Flexible Work

Eligible employees may be permitted to work a different daily work schedule other than their regular standard schedule.

Conditions:

• Employees must work the same number of hours each day as in their regular schedule.
• Employees must work during the core hours 9:30 am – 3:30 pm and may start as early as 7:30 am and may finish as late as 5:30 pm.
• Breaks and lunch periods must be taken within the working day and cannot be taken at the beginning or end of a working day or accumulated to reduce the hours worked on another working day.
• 70% on-campus staffing level during the University’s/department’s regular hours of operation.

Employees whose roles or departments directly support students, faculty and research are not eligible for the remote work option.

• View the departmental listing

Eligible Employees may request to work off University Premises for a maximum of one day per week.

In exceptional circumstances, a maximum of two days per week may be approved by the respective Vice-President.

Note: Exceptional circumstances in the context of this policy refers to situations beyond the University’s control that can significantly impact its operations.

• These are not individual employee requests but rather institutional challenges.
• Example: The inability to attract candidates for hard-to-fill positions. If these roles remain vacant, they can pose a risk to the University’s functioning.
• Such requests need to be brought forward by the AVP/Dean/Director to the appropriate Vice-President for approval.
• Subject to review.

Remote Work Conditions

• The Employee must maintain their regular work schedule or approved Flexible Work Schedule. 
• Departments must ensure  minimum of 70% on-campus staffing level during the University’s/department’s regular hours of operation. 
• 100% mandatory on-campus presence:  
  • the week preceding the start of the fall semester;
  • the first week of the fall semester;
  • the second week of the fall semester;
  • any other time established by Leaders based on operational requirements. 
• Employees must be available by phone, Teams chat, and/or video conference during scheduled work hours, excluding breaks and lunch periods.
• Employees approved for Remote Work must perform their work in the Province of Ontario in a location that would allow them to attend the University in person as may be required due to unforeseen circumstances or in-person meetings and activities.

Employees who have completed their probationary period, and who are part of the following employee groups: Executive, Managerial and Professional, Unifor Local 2458 (Clerical Full -Time) and CUPE Local 1393 (excepting Maintenance) may request an occasional Flexible Schedule or Remote Work for specific, incidental reasons. Ad-hoc arrangements are primarily for employees not in an approved flexible schedule and/or remote work. 

These ad-hoc arrangements:

• Must be requested in writing (via e-mail)
• Leader has full discretion to grant or deny these requests.

Approval for an ad-hoc requests: Considered on a case-by-case basis. Prior approval will not be considered a precedent or basis for future approval.

Key considerations:

• Ad-hoc flexible work requests are not a substitute for sick leave or workplace accommodation. 
• Employees must still be able to perform all their job duties and meet policy requirements. 
• In some situations, using lieu time or vacation may be a more suitable approach. 

• For employees already in an approved flexible work arrangement, adjusting their approved remote day or schedule may be more appropriate.

What Supervisors Need to Do Before Employees Submit a Flexible Work Request

• Review the Flexible Work Policy and the List of Departments Eligible/Not Eligible for Remote Work
• Complete the Flexible Work Departmental Framework
• Submit the Flexible Work Departmental Framework to your one-up leader for approval (i.e. VP, AVP, Dean)
• Meet with your team to:
  • Review the Flexible Work Policy
  • Share the approved Flexible Work Departmental Framework 
  • Connect employees to the Flexible Work Request Form and Health & Safety Checklist
  • Highlight procedures for submitting requests via UWinsite People
  • Provide timelines for submitting requests via UWinsite People (Recommended – July 7 to 18)
  • Let employees know by when they can expect to receive a response (approve/reject) via UWinsite People (Recommended – By August 5)

Approving Flexible Work Requests

Leaders (immediate supervisors) will receive Flexible Work requests from eligible employees via UWinsite People.
Approval must be made through UWinsite People.

• Flexible Work Request Approval Process  - instructions for supervisors
• Link to UWinsite People

Resource - Policy Overview (leaders/supervisors)

What Employees Need to Do to Submit A Flexible Work Request

• Review the Flexible Work Policy and the approved Flexible Work Department Framework shared by your supervisor.
• Complete the Flexible Work Request Form (PDF fillable)
• Complete the Health & Safety Checklist if requesting Remote Work (PDF fillable)
• Upload the completed form and checklist to UWinsite People using the Document Record (this will route the uploaded form/checklist to your supervisor for review and approval

Submitting a request - Instructions for Employees

Resource: Policy Overview (employees)