shall monitor hours worked to ensure staff do not work more than 40 hours in a work week without prior approval.
      • Staff who work more than 40 hours in a work week are entitled to compensation at time and half and shall be paid accordingly.
    • Overtime rules do not prohibit Flexible Work Hours or Flexible Work Arrangements to include Remote Work. Overtime pay at time and a half is required only if the Flexible Work Arrangement includes working over 40 hours in a single week. For most arrangements, this would not be the case.

Procedures

  • Staff may submit a request for a Flexible Work Arrangement to their supervisor and/or Chair/Program Director.
    • It is up to the department leadership to render a decision based on parameters outlined above to and ensure Flexible Work Arrangements will continue to benefit the needs of the unit.
      • This decision is final, there is no appeal process for staff if their request is denied
      • Departments may utilize the College of Arts and Sciences Agreement Form for Flexible Work Arrangement.
        • All Flexible Work Arrangements shall be reviewed on a semester by semester basis (i.e. beginning of August for the Fall semester, beginning of January for Spring semester, and beginning of June for the summer semester).
      • At any time, a Flexible Work Arrangement shall cease if there are any concerns related to lack of performance and/or abuse of the arrangement.
        • Performance concerns that arise shall be documented in performance management and/or corrective action, etc.
    • The request may be referred to outside resources if related to Family Medical Leave Act (FMLA) and/or Americans with Disability Act (ADA). Please see section VI for related links.

Related Policies, Procedures, Forms, Guidelines and other Resources

Work Flex Policy, Frequently Asked Questions