Workplace flexibility emphasizes the willingness and ability to adapt to change, particularly regarding how and when work gets done. While Tulane’s vibrant campus thrives on in-person experience, we also offer hybrid and flexible work options for suitable positions.
The university offers flexible work options, including flextime, compressed workweek, hybrid remote, and fully remote, and will continue to evaluate and enhance our program to support the evolving needs of our community.
Commitment to Excellence:
The university’s mission and key initiatives will guide decisions about flexible work options.
Inclusivity & Connectivity:
Creating a culture of inclusivity and connectivity is critical to building a collaborative, innovative work environment. We will closely monitor the impact of a flexible work environment on our community culture and partner with faculty and staff to create opportunities for collaboration and increased engagement across the institution.
Communication:
We will communicate with our employees clearly, frequently, and honestly.
Training & Support:
Provide guidance and development opportunities to strengthen our ability to evolve and operate in a flexible work environment.
Forward Thinking:
We will maintain a forward-thinking lens that is flexible and adaptable, understanding that policies and practices may change to respond to the business needs of the university. On both an individual and organizational level, we will monitor our progress and be prepared to make changes using data, best practices, and good judgment.
Flexible Work Arrangement Options:
What is Flextime?
Flextime is an alternative work schedule that gives employees greater flexibility in choosing their work hours or the opportunity to change their work schedules from one week to the next depending on personal needs. Under a flextime arrangement, employees are required to work during the university’s core hours (9:00 a.m.–2:00 p.m.), allowing for flexibility in starting and ending times.
Many departments provide services that require an in-person presence. Being on campus offers a sense of community and belonging that is essential to providing the best services to students, employees, and the campus community. For full campus services to be available, some positions will need to be fully on-campus and in-person. Flextime incorporates flexibility into your daily schedule to meet your departmental needs. We want employees to enjoy being on campus and being a part of our community.
What is the review and approval process for Flextime?
Flextime arrangements must align with the responsibilities of a particular role and require review and approval by supervisors and department heads or deans. The approval process is as follows:
The employee submits a completed Flexible Work Arrangement Agreement form to their supervisor and then to the department head or dean.
Timekeeper Responsibility
It’s the timekeeper’s responsibility to update the employee’s schedule in Kronos if the flexible work arrangement results in a change in hours of work or days off. Failure to update the schedule may cause errors in the employee’s pay.
- For assistance, see the How to Add a Schedule visual aid.
Supervisors should contact their HR Business Partner if they need guidance in developing criteria for a flexible work arrangement request.
What is a compressed workweek?
A compressed workweek is an alternative work schedule that allows employees to work an increased number of hours each day in order to shorten the number of days worked during the workweek. Under a compressed workweek arrangement, employees are required to work the same number of hours during a pay period. A reduction in work hours is not considered a flexible work arrangement.
Many departments provide services that require an in-person presence. Being on campus offers a sense of community and belonging that are essential to providing the best services to students, employees, and the campus community. For full campus services to be available, some positions will need to be fully on-campus and in-person. A compressed workweek incorporates flexibility into your weekly schedule to meet your departmental needs. We want employees to enjoy being on campus and being a part of our community.
What is the review and approval process for a compressed workweek?
Compressed workweek arrangements must align with the responsibilities of a particular role and require review and approval by supervisors, department heads, or the dean. The approval process is as follows:
The employee submits a completed Flexible Work Arrangement Agreement form to the supervisor and then to the department head or dean.
Timekeeper Responsibility
It’s the timekeeper’s responsibility to update the employee’s schedule in Kronos if the flexible work arrangement results in a change in hours of work or days off. Failure to update the schedule may cause errors in the employee’s pay.
- For assistance, see the How to Add a Schedule visual aid.
Supervisors should contact their HR Business Partner if they need guidance in developing criteria for a flexible work arrangement request.
What is hybrid remote work?
Hybrid remote work is a flexible combination of both in-person and remote work schedules that is available to all eligible Tulane staff employees. In a hybrid remote work arrangement, an employee has a defined schedule in which work is carried out some days of the week or month on campus in a designated space and some days in an official remote location. The maximum number of remote workdays for hybrid remote work shall not exceed two days per workweek.
Requests for remote work arrangements that are occasional in nature, defined as irregular or sporadic, do not require a form; a supervisor’s approval via email or phone call will suffice.
Hybrid remote work is not a substitute for leave. Employees with hybrid remote flexible work arrangements are subject to the same time and leave policies as on-site employees.
What is the review and approval process for a hybrid remote arrangement?
Hybrid Remote arrangements must align with the responsibilities of a particular role and require review and approval by supervisors, department heads, or the dean. The approval process is as follows:
The employee submits a completed Flexible Work Arrangement Agreement form to their supervisor and then to the department head, vice president, or dean.
Tulane is a vibrant residential campus that thrives on the in-person experience. The majority of our employees likely need to be onsite to support this environment. However, certain positions may need to be fully remote based on a couple of different factors.
Some positions are difficult to recruit for and require highly skilled individuals. Depending on the role, these positions may not need to be onsite to perform their duties. Departments, in consultation with talent acquisition, determine if there is a need to have the position designated as remote to fill the applicant pool with the skill level needed for the role.
What is fully remote work?
Fully remote work is an alternative work option where an employee’s official work location is off-site regularly. Still, they may be required to come onto campus for meetings or other activities. Fully remote work is offered on a limited basis, and approval for remote positions is reserved for roles requiring highly specialized positions or where local talent is not readily available.
What is the review and approval process for fully remote work?
Additional approvals are as follows:
- The supervisor reviews and approves or denies requests from employees and routes for additional approval as described below.
- For academic units, the online form is submitted to the dean and then the provost.
- For all other units, the online form is submitted to the department head and then to the Associate Vice President of Human Resources and Institutional Equity.
Supervisors should contact their HR Business Partner if they need guidance in developing criteria for a flexible work arrangement request.
Fully Remote Work Request Form
FAQs
Which positions at Tulane qualify for a flexible work arrangement?
Decisions on which positions are eligible for flexible work arrangements are based on operational and business needs and are made without bias to ensure an equitable process. Suitability for flexible work is determined through a collaborative process that considers multiple factors. Complete the Flexible Work Self-Assessment to determine if a position is well-suited for hybrid work.
To whom does the Flexible Work Arrangements policy apply?
All full-time and part-time staff members, whether exempt or non-exempt, may be eligible for a flexible work arrangement if the arrangement is mutually beneficial to both the employee and the university. Please visit the Staff Handbook to read the full policy. This policy does not apply to faculty or student employees.
Who initiates a request or takes primary responsibility for exploring a flexible work arrangement?
Either the employee or the supervisor may suggest a hybrid remote work arrangement. The employee and their supervisor are encouraged to discuss their needs and to work together to develop the best possible arrangements for their situation. Please refer to the Flexible Work Employee Guide and Flexible Work Supervisor Guide for supporting checklists to help guide you through the process.
Who will decide on the work location in a flexible work arrangement, and will a hybrid remote work schedule be allowed?
The university has asked supervisors and managers to consider hybrid remote work options for their staff for positions where job duties may be conducive to them. Ultimately, the ability to work remotely will be based on the needs of the business, the employee’s role and job duties, and their function within the department and organization. Hybrid remote work schedules will be considered as part of this process. Please review the Flexible Work Employee Guide.
What if an employee’s home is not conducive to a hybrid remote work arrangement?
If your home is not conducive to hybrid remote work, then you may be able to explore other flexible work options, such as a compressed workweek or flextime, with your supervisor.
Are employees eligible to appeal a denial of a flexible work arrangement?
The supervisor and department head approve flextime, a condensed workweek, or hybrid remote work. If an employee’s supervisor denies the request, the employee may ask the department head to review the request. The department head’s decision is final and not subject to appeal.
The dean or provost decides to approve fully remote work for academic units. The Chief Operating Officer ultimately grants the decision for all other units. These decisions are final and are not subject to appeal.
Why does fully remote work require additional approvals compared to hybrid remote work, flextime, or a compressed workweek?
Long-term or fully remote work will only be allowed on a limited basis when justified by the nature of the work being performed and, therefore, requires additional levels of approval.
What happens if an employee with a flexible work arrangement transfers to another department?
An established flexible work arrangement exists between employees and supervisors within their respective departments. An employee who transfers to another department would need to go through the flexible work arrangement approval process in their new department. A new form must be completed and approved; please see our Resources page for all applicable forms.
Are staff in non-exempt positions eligible for hybrid remote or other flexible work arrangements?
Yes, flexible work arrangements will be available for non-exempt employees, subject to operational and business needs. Supervisors must ensure that appropriate breaks are taken, that all hours worked are reflected as time worked, and that overtime has advance approval by the supervisor.
If the internet goes out at the assigned remote work location, will the employee still be paid for work time?
The supervisor may be able to assign other work during this time or make arrangements for the employee to work on-site. If these options are not available, the employee may use leave time.
Is a request for disability accommodation determined under the flexible work arrangements policy?
No. Reference the Americans with Disabilities Act (ADA) accommodation request process. For questions regarding the accommodation process, contact ADAaccess@tulane.edu.
How are sick and vacation time tracked on remote work days?
Employees with flexible work arrangements are subject to the same time and leave policies as on-site employees without a flexible arrangement. Hybrid remote or fully remote work is not a substitute for leave.
As a supervisor, am I able to grant one employee’s request and deny another employee’s request for a flexible work arrangement?
Decisions related to granting a flexible work arrangement should be based on the needs of the organization as well as objective criteria related to an employee’s job performance and job demands. Supervisors are expected to maintain a consistent approach when reviewing the criteria for a flexible work arrangement request. Supervisors are advised to document the basis for each decision and which factors led to approval or denial. Supervisors should reference the Evaluating Flexible Work Suitability Guide, which assists supervisors and managers in thinking through the decision-making process. Supervisors can also refer to the manager guide for more guidance. If a supervisor would like additional support or consultation in determining if/how to grant a flexible work arrangement, they can also contact their HR business partner.
How should a supervisor handle flexible work requests where it is critical to operations that employees are working onsite and in person?
Flexible work arrangements may not be feasible for every employee and every department. It may be helpful to review how operations are handled when this employee is out of the office due to vacation or illness, and then determine if that can be maintained as part of a flexible work arrangement.
How should a supervisor handle a situation where it may be appropriate to approve one person's request for a flexible work arrangement but deny the request of another?
It is essential that supervisors work with individual employees and consider the whole team objectively when evaluating flexible work arrangements. When possible, supervisors should consider a group of proposals together, which ensures a process that is consistent and transparent. Flexible work arrangements should not negatively impact business results or the work environment. Supervisors are encouraged to be transparent in their decision-making process and point to business reasons for considering a flexible work arrangement. Review the Evaluating Flexible Work Suitability Guide.
Can a supervisor revoke a flexible work arrangement that they have already approved?
Yes, a supervisor is able to revoke a flexible work arrangement. Some of the reasons a flexible work arrangement may be revoked include if it is no longer beneficial to business operations and/or if the employee develops job performance, attendance, or behavioral deficiencies.
How do I keep my team engaged and connected when managing both in-person and remote staff?
Managing hybrid work teams can be challenging. Resources to support leaders in managing flexible work groups are available on the Resources page.
Resources
To help you navigate our flexible work options, we have prepared guides and supporting resources to assist you in deciding which options you and your team may be eligible for and well-suited for.
Flexible Work Arrangement Guides:
Supplemental Guides & Assessments for All Employees:
Additional Resources
Supplemental Guides & Assessments for Supervisors
