Flexible and Telework Arrangements Policy
This Policy is under review and will be updated by Spring 2024.
Purpose
The New School recognizes the growing demands placed on employees both personally and professionally, as well as the increasing challenges of commuting to work, and of finding new and better ways to effectively manage people, time, space, and workloads.
Flexible and Telework arrangements can contribute to improving job satisfaction and quality of life by providing employees with greater ability to balance work and personal responsibilities, while also facilitating recruitment and retention of valuable employees, contributing to environmental sustainability, and strengthening the University’s position as an employer of choice.
The University permits the use of Flexible and Telework arrangements when they are pre-approved, assist in meeting operational needs and requirements, and are consistent with maintaining a high level of service by the University.
Eligibility
The University will determine whether certain units, and/or positions within such units, are eligible for a Flexible or Telework arrangement. Approval of such arrangements are normally reserved for employees performing at a level that exceeds expectations. The assessment of an employee’s performance may, but need not in every instance, correspond to the annual performance rating received by the employee requesting a flexible/telework arrangement.
Flexible and Telework arrangements are approved on a case-by-case basis, and this policy does not guarantee that all requests will be approved. The University reserves the right to revoke approval of such an arrangement and require the employee to revert to normal work hours/locations.
Policy
Flexible and Telework arrangements (“FWA” and “TWA”) are work schedules that are different from a normal work schedule and/or location that accommodate the needs of employees and their departments. An employee and supervisor do not need to enter into an FWA arrangement if the employee’s adjusted start time is within two hours of the department’s regularly scheduled start time.
- An FWA may include working different hours or schedules from the norm (for example, 7:00 am to 3:00 pm instead of 9:00 am to 5:00 pm). A compressed workweek schedule must include four workdays. The University defines a work week as Monday to Sunday. An FWA must still equate to the same standard hours an employee currently works in a workweek.
- A TWA involves telecommuting from a location remote to the office.
- Human Resources is available as a resource to staff and departments in assessing and resolving potential FWA and TWA issues that may arise.
Procedures
An employee seeking an FWA or TWA arrangement must complete the Flexible Work and Telework Arrangement Request form, which can be found here under the header for “Flexible and Telework Arrangements”, and submit it to their supervisor. Employees seeking a TWA must also complete the Telecommuting Agreement, which can also be found here, under the “Flexible and Telework Arrangements” header.
An FWA or TWA may be discontinued at any time if it is determined by the supervisor or department head to no longer meet the operational needs of the department. In the event an FWA or TWA is discontinued, the department will notify the employee, and IT Central, as far in advance of the discontinuation as is feasible under the circumstances.
An employee covered by a collective bargaining agreement shall be eligible for an FWA or TWA only to the extent it is expressly authorized by the collective bargaining agreement between the applicable union and the University.
Special Employee Requirements under FWA/TWAs
An employee with an FWA/TWA may, on occasion, need to work a regular schedule, attend an important meeting at the regular location, or participate in a training session outside of FWA/TWA hours/location. The employee’s supervisor will give notice when special meetings or limited-duration alterations in FWA hours are necessary, and it will be the responsibility of the employee to make appropriate arrangements to attend.
Holidays/Paid Leave When the FWA Involves a Compressed Work Schedule
Paid holidays, vacation and sick days are based on a workday of 7 hours. When a paid holiday falls on an employee’s regularly scheduled workday on a compressed work schedule, the employee will receive 7 hours of holiday pay, and will be required to make up the remaining time with accrued vacation leave.
An employee who takes vacation or sick leave during a compressed work schedule will have their vacation or sick time balance debited by the number of vacation or sick hours used, up to the number of hours in the employee’s compressed workday.
Employee Information Security Responsibilities and Technology Requirements
All employees, including those with FWA/TWAs, are responsible for adhering to policies, laws, and regulations on information security and confidentiality. Employees must exercise due care in protecting the University’s IT resources—including its data, devices, and systems—irrespective of work location or arrangements.
An employee with an FWA/TWA is responsible for ensuring that all hardware, software, and other equipment used to perform work according to an FWA/TWA are properly configured and maintained and that they are sufficient for the University’s business needs, including security and quality of work. TWAs require the use of a university issued laptop or a Virtual Desktop. Both methods require review and approval from IT Central.