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3.11 Flexible Work Arrangements

Macalester supports flexible work arrangements in situations which will benefit the employee, the work unit or department, and the College. In many cases, flexible work arrangements will lead to a higher level of satisfaction and productivity for employees. Flexible work arrangements will be considered on a case-by-case basis. The number and type of flexible schedules may vary widely around campus depending on the needs of those being served. These arrangements may be flexible hours, compressed work weeks, job sharing, or telecommuting.

3.11.1 Flexible Hours and Compressed Work Weeks

Many employees are given the opportunity to schedule their own working hours in consultation with their supervisor, within the limitations set by Macalester, in order to meet the goals and objectives of the work unit or department. Generally, full-time employees work 7.75 hours each day and arrive and leave within specified two-hour periods: employees may arrive anytime between 6:45 a.m. and 9:00 a.m., work 7.75 hours, and leave anytime between 3:15 p.m. and 5:30 p.m. (allowing a minimum of 30 minutes for lunch). Established arrival and departure times should be consistent day to day and week to week. When necessary, individual offices or departments have the option of revising these arrival/departure hours to meet specific needs with the approval of the direct report. This optional authority includes the flexibility to schedule a compressed workweek, again with the approval of the direct report, but also subject to review by the Director of Human Resources. The Director of Human Resources will review compressed work week proposals to ensure that the following standards are met:

  1. Arrival and departure times, and days of work, are consistent day to day and week to week;
  2. Employees are notified at the inception of the compressed work week schedule that scheduled days may not be moved to accommodate holidays or vacation scheduling, except that if the employee's scheduled day off falls on a scheduled College holiday, the number of hours that the employee normally works can be taken off any time during that month's pay period (exempt) or bi-weekly pay period (nonexempt) with agreement of the supervisor, and the holiday benefit will be equalized to the employee's regular FTE (full time equivalent) pay;
  3. All exempt employees record time usage in hours rounded down to the nearest quarter hour (i.e. .00, .25, .50, .75), less than two hours is not reported. (For employees working a four-day compressed work week a full day would be reported as 9.50 hours and a half day would be reported as 4.75 hours.)

Each employee is expected to adhere to the general guidelines and to continue to meet job commitments and responsibilities. This includes taking the needs of the work group into consideration when choosing a personal work schedule. An employee is also expected to avoid disruption of others' work in arrivals, departures, and breaks.

Fair administration of the general guideline will be the responsibility of each supervisor. In addition, supervisory duties will include maintaining customer and co-workers communications, satisfactory scheduling, and group morale.

Summer Hours

Normal work hours are rearranged for the summer to allow staff employees to be free from work on Friday afternoon. Flexible hours can be incorporated into the summer schedule. The schedule requires the same number of hours (38.75) per week: 8.5 hours per day Monday through Thursday and 4.75 hours on Friday. Flexible hours, with supervisor's approval, can be incorporated into the summer schdule. Employees may arrive anytime between 6:30 a.m. and 8:30 a.m., and work 8.5 hours Monday through Thursday, and leave anytime between 3:45 p.m. and 5:45 p.m., allowing a minimum of 30 minute for lunch. Offices must open at least by 8 a.m. and close no earlier than 4:30 p.m. Monday through Thursday during the Summer. On Fridays, employees may arrive anytime between 6:30 a.m. and 8:30 a.m., work 4.75 hours, and leave between 11:45 a.m. and 1:30 p.m. Departments or offices that require an exception to this schedule should consult with their direct reports for alternative schedules..

Supervisors and employees are encouraged to be flexible and creative in working out any problems that may arise.

Summer Hours are in force for the thirteen-week period immediately following Commencement.

3.11.2 Staff Job Sharing Policy and Procedures

Policy

It is the policy of the College to provide opportunities for employees to participate in job sharing when such opportunities become available. Job sharing is defined as two employees sharing the work responsibilities of one full-time (.75 FTE or more) position concurrently. Job share partners should be capable of performing all job functions within a position.

Eligibility

This policy applies to all Macalester staff employees, with the exception of those covered by collective bargaining agreements and student employees.

Procedures

To request a job sharing arrangement, begin by meeting with your supervisor to discuss your request. You and your supervisor should carefully review the "Guidelines" and "Questions and Answers" provided below to determine whether job sharing is a viable arrangement for your position. If you believe that your request falls within the guidelines and that the request will likely lead to a successful job sharing arrangement, you need to develop a written proposal. A written proposal requesting a job share arrangement should include:

  • Business case that demonstrates how a job sharing arrangement will be mutually beneficial for you as well as Macalester
  • Proposed work schedule including what will happen with planned/unplanned absences
  • Plan for sharing duties/assignments and equipment/facilities
  • Communication plan for working with the job share partner, team and manager

Please remember that your supervisor may establish guidelines/parameters for job sharing that are specific to your job and/or department. Supervisor support is a necessary condition for submitting a written proposal. Once your supervisor has reviewed and approved the written proposal, it should be forwarded to the Direct Report to the President for your area for approval. Finally, the written proposal needs to be forwarded to Human Resources for approval. The Human Resources Department is available to assist you throughout this process.

Guidelines

  • Job Sharing is a voluntary arrangement. Your supervisor, the direct report to the President for your area, and Human Resources must approve your job sharing arrangement. Management will retain authority to approve or reject a job sharing request following a review of the applicability of the job sharing arrangement to the job in question.
  • Persons who equally share a single position are job share employees. Not all jobs are suitable for job sharing. Factors to be considered include: the nature of the job, operating needs of the department, the potential impact on the department's clients, and the potential cost to the College for additional equipment, temporary help, etc.
  • Job sharers must assume the primary responsibility for necessary reporting between themselves and their supervisor. The employees' job performance evaluations will, in fact, take into consideration their ability to effectively coordinate with one another and the supervisor.
  • Upon the absence of one employee, the other must commit to providing coverage whenever possible.
  • Job share partners should be capable of performing all job functions within a position. Partners are normally responsible for all elements of the job.
  • Job share employees may work half-days, every other day, every other week, or whatever division the employees and supervisors believe best suits the job and operating needs of the department. Each partner should work half of the full-time position.
  • Job share partners do not necessarily receive the same rate of pay. If an employee transfers to a job share position at a higher rate of pay than the other employee, the higher rate may be retained. In most situations, the partners will be paid equivalent pay.
  • To request a job share arrangement, you must have completed one year of service at Macalester College, and have a recent performance review with a rating of good (3) or better.

Staff Job Sharing Question and Answers

3.11.3 Staff Telecommuting Policy and Procedures

Policy

It is the policy of the College to provide opportunities for employees to participate in telecommuting when such opportunities become available. Telecommuting is defined as a work arrangement which allows an employee to work a portion of their day or week off campus.

Eligibility

This policy applies to all Macalester staff employees, with the exception of those covered by collective bargaining agreements and student employees. Telecommuting arrangements will be considered for any situation where the employee can show that it will benefit him/herself, the work or project in progress, and the College in general.

Procedures

To request a telecommuting arrangement, begin by meeting with your supervisor to discuss your request. You and your supervisor should carefully review the "Guidelines"; and "Ideal Conditions for Telecommuting" provided below to determine whether telecommuting is a viable arrangement for your position. If you believe that your request falls within the guidelines and that the request will likely lead to a successful telecommuting arrangement, you need to develop a written proposal. A written proposal requesting a telecommuting arrangement should include:

  • Business case that demonstrates how a telecommuting arrangement will be mutually beneficial for you as well as Macalester
  • Proposed telecommuting schedule
  • Clarification of the duties of the job that will be performed at home
  • Communication plan for working with customers, colleagues, and your manager

Please remember that your supervisor may establish guidelines/parameters for telecommuting that are specific to your job and/or department. Supervisor support is a necessary condition for submitting a written proposal. Once your supervisor has reviewed and approved the written proposal, it should be forwarded to the Direct Report to the President for your area for approval. Finally, the written proposal needs to be forwarded to Human Resources for approval. The Human Resources Department is available to assist you throughout this process.

Guidelines

  • Telecommuting is a voluntary arrangement. Your supervisor, the direct report to the President for your area, and Human Resources must approve your telecommuting arrangement. The arrangement may be terminated at any time by either yourself or your supervisor upon reasonable notice.
  • Telecommuting is approved on a case-by-case basis. Telecommuting is not a viable work arrangement for all positions. Management will retain authority to approve or reject your telecommuting request following a review of the applicability of the telecommunting arrangement to the job in question.
  • Telecommuting does not change the fundamental terms and conditions of your employment with Macalester College. The same standards that apply to work performed at the College also apply to work performed at your telecommuting location.
  • Telecommuting must not interfere with your ability to be a member of a department. There may be meetings or activities on campus that require your presence on the day you would normally telecommute.
  • Telecommuting arrangements may not be a substitute for child care, elder care or personal endeavors.
  • To be eligible for a telecommuting arrangement, you must have completed two years of service at Macalester College.

Ideal Conditions For Telecommuting

Last Revision: 07/01/03


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