Flexible Work Schedules at ECU

ECU serves many constituencies, and it is essential that university services are always available to the citizens of our region and state throughout the year. Access to university resources demands that the campus is in full operation on a continuous basis. This commitment necessitates that service in all areas is provided no less than from 8:00 a.m. – 5:00 p.m. Monday through Friday throughout the year. While maintaining core service hours is part of our mission, the University also recognizes that many of our employees value flexibility in work scheduling. The University supports flexibility in the development of individual work schedules if the overall responsibilities of the unit, division, and University are not compromised.

Flexible Work Schedules Defined

Flexible Work Schedules are the reoccurring scheduling of hours worked that differ from the normal unit work schedule, such as alternative work schedules (e.g., flex time and compressed workweeks) and arrangements regarding shift and break schedules. The most common examples of flexible work schedules include early or late arrivals; four-day workweeks; and working on weekends. The nature of the employee’s work and responsibilities must be conducive to a flexible work schedule without causing disruption to performance and/or service delivery. Certain University positions do not lend themselves to flexible work schedules and the University has sole discretion to make such determinations.

Understanding that all University offices and operations need to be fully functional every day, the University encourages supervisors and employees to develop flexible work arrangements that meet the needs of their unit. For flexible work schedules to be effective, all work must continue to be accomplished on time and there should be no legitimate complaints or perceptions of reduced service. In addition, to ensure that high levels of customer service are maintained, email, and voice mail messages should direct people to a single point of contact for information or assistance when someone is not available.

When university employees have a reoccurring work schedule that is different than the normal work schedule of the unit/position, such as working before or after normal business work hours and/or on weekends, the employee should have a formalized agreement approved by authorized individuals as outlined in the University Flexible Work Arrangement and Remote Work Regulation. Changes to an employee’s work schedule that is impromptu and/or is non-reoccurring, do not need to be formally documented in a flexible work arrangement agreement.

Supervisors are advised to be attentive and ensure that adequate supervision is provided for situations where adjusted work schedules fall outside of normal work hours. Supervisors may revise or revoke flexible work schedules at any time. Thirty (30) days of notice is generally recommended as a minimum unless employee conduct or safety issues necessitate otherwise at the discretion of management. This will allow employees to make alternate arrangements if needed to adhere to the revised work schedule.

Flexible Work Arrangement Standard Operating Procedures

No employee can be approved for a Flexible Work Arrangement unless/until the unit to which the employee is assigned has received a formal review and approval of its FWA Standard Operating Procedures (SOP). The SOP is designed to complement, while remaining fully compliant with, the University Flexible Work Arrangement and Remote Work Regulation.

The SOP should establish the FWA policies for your specific work unit, including: what types of flexible arrangements are allowed; how eligibility for a flexible arrangement is determined; how flexible arrangements are approved; employee and supervisor responsibilities; and other unit specific rules regarding flexible work arrangements.

FWA SOPS must be reviewed and approved by the respective Division Office/Vice Chancellor in collaboration with the Director of Employee Relations. After a SOP is approved, a PDF copy must be sent to employeerelations@ecu.edu for retention and shared with all employees approved for a flexible work arrangement in the unit.

An optional FWA SOP template can be found on the Forms and Documents page to assist units in the development of a SOP.

Flexible Work Arrangement Agreements

Before an employee can begin a Flexible Work Arrangement, remote work or flexible scheduling, they must have an approved FWA Agreement. FWA Agreements are found on the Forms and Documents page and are approved by two levels of approval, in accordance with the unit’s FWA SOP. Agreements must be formally discussed and approved at least annually and revised if/as appropriate. A copy of the Agreement should be retained by the flexible worker and their supervisor; while the original is kept by Human Resources within the online system.