Discussing FlexPlace Work Location Models With Staff

Suggested talking points for managers

This guidance is designed to support managers when they are engaging with staff about the availability of hybrid or remote work locations. The discussion points below are designed to help managers effectively balance employee interests while ensuring realistic and accurate representations of operational needs and the availability or remote or hybrid work in a particular role/position.

Fully on-campus

These positions require a physical presence on campus to perform their work.

• Given the nature of our operation and your position, full-time physical presence on campus is required and our work can generally not be done remotely.
• We try to be flexible in other ways when we can but need to consider the following:
  • Shifts for bargaining unit employees are often tied to seniority and dictated by contract procedures so flexible scheduling is limited.
  • Flexibility with regard to scheduling is not something that is easily implemented due to the nature of our operation, but we try to be supportive on ad hoc basis when we can.
  • While operational realities/needs dictate firm schedules, we do have some limited flexibility around start and end times once someone is fully trained and performing at a satisfactory level depending on staffing levels and interest/equity within the unit.
  • Other unit specific details that can be shared.
     

Hybrid (steady schedule)

These positions maintain a consistent balance of on-campus and remote work throughout the year.

Unit Approach

• Our unit is approaching hybrid work from a unit perspective based on operational need.
• Currently our expectation is that staff work on campus at least ___ days per week. Staff are free to work more days on campus if they choose/prefer.
• We have been scheduling our on-campus time as (1) employee choice – undefined/defined (but must be sure to notify manager of schedule, if applicable) (2) specific, designated days through the end of the academic year; (3) specific, designated days ___ months at a time.
• The scheduled hours would be (core hours, set schedule) and we do have expectations for how and when the work should be performed, just as we would if the work was performed on-campus.

Location of off-campus work
We presume that off-campus work will be performed in the state of Connecticut. If you plan to work off campus at a location outside of Connecticut, then that location must be vetted and approved. There are legal and tax issues associated with working in certain states, so the University has a process for that. Managers should consult policies for off-campus work locations and should reach out to their recruiter or HR Generalist to discuss before communicating a hiring decision.

Hybrid (tailored/seasonal)

These positions have schedules that fluctuate based on the nature of their work and the time of the year.

Unit Approach

• Our unit is approaching any type of hybrid work from a unit perspective based on operational need.
• Right now, we are working a schedule of ___ days per week on-campus and this is tied to operational needs. Demands and our need to be on-campus fluctuate based on the time of year/peak periods, so we hope to adopt a more flexible approach (fully remote, allow a hybrid schedule of ___ days on campus) during X period.
• The scheduled hours would be (core hours, set schedule) and we do have expectations for how and when the work should be performed, just as we would if the work was performed on-campus.

Location of off-campus workday
We expect that off-campus work will be performed in the state of Connecticut. If you plan to work off campus at a location outside of Connecticut, then that location must be vetted and approved – there are legal issues associated with working in certain states, so we have a process for that.

Manager: Review Yale policies and reach out to your recruiter or HR Generalist to discuss before communicating a hiring decision. Find more information about off-campus work locations before communicating a hiring decision.

Largely remote

These positions only work on campus occasionally and require approval in advance based on unique aspects of the work.

Unit Approach

This role has been designated and approved as remote function/position. As such, staff are generally working remotely five days per week with episodic on-campus requirements (e.g., for training, meetings, performance support). These are scheduled hours (core hours, set schedule) and we do have expectations for how and when the work should be performed, just as we would if the work was performed on-campus. We anticipate that this will continue unless operational needs change or there are performance issues warranting a modification.

Work Location
We expect that off-campus work will be performed in the state of Connecticut. If you plan to work off campus at a location outside of Connecticut, then that location must be vetted and approved – there are legal issues associated with working in certain states, so we have a process for that.

Manager: Review Yale policies and reach out to your recruiter or HR Generalist to discuss before communicating a hiring decision.

There are specific contractual terms around remote work (things like office reimbursement, performance management, recall to campus, etc.) for Local 34 bargaining unit positions.

For MP positions our equipment practices for remote designation functions/positions are [manager can provide a few details about the department’s approach to providing computer equipment, office set up, etc].