Flexible Work Proposal/Approval Process
The establishment of flexible work arrangements can happen in a variety of ways. These arrangements can be proposed through open conversations during regular check-ins with managers or team meetings, where ideas are shared and solutions are found together. Additionally, supervisors may propose arrangements that could benefit their teams, fostering a more balanced and productive work environment for everyone. The key is collaboration and finding the best approach for each team’s unique needs.
Many departments have already established flexible work models to support employees, ensuring both productivity and work-life balance. These frameworks are designed with the following factors in mind:
- The need for in-person interactions, especially for student-facing roles and front-line services
- Specific deliverables that may require on-site or remote support
- Variations in operating hours throughout the year that may limit flexibility
- The external market and retention of employees in high-demand fields
- Availability of space and resources to support work requirements
- Planning for unexpected needs
- The importance of team collaboration, personal development, and understanding of the university environment, particularly for newer staff
Employees are encouraged to discuss flexible work options with their supervisor. Supervisors will consider these requests based on existing frameworks in their areas, reviewing them on a case-by-case basis in collaboration with other leaders as needed.
Supervisors are responsible for looking at whether a proposal can work and collaborating with employees on any changes needed to meet operational needs. If a supervisor can’t approve a proposal, they should clearly explain the reasons to the employee. To keep things consistent across all faculties and departments, approval for flexible work arrangements rests with the Associate Vice-President or Dean.
Fully remote positions are rare at the University. Most roles have some in-person requirements, and employees should be ready to attend a McMaster site as part of their job.
100% remote work is considered exceptional and requires review with the AVP/Dean, as well as approval from the appropriate Vice-President and AVP & CHRO.
For additional guidance, consultation with your HR partner is encouraged.
Worth Noting
Many faculties and departments have already established flexible work models. If your arrangements are already approved and in place, kindly inform your HR partner.
Step 1:
The employee/team proposes a flexible work arrangement (FWA) to the supervisor, or vice versa. This can happen in different ways but should include the core details of the proposed arrangement.
Step 2:
Supervisors are responsible for looking at whether a proposal can work and collaborating with employees on any changes needed to meet operational needs.
Step 3:
Supervisors will also review the arrangements with the AVP/Dean for final approval.
Step 4:
If a supervisor can’t approve a proposal, they should clearly explain the reasons to the employee.
Step 5:
Approved FWA is implemented, with expectations and health and safety requirements reviewed.
Step 6:
Please ensure HR is informed of flexible work arrangements to help maintain consistency and provide support.
Step 7:
Review flexible work arrangements at least annually to ensure continued success.
Notification of Changes to Arrangements/Agreements
It is recommended that agreements are reviewed by supervisors and employees at least annually or when significant operational or organizational changes within the unit take place. For regular, cyclical, term-based changes, a minimum of 30 days notice is recommended to be provided to employees to allow for required planning.
For significant operational or organizational changes, it is recommended to provide as much notice as possible is provided to employees, with a recommended 90 days notice to allow for required planning.
Please refer to respective CBAs for any specific information related to notification changes.
It is recognized that there may be emergency situations which arise at the University or within specific faculties/departments which require immediate adjustments to employee work schedules due to unforeseen circumstances. In these situations, supervisors will review needs with employees and everyone will be asked to work together and accommodate plans to ensure that required operational needs are met.
It is also recognized that sometimes unexpected personal situations arise which may require additional flexibility and/or accommodation support on a short-term basis. Employees are encouraged to work with their supervisor and HR representative to review potential options and facilitate required arrangements.