Flexible Work Arrangement Policy for Staff

Applies to: Staff

Effective Date: January 1, 2025

Scope

We offer flexible work arrangements for all eligible school staff (based on your job duties and needs of the school), both full-time and part-time. We value your contributions and want to support your unique needs.

Rationale

At Mitchell Hamline School of Law, we recognize that balancing work and personal life is essential for your success and well-being. Our flexible work arrangements are designed to support you, especially for situations that extend beyond the traditional 8:30 AM to 4:30 PM work schedule and for requests lasting longer than two months. We believe that offering flexibility not only helps you achieve your professional goals but also allows you to address your personal needs. By accommodating non-traditional work hours and locations, we aim to foster a productive and collaborative environment that benefits both you and our entire team. While not all positions may qualify for flexible arrangements, we encourage you to discuss your options with your immediate supervisor. Managers will carefully review all flexible work arrangement requests, considering departmental needs and the ability to maintain a high level of service. With the exception of location, all terms and conditions of employment with the school remain unchanged.

Flexible Work Options – form/approval is required for those participating (see link to form in Process, section D)

1. Flextime: Agreed-upon starting and departure times that differ from the standard schedule for the department, division, or work group. Flextime does not reduce the total number of hours worked in each workweek. Hourly employees must be paid overtime for hours worked over 40 in a workweek. All overtime must be approved by manager prior to working.
2. Compressed workweek: A traditional 40-hour workweek condensed into fewer than five workdays (e.g. four 10-hour workdays).
3. Remote work: A regular, routine work arrangement that allows the employee to perform a portion of the job outside of School facilities.
4. Fully Remote: This policy applies to approved, fully remote employees, normally agreed to upon hire, especially in hard-fill, non-student facing positions.

Criteria

We’re pleased to offer flexible work arrangements, tailored to meet both your needs and the operational requirements of our department, division, or work group. To ensure a smooth process, these arrangements require prior approval from your manager.

When applicable, it’s important to have a plan in place for covering the main department location to maintain continuity of operations. Additionally, in certain situations, requesting family and/or medical leave or seeking reasonable accommodation for a disability may be a more suitable option. Employees should contact HR with any medical accommodation requests.

Requests for flexible work arrangements will be evaluated based on the following criteria:

When exploring remote work options, we want to ensure it’s a good fit for you and the team. Here are some key questions to consider:

1. Job Suitability: Can your job duties and responsibilities be effectively performed remotely or independently from your coworkers?
2. Impact on Others: Will remote work have any negative effects on students or your coworkers?
3. Performance History: Do you have a proven record of satisfactory job performance and attendance?
4. Self-Motivation: Have you shown the ability to work independently with strong self-discipline and motivation?
5. Communication Skills: Are you able to communicate effectively with others, providing information in a timely and appropriate manner?

Guidelines

Flexible work arrangements are a valuable strategy that benefits both our organization and our employees. Here’s how we can work together to make this process effective:

• Understanding Flexibility: While flexible work arrangements are a great option, they are not considered an employee right or a universal benefit. They serve as a strategic approach to enhance our workplace.
• Not a Substitute: Please remember that flexible work arrangements are not a replacement for paid time off.
• Request vs. Occasional Flexibility: It’s important to differentiate between a formal request for a flexible work arrangement and the occasional need for flexibility. Requests for flexible arrangements typically last longer than two months and become a regular part of your work schedule.
• Department Needs: We value your contributions, and while we’ll consider all requests, not every position may be suitable for flexible options. Our priority is to meet the operational needs of the department, division, or work group.
• Adaptability: Flexibility is a two-way street. While we strive to accommodate your needs, these arrangements are not guaranteed or permanent. They may change based on the evolving needs of your team.
• Communication: Your manager may adjust your work schedule or location as needed to support team operations. Open communication is key, and we encourage you to discuss any changes with your manager.

Remote Work Guidelines

1. We know that balancing remote work can be challenging, but we’re committed to supporting your work-life balance. It’s important to clarify what maintaining this balance looks like in practice. There will be weeks when you may need to be in the office more, while other weeks may allow for more remote work. We trust you to navigate this balance effectively, adjusting as needed to meet both your responsibilities and team goals.
2. As a general guideline, no agreement should be set up for more than 50% of an employee’s core work schedule. Examples include 2 full days and one morning remote each week; or 3 days remote one week and then 2 days remote the second week on a rotating schedule.
3. As a remote worker, your workspace is key to your productivity. Here’s what is expected:
   Designated Workspace: Set up a dedicated area that allows you to report to the office within your normal commute.
   Workspace Setup: Ensure your workspace is safe, ergonomic, and free from distractions.
   Data Security: Make sure your area is secure for handling sensitive information.
   Costs for Adjustments: You’ll be responsible for any expenses related to setting up or remodeling your workspace.
4. The School will not provide additional work/IT equipment for those choosing to work remotely. School equipment used in off-site locations is subject to the same inventory control and disposal procedures as equipment used on-site. IT will repair and replace school equipment unless it is lost, damaged or stolen through the employee’s negligence or abuse.
5. Please remember that any equipment provided is intended for School-related purposes and is available only to authorized staff. Employees are expected to ensure the confidentiality and security of all MHSL data accessed from or transported to the remote work site.
6. A remote work arrangement is not a substitute for regular dependent or childcare. The remote work site must be free of distractions including demands on the employee’s time and attention by dependents. Employees must have the same dependent care arrangements in place when they are working remote as they would if they were working at the School.
7. Remote workers must appropriately mark their Outlook calendars to show when they are working remotely, and be available via telephone, email, Microsoft Teams, or Zoom.

Process

1. The employee and manager will meet to discuss the flexible work request. The manager will use the criteria outlined above to discuss suitability and possible challenges.
2. Employees working outside of Minnesota on a regular basis must have prior approval from their manager andHR due to on-site attendance requirements and potential tax implications.
3. The work group’s operational needs will be considered when deciding to grant flexible work schedules to employees (e.g., impact on work group, co-workers, students, budget, business needs, etc.)
4. Flexible work agreement online form will be completed by the manager and employee together. This form will be kept in the employee personnel file. The form can be found on The Summit and linked HERE
5. Managers should evaluate an employee’s flexible work arrangement with them on an ongoing basis.
6. MHSL will assess the flexible work arrangement policy on a periodic basis.

Performance Standards

1. MHSL’s policies and procedures as stated above apply to all flexible work arrangements.
2. A flexible work arrangement will start with a pilot period of three months during which the employee and manager will review progress. The arrangement may continue after the trial period if deemed successful by both the employee and the manager.
3. Regular weekly check-ins between the manager and employee are required. These are recommended to be face-to-face.
4. With reasonable notice, either the employee or the manager may terminate the flexible work arrangement at any time and for any reason as needed.

By collaborating and communicating openly, we can create a flexible work environment that benefits everyone.