Flexible Work Arrangement Program

Management and Professional Staff


The MaPS Flexible Work Arrangement Program considers the university's commitment to excellence and a changing workplace that requires more flexibility and collaboration. This program provides managers and staff with the tools to implement Flexible Work Arrangements that ensures operational, employee, and managerial responsibilities are met while promoting a balance between work and personal commitments. There are a variety of formal and informal arrangements available for eligible MaPS (including Research MaPS).


Informal Flexible Work Arrangements

An informal arrangement involves situational short-term changes in work hours or location. Informal work arrangements do not involve an application process and managers can make informal work decisions on an ad-hoc basis. Arrangements can be discontinued without notice.

As with all flexible options, informal work arrangements depend on clear performance expectations and strong communication between management and staff. Informal flexible work arrangements may include:

  • temporarily working outside of normal scheduled hours to meet business or personal situational needs
  • occasionally working from home or outside of normal work location
  • working additional hours and/or taking additional time off in lieu of unpredictable extended-hours.

Formal Flexible Work Arrangements

A formal arrangement involves situations where a staff member and a manager agree to implement a flexible option that is scheduled and more permanent in nature. A formal arrangement may involve approval processes with applications, enrolment timelines and may include schedule changes that can have potential impact on a staff member's compensation and benefits. There is evaluation criterion that needs to be considered when either reviewing a request or considering offering flexible work options.

A scheduling arrangement that permits a permanent change to the staff member's schedule where the start and end time of the work day may vary, but where the number of days worked and the total standard hours remains the same. (e.g. working 8 a.m. to 4 p.m. instead of 8:30 a.m. to 4:30 p.m.)

Process

Taking part in a Flexible Hours option does not require a formal application process and can be initiated at any time.

  • Speak with your manager about Flex Work Arrangements that may work for you.
  • Submit a written (via email) request to work hours outside the standard 8:30 to 4:30 to your manager.

  • If the request is approved there is no need to change work schedule in the system. There is no defined start date for this option as a flexible hour arrangement can start at any time. You would simply begin to adhere to the new schedule as of the agreed upon date.

  • Both you and your manager will evaluate the flexible work arrangement within forty-five (45) days to assess the impact and ongoing viability of the arrangement.

  • Your manager has the right to revoke this arrangement with thirty (30) days written (via email) notice.

  1. Eligibility

    Regular and Fixed Term full and part-time Management and Professional Staff who have completed their probationary period.

A scheduling arrangement that offers the option of working the equivalent of regular full-time hours in fewer than the standard five day work week during the July-August months.

You will work (approximately) a 7.75 hour work day over a two week period with a scheduled day off to be taken on either a Monday or Friday. Staff members must elect the scheduled day off in their application and are not permitted to change that election unless operational requirements demand it.

You must consider this option in conjunction with already planned vacation. During the summer flex work week your scheduled work days will be approximately 7.75 hours in duration and therefore any days off from your regular schedule will require that you code 7.75 hours of approved leave (i.e. vacation). In a two week period there is no impact to your vacation balance since you will only need to code 9 work days as vacation, but when coding a single non-flex week it may appear as if you are disadvantaged by having to draw down 7.75 hours of vacation for five days. However, in that situation you will return to a four day work week since your scheduled day off should still be taken. Staff members earn the scheduled flex day off either by working additional hours or taking additional vacation. However, it is still important to consider and understand the impact to coding time off during the summer flex work week prior to deciding to apply for this option.

With the approval of the Vice President, certain departments may be eligible to participate in a flex work week outside of the traditional Summer Flex Work Week. Contact your HR Advisor for additional information.

Process

  • You speak with your manager about Flex Work Arrangements that may work for you.

  • Complete the Summer Flex Work Week Application form and select a preferred schedule. See the annual application timelines below.

  • If the request is approved, your manager will submit the approved application to Human Resources for final review and processing.

  • Your weekly work schedule will be changed to a rotating two week schedule where you will work nine (9) days at approximately 7.75 hours per day with the tenth day being a scheduled day off. While 7.75 hours per day does not equate to 70 hours over a two week period, the difference is negligible and not pay impacting.

  • You will begin coding your timesheet with exceptions to your new schedule on July 1st and for the duration of the summer flex work week period (July and August).

  • Both you and your manager will evaluate the flexible work arrangement. A staff member may be required to change days off during the plan period depending on operational requirements.

  1. Timeline

    Application forms available:  June 1, 2020

    Application period:  June 1 - June 19, 2020

    Application deadline to HR Operations:  June 19, 2020

    Program start date:  July 6, 2020

    Program end date:  August 28, 2020

  2. Eligibility

    Regular and Fixed Term full-time Management and Professional Staff who have completed their probationary period and who do not have more than one year's vacation accrual at the beginning of the program.

An additional one-year pilot has been approved for a scheduling arrangement that offers the option of working the equivalent of regular full-time hours in fewer than the standard five day work week from July 1, 2020 to June 30, 2021.  New this year, there will be an additional enrolment period in January 2021 for anyone ineligible for the July 2020 enrolment period.  Please note, eligibility criteria will still apply.

You will work (approximately) a 7.75 hour work day over a two week period with a scheduled day off to be taken on a Monday, Tuesday, Wednesday, Thursday or Friday. Staff members must elect the scheduled day off in their application and are not permitted to change that election unless operational requirements demand it.

You must consider this option in conjunction with already planned vacation. During the annual flex program your scheduled work days will be approximately 7.75 hours in duration and therefore any days off from your regular schedule will require that you code 7.75 hours of approved leave (i.e. vacation). In a two week period there is no impact to your vacation balance since you will only need to code 9 work days as vacation, but when coding a single non-flex week it may appear as if you are disadvantaged by having to draw down 7.75 hours of vacation for five days. However, in that situation you will return to a four day work week since your scheduled day off should still be taken. Staff members earn the scheduled flex day off either by working additional hours or taking additional vacation. However, it is still important to consider and understand the impact to coding time off during the annual flex program prior to deciding to apply for this option.

Process

  • You speak with your manager about Flex Work Arrangements that may work for you.
  • Complete the Annual Flex Work Week Application form and select a preferred schedule. See the application timelines below.
  • If the request is approved, you will submit the approved application to Human Resources for final review and processing.
  • Your weekly work schedule will be changed to a rotating two week schedule where you will work nine (9) days at approximately 7.75 hours per day with the tenth day being a scheduled day off. While 7.75 hours per day does not equate to 70 hours over a two week period, the difference is negligible and not pay impacting.
  • You will begin coding your timesheet with exceptions to your new schedule on July 1st and for the duration of the annual flex work week period (July to June).
  • Both you and your manager will evaluate the flexible work arrangement. A staff member may be required to change days off during the plan period depending on operational requirements.
  1. Timeline

    Application forms available:  June 1, 2020

    Application period:  June 1 - June 19, 2020

    Application deadline to HR Operations:  June 19, 2020

    Program start date:  July 1, 2020

    Program end date:  June 30, 2021

  2. Eligibility

    Regular and Fixed Term full-time Management and Professional Staff who have completed their probationary period and who do not have more than one year's vacation accrual at the beginning of the program.

The Voluntary Flex Leave Plan (VFL) is a  voluntary and self-funded leave plan (VFL) offers five days of leave without pay where the cost to the staff member is spread evenly over the entire twelve month Plan Period. (July 1 - June 30).

The plan offers the opportunity for staff to take additional leave without disruption to pay. All five days must be taken together within the Plan Period.

Staff members who participate in the plan will have a nominal salary deduction (approximately 2%) applied over the Plan Period. Salary deducted will be returned to departmental budgets.

You must consider this option in conjunction with potential changes in your employment or personal situation. Enrolment in the program is irrevocable and there will be no carry forward or reimbursement of voluntary flex days not taken, either by the end of the plan period or by the end of your employment with the dept/unit. It is important to consider and understand the intent and conditions of the plan prior to applying for this option.

Process

  • You speak with your manager about Flex Work Arrangements that may work for you.

  • Complete the Voluntary Flex Leave Plan Application form. See the annual application timeline below.

  • If the request is approved, your manager will submit the approved application to Human Resources for final review and processing.

  • A personal leave deduction of 1.92% is calculated on your base compensation and will reduce your net pay on a semi monthly basis beginning in the July 1 -15 pay period and ending in the following June 16 – 30 pay period. This deduction will essentially fund the additional one week of paid leave that will be provided to you.

  • You will schedule your one week of voluntary flex leave with your manager. You must use the five (5) days of voluntary flex leave at the same time. When coding your timesheet you will use the Time Reporting Code VFL rather than the vacation code VAC which is the appropriate time reporting code when taking and drawing down your vacation bank.

  1. Timeline

    Application forms available:  June 1, 2020

    Application period:  June 1 - June 19, 2020

    Application deadline to HR Operations:  June 19, 2020

    Program start date:  July 1, 2020

    Program end date:  June 30, 2020

  2. Reconciliation

    Reconciliation of deducted salary and vacation will not be made upon termination. A staff member who has taken a self-funded leave but has not worked the plan period will not be deducted for self-funded leave taken. A staff member who leaves prior to taking their self-funded leave will not be paid out for this time.

  3. Eligibility

    Regular and Fixed Term full-time Management and Professional Staff who have completed their probationary period and who do not have more than one year's vacation accrual at the beginning of the program.


Some arrangements may not be appropriate for particular jobs or for certain staff. In all situations, approval of participation will be at the discretion of the manager/supervisor and must be operationally feasible.

Both managers and staff must be responsive to the change and should monitor the arrangement to ensure it continues to meet the needs of the department. In some situations, it may be necessary to discontinue the original plan or seek an alternative. The process used in revising or ending a Flexible Work Arrangement should be just as carefully thought out as when initiating one.