Human Resources: Flu-Related Flexible Work Arrangement (FRFWA) Guidelines and Procedure

WorkLife at SU

Flu-Related Flexible Work Arrangement (FRFWA) Guidelines and Procedure

Why: This procedure has been devised to allow eligible staff members to maintain work duties for up to 10 business days while attending to extraordinary personal situations related to the flu, or to accommodate staff medically advised to modify their work arrangements due to special medical circumstances such as pregnancy or other high-risk conditions.

What: Flu-Related Flexible Work Arrangements (FRFWAs) are work conditions or schedules that are modified for use during the 2009-10 flu season.

The following defines the most applicable flexible work arrangements for this situation:

Flextime Flextime allows for flexibility in arrival, departure and/or lunch times.

Telecommuting Telecommuting allows eligible staff to work from remote work sites, either full or part-time.

Compressed Work Schedules This FRFWA allows eligible staff members to work longer hours each day in order to have time off during another normal work day. The most common compressed workweek is a four-day, 10-hour schedule (4/40 or 4/37.5).

Hybrid This is a combination of any of the above mentioned arrangements.

Who: FRFWAs are available for eligible staff members.

Eligible staff member is defined as:

How: A FRFWA can be requested to fulfill an immediate and extraordinary need brought upon by the flu outbreak. Requested by an employee, a FRFWA form (a shortened traditional FWA form) needs to be agreed upon and completed by the employee's supervisor.

Limited FRFWA Period

When: The maximum duration of a FRFWA is 10 business days, and it will automatically expire at the end of that time period or if the employee returns before 10 business days - whichever comes first. If the employee needs to extend the FRFWA there is an appropriate section for an extension on the FRFWA form. If additional time is needed after one extension, a new FRFWA form must be agreed upon and completed by the supervisor and employee.

Procedure for Completing the FRFWA Form

Steps	Responsibility
Step 1: Initiate the FRFWA Process	Employee: Call your supervisor Propose your temporary work schedule
Step 2: Complete FRFWA Proposal	Supervisor: If you approve, complete the FRFWA form Obtain signatures Options: Employee signs in person. Mail the employee two copies of the form and have them return one signed copy. Employee electronically completes the form and e-mails an acknowledgement or returns a scanned signed form. Things to consider: The position and job responsibilities. The impact of the schedule on those who depend upon the eligible staff member's services and expertise. The impact of the schedule on the department's needs and the University. How the proposal may affect the eligible staff member's current benefits and pay. Advise appropriately. Equipment and/or internet access considerations. Confidential information and security considerations. Note: HR's department of WorkLife and Organizational Development (WL&OD) is ready to assist supervisors in facilitating this process. Don't hesitate to call the WL&OD team: 443-9287 Mickey Lord, director 443-2488 Katherine Bloomer-Calabria, administrative specialist 443-4933 Jennifer Rosas, WL&OD consultant
Step 3: Send the Completed FRFWA formto HR	Supervisor: Keep a copy of the form in the department Provide a copy to the employee Submit the original signed FRFWA to Human Resources Send to: Office of HR - Attention WL&OD

Steps

Responsibility

Step 1:
Initiate the FRFWA Process

Employee:

Call your supervisor
Propose your temporary work schedule

Step 2:
Complete FRFWA Proposal

Supervisor:

If you approve, complete the FRFWA form
Obtain signatures
Options:
1. Employee signs in person.
2. Mail the employee two copies of the form and have them return one signed copy.
3. Employee electronically completes the form and e-mails an acknowledgement or returns a scanned signed form.

Things to consider:

The position and job responsibilities.
The impact of the schedule on those who depend upon the eligible staff member's services and expertise.
The impact of the schedule on the department's needs and the University.
How the proposal may affect the eligible staff member's current benefits and pay. Advise appropriately.
Equipment and/or internet access considerations.
Confidential information and security considerations.

Note: HR's department of WorkLife and Organizational Development (WL&OD) is ready to assist supervisors in facilitating this process.

Don't hesitate to call the WL&OD team:

Step 3:
Send the Completed FRFWA formto HR

Supervisor:

Keep a copy of the form in the department
Provide a copy to the employee
Submit the original signed FRFWA to Human Resources

Send to: Office of HR - Attention WL&OD

Helpful Links

Flu-Related Flexible Work Arrangement (FRFWA) Form

Flextime	Flextime allows for flexibility in arrival, departure and/or lunch times.
Telecommuting	Telecommuting allows eligible staff to work from remote work sites, either full or part-time.
Compressed Work Schedules	This FRFWA allows eligible staff members to work longer hours each day in order to have time off during another normal work day. The most common compressed workweek is a four-day, 10-hour schedule (4/40 or 4/37.5).
Hybrid	This is a combination of any of the above mentioned arrangements.