Frequently Asked Questions

A FWA is a pre-approved arrangement in which an employee performs their regular job duties outside the unit’s standard work schedule, or from an alternative work location while ensuring that business and operational needs are not adversely impacted and/or may be enhanced by the flexible work arrangement.

A FWA includes either a Flexible Work Schedule or a Flexible Work Location.

A Flexible Work Schedule describes a recurring adjustment to the employee’s standard work schedule. Such revised schedules must align with operational needs of the position and the unit and allow for appropriate oversight of employee work assignments.

A Flexible Work Location is an approved work location (e.g., an employee’s home) other than the traditional on-site arrangement.

The process used by the Vice President (or designee) and Human Resources to evaluate the feasibility of a remote work arrangement.

The FWA Policy applies to regular, temporary and contingent on-call staff. The policy does not apply to faculty.

No. A FWA may be appropriate for some employees and some jobs, but not all employees and all jobs. A FWA is not a right of employment and will not be available to all employees.

Several factors will be used when considering the feasibility of flexible work arrangements. Campus, students, and workforce needs must be the primary and first considerations. Other factors to consider should include, but not be limited to, the:

• position’s job duties;
• need for in-person interaction with students, faculty, staff, parents, alumni, clients, vendors, agencies, or customers;
• position’s ability to be performed independently of others with minimal need for support;
• ability to measure by quantitative and/or qualitative means or results-oriented standards;
• employee’s most recent performance review rating of “meets expectations” or higher (a single category rating of below “meets expectations” may be considered by the Vice President or their designee as a disqualifier for a flexible work arrangement);
• employee’s conduct;
• remote location allows the employee to report to the office within a reasonable period of time, if needed;
• supervisor’s ability to manage the employee effectively;
• supervisor’s ability to ensure the office is adequately staffed and physically open for business during the unit’s normal operating hours;
• operational constraints of the unit (e.g., hours, location, equipment/tools, or access to documents, etc.); and
• University and employee's ability to ensure the arrangement can comply with applicable state and federal laws.

Additional considerations regarding the Position, Person and Place may be found on the Human Resources Flexible Work Arrangement webpage.

No. Flexible work arrangements are not intended as a substitute for childcare or dependent care. Employees are expected to plan for child and/or dependent care as needed and appropriate to be fully present, responsive, and professional during regular business hours.

An employee approved for a Flexible Work Location must be able to return to the primary work location within a reasonable time upon notice. Any employee approved for a Remote Full arrangement to work outside of Alabama will be subject to the laws and regulations of other states with respect to the employer/employee relationship. Supervisors must complete the Out-of-State Work Location Request Form in DocuSign in advance beforesubmitting a Flexible Work Arrangement Request. Review important information about out-of-state employment.

The agreement that outlines the flexible work arrangement for an individual employee, signed by both employee and Vice President or their designee. A Flexible Work Agreement is required for an employee to be approved for a Flexible Work Schedule or Flexible Work Location. By signing the Flexible Work Agreement, an employee agrees to continue to meet the same performance expectations and the University’s Standards of Behavior; and to maintain work hours, duties, and responsibilities consistent with their role. Flexible Work Agreements shall be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes.

The HR Business Partner should be consulted if a request for any type of Flexible Work Arrangement is based on health-related reasons to ensure compliance with relevant laws and policies, including but not limited to Family Medical Leave and ADA.

Supervisor should review the Flexible Work Arrangement Policy and all training information provided on the Flexible Work Arrangement website found in the HR Managers Toolkit. Then the supervisor will engage in conversation with the second level supervisor and the Vice President or designee. The supervisor and employee should then have a conversation regarding the feasibility of a flexible work arrangement. If all agree the position, person and place are conducive to a flexible work arrangement, the supervisor will submit a Flexible Work Agreement Request Form located on the Flexible Work Arrangement website. Submission of the Flexible Work Agreement Request Form will auto-generate a PDF copy of the final agreement emailed to the employee, first-level supervisor and the HR Business Partner.

NOTE: If a Flexible Work Location arrangement is requested for an employee who plans to work out-of-state, then the Out-of-State Work Location Request Form in DocuSign must be completed and attached when submitting a Flexible Work Agreement Request Form.

The immediate, first-level supervisor will build the approval workflow using an employee lookup feature on the Flexible Work Agreement Request Form. The approval workflow may include a second-level supervisor (e.g., Director-level) and must include the Vice President or their designee. The approval workflow is customizable based on business and operational needs of each unit. For non-academic units, an example approval workflow may start with a Manager as first-level supervisor, followed by the Executive Director as the second-level supervisor, and end with final review by the Vice President or their designee. For academic units, an example approval workflow may start with a Department Chair as first-level supervisor, followed by the College Dean as the second-level supervisor, and end with final review by the Provost or their designee.

Flexible work arrangements are voluntary and should always support a level of performance equal or superior to a traditional onsite arrangement, however, Vice Presidents may establish remote work as a condition of employment based on business needs, e.g., Regional Admissions Recruiters.

Yes. Vice Presidents or their designees, in consultation with Human Resources, may modify or terminate the flexible work arrangement early (before the end of the specified term). The employee may also terminate the flexible work arrangement, unless it was a condition of employment, with sufficient notice to department leadership.

The University will not be responsible for operating costs, home maintenance, or other costs incurred by the employee in the use of their homes as a remote work location, unless required by law or other applicable regulations.

All information related to the Flexible Work Arrangement Policy, Review Process, Training, Agreement and more may be found on the Flexible Work Arrangement website found in the HR Managers Toolkit.