FLEXIBLE WORKING POLICY & PROCEDURE

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1 UNIVERSITY FOR THE CREATIVE ARTS AT CANTERBURY, EPSOM, FARNHAM AND ROCHESTER FLEXIBLE WORKING POLICY & PROCEDURE Table of Contents Page No. 1. Introduction 1 2. Eligibility 1 3. Flexible Working Patterns 1 4. Internal Application Procedure 2 5. Grounds for Refusal 3 6. Appeal 4 7. Withdrawal of Applications 4 8. Extension of Time Limits Right to be Accompanied Revision or Termination of this Procedure Appendix 1 Application Form 6-0 -

2 1. INTRODUCTION The University recognises the importance of helping its employees balance their work and home life by offering flexible working arrangements. In turn it recognises that staffing levels must at all times remain in line with the demands of the business. 2. ELIGIBILITY 2.1 All employees with at least 26 weeks employment service will be considered for flexible working regardless of age, sex, sexual orientation, race or religion or belief, or whether they have a disability, or whether they are employed on a fixed term or permanent basis. 2.2 There is no automatic right for an employee to change to a flexible working pattern; applications are considered on an individual basis and the University reserves the right to refuse a request if there is a sound business reason for doing so. 5. FLEXIBLE WORKING PATTERNS 5.1 The University recognises the following flexible working patterns but acknowledges that there may be alternatives, and that a working pattern that may suit a particular employee could be a unique one involving one or more of the following options: Annualised Hours A system whereby contractual working hours are expressed as the total number of hours to be worked over the year, allowing flexible working patterns to be worked throughout this period. Career Breaks Employees can take unpaid time out of the workplace for personal reasons, returning on an agreed date. Compressed hours Employees work their total number of contractual hours over fewer working days. For example a five day week is compressed into four days or four and a half days. Flexi Time A system that permits the employee flexibility of start and finish times at the beginning and end of each day. Home working - Employees carry out all or a proportion of their normal duties from home rather than on the employer s premises

3 Job Sharing An arrangement where two part time employees share the responsibility and duties of one position. Term time only Employees work under a permanent contract but take unpaid leave during the school holidays. Part time working A system where an employee is contracted to work fewer hours than the full time equivalent for the position. 6. INITIAL APPLICATION PROCEDURE 6.1 It is up to the employee to put together a considered case for their application to the University. The application form (see appendix 1) can be obtained from Human Resources upon request. If the application is refused, a further application may not be submitted for 12 months. 6.2 Any change that is agreed between the employee and the University will constitute a permanent change to the employee s terms and conditions of employment. As a result, should the employee wish to return to their original terms and conditions this will have to be done in the same way as a separate application and is not an automatic right. 6.3 It is important therefore that, before making an application, the employee gives careful consideration to which working pattern will best suit their needs. They should also consider any financial implications: for example, part-time working will mean a drop in salary; and the possible impact on business operations. 6.4 The completed application form should then be forwarded to Human Resources for consideration in conjunction with the line manager. 6.5 A member of Human Resources and the Line Manager will arrange a meeting to discuss the application no later than 28 days from the date the application is received. This period may be extended in exceptional circumstances if both parties agree. This will allow the parties more time to explore the application in depth, and to discuss whether it can be accommodated. It also provides the opportunity for the University to suggest alternatives if the initial request is not feasible. In any event the process, including a potential appeal hearing, will be concluded within three months. The employee can bring a fellow University worker or recognised union representative along to the meeting as a companion. 6.7 The University must notify the employee of their decision within 14 days of the meeting taking place. If it is accepted then the new working pattern will be confirmed in writing and must be agreed by the employee prior to it taking effect. Should the application be refused, - 2 -

4 the University will confirm in writing the grounds for refusal and notify the employee of the right to appeal. 7. GROUNDS FOR REFUSAL 7.1 Although all eligible employees have the right to request flexible working patterns, the University is under no obligation to accept the application. The University will make every reasonable effort to accommodate a flexible working request by assessing the potential advantages and disadvantages of the requested changes to working patterns. However, if an application is refused, it must be for a sound business reason such as: burden of additional costs to the University detrimental effect on ability to meet organisational demand inability to reorganise work amongst existing staff inability to recruit additional staff detrimental impact on quality or performance insufficiency of work during the period the employee proposes to work planned structural changes (which may not be known by the employee) 7.2 Any refusal will be confirmed in writing with details of the University s reasons for refusal. 8. APPEAL 8.1 If an employee does not accept the University s reasons for refusal, they may appeal against the decision. An appeal must be made, in writing, within fourteen days of being notified of the decision to the Head of Department/School. -The appeal hearing will be arranged within fourteen days of receipt of the employee s wish to appeal. The purpose of the appeal hearing is to ascertain the employee s grounds for appeal and the reasons for the original refusal. The employee can bring a University work colleague or trade union representative (from one of the recognised trade unions) along to the meeting. 8.2 The appeal hearing decision will be final and will be confirmed in writing within fourteen days. A further application may be made after twelve months have elapsed from the date of the decision. 9. WITHDRAWAL OF APPLICATIONS 9.1 If an employee decides to withdraw the application they must notify the Human Resources department, in writing, as soon as possible. 9.2 An application will be deemed withdrawn if an employee fails to attend two arranged meetings without good reason. No further application can be made for twelve months

5 10. EXTENSION OF TIME LIMITS All the time limits provided under this procedure may be extended by agreement between the employee and the University. All agreed extensions will be confirmed in writing. 12. REVISION OR TERMINATION OF THIS PROCEDURE The operation of this procedure will be periodically reviewed. Any amendment to it, after consultation with the recognised trade unions, will be communicated to staff who will also be informed of the date when the amendment will come into effect. The procedure as a whole may be terminated by management upon giving not less than three months' notice. In such circumstances the statutory default scheme will apply until such time as a new procedure is introduced. Statutory rights will not be affected

6 Appendix 1 - Flexible Working Application Form Name: Start date Line Manager: Employee Number: Faculty/Dept: 1. Describe your current working pattern (days/hours/times worked): 2. Describe the changes you are requesting to your current working patterns 3. What date would you like these changes to take effect? 4. Detail what you think will be the impact of the new working pattern on the University, your team and your department: - 5 -

7 5. How do you think these issues could be resolved? 6. Changes to working patterns are normally permanent please indicate below if you would prefer this arrangement to be considered for a fixed temporary period Arrangement to end on. SIGNED: DATE: This form should now be sent to Human Resources

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