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SAMPLE FLEX-TIME POLICY
The following can be used as a template for your organization if you are considering implementation of this kind of flexible work arrangement. Consider the specifics of your own organization and follow the normal review protocols used for implementation of a new policy to ensure that it meets your organizational needs and complies with all current internal policy and external legislation.
1. Policy Statement
As stated in its Policy on Equal Opportunities: 'the Organization confirms its commitment to develop, maintain and support a comprehensive policy of equal opportunities in employment within the Organization'. To assist in this the Organization will actively support Flex-Time where it is reasonable and practical to do so and where operational needs will not be adversely affected.
2. Definition of Flex-Time
Flex-time is a work schedule which allows employees to work hours that are not within the standard 8:00 AM to 5:00 PM range, while maintaining a high level of service during the organization's peak operating hours (typically 10:00 AM to 3:00 PM). With a flex-time schedule, non-exempt employees are still subject to all requirements of the Fair Labor Standards Act. Employees who are exempt from FLSA are expected to work whatever number of hours are required in order to accomplish their duties and may be permitted to set their own schedules.
3. Aims and Objectives
The Organization is committed to equality of opportunity for all its staff regardless of the number of hours worked. In order to facilitate this, the Organization may create working arrangements, in accordance with managerial interests, whereby it can widen its recruitment pool, retain the valuable skills of existing employees who no longer want to work full-time or who may want to work full time but with an alternative schedule, and enable staff to retain career development opportunities.
Because services within each division vary, not every employee in each department will be able to work similar flex-time schedules. Therefore, supervisors will have to carefully examine the flex-time schedules which their employees request, so that they can coordinate work schedules which ensure ample employee coverage during peak hours.
5. Managing Flex-Time
It is the responsibility of the supervisor to verify and ensure performance of employees with flex-time schedules. Flex-time schedules will need to be placed in a central location so that all employees stay aware of who is covering department services. Good relationships among everyone involved are important for a successful flex-time policy. Trust is a big factor; supervisors must feel confident that employees will not abuse the benefits that are inherent in a flex-time schedule. Flex-time is a privilege, not a right, and, if abused, can be taken away at the discretion of the supervisor.
6. Flex-Time Schedules
There are three types of flex schedules from which to choose: Peak-Hour Flex-Time, Adjusted Lunch Period, and Compressed Work Week. Once an employee signs up for a particular flex-time, the individual is expected to work that schedule in a consistent manner. However, schedules can be changed.
Peak-Hour Flex-Time: This flex-time schedule shifts daily work hours while still working an 8 hour day. For instance, instead of the normal 8-5 day, an employee could work from 7-4, 7:30-4:30, 9:00-6:00, etc. Working any arrangement of hours within an 8 hour day constitutes a valid work day. It is important to remember that the level of service must be maintained during peak hours, which are from 10:00 to 3:00. Therefore, supervisors will need to coordinate the schedules of all flex-time participants to ensure ample coverage during these hours.
Adjusted Lunch Period: This flex-time schedule allows employees to adjust the length of their lunch period, while still working an 8-hour day. An employee can take a minimum of 30 minutes and a maximum of two hours for lunch. For instance, an employee might want to go to the gym everyday from 11-1 and consequently leave work at 6:00 rather than 5:00.
Compressed Work Week: To maintain this flex-time arrangement, an employee works a full 40 hour work week in less than five days. For instance, an employee may work 4 10 hour days, or on a two week rotating basis; one week employees work a regular 8-5, five day week and the next they work a compressed schedule, which is four, 9-hour days and one 4-hour day.
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