Flexible Work Arrangements Policy FAQ (updated 12/2/2019)

Who determines my hours of work?
Your supervisor has authority to establish and/or approve your work hours. You may make a request to your supervisor, however, your supervisor has final authorization as your supervisor must ensure departmental operations and customer service are not negatively impacted.  For example, if your department directly serves students and the office hours are 8:00 AM to 4:30 PM, the supervisor would require you to work during those hours to ensure effective customer service to students.
 
Are meal breaks paid?
Meals breaks, such as lunch, are not paid. When setting up your regular schedule, it is important not to include your meal breaks. For example, if an employee has an 8-hour shift, then the employee may work 8:00AM to 4:30 PM with a 30-minute lunch break or 8:00AM to 5:00 PM with an hour lunch break.
 
Am I required to take a lunch break?
Although it is not required by law, it is highly encouraged. Supervisors can set expectations for their team to take meal breaks.
 
What is considered the workweek?
The workweek starts on Monday at 12 AM through Sunday at 11:59 PM.
 
What are flexible work arrangements?
Flexible work arrangements provide employees with increased flexibility with their work schedules. There are three options of flexible work arrangements:flextime, compressed schedules, and ad hoc telework.
 
Why is Gallaudet offering flexible work arrangements?
Gallaudet wants to support employees in maintaining a work-life balance. Employees often face the demands of juggling work, family, and life-related issues. These arrangements will provide employees with increased flexibility in their work schedule while allowing Gallaudet to maintain a progressive and productive work environment. Flexible work arrangements can improve employee productivity and promote employee engagement. In addition, it will help recruit and retain high-potential employees.
 
What is flextime?
This provides employees with flexible starting and ending times and flexible meal breaks. For example, to avoid rush hour commute or to drop off a child at school, an employee may request to arrive at a later time. Another employee may request an extended lunch break to exercise at the gym and leave work at a later time.
 
What is a compressed schedule?
Regularly scheduled hours are fixed over fewer than five days in a workweek. For example, an employee may work four ten-hour days. For exempt employees, they may work a 9/80 schedule where employees work 80 hours in a 9-day period. For example, in the first week of the pay period, the employee works 9 hours from Monday through Thursday, then 8 hours on Friday. In the second week of the pay period, the employee works 9 hours from Monday through Thursday and takes off on Friday.
 
Why can’t non-exempt employees work a 9/80 schedule?
It means that the employee will work more than 40 hours in one week in order to receive a day off during the second week. Non-exempt employees are subjected to the requirements of the Fair Labor Standards Act. They will receive overtime pay for hours worked over 40 in a workweek.
 
What is ad-hoc telework?
It is defined as telework that is performed on an occasional basis (as needed) and is driven by a situation (such as a project that requires intense concentration). Employees would work at an alternative worksite such as their home.
 
How often can I telework?
Employees are only allowed to telework up to four times per month on an as-needed basis.
 
Can my department purchase my equipment so I could telework?
No. The University will not incur any costs in order to allow the employee to telework. Employees are responsible for all of their own equipment to enable them to telework successfully.
 
Why is it only restricted to four times per month?
Gallaudet provides a unique work environment where meetings are more productive when all members are present in person. It allows for interactive discussions for innovation, creativity, and brainstorming. With a formal telework program, there will be increased difficulty to schedule critical meetings.The University is also a small-sized University and students value interactions with employees on campus. A formal telework program could lead to decreased visibility and interactions.
 
When can I request to telework?
You may request to telework if:
 
1)You need to perform short-term projects or assignments that require concentration and uninterrupted blocks of time.
2)You need to complete supervisor-approved web-based or other continuous learning that will require uninterrupted time to focus on learning.
3)You have to attend to personal commitments such as midday doctor’s appointment or if you are expecting a home delivery.
 
Employees must explain what they plan to work on to justify the request to telework rather than taking paid leave.
 
How do I request a flexible work arrangement?
You would need to complete the Flexible Work Arrangement Request Form and submit it to your supervisor. The request form can be found HERE. Your supervisor will consider the request carefully and ensure it does not cause an undue hardship on the department. This will be an interactive process between the employee and supervisor.
 
I am approved for Flexible Work Arrangement. What do I need to do next?
Once it’s approved, please review the terms and conditions carefully. It is important to continue to comply with all University and departmental policies and procedures. It is possible for your supervisor to revoke the arrangement if you are not committed to your new schedule (such as leaving earlier than planned) or if your performance/productivity have declined while on the arrangement.  An agreement must be completed upon approval.  The agreement can be found HERE.  The supervisor must also take training which can be found HERE.
 
I am approved for flexible scheduling. Can I also telework?
It is possible, but it will be up to the supervisor. In most cases, the employee should only participate in one flexible work arrangement. However, ad hoc telework is only be requested on an as-needed basis. Thus, if there is a request to telework while on a flexible schedule, the supervisor must ensure there is no undue burden on the supervisor and the rest of the team.
 
Can my supervisor deny my request for flexible work arrangements?
Yes, it is possible. You must meet the employee and job criteria set forth in A&O Policy 4.05. Please refer to the policy for more details.
 
My supervisor denied my request. Can I appeal?
Yes. Please send a written letter of appeal to your supervisor and must include the reason(s) for reconsideration and additional information within ten working days from the denial of request. Your supervisor will consult with the appropriate administrator(s) and Human Resources Services. The final written decision will be emailed to you with a carbon copy to the appropriate administrators and Human Resources Services.
 
Can my supervisor discontinue my flexible work arrangement?
Yes. If you fail to follow policies and procedures, the agreement may be terminated. In addition, if your supervisor finds that the arrangement is not feasible or causes an undue hardship on the department operations, your supervisor may discontinue the arrangement. In this case, you should receive at least two weeks of notice. It is important to remember that flexible work arrangement is not an entitlement nor University benefit.
 
If the University closes due to inclement weather and I was scheduled to telework, am I required to work?
No. This is not a formal telework program. If the University closes, then you are not required to work.
 
The University closes on my scheduled day off due to inclement weather. Do I get another day off?
No.
 
I work four ten-hour days. The holiday falls on my regularly scheduled working day. Do I get ten hours of holiday pay?
No, to ensure fairness and consistency, holiday pay is equal to eight hours of holiday pay. If you work ten hours, then you must use two hours of annual leave.
 
I work four ten-hour days. The holiday falls on my regularly scheduled day off. Do I get another day off?
Yes, you will receive eight hours of holiday pay that can be used within the same pay period or next pay period. Remember, if you plan to be off for the whole day, you will need to apply two hours of annual leave since holiday pay is only equal to eight hours.
 

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002