Topics Map > Supervisor Toolkit > 2.2 Employee Performance
Topics Map > Supervisor Toolkit > 2.8 Office Space & Equipment
Topics Map > Employee Handbook > 1.14 Workplace & Conduct > 1.14.1 Remote Work & Flexible Scheduling
Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.8 Remote Work & Flexible Scheduling
Flexible Scheduling and Remote Work Operational Guidelines
Overview
The purposes of these guidelines are to:
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Make clear the need to communicate with, and receive approval from, the supervisor prior to flexing their normal schedule or working remotely.
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Reiterate that regular remote work, generally expected to last at least a month, can only be used if a Flexible Work Arrangement is submitted and approved.
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Reiterate the requirement to utilize MS Outlook Calendar to communicate schedules and work locations
These guidelines are not intended to substitute for other existing policies such as the paid leave policies, remote work policies, etc.
All Extension employees are accountable to their supervisor and, in the case of faculty located in counties, their Area Extension Director for their time and for fulfilling their assigned job responsibilities. The supervisor is responsible for working with their employees to support the use of flexible schedules and remote work in a way that is most effective for the employee and all forms of service delivery.
Note that different geographical and operational areas may have different needs. Application of the Remote Work Policy & Flexible Scheduling should by equitable, recognizing the unique needs of individual employees and different geographic, programmatic, and operational needs.
Remote Work
Remote Work: A work arrangement in which some or all work is regularly performed at a location other than an Extension work site or partner site in which programming is being conducted. This arrangement is reflected in a formalized agreement, submitted within the division and approved by leadership.
Extension supports an employee’s ability to work remotely for limited amounts of time, as long as program participant and organizational partner needs are being met. All employees that want to work remotely for any ongoing time (other than the occasional and sporadic remote work), must complete a Flexible Work Arrangement in Workday.
The supervisor has the right to deny or revoke remote or flex scheduling as appropriate to effectively manage service or program delivery, local office needs and partnership management. Ongoing communication between the employee and supervisor is imperative to the success of our workplace.
Remote Work Expectations
Employees seeking to engage in work while not in an Extension office or doing onsite programming/field work, must:
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Communicate with their supervisor about plans to work remotely and receive an approved ‘Flexible Work Arrangement,’ in Workday, prior to engaging in remote work.
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Update their Outlook calendar to reflect ongoing work location(s).
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Communicate your ongoing remote work schedule with their office time, keeping support staff apprised (if applicable) of their work schedules and location.
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Comply with the UW-Madison Remote Work Policy, including the general expectation to provide, at their own cost, internet connectivity at a quality necessary to support their work taste, including the ability to use university-supported video conferencing tools.
Flexible Scheduling
Flexible Schedule: An agreement in which an employee alters their working hours to be outside those of their typical workday. Flexible scheduling reflects the fundamental nature of a salaried professional position to commit the time needed to accomplish their work responsibilities in a flexible manner.
Given that Extension educational professionals are expected to engage in Extension programming during and beyond the regularly established office hours (i.e., Monday through Friday), care should be taken to create a balance of professional and personal time that is healthy for the individual and the organization.
Flexible scheduling is meant to provide an opportunity to balance professional and personal time in this work environment.
Flexible Scheduling is NOT
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Paid Leave: The use of employee paid leave is different than flexible scheduling and is guided under UW-Madison policies. Flexible scheduling is not to be substituted for utilizing accrued leave time when necessary and appropriate. Flexible scheduling is not intended to augment holiday, vacation or sick leave
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Comp Time: Extension professionals should not expect that hours worked in excess of 40 in a week to be taken off ‘hour for hour’ through flexible scheduling. (Note: Formal Comp time is not allowed.)
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Consistent or Repetitive: Flexible scheduling should not be a regular alternative work schedule that creates a repetitive pattern of time off (i.e., taking every Friday off).
Flexible Scheduling Expectations
Professional expectations require that Extension personnel:
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It is the responsibility of the employee to communicate with, and receive approval from, their immediate supervisor in advance of adjusting their schedule. If the scheduling request would negatively affect the unit’s program or function, the supervisor can deny that request.
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Professional expectations require that Extension personnel communicate with their office team and supervisor in advance about their work schedule and location. This includes keeping support staff apprised (if applicable) of their work schedules and location, and being reasonably responsive to phone calls, texts and emails when working away from the office during typical office hours.
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Update their Outlook Calendar with accurate working times and working location.
It is expected that flexible scheduling will:
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Support a balance of professional and personal time that is healthy for the individual and the organization;
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Create an efficient and collaborative workplace that provides exceptional customer service through communication with colleagues and partners;
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Ensure reasonable access to Extension expertise during regular office hours; and
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Be consistent with federal, state, county and university policies
Related Workplace Conduct
Whether in a county of campus office, Extension employees are subject to UW-Madison policies on workplace and conduct. County employees are also expected to follow their local office guidance as appropriate. The following guidance supports the dispersed nature of Extension work, including remote work and flexible scheduling.
Appropriate use of MS Outlook Calendar
Extension employees are responsible for maintaining their MS Outlook online calendars. Extension employees should:
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Share access to the Outlook Calendar with Office support staff, colleagues, and supervisors.
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Shared access should include details (including dates, times and locations) for each employee in the office. If the confidentiality of a meeting with a stakeholder is needed, or the meeting is personal in nature, that can be indicated by marking the appointment confidential.
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Working hours and location should be shared on their Outlook calendar in compliance with the remote and flexible scheduling expectations.
Appropriate use of University Resources
University resources are supported by taxes and grants and as such their use for personal or partner needs is limited.
Related and Supportive Policies & Procedures
Additionally, the following policies and procedures apply and complement this Operational Guideline.
Division of Extension Policies & Procedures
UW-Madison Policies & Procedures
Remote Work Agreements:
UW-Madison Inclement Weather Guidelines
Note – We understand weather can vary throughout the state, and many staff work in offices and facilities that are not Extension facilities (such as county offices), which may at times be closed when UW facilities remain open. Supervisors and staff should discuss and have a plan in place so that all have clear expectations of what to do.