Alternative Work Schedule

The University of Cincinnati (the “University” or “UC”) is a highly collaborative workplace that strives to provide robust on-campus experiences and a dynamic environment for its students, faculty, and staff. While UC places significant value on face-to-face interaction, the University recognizes that, at times and for certain positions, alternative work arrangements may be beneficial for serving the University’s mission and enhancing retention and recruitment of its employees. This policy establishes the procedures, standards, and requirements for the establishment of an alternative work arrangement for eligible employees. When considering an alternative work arrangement, the operational and mission-driven needs of the University and its students, faculty, and staff must be given top priority. To that end, all organizational units must be able to continue to fully operate during their standard operating hours and fully perform their units’ organizational purpose and University function in a manner that meets the University’s standards of excellence.

This policy applies to all eligible University employees except: (1) those employees covered by a collective bargaining agreement or an individual employment agreement unless such agreement states otherwise; (2) unrepresented faculty; (3) graduate assistants and student workers; and (4) those employees holding job positions that inherently require almost entirely off-site work (e.g., out-of-state recruiters).

Alternative work arrangements that may be available are:

• Telework: Performing some or all job duties off-site, while being connected to the workplace. When performing telework in any capacity, an employee may still be required to come onsite on an as-needed basis, as directed by the supervisor. Types of telework arrangements include:
• Remote work: Work performed 100% off-site at an agreed upon location. Remote work schedules are generally not permitted except for certain job positions in organizational units approved in advance for remote work.
• Hybrid work: Work performed some percentage onsite, and the remaining percentage off-site at an agreed upon location. Such an arrangement typically contemplates a set number of telework days per week. Hybrid work is only available for certain job positions in organizational units approved in advance for hybrid work.
• Incidental telework: Work approved on an ad hoc, infrequent basis for a short duration of time (usually up to five consecutive working days). This arrangement does not require more than written approval from the employee’s supervisor.
• Flexible Schedule: An arrangement through which an employee’s work hours fall outside of the organizational unit’s standard work schedule. Types of flexible schedule arrangements include:
  • Variable schedule: Varying start and end times built around set core hours.
  • Compressed schedule: Shortened work week consisting of 4 or 4.5 workdays.

Eligible employees may be permitted to work pursuant to alternative work arrangements in accordance with the terms and requirements set forth herein.

Alternative work arrangements are neither an entitlement, nor a University-wide benefit and are subject to modification and/or discontinuation at any time. Further, neither this policy nor an alternative work arrangement creates a contract of employment, and in no way changes an employee’s terms and conditions of employment including but not limited to an employee’s at-will employment relationship with the University.

The approval, management, and continuation of an alternative work arrangement is solely and exclusively the responsibility and prerogative of University management and leadership.

Employees participating in an alternative work arrangement are subject to and required to follow all University rules, standards, policies, practices, and instructions as if they were working onsite, during regular working hours.

The University will continually monitor the effectiveness of this policy to ensure that its mission goals and standards of excellence are maintained. The University reserves the right to modify or discontinue this policy in whole or part at any time.

Alternative work arrangements must be approved in writing pursuant to the requirements set forth in this policy. Approved alternative work arrangements will be implemented on a trial basis during the first two months or such other trial basis time period as set by the supervisor. After the trial basis time period ends, the alternative work arrangement will be reviewed by the supervisor in conjunction with performance evaluations as set forth in Human Resources policy. The supervisor will assess the alternative work arrangement generally, and such assessment will consider, among other things:

• Whether the employee clearly understands the expectations of the alternative work arrangement;
• The employee’s overall performance, including but not limited to, the ability to maintain workplace collaborations, the employee’s work product, responsiveness, and ability to meet deadlines;
• Whether the organizational unit’s needs are being met or benefited by the alternative work arrangement;
• Whether the operational needs of collaborating organizational units are being met; and
• Whether adjustments to the alternative work arrangement may be appropriate.

After completing this review, the supervisor will determine whether the alternative work arrangement will be permitted to continue.  However, it remains in University management or leadership’s sole discretion to change or terminate an organizational unit’s or an employee’s alternative work arrangement at any time and for any reason that is not otherwise unlawful. Thereafter, alternative work arrangements should be reviewed on a regular basis, no less than annually.

An employee who is approved for and commences to work in an alternative work arrangement may not revert to their traditional work arrangement without providing written notice to the organizational unit supervisor and working collaboratively with the supervisor to address and resolve logistical (e.g., physical space) details.

Any employee working pursuant to an alternative work arrangement, must still meet all work performance expectations. These work performance expectations may include, but are not limited to, that the employee be productive, responsive, and available by phone, email, video calls, and other virtual platforms for the same business hours, in the same manner, as if the employee were working onsite.  Presuming a video call could occur at any moment, pursuant to HR policy 3.5.1 Attire and Grooming, attire should be appropriate as if onsite.

Employees working pursuant to an alternative work arrangement do so with the understanding that, from time to time, the needs of the organizational unit and/or the University may require them to be present onsite for a specific workday(s) or the standard workweek.  Accordingly, employees are expected to be prepared and willing to work onsite on scheduled remote days if necessitated by work obligations or if requested by a supervisor.

The cost of commuting to and parking at the University will be at the employee’s sole expense as would be expected of employees not participating in an alternative work arrangement.  Personal tasks and errands should only be performed during the employee's scheduled breaks and lunchtime.

Employees working pursuant a telework arrangement are responsible for controlling interruptions during their work hours.  A telework arrangement may not be used as a substitute for dependent care or in lieu of taking leave from work (e.g., sick leave, vacation leave, etc.).  Requests for leave or time off (e.g., to bond with a newborn child or care for a family member with an illness) should be made pursuant to the appropriate University leave policy.

Generally, an employee’s compensation, benefits, work status, and work hours will not change due to their participation in an alternative work arrangement. The number of hours scheduled for an employee per week must reflect the employee’s assigned FTE. All vacation and other time-off benefits (including leaves of absence) must be scheduled, approved, and recorded in accordance with the University’s leave policies.

Use of accrued leave for employees participating in a flexible schedule arrangement will correspond to the scheduled workday, e.g., hourly employees working a 10-hour day who take a vacation day are to claim 10 hours of vacation time and will be charged 10 hours of vacation time.

Employees will be compensated for holidays pursuant to University policy. Employees may use appropriate leave to account for additional hours, e.g., employees working a 10-hour day may use 2 hours of vacation to equal the difference between the compensation for the holiday (8 hours) and their work schedule (10 hours).

Non-exempt employees participating in an alternative work arrangement are required to record all hours worked in a manner designated by the University. As always, they must receive prior approval from their supervisor to work any hours over their pre-determined work schedule.  However, even if an employee does not have prior approval to work overtime, the employee must still record any overtime hours worked.  Failure to accurately and fully record all time worked may result in corrective action up to and including termination.  Non-exempt employees must also take all required meals and rest breaks each workday.

Only employees working in organizational units whose roles/job categories have been pre-approved for telework arrangements are eligible to request a telework arrangement.

Organizational units that can successfully support telework arrangements and that have a desire to must first obtain approval for the unit as a whole to do so, as well as for the particular roles/job categories within the unit that may be eligible for telework prior to permitting any individual requests. In order to request a telework arrangement for their organizational unit, a supervisor must first thoroughly assess the needs and abilities of the unit to advance and fulfill the unit’s mission in support of the University. This assessment must be included in a Organizational Unit Telework Arrangement Request Form and submitted to their respective Vice President or Dean for approval. When assessing their organizational unit’s mission needs and abilities, supervisors should consider the following factors:

• Whether the nature of the work and duties expected to be performed by their unit are conducive to a telework arrangement without causing disruption to the unit, job performance or services provided, and without otherwise hindering the mission of the University;
• The needs of the organizational unit to advance its core mission and to fulfill its role in that mission: including frequency of meetings, department goals and projects, and space constraints;
• The needs and schedules of other collaborating organizational units;
• Whether or not face-to-face, in-person interaction better serves the mission of the unit or is otherwise required of the position including onsite appointments or meetings with students, constituents, or colleagues. Generally, positions with significant face-to-face in-person interactions, especially with students, or that require regular access to onsite confidential documents may not be well-suited for telework;
• Whether the essential functions of the job require onsite presence;
• Whether the job requires onsite employee supervision;
• Whether an excellent level of service can be maintained without hardship on collaborating organizational units, students, constituents, and colleagues;
• How the telework arrangement will be structured and monitored;
• Which roles/employee job categories within the organizational unit would be appropriate to participate in the telework arrangement; and
• How employees participating in the telework arrangement would be held accountable, and their performance reviewed and evaluated.

When submitting the Organizational Unit Telework Arrangement Request Form, supervisors should be mindful that remote work telework arrangements (100% off-site) are generally not permitted unless the supervisor can provide thorough justification (e.g., no business need for in-person interaction, no engagement with the student population, etc.) for such an arrangement.

The Vice President or Dean will then: (1) review the request and accompanying documentation; (2) if needed, ask for additional information or clarification, and/or meet with the supervisor to discuss; (3) approve the request, approve the request with modifications, or deny the request. Deans should consult with the Provost before approving or denying a request. For organizational units that have significant interaction with other units across campus where teleworking may inhibit operations, the Vice President or Dean, with the Provost, should consult the Executive Working Group before approving or denying a request.  Vice Presidents and Deans should assess all telework arrangement requests in an equitable manner based upon the needs and abilities of the particular unit to advance and fulfill the unit’s mission in support of the University.

All supervisors managing a telework arrangement are expected to complete the telework supervisor training found on the Office of Human Resources website and will be expected to provide ongoing monitoring of the telework arrangement to ensure that it continues to meet the needs of the organizational unit as it serves and advances the mission of the University.  Supervisors are responsible for ensuring that their employees diligently and accurately comply with any approved telework arrangement.  Failure to appropriately monitor, manage, and enforce telework arrangements can subject supervisors to discipline, up to and including termination, and/or modification or discontinuation of the telework arrangement approval.

Employee participation in an approved telework arrangement is voluntary and contingent upon the employee satisfying the following requirements:

1. The organizational unit and job category must be pre-approved for telework in accordance with the organizational unit telework approval process identified above.
2. The employee’s designated telework location must be in either Ohio, Kentucky, or Indiana. If the employee’s designated telework location is in another location within the country, the supervisor must submit an exemption request to the Office of Human Resources setting forth the specific job-related reasons substantiating the need for such out-of-state work for prior review. The exemption request will be reviewed by the Office of Human Resources and forwarded to the Remote Working Group, which consists of the Executive Vice President for Academic Affairs and Provost, Senior Vice President for Finance and Administration, Senior Associate Vice President for Human Resources, Chief of Staff, and Vice President for Finance. Should there be no University employee with the title listed above, an individual with the next closest title, will approve. International telework arrangements are not permitted under this policy.
3. The employee must be and continue to remain in good standing with the University.  Among other things, employees who are in corrective action within their current performance review period or who have been placed on a performance improvement plan are generally not considered to be in good standing.
4. The employee must complete and submit the Telework Arrangement Questionnaire and Agreement via UC Flex to their supervisor. The questionnaire includes the following documentation:
   1. Telework Agreement
   2. Telework Location Agreement
   3. Telework Equipment Agreement
5. The employee’s continued compliance with all terms and conditions of this policy and the Telework Arrangement Questionnaire and Agreement.

Employees who telework and do not comply with these requirements may have their telework arrangement modified or discontinued and may be subject to discipline, up to and including termination.

Telework employees must maintain a safe, secure, and ergonomic work environment at their own cost.  Employees must ensure that they have a designated workspace and should discuss any request for items needed to facilitate the working relationship with their supervisor.  Appropriate office supplies (other than furniture) may be provided by the University, as needed.  Teleworking employees must obtain prior approval from the University before purchasing office supplies and must follow University reimbursement procedures.  The University will not purchase home printers and/or printing supplies.  The dedicated telework location must be free of any hazards and dangers such as clutter, exposed wiring, slippery surfaces, etc., that could foreseeably affect the employee and any University equipment.

Unless otherwise legally required, the University will not be responsible for operating, maintenance, or incidental costs associated with the use of an employee’s home as the telework location.  Employees must maintain at their expense reliable, high-functioning networking and/or Internet capabilities at their telework location. Failure to consistently maintain such capabilities will render the employee ineligible to continue telework arrangements.

Teleworking employees are not permitted to receive work visitors at their telework location. If an in-person meeting is deemed necessary, the employee should plan to meet at the University.

Employees must immediately report all workplace injuries that occur while teleworking in the same manner employees would report an injury that occurred on University premises. Employees who telework grant license to the University to inspect their work premises in connection with a workplace injury during normal work hours.

Employees are required to complete and submit the Telework Location Checklist prior to commencing telework.  Employees must designate one appropriate telework location (e.g., home) and are not permitted to telework from any other location unless previously approved by a supervisor.  Employees seeking to change their telework location must complete and submit a new Telework Location Checklist and must update their telework location in the Telework Arrangement Questionnaire and Agreement.  It is the employee’s ongoing responsibility to ensure that their telework location on record is accurate and up to date by completing and submitting the Telework Location Checklist and updating the Telework Arrangement Questionnaire and Agreement prior to commencing telework, at any time their telework location changes, and as otherwise directed.  Please note that employees are responsible for determining any personal income tax implications of maintaining a telework location at their home.  The University will not provide any tax guidance nor assume any additional tax liabilities other than those required by law.

Employees who are provided with University equipment to facilitate their telework arrangement must complete and submit to their supervisor the “Equipment Request Form.” Supervisors or their designee should maintain and update, as needed, a written inventory of all University equipment provided to each employee under their supervision.

Employees must protect University-owned equipment, records, and materials from unauthorized or accidental access, use, modification, destruction, or disclosure. All equipment, records, and materials provided by the University or developed in the course of employment at the University are and shall remain University property regardless of whether the records and materials were prepared or are maintained remotely. Employees are expected to report to their supervisor any incidents of loss, damage, or unauthorized access at the earliest reasonable opportunity, in accordance with applicable University policy, and cooperate with reporting such incidents to law enforcement officials and/or insurance providers, as necessary.

The use of equipment and technology provided by the University is limited to authorized persons and for purposes relating to University business.

Equipment must be returned to the University damage-free and in good working order immediately upon the termination of the telework arrangement, the employee’s employment, or at any time if requested by the University. Records and materials provided by the University likewise must be returned upon the termination of the telework arrangement, the employee’s employment, or at any time requested by the University.

Employees should use UC-owned electronic devices (e.g., UC-owned laptop) to conduct their work both on and off campus. However, incidental use of personal equipment for work purposes (e.g., using personal cell phone to answer work emails in the Outlook app) is permitted.

Employees who are accessing University data remotely must do so in as secure a manner as reasonably necessary to minimize risk of theft, unauthorized disclosure, unauthorized access or disruption of service, and must adhere to all University Information Security policies, including but not limited to, the Data Governance and Use Policy, the Password Policy, the Electronic Mail Policy, the Acceptable Use of Information Technology Policy, and the Information Security Incident Management and Response Policy, as well as any telework standards established by the Office of Information Security, which may be amended from time to time. To ensure information and assets receive an appropriate level of protection, employees must follow appropriate procedures for the disposal and protection of information and must ensure they are using an approved VPN or remote desktop solution. Employees must connect their UC electronic devices to the University’s VPN system at least once a month in order to receive necessary system updates.

Employees must comply with all University privacy policies and rules as well as applicable confidentiality laws, such as FERPA and HIPAA. Employees should ensure others do not access the University’s materials or systems, including any personal device that has access to the University’s systems. In order to minimize such risks, employees should maintain a complex password on all devices containing University data and set those devices to lock automatically in any period of nonuse. Employees must report all potential security issues or theft immediately to their supervisor and in accordance with the Information Security Incident Management and Response Policy.

Individual employees may request a flexible schedule arrangement by submitting the Flexible Schedule Arrangement Request Form to their organizational unit supervisor for approval. Vice President and/or Dean approval is not required for flexible schedule arrangements.

When reviewing an employee’s flexible schedule arrangement request, a supervisor should consider the following factors:

• Whether the nature of the work and duties expected to be performed are conducive to a flexible schedule arrangement without causing disruption to the unit, job performance or services provided, and without otherwise hindering the mission of the University;
• The needs of the organizational unit to advance its core mission and to fulfill its role in that mission: including frequency of meetings, and organization unit goals and projects;
• Whether the essential functions of the job position require availability during the organizational unit’s core work hours;
• How employees participating in a flexible schedule arrangement will be held accountable and their performance reviewed and evaluated;
• The needs and schedules of other collaborating organization units’ needs and schedules; and
• Whether an excellent level of service can be maintained without hardship on collaborating organizational units, students, constituents, and colleagues.

In addition to receiving approval for a flexible schedule arrangement from their supervisor, in order to be eligible for a flexible schedule arrangement, an employee must be and continue to remain in good standing with the University and must maintain compliance with all terms and conditions of this policy. Among other considerations, employees in corrective action within their current performance review period or have been provided with a performance improvement plan are generally not considered to be in good standing.

As part of their review, the supervisor may ask for additional information or clarification, and/or meet with the requesting employee to discuss. The supervisor will then either approve the request, approve the request with modifications, or deny the request by completing their designated portion of the Flexible Schedule Request Form. Supervisors should assess all requests for a flexible schedule arrangement in an equitable manner. Supervisors are expected to maintain ongoing monitoring of the flexible schedule arrangement to ensure that it continues to meet the needs of the organizational unit as it serves and advances the mission of the University.

The University is committed to providing reasonable accommodations to employees with qualifying disabilities. To that end, the Office of Human Resources partners with employees and departments throughout the interactive process. Employees seeking an accommodation, or supervisors who have been presented with a request for an accommodation, should contact the Office of Human Resources.

Employees who believe that a decision made regarding an alternative work arrangement was the result of prohibited discrimination or retaliation may file a complaint pursuant to the appropriate University policy.

Telework Arrangement Questionnaire and Agreement: This form is available through UCFlex ESS. Log in to complete the form and submit it to your supervisor for approval.

Flexible Schedule Arrangement Request Form

Organizational Unit Telework Arrangement Request Form

Leave and Time off Work Policies (Area 21)

Time Off From Work: Holidays 21.07

Performance Management 18.02

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