Lawrence Berkeley National Laboratory masthead LBNL Home A-Z Index U.S. Department of Energy logo Phone Book Jobs Search

RPM

REQUIREMENTS AND POLICIES MANUAL

Search the RPM
 
Home

Flexible Work Options Policy

    The Flexible Work Options policy, which includes telecommuting, is being updated. Revisions clarify policy and assure effective management of options. Recognizing telecommuting does not work equally well for all employees, jobs, or work units, approval remains at sole discretion of managers on a case-by-case basis. For revision details, go here. Submit comments to hrpolicies@lbl.gov by April 25.

    Title:

    Flexible Work Options Policy

    Publication date:

    10/2/2014

    Effective date:

    12/19/2008

    BRIEF

    Policy Summary

    Flexible work options are tools that Berkeley Lab managers and supervisors can use to help meet the work-life balance needs of their employees while simultaneously ensuring that the work unit's operational needs are met. While the Laboratory supports the use of flexible work options whenever possible, the use of these options does not change the basic terms and conditions of Laboratory employment and they are not entitlements.

    Who Should Read This Policy

    All persons at Berkeley Lab

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    Title:

    Flexible Work Options Policy

    Publication date:

    10/2/2014

    Effective date:

    12/19/2008

    POLICY

    A. Purpose

    This policy describes the flexible work options that Lawrence Berkeley National Laboratory (Berkeley Lab) managers and supervisors can use to help meet the work-life balance needs of their employees.

    B. Persons Affected

    All persons at Berkeley Lab

    C. Exceptions

    Requests for exceptions that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at minimum, approval by the Compensation Manager and the Chief Human Resources and Diversity Officer (CHRO).

    D. Policy Statement

    Flexible work options are tools managers and supervisors can use to help meet the work-life balance needs of their employees while simultaneously ensuring that the work unit's operational needs are met. While the Laboratory supports the use of flexible work options whenever possible, they do not change the basic terms and conditions of Laboratory employment and are not entitlements. Granting or denial of a request for a flexible work option is at the sole discretion of management. Neither denial of a request for a flexible work option, nor rescission of an approved flexible work option is subject to the Employee Complaint Resolution policy.

    The Laboratory currently has two flexible work options that may be considered: Flextime and Telecommuting Agreements. Approval of both options must be within the provisions of the Hours of Work policy.

    1. Flextime
      1. General
        1. It is the intent, except as noted below, to make flexible working hours available to all employees by allowing employees to redistribute their daily work hours within a framework defined by division management and that is within the provisions of the Hours of Work policy. The goal is to allow employees some flexibility regarding their daily work schedule, compatible with effective job accomplishment and work unit operational needs.
        2. Division/department management may determine that there are specific scientific and/or operational necessity reasons during which a regular, ongoing flextime schedule cannot be implemented. If scientific or operational requirements make regular, formal flextime practices unfeasible, arrangements can be made between the supervisor and employee on an ad hoc basis.
      2. Flextime Operating Guidelines. Supervisors should consider the following guidelines when reviewing a request for flextime; however, the final flextime arrangement approved, if any, is at the sole discretion of the supervisor:
        1. Core Hours: The time when employees are normally expected to be at work:  9:30 a.m. through 11:30 a.m. and 1:30 p.m. through 3:30 p.m.
        2. Work Hours: The amount of time an employee is expected to be on the job during a given time period. See the Hours of Work policy.
        3. Minimum Service Coverage: The staffing required to ensure that the normal services and functions of a work unit will be available during the standard workday.
        4. Communication of Schedule Changes: It is the responsibility of employees working flextime and supervisors to communicate changes of personal or job schedule to those whom the changes may affect.
    2. Telecommuting
      1. General
        1. Telecommuting is a work option in which employees fulfill their job responsibilities at home or another approved location. The arrangement may cover all or part of the employees' scheduled hours and may be on an intermittent/occasional basis or on a regular schedule.
        2. Telecommuting arrangements must be consistent with Laboratory policy and do not change the basic terms and conditions of Laboratory employment.
        3. An employee's performance while telecommuting is measured using the same standards that apply when the work is performed at the Laboratory and will be documented in the annual performance review.
        4. Approval of an employee's request to telecommute is based on the operational needs of the work unit. Telecommuting is voluntary and is not an entitlement.
      2. Agreements
        1. There are two types of telecommuting arrangements:
          1. Telecommuting can be on an intermittent or occasional basis or on a regular part- or full-time schedule. Occasional or intermittent telecommuting requires supervisor approval.
            1. If, in the opinion of the supervisor, an intermittent telecommuting arrangement begins to occur frequently while still not on a regular schedule, the supervisor may require a written agreement.
          2. A regular telecommuting schedule requires a written agreement, not to exceed 12 months, between the supervisor and employee that must be approved by the Division Director or Department Head (or designee). Agreements expire automatically on the stated end date unless reviewed and renewed prior to that date. Renewal is subject to the work unit's operational needs and the supervisor's assessment of the employee's performance. Changes in the terms of a telecommuting agreement within the 12-month period, e.g., change in off-site work location or telecommuting schedule, are to be documented as they occur. The agreement may be found at the HR Documents web page
        2. Telecommuting agreements involving nonexempt employees require concurrence of the Manager, Employee and Labor Relations.
        3. Telecommuting agreements may be terminated at any time by either the employee or the supervisor. Whenever possible, a 30 days' notice should be provided.

    E. Roles and Responsibilities

    Role

    Responsibility

    Division directors

    Are responsible for:

    • Implementing this policy
    • Determining whether flextime is appropriate within the division
    • Approve employees' flextime schedules

    Employees

    Are responsible for:

    • Accurately reporting their time worked
    • Communicating changes of personal or job schedule to those whom the changes may affect

    Supervisors

    Are responsible for:

    • Ensuring that employees in their work units understand and meet work-unit operating guidelines and that the work unit operates effectively
      • This means identification of essential tasks, operations, and functions that must be accomplished at certain times during the workday and the development of coverage requirements.
    • Communicating changes of employees' personal or job schedule to those whom the changes may affect

    F. Definitions/Acronyms

    Term

    Definition

    Employee

    An individual who receives a paycheck from the Laboratory

    Flextime

    An employee's work schedule that is subject to change or fluctuation from week to week or month to month

    Full time

    Full-time status is fixed time at 40 hours per workweek.

    Part time

    Part-time status is fixed time up to 39 hours per workweek.

    Supervisory employees

    Supervisory employees are defined by the Higher Education Employer-Employee Relations Act (HEERA) as individuals who, regardless of their job descriptions or titles, directly supervise two or more employees, and (1) have authority in the interest of the employer to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other employees; or (2) have responsibility to direct them, adjust their grievances, or effectively recommend such action if, in connection with the foregoing, the exercise of such authority is not of a merely routine or clerical nature but requires the use of independent judgment. Employees whose duties are substantially similar to those of their subordinates shall not be considered to be supervisory employees.

    Telecommuting

    Telecommuting is a work option in which employees fulfill their job responsibilities at home or another approved location. The arrangement may cover all or part of the employees' scheduled hours and may be on an intermittent/ occasional basis or on a regular schedule.

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

     N/A

    University of California Office of the President Personnel Policies for Staff Members

    Policy Manual

     

     

     

     

     

     

    I. Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    M. Bello

    Rewrite for wiki (brief)

    All

    Minor

    10/2/2014

    1

    L. Westphal

    Rewrite for wiki (policy)

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Flexible Work Options Policy

    Document number

    02.06.006.000

    Revision number

    1

    Publication date:

    10/2/2014

    Effective date:

    12/19/2008

    Next review date:

    10/2/2017

    Policy Area:

    Compensation & Work Hours

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Section 2.06(D)(4)

    Functional Division

    Human Resources

    Prior reference information (optional)

     

    Source Requirements Documents

    • Berkeley Lab Senior Management requirement

    Implementing Documents

    Document number

    Title

    Type

     N/A

    University of California Office of the President Personnel Policies for Staff Members

    Policy manual

     

     

     

     

     

     

    • No labels

    Adaptavist ThemeBuilder EngineAtlassian Confluence