Employees and managers should work together and follow the process below to set up approved and successful flexible work arrangements. Work collaboratively to modify the proposal if business operations make the original request not feasible. Once you are in agreement, it must be documented in the Flexible Work Agreement.
You are encouraged to revisit and reevaluate Flexible Work Agreements at least once a year. College and units can set guidance and timelines for reviewing agreements, which could be aligned with annual performance management conversations. However, if the arrangement changes at any time, employees should follow the below process to evaluate and submit a new Flexible Work Agreement.
The approval of flexible work is not a right of an employee or faculty member, and it also does not change the terms and conditions of employment with Ohio State. Managers reserve the right to require, deny, alter or cease flexible work based on the unit’s business needs, the individual’s work performance or other factors. The availability of flexible work options may change as we evolve in how we do our work.
Flexible Work Agreement Process
Employees and managers should work together to follow the three-step process below to complete a flexible work agreement.
Step 1: Employee – Assess and Create Request
1
Review the policy and expectations
2
Understand the flexible work option needed
3
Develop a work plan
Develop a reasonable plan for completing work and meeting performance expectations (including but not limited to maintaining effective communication with your manager, colleagues and stakeholders), continue to be active and collaborative with your team and its initiatives, and include it as part of the proposal. Evaluate how you would answer the questions below to describe how your work performance lends itself to working remotely or with time flexibility. Reference how you do your best work, your track record for completing work assignments on time and your ability to work independently without close supervision.
- Are you currently meeting or exceeding performance expectations? Have you established clear goals with your manager?
- Are you self-directed and comfortable working without close supervision? Do you manage your time well? Are you comfortable working alone for long periods of time?
- Will this proposal impact your ability to maintain a desired level of team engagement or adversely impact your manager’s ability to supervise you?
- Does your role have supervisory or lead work responsibilities? If so, how will this affect the employees who report to you?
- Can job duties be performed well during the hours you are proposing? Would the proposed flexible work affect customer service or other stakeholder needs?
- Does your job require you to be at the work site for periods of time?
- Would the proposed flexible work affect work volume, peak periods, projects in progress, your colleague’s work and/or overtime?
- Does your non-immigrant work authorization prohibit remote work or require approval of remote work greater than 30 days and have you received it?
4
Identify needs for tools, equipment and security of technology and data
5
Complete a Flexible Work Proposal for time flexibility or non-location arrangements
If your request is for time flexibility, a non-location arrangement or beyond day-to-day flexibility, complete the Flexible Work Proposal to guide the conversation and review with your manager.
6
Evaluate special circ*mstances
Some specific circ*mstances require consultation with university partners. Work with your HR business partner to make sure you have accurate information and approvals.
- If the request is to work outside of Ohio, review Working Outside of Ohio for additional information. All requests to work domestically but outside of the state of Ohio will be reviewed on a case-by-case basis.
- If the employee will begin or is already in a J-1 or an H-1B non-immigrant status, the employing unit must consult with the Office of International Affairs before approving any flexible work agreement and/or for a work site location of an Ohio State campus for the employee.
- If the employee is or will be an international scholar on a J-1 non-immigration status, the U.S. Department of State requires them to be full in person at an Ohio State campus site of activity.
- No flexible, hybrid work arrangements from home are permitted.
- If working at a site outside of Ohio State campus is warranted, consult OIA.
- If the employee is or will be on an H-1B temporary non-immigrant status, the number of hours and the worksite locations(s) are listed in the H-1B work petition and the employee can only work at those sites and for the number of hours listed in the petition. If anything changes, consult OIA for specific actions. Failure to work under the terms and conditions listed in the petition can have a negative impact on the individual and employing unit.
- If the employee is or will be an international scholar on a J-1 non-immigration status, the U.S. Department of State requires them to be full in person at an Ohio State campus site of activity.
- If the request involves a health or medical issue or a disability accommodation, contact Integrated Absence Management and Vocational Services Department (IAMVS) at 614-292-3439 or hr-integrateddisability@osu.edu for support.
Step 2: Manager – Evaluate and Approve
1
Have a conversation with the employee and align on expectations
2
Review the policy and FAQs
3
Follow the manager guidance and process for additional steps
4
Reference the working outside of Ohio information if needed
5
Approve or deny request
The manager has discretion to approve or deny a request for flexible work, and the decision will be based on the unit’s operational needs. If a manager does not approve the request, they should have a conversation with the employee to provide more information on why the request was denied.
Step 3: Employee and Manager – Implement
1
Employee submits a Flexible Work Agreement
Once the employee and manager have aligned and a workplan is established, the employee must submit the Flexible Work Agreement to appropriately document their work locations and collect work location information for tax reporting purposes. This Flexible Work Agreement Job Aid outlines the process and common questions for submitting the form.
2
Attach the Flexible Work Proposal if it was needed
3
Review the responsibilities and expectations
4
Agreement routes to manager for approval
Upon completion, the agreement will automatically route to the employee’s supervisor for approval. When approved and final, the agreement will be securely stored and enable Payroll access to important work location information for tax reporting for employees who have a fully remote or hybrid work agreement, and it serves as documentation. Visit the payroll website for more information.
