Flexible Work Arrangement for Academic Affairs
This is a pilot program. Input is welcome as we test it for final implementation. Provide feedback or send questions to AApilotprograms@tcu.edu.
This pilot program applies only to Academic Affairs staff and temporary employees (full-time and part-time) who request a flexible work arrangement. It does not apply to faculty.
A. Explanation of Terms from TCU HR Policy as Applied to Academic Affairs
- Flexible Work Arrangement is an arrangement between the supervisor and the employee that details the terms and conditions of an employee’s use of a flexible work arrangement to complete the essential functions of the job and meet success requirements.
- Primary Workplace (on campus) is the location on campus or affiliated University-owned/leased facilities where employees generally report for work to successfully complete
their job/perform the essential functions of their job.
- Alternative Workplace (off campus) – is an approved work location at which employees successfully complete their jobs/perform the essential functions of their job at an off-campus
location for all or a portion of one or more days per week.
- Customized Work Hours – an arrangement that allow for flexibility within a workweek to accommodate planned events including, but not limited to, late arrivals, early departures,
after hours events, mid-day commitments, service hours (versus office hours), and such to accommodate student or university needs.
- Not supported by Academic Affairs: Remote Work Arrangement (fully off campus) and Modified Work Week (four 10-hour days or four 9-hour
days and one 4-hour day).
B. Details of a Flexible Work Arrangement in Academic Affairs
- Academic Affairs will support a 4/1 Model upon approval:
- Employees may be permitted to work from an Alternative Workplace one day per week if they work on campus in their Primary Workplace for four days of the week.
- Requests must be made to the direct supervisor.
- Approval is required by the direct supervisor, with the additional approval of the appropriate dean, associate provost or vice provost.
- Supervisors have the discretion to work with their team to determine the best Flexible Work Arrangement to ensure that the office is staffed appropriately at all times for interaction with visitors and to provide services, especially to students.
- Supervisors should create a calendar that clearly depicts who is working where and on what days.
- The arrangement should not cause the need for additional staff nor for existing staff to perform additional duties or work additional hours.
- The arrangement should not diminish the high quality of services or outcomes; for example, too much use of student employees to fill gaps.
- Certain restrictions apply.
- Employees may not use the alternative workplace day to be the primary caregiver for a child or adult, for sick days, nor during vacation days.
- Alternative workplace days may not be accumulated.
- The alternative workplace day does not apply to weeks that include a holiday, university closing, vacation or sick day.
- Employees may not change their alternative workplace days without prior approval.
- Staff members must be in good standing to participate in the Flexible Work Arrangement. A Flexible Work Arrangement is neither an entitlement nor an employee benefit, and can be revoked or denied due to the needs of the unit as well as the performance of the employee.
- When working from an alternative workplace, employees are expected to work their specific office hours and be available for timely interaction, communication and contact.
- Supervisors may temporarily suspend the Flexible Work Arrangement during times with a high volume of work or low human resources.
- The Flexible Work Arrangement may be for any duration but must be reviewed annually.
- TCU may terminate a Flexible Work Arrangement at any time. Employees may request to terminate their Flexible Work Arrangement at any time.
C. Steps for Requesting a Flexible Work Arrangement for Academic Affairs
- Step One: Employees must first discuss the possibility of a 4/1 Flexible Work Arrangement with their supervisor.
- Step Two: Supervisors evaluate requests to ensure the office is covered appropriately at all times. Supervisors have the discretion to approve, deny or modify a request based on their sole discretion as well as job-related criteria, including the importance of on-campus presence, demonstrated abilities, employment history, and availability of the appropriate alternative workplace site.
- Step Three: Once an arrangement is tentatively agreed upon by the supervisor and employee,
- Employees log on to my.tcu.edu
- Select My Employee Center
- Select Flexible Work Arrangement
- Complete the form with details about the specific arrangement.
- Step Four: Requests are routed by the system to the supervisor.
- Step Five: The supervisor will forward the request via email, with their approval, to the dean, associate provost or vice provost for final approval.
- Step Six: Once approved by the dean, associate provost or vice provost, the Flexible Work Arrangement can commence.
D. Customized Work Hours
- Academic Affairs supports supervisors to have the discretion to allow different arrival and departure times for their staff.
- No further action, forms or approval process is needed.
E. Remote Work Arrangement
- Academic Affairs does not support a full 100% remote work arrangement.
F. Equipment and Supplies
- TCU does not provide equipment for employees working at an alternative work location. TCU will not reimburse employees for costs associated with Flexible Work Arrangements or alternative work locations.
- Employees will use their home computer to access the TCU VPN and use Remote Desktop to connect to their TCU desktop in their TCU office, or the generic virtual desktop (windows.tcu.edu).
- TCU IT can assist with installing VPN software and instructions for how to use Remote Desktop (available here), but cannot make house calls, troubleshoot home routers, etc.
- Employees are responsible for ensuring their data plan is adequate to support work at an alternative location and are responsible for any costs associated with such a data plan.
- TCU is not responsible for operating costs, home or technology maintenance, or any other incidental costs (e.g. utilities, telephone including cellular, insurance, internet/wireless services) associated with the use of the employee’s residence for work as an alternative location.
- In the case of a power outage on campus, the on-campus computer may shut down, which means employees cannot access VPN. TCU IT cannot enter offices to restart computers. Supervisors may want to create a continuity plan for computer restarts.