Alternative Work Schedules

Highline College encourages the adoption of alternative work schedules when they work to the advantage of both the employee and the unit/department. Adoption of an alternative work schedule requires the supervisor’s and/or department head (Director/Dean/Associate Dean) advance approval in writing, and is based on their determination that the arrangement will work for all concerned.

Alternative work schedules deviate from the traditional “8-to-5” workday and Monday through Friday workweek. These schedules can accommodate employee preferences or a unit’s unique job requirements. Examples include telework (telecommuting), alternative work schedules, flexible work schedules, and compressed work schedules.

What is a flexible work schedule?

A flexible work schedule is a scheduling arrangement that permits a variation from the employee’s core hours (i.e. scheduled hours of the workday when an employee must be present/available) in starting and departure times but does not alter the total number of hours worked in a week. Flexible time band refers to the time periods on either side of core hours during the workday when an employee can vary arrival and departure times or telework.

Plans for flexible work schedules must include the following characteristics:

• A fixed, core block of work time during which the employee is always at work
• A daily work start time that can vary within a specified range
• A daily work end time that must be adjusted each day in accordance with that day’s start time

What is a compressed work schedule?

A compressed work schedule is a fixed work schedule (no flexible time bands) in which an employee can complete the biweekly work requirement in less than 10 working days. For example, a 4-10 schedule is when a full-time employee could work four 10-hour days instead of five 8-hour days. A 5/4/9 is when an employee works four 9-hour days and one 4-hour day in a week.

What are the benefits of an alternative work schedule arrangement?

Possible benefits include better office coverage, extended service hours, enhancement of staff morale, reduced tardiness and absenteeism, increased employee ability to better manage personal life, and increased productivity because an employee may choose to work during their own peak times.

What considerations are there for negotiating this type of work schedule?

• Access to public transportation and dependent care options can often be a challenge. Scheduling of various flexible work requests to ensure office coverage.
• Operational and business needs must be met. Allowing alternative work arrangements to all employees in a department should not disrupt the business needs of the office/unit.
• What is different for summer? If the college switches to 4-10 schedules, can employees keep their normal schedules?

As an employee, what factors should I consider when proposing an alternative work schedule?

If you plan on proposing an alternative work schedule, keep in mind that your supervisor will probably want to know how the arrangement will help you, and how it will meet the unit/department’s needs as well. Consider the following points:

• Does your position require regular interaction with coworkers or clients? If it does, how will your proposal address any concerns that might arise about your ability to meet these requirements?
• Does your productivity, reliability, and overall work record demonstrate the ability to fulfill the terms of the proposed arrangement?

For teleworking arrangements:

• Does your position require that you work with such confidential information as student records, personnel records or patient records? How can you perform your job duties and maintain the required data security and confidentiality?
• Will your proposal require a computer, printer, or other equipment? Who will supply the equipment and be responsible for maintaining, upgrading, and supporting it?
• Is your home computer secure? If not, there is a high probability that you could corrupt files or damage Highline computers by spreading computer viruses or other malware.
• Do you perform work that has critical deadlines that might be missed if you are working from home and your computer connection or electricity fails? If so, how will you ensure that critical deadlines can be met or tasks can be accomplished even if you experience a home computer problem?

Are there other special considerations?

Working an alternative work schedule requires special attention to holiday-related leave accounting:

• For a full-time employee, a holiday is worth eight (8) hours. For part-time employees, the holiday hour value is pro-rated based on the employee’s percentage of full time.
• If a holiday falls on a day the employee is scheduled to work fewer hours than the value of the holiday, the employee receives holiday credit for the difference. The employee can arrange to use these holiday credit hours at a later date.
• If a holiday falls on a day that the employee is scheduled to work more hours than the value of the holiday, the employee will “owe” the College the difference in time between the hour value of the holiday and the hours the employee was scheduled to work. These owed hours can be taken as leave without pay, made up the same week or otherwise accounted for by using appropriate accrued leave.

 What is the request and approval process for alternative work schedules?

1. Employee makes the request to their manager.  Managers should evaluate an employee’s request, considering the position’s suitability for an alternative work schedule. Managers will maintain fair, consistent and equitable decisions across their department.
2. If applicable to the employee’s request, utilize the Telework Position Assessment to determine if hybrid telework is an appropriate option for the position and update the employee’s Telework Agreement.
3. Document the agreed upon schedule, noting core hours and flexible time bands if applicable. As noted in Step 2, it may be necessary to update the employee’s Telework Agreement; provide updated paperwork to HR.
4.  Flexible schedules may not require a change to the employee’s schedule in ctcLink/PeopleSoft. Compressed schedules should be changed in ctcLink/PeopleSoft by the manager. Contact HR if you need assistance.

As a supervisor, how do I manage employees with alternative work schedules?

• Establish a plan that ensures clear communication and accountability.
• If the arrangement involves flexible hours or an alternative work location, specify the days and times when the employee will be on site for meetings and to communicate directly with other team members.
• Review leave and record-keeping implications with the employee.
• Before agreeing to long term proposal implementation, establish the arrangement on a pilot basis with a designated review period. During the pilot period, either the employee or supervisor can end the arrangement.
• If an arrangement results in a reduction in the employee’s scheduled work hours, make sure that the employee understands that you cannot guarantee a return to the previous schedule outside of the trial period, should the employee request it.
• Make sure all parties understand the terms of the arrangement, and that once the arrangement is implemented, its continuation depends on the arrangement’s working effectively for the department.
• Document all pertinent details of the arrangement, including work hours and schedule, performance plan with measurable outcomes, and a review schedule and provide the employee with a copy. 
• Remember to update the employee’s schedule in ctcLink.