Policies

 

Generally speaking, work expectations for faculty, exempt staff, and non-exempt staff are established at the time of hire through job postings, formal contracts, letters of appointment, and/or customary expectations for that type of position. These expectations may include “normal” work schedules (i.e., days and hours to be worked) as well as the “normal” work location (i.e., off-campus sites, including, if applicable, the employee’s home).

 

However, changes in circumstances – whether for the employee or for the University – may require that the employee follow a work schedule or work from a location that differs from the schedule or location that was established when the employee was hired. In cases where the work schedule or location is modified in some regular fashion (for example, changing a schedule or work location for the last week of every month, or changing a schedule or work location entirely from the original requirements of the job description for a certain period of time), alternative work arrangements must be formally approved by the employee’s supervisor and must be fully documented in an Alternative Work Arrangement Agreement.

 

Alternative work arrangements:

No University employee is entitled to or guaranteed the opportunity to use an alternative work arrangement, and the supervisor may terminate an existing Alternative Work Arrangement Agreement at any time unless an alternative work arrangement is otherwise made an initial or continuing condition of employment.

 

Employees’ classification, compensation, and benefits will not change if using an alternative work arrangement. Alternative work arrangements will ordinarily be the result of mutual agreement. However, the University may establish alternative work arrangements as an initial or continuing condition of employment based on the University’s business needs.

 

 

Some staff members work an established schedule that may vary from standard business hours (i.e., 8:00 a.m. to 5:00 p.m.) but that is still a fully defined shift (e.g. someone whose position requires them to work set hours of 9:30 a.m. to 6 p.m.). Other staff members work a “variable schedule,” meaning that it is understood that schedules may change based on needs of the department. Variable schedules may exist in areas such as the Library and IITS, where hours of operation may fall outside the standard business day. Staff members who fall in either of these two categories are not required to document their schedules in Alternative Work Arrangement Agreements, since their schedules do not differ from the schedules that were established when they were hired.
 
Since by definition exempt employees are required to maintain flexible work schedules, this policy will generally not apply to such employees unless changes in circumstances significantly affect the employee’s ability to complete their job responsibilities. In these cases, alternative work arrangements must be formally approved by the employee’s supervisor and must be fully documented in writing.

 

It is understood that faculty schedules and definitions of a normal work day differ greatly from non-faculty employees. In addition, when not teaching classes, advising students, or attending on campus meetings or events, ground-based faculty members (both full-time and adjunct) as well as online faculty members may, depending on their assigned duties, work from home or a location other than the main campus. As such, there may be only a few instances in which a faculty member will be required to request alternative work arrangements. Regardless, any information about terms and conditions of employment established under the current collective bargaining agreement between Utica University and the American Association of University Professors – Utica Chapter (AAUP-UC) are deemed to be incorporated into this policy, and in the event of inconsistency between the terms of that agreement and this policy, the terms of the agreement will govern.

 

Student employees, not working with private or sensitive data, are exempted from this policy.

 

At their discretion, the President of the University may implement shortened work hours, typically between Christmas and New Year’s Day and/or between Commencement and Convocation. In these cases, it is the supervisor’s responsibility to ensure that critical office operations are covered as necessary.

 

 

This policy applies to all regular full and part time employees of Utica University at all University locations. It does not apply to student, temporary, or seasonal employees.

 

 

Utica University recognizes the value that alternative work options provide to both employees and the University. Alternative work options can also have an important environmental benefit, reducing traffic congestion and pollution. At the same time, the University must ensure that the needs of those whom it serves are being met. The University must additionally protect scarce resources by ensuring that employees fulfill their job responsibilities and expectations as outlined in job postings, formal contracts, letters of appointment, and/or customary expectations. Furthermore, the University has an obligation to comply with state and federal labor laws. Finally, while not directly addressed by this policy, the University must protect its assets, including computer equipment, office furniture, and proprietary and/or confidential information.

 

 

Alternative Work Arrangement: A work option that changes the employee’s work schedule in ways that are not otherwise addressed through policy, job description, appointment letter, or other document, or that offers employees an alternative location (alternative work site) from which to perform the work. An alternative work arrangement may include both an alternative work schedule and an alternative work site. In any case, unless made a specific requirement of the job, the alternative work arrangement must be agreed to by the supervisor and the employee and in most cases will require a written agreement.
 

 

Telecommuting: A work arrangement where an employee of the University works at an approved alternative work site for an agreed period of time.

 

Flextime: A work arrangement where an employee of Utica University works an approved alternative work schedule that enables completion of their scheduled hours per week in variance to the typical or regularly scheduled work week. Types of alternative work schedules include:

 

Job Sharing: A work arrangement where two staff members share the responsibilities of one full-time position, in which each staff member shares a specific proportion of a full-time position. Employees who job share must be considered part-time employees. Eligibility for benefits will be determined by the number of hours worked per week as outlined in each benefits summary plan description.

 

 

Alternative Work Schedule: An acceptable schedule, agreed to by the supervisor and employee, that enables completion of scheduled hours per week in variance to the typical five-day, 37.5 hour work week. 

 

Alternative Work Site: An acceptable site for performing job duties and responsibilities outside the official University office where business is normally performed. Such locations may include, but are not necessarily limited to, employees’ homes and satellite offices.

 

Overtime: For purposes of alternative work arrangements only and applicable to non-exempt employees only, hours in excess of the approved alternative work schedule. This is not the same as overtime pay, which is invoked only after 40 hours in a work week in accordance with New York State law.

 

Alternative Work Arrangement Agreement: The formal written agreement between the supervisor on behalf of the University and the employee that details the terms and conditions of an employee’s alternative work arrangement.

 

Work Schedule: The employee’s established hours of work.

 

 

 

 

 

 RESPONSIBILITY:

 

The Vice President for Human Resources and Personnel Development is responsible for the administration, implementation, and interpretation of the Alternative Work Arrangements policy.

 

The Office of Human Resources will audit and maintain records of Alternative Work Arrangement Agreements to ensure compliance with all University policies as well as state and federal laws. The Office of Human Resources will provide training and guidance on the application of the Alternative Work Arrangements policy, as well as maintaining all forms and documentation on the Human Resources home page (http://p1rw.thychic.com/hr/).

 

Employees who have alternative work arrangements (as defined by this policy) prior to the effective date of this policy will review the arrangement with their supervisor on the anniversary of the date an alternative arrangement began, or at the time of their annual performance review, whichever comes first. If it is determined at the review that the alternative work arrangement will continue, an Alternative Work Arrangement Agreement must be completed and signed by the employee and the supervisor.

 

Supervisors are responsible for assuring that approved alternative work arrangements are within the scope of this policy and establishing the quality assurance controls outlined under Procedure above, where applicable.

 

Employees working offsite must comply with all federal and state laws and University policies, practices, and guidelines. They must notify their supervisors immediately of any situation that interferes with their ability to perform their jobs, and they must obtain prior supervisory approval for overtime, if applicable.

 

This policy does not provide for every contingency that may arise. Supervisors and employees entering into Alternative Work Arrangement Agreements based upon this policy will endeavor to work together to resolve any unforeseen situation that may arise. Supervisors may start, modify, or end an Alternative Work Arrangement Agreement at any time. 

 

 

Enforcement of Utica University policies is the responsibility of the office or offices listed in the “Resources/Questions” section of each policy. The responsible office will contact the appropriate authority regarding faculty or staff members, students, vendors, or visitors who violate policies.

 

Utica University acknowledges that University policies may not anticipate every possible issue that may arise. The University therefore reserves the right to make reasonable and relevant decisions regarding the enforcement of this policy. All such decisions must be approved by an officer of the University (i.e. President, Provost and Senior Vice President for Academic Affairs, Vice President for Financial Affairs, or Vice President for Legal Affairs and General Counsel).

 

 

For questions regarding the implementation and interpretation of this policy, employees may contact the Office of Human Resources at (315) 792-3276 or via e-mail at hr@thychic.com.

 

Please note that other Utica University policies may apply or be related to this policy. To search for related policies, use the Keyword Search function of the online policy manual.