Current through all regulations passed and filed through September 16, 2024
(A) Policy
statement. Kent state university recognizes that providing employees with
workplace flexibility increases their efficiency and promotes more effective
use of available resources. Where possible, it is the position of the
university to encourage flexible scheduling insofar as such scheduling does not
adversely affect the services provided to the university community, or the
efficient and effective operation of the university itself. Flexible work
arrangements are a benefit and privilege and may be structured in different
ways that are best for the specific department and job role. Flexible work
arrangements shall not affect an employee's eligibility for recognition and
promotion.
(B) Eligibility. This
policy shall apply to eligible full-time unclassified employees and fulltime,
non-represented classified employees on all Kent state university campuses. Any
flexible work arrangements covering represented employees require further
discussion between relevant administrators and union leadership. This policy
shall not apply to student employment under rules
3342-6-25 and
3342-6-25.1 of the
Administrative Code.
(1) Not all positions
are eligible for flexible work arrangements and all flexible work arrangements
are at the discretion of the employee's supervisor.
(2) To be eligible for flexible work
arrangements, employees must meet the following requirements:
(a) Successfully completed their probationary
period if applicable, and
(b) Has
been deemed satisfactory on the latest performance review and has continued to
perform satisfactorily.
(3) All flexible work arrangements require
written approval from the supervisor, or designated approver, prior to
commencement. Failure to seek written approval of the supervisor shall result
in immediate termination of the flexible work arrangement and may result in
disciplinary action.
(4) Flexible
work arrangements are not intended to be used as an alternative to, or in
conjunction with, or to replace, leave as
provided for in Chapter 3342-6 of the Administrative Code.
(C) Definitions.
(1) Flexible work arrangement. Alternative
work arrangements that vary from the normal university full-time work schedule
(forty hours per workweek). Such flexible work arrangements are limited to the
following options:
(a) Compressed workweek. A
schedule where the total number of hours expected to work each week are
conducted in less than five full workdays.
(b) Alternative arrival/departure time. An
arrangement that permits a variation from the employee's core hours in starting
or departure times but does not alter the total number of hours worked in a
week.
(c) Extended lunch duration.
An arrangement that allows employees to extend the duration of their lunch
break (maximum one-hundred fifty minutes per week) but does not alter the total
number of hours worked in a week. To accommodate this type of flex time,
employees must make up these hours by arriving earlier or departing later
and/or shortening the duration of their lunch break on other work
days.
(d)
Telecommuting. A portion of the forty-hour workweek that is completed from the
employee's residence.
(D) Implementation.
(1) Flexible work arrangements must meet the
needs of the university, the employing area, and the position and require
collaboration and consensus by both the employee and the immediate supervisor.
Supervisors should consider the impact on the unit and other units' workload
and productivity; other faculty, staff, students and other members of the
university community; cost; and business needs.
(2) Flexible work arrangements shall not:
materially change the duties of the position; adversely affect the academic and
administrative services provided to students, faculty, and staff; and shall be
structured to maintain the equivalence of a fulltime work schedule (i.e. do not
reduce the number of total hours worked in a week).
(3) Flexible work arrangements shall be
administered consistently within each area and across the university to the
extent possible.
(4) Flexible work
arrangements are not guaranteed and may be revised or discontinued for any
reason at any time by the supervisor. The approval, denial, revision or
discontinuation of all flexible work arrangements must be in writing with a
copy provided to the employee. A copy of all approved flexible work
arrangements shall also be retained in the employee's personnel file.
(5)
Flexible work
arrangement requests are intended for schedule changes anticipated to be in
place for two weeks or longer.
(6)
Flexible work
arrangements shall be in compliance with university technology and data
policies in Chapter 3342-9 of the Administrative Code.
(7)
Employees must
have a dedicated workspace to perform their work. The university shall not be
responsible for any costs or expenses accrued by the employee during periods of
telecommuting (i.e. internet, utilities, equipment, etc.) An employee engaging
in telecommuting must be available during normal hours of operation for
meetings, assignments, and routine communications as if the employee was
present on campus.
(8) The vice president
for human resources is responsible for the development, implementation,
communication and training of the operational policies and procedures necessary
to establish flexible work arrangements at Kent state university. The vice
president for human resources shall also be responsible for revising such
policies and procedures as necessary.
(E)
Applications
procedures.
(1)
Eligible employees must initiate a flexible work arrangement
request for consideration. Flexible work arrangements must be approved by the
direct supervisor, or designee, and will remain in effect until action is taken
to revise or terminate the arrangement.
(2)
If a flexible
work arrangement is being terminated at the request of the employee or their
supervisor, a flexible work arrangement termination form must be completed to
reflect that the employee has resumed their normal schedule and work
location.
