Principle

Fostering a culture of care and well-being is a strategic priority at Memorial University. A key component within a culture of care and well-being is a healthy work environment. A healthy work environment provides Employees with the necessary support, encouragement, and trust to thrive in their roles. By prioritizing well-being, Memorial’s Employees are empowered to apply their skills and ideas effectively, propelling the University forward as it continues to grow in both innovative and responsive ways.

Memorial recognizes the value of Flexible Work Arrangements for both Employees and the University. Improved Employee well-being, talent attraction and retention, space utilization, productivity, sustainability, accessibility, inclusion, and ability to manage commuting and parking pressures are key benefits that can be achieved through a flexible approach to work structure, scheduling, and location.

Purpose

To establish parameters, provide guidance, and communicate considerations for implementing and managing Flexible Work Arrangements for Memorial University Employees.

Scope

All Memorial University Employees except those whose terms and conditions of employment are defined in the MUNFA, LUMUN, and TAUMUN collective agreements.

Definitions

Day - A standard working day, which can be seven hours, eight hours, 12 hours, or as otherwise outlined in a letter of appointment, depending on the Employee's position and work area.

Electronic Device — Any device that is powered and is used to access, process or store University data including any information technology storage media run by, or attaching to, a device. This may include but is not limited to computers, multifunction printers with storage, hard disks, memory keys, SD cards, smartphones, DVD/CDs, peripherals and software.

Employee — A person who is employed by the University on a full-time, part-time, permanent, contractual, sessional, or casual basis, including those hired under a grant.

Flexible Work Arrangement (FWA) — A work arrangement that allows an Employee to modify their work schedule, location, or structure to better balance their professional responsibilities with personal needs, enhance productivity, support career development, or address other similar considerations while ensuring the University’s operational requirements are met. An FWA is a voluntary arrangement that may include remote work, reduced Work Week, job sharing, short-term lateral position exchange, revised daily work schedule, and compressed work schedule.

Overtime — Time worked beyond an Employee's normal hours if formally scheduled and approved by the appropriate Supervisor.

Supervisor —A person who is authorized or designated by Memorial University to direct or oversee the work of the Employee.

Workstation — an area equipped with the required peripherals for an Employee to perform their job duties. This may include but is not limited to a desk, chair, and applicable Electronic Devices.

Work Week — Either 35 or 40 hours, depending on an Employee's position and the area in which they work. The Work Week is considered as starting at 00:01 on Monday to the following Sunday at 24:00. The scheduled Work Week may be varied by the University to allow for summer hours, to meet emergencies or during unusual situations.

Unit — Academic or administrative unit as defined in the University Calendar.

Unit Head — Refers to Dean, Director and other senior administrators at a comparable level or above, including the President, Vice-Presidents and Associate Vice-Presidents.

Policy

1. General

1.1 The University provides options to Employees who are interested in modifying their existing work arrangements to help address personal wellness or work-life balance needs, enhance productivity, for career development purposes, or for other similar reasons.

1.2 The University supports and encourages flexibility in Employee work arrangements wherever it is possible and practical to do so without compromising the efficiency and effectiveness of the workplace. While all Employees may request an FWA, approval is not guaranteed and is subject to operational requirements. FWAs may not suit all roles, times of year, or Units, and decisions should be based on a careful review. Requests for FWAs are to be submitted in accordance with the Procedure for Flexible Work Arrangements. Each request will be evaluated on an individual basis, ensuring fairness, transparency, and consistency to promote the equitable application of this policy.

1.3 FWAs are structured agreements and are to be applied to an Employee’s work structure, schedule, or location in a consistent manner. Each FWA will begin with a six-month trial period for viability assessment and will be subject to periodic review and evaluation on an annual basis and as required.

1.4 Unit Heads, Supervisors, and Employees shall review this policy and its related procedures and supporting documents prior to initiating an FWA. Consultation with the Department of Human Resources shall be carried out as needed.

2. Guiding Principles

Guiding principles establish a framework for decision-making, serving as the foundation for the development and execution of FWAs.

2.1 Excellent Service

The availability of any FWA will be subject to operational requirements, which will vary based on role and Unit. Each Unit plays a role in ensuring Memorial provides excellent service to students, faculty, staff, and the broader community. FWAs should not jeopardize the University’s ability to excel in serving others.

2.2 Employee Experience

Supporting and enabling Employees to effectively balance their professional and personal lives through the use of FWAs, can help foster overall well-being and be a key contributor to the overall Employee experience.

2.3 Shared Responsibility

Memorial University, Unit Heads, Supervisors, and Employees each play a role in ensuring the success of FWAs. The University is responsible for ensuring FWAs align with key priorities such as inclusion, accessibility, sustainability, and its community needs. Unit Heads and Supervisors must ensure these arrangements support a productive and healthy work environment. Employees are expected to maintain their performance and effectively manage their responsibilities within the FWA. The success of these arrangements requires mutual accountability and commitment to successful outcomes.

2.4 Equity, Diversity, Inclusion, and Anti-Racism

FWAs should promote a work environment that supports equity, diversity, inclusion, and anti-racism. Arrangements must be made with consideration for the unique needs and circumstances of all Employees, ensuring that FWAs are accessible and fair.

2.5 Voluntary Participation and Transparent Decision-Making

FWAs are a discretionary Employee benefit and not a guarantee. Participation in FWAs is voluntary and subject to the Unit Head and the Supervisor's approval, which shall not be unreasonably withheld. Transparent and objective decision-making will guide the evaluation of FWA requests.

2.6 Preserving Campus Community

Memorial is proud to have a strong community, enabled through a collaborative, interconnected multi-campus network of students, staff and faculty. Maintaining this community through in- person connections remains an important priority of the University. FWAs must be implemented with this in mind and should not interfere with on-campus operations.

3. Types of Flexible Work Arrangements Available

3.1 Remote Work - A work arrangement that allows employees to perform their job duties at an approved alternative location. For most Employees, this means they work from home in a designated space. Remote work does not include work that is required to be completed remotely (e.g. field research) by virtue of the nature of the work. This can take the form of either hybrid remote work, where Employees split their time between working in the office and remotely, or complete remote work, where Employees work remotely all the time. Ad hoc remote work is an informal arrangement that may be available to Employees; for more information, please consult the Procedure for Flexible Work Arrangements.

3.2 Reduced Work Week - A shorter workday or a shorter Work Week. Salary and benefits are prorated based on the number of hours worked. If working less than 20 hours per week, the Employee is not included in the University's pension or benefits plans.

3.3 Job Sharing - Sharing of a position with another Employee; wages and benefits (if applicable) are prorated according to the hours worked. The Department of Human Resources can assist in finding a job- sharing partner and develop a job-sharing agreement.

3.4 Short-Term Lateral Position Exchange - The transfer of Employees to lateral positions (those of the same or comparable classification) with the consent of both Employees and the respective Unit Heads. The Department of Human Resources can be contacted for assistance in finding a position exchange partner.

3.5 Revised Daily Work Schedule - The revision of an Employee's daily work schedule to reflect a starting time and/or ending time that is different from an Employee's standard hours of work while maintaining the same number of hours per day.

3.6 Compressed Work Schedule - An arrangement whereby Employees work longer hours, including the option of working a reduced lunch break, for the purpose of facilitating periods of time off with pay at other times, subject to the following conditions:

• Employees may accrue a total of 14.0 hours each Fall (September-December) and Winter (January-April) semesters. The 14.0 hours are to be utilized in the semester they are earned and cannot be carried forward.
• Compressed Work arrangements will cease in the summer months.
• The extra time worked must not exceed an average of a half hour per day. Compressed work hours may be achieved by starting earlier in the day, reducing a one-hour lunch period to a half hour and/or ending later in the day. Compensatory time off may be taken at times that are mutually agreed upon between the Employee and their immediate Supervisor, subject to the operating requirements of the Employee's Unit.
• The Employee will not be entitled to Overtime compensation for the extra daily or weekly hours worked under this arrangement.
• Compensatory time off is to be taken at straight times.
• Employees are not permitted to accumulate or "bank" coffee break time for the purpose of Compressed Work hours.
• Senior Administrative Management and Leadership Group Employees are not eligible to participate in this FWA.

4. Terms and Conditions

4.1 FWAs do not change an Employee’s basic terms and conditions of employment with the University. All relevant collective agreements, employment contracts, legislations, and University policies and procedures will continue to apply.

4.2 FWAs do not replace or override the University’s formal accommodation processes. If an FWA request is based on a protected ground under the Newfoundland and Labrador Human Rights Act, it will be evaluated in accordance with the Workplace Accommodation Policy and procedures.

4.3 FWAs are not substitutes for job-protected leaves as outlined under the Newfoundland and Labrador Labour Standards Act, University policies, and applicable collective agreements. All leave requests shall be made in accordance with the Leave Administration Policy and procedures.

4.4 The University retains the right to terminate any FWA immediately due to operational needs.

4.5 Units are required to provide rationale for denying or terminating FWA requests. This information must be communicated to the Employee and the Department of Human Resources.

4.6 Employees may participate in more than one type of FWA with approval from their Unit Head. Units are encouraged to exercise discretion when approving multiple FWAs for an Employee to ensure that operational needs and Employee performance are not negatively impacted.

4.7 To effectively work remotely, employees require access to appropriate Electronic Devices. This includes a Memorial owned and managed Workstation with the necessary software applications, peripheral devices, and secure remote access to Memorial's network.

4.8 FWAs shall not impose additional financial burdens on the University. Any costs associated with implementing or maintaining an FWA shall be the responsibility of the Employee or their Unit and approved in accordance with relevant University policies and procedures as required. Costs associated with the FWAs of grant funded employees’ will be the responsibility of the grant holder. Any equipment or technology required for an employees’ Workstation will be a financial cost to the Unit. Should the approval of an FWA request impose additional incremental costs to the Unit for which budget constraints impede, the request may be deemed cost-prohibitive and denied on this basis.

4.9 Employees with a FWA are expected to be in Newfoundland and Labrador and available to come on campus if required and pre-arranged by their Supervisor; any exceptions to allow working outside the province must be approved by the Department of Human Resources. Units looking to hire an Employee whose main work site will not be local to the Unit’s main work site/campus must secure prior approval for an alternate work site agreement from the Department of Human Resources. For more information, please contact your HR Advisor.

Related Documents

Newfoundland and Labrador Human Rights Act, 2010

Newfoundland and Labrador Labour Standards Act, 1990

Workplace Accommodation Policy

Leave Administration Policy

Flexible Work Arrangement Resource Guide

Procedures: