All full-time unclassified employees and full-time, non-represented classified employees on all Kent State University campuses may submit a request for a flexible work arrangement. FWA requests for represented employees require further discussion between relevant administrators and union leadership. While not every position will be able to take advantage, units are encouraged to have open dialogues regarding flexible work and integrate it as a standard business practice, where applicable.
Any employee, new or current, must complete any applicable probationary period before they are eligible to request a flexible work arrangement. They must complete the probationary period successfully and be performing satisfactorily in order to meet eligibility requirements.
All employees who would like to request a flexible work arrangement of any type and all supervisors who will review FWA requests of any type must first complete the FWA WITH TELECOMMUTING training session. Once an employee completes the FWA WITH TELECOMMUTING training, they may initiate a request using the Flexible Work Arrangement Request Form.
Yes, but you cannot simply forward the email containing the request. You must open the document in DocuSign. Once you have the document open, click on “OTHER ACTIONS” in the top right corner of the platform and then select “Assign to Someone Else”. DocuSign will prompt you to input the name and email of the new signer (e.g. your department head).
Submitting a request in no way guarantees the establishment of a flexible work arrangement. All flexible work arrangements are at the discretion of the employee’s supervisor. Once the supervisor reaches a decision, it is not grievable by the employee. An employee whose request is denied should ask questions to understand the reason for the decision and learn what adjustments may be needed in terms of work or performance, if applicable. The supervisor may set goals for the employee to reach and/or a timeframe to wait before submitting another request. Keep in mind that a flexible work arrangement is not feasible for all positions.
Flexible work arrangements are not designed for one-time use and should be two weeks or longer in duration. An FWA may be continuing and remain in place unless the arrangement is determined no longer feasible by the employee/supervisor or replaced by an alternative FWA.
There is no limit to the number of requests an individual may submit, but supervisors are not required to approve each request. Depending on the situation, a supervisor might indicate that frequent requests are disruptive to the business and coverage of the department. While management should strive to accommodate, consideration of getting work done and serving our customers must remain a top priority. Departments may set specific parameters for requests.
Supervisors can make changes to daily arrival and departure times for hourly employees they supervise (i.e., 7:30 a.m. to 4:30 p.m.). To shorten a lunch break, Payroll will have to make this change in the timekeeping system. After you have made all the changes you can, please contact firstname.lastname@example.org or 330-672-8640 to change the lunch break.
Flexible work arrangements must not materially change the duties of any position and must be structured to maintain the equivalence of a full-time work schedule. Use of flex time should not result in overtime for classified staff.
No. Flexible work arrangements are not intended to be used as an alternative to, or in conjunction with, leave as provided for in Chapter 6 of Section 3342 of the Administrative Code. In addition, if an employee is participating in an FWA, any sick or vacation time taken during such arrangement will be deducted based on the FWA in place at the time used.
Your sick or vacation time will be deducted based on your work schedule. For example, if you typically work 10 hours on Mondays and take vacation on a Monday, your vacation hours should be deducted by 10 hours for that day.
If the university is closed for an observed holiday, salaried employees will receive pay for the hours they are typically scheduled to work that day. For hourly paid employees, please visit https://www.kent.edu/hr/holiday-calendar for an explanation of holiday pay as it relates to compressed schedules.
This is what we would refer to as a “one-off” situation. You would not go through the FWA approval process for this sort of short term/one-off situation. Flexible work arrangements are for schedule changes anticipated to be longer term, two weeks or more in duration. You should be working out short-term requests at the department level, coordinating with your supervisor.
If an employee or his/her supervisor makes a determination that the employee should return to the customary schedule for his/her position, an FWA Termination form must be completed in DocuSign to establish a record of this change. The supervisor will need to update the timekeeping system to reflect the return to the customary schedule if classified, hourly staff.
If an employee wants to switch to a flexible work schedule differing from their current arrangement, they must request a new FWA and indicate on the form that the new arrangement will replace all prior FWAs. There is no need to complete an FWA Termination form.
There are numerous ways you can keep track of employee’s schedules, including, but not limited to: asking everyone to set their correct workdays and times within Outlook; creating a departmental shared Outlook calendar; posting something physical with everyone’s schedule (i.e. a white board); and/or asking individuals to include their schedule in their email signature.
Yes, but you must do this from within the DocuSign platform. You cannot simply forward the email. While you have a request form open within the DocuSign platform, click on “Other Actions”. Then select “Assign to Someone Else”. You will then be prompted to enter in the new approver’s name and email address, as well as the reasoning for changing signing responsibility.
Yes, but you must click on “Finish Later” under “Other Actions” within the DocuSign platform while you have the form open in order for it to save your progress. See question and answer below if you need instructions for returning to your document.
Employees may request to shorten their lunch break, but all FWAs must include at least a 30-minute lunch break for a workday of 6 or more hours. Skipping a lunch break is not permitted as part of a regular schedule.