Flexible Work Arrangements

Procedure to Request Flexible Work Arrangements for Staff Positions

Effective January 1, 2024

The Flexible Work Arrangements Policy allows for workplace flexibility while still meeting the needs, interests and mission of Murray State University.

1. Supervisors requesting flexible work arrangements for a staff position may initiate the process by completing the Staff Position Flexible Work Arrangement Form.
2. The request shall include a detailed outline of the proposed work schedule for a set period of time of one year, including the type of flexible work arrangement requested and primary work location identified if needed. Important considerations when a supervisor requests a flexible work arrangement are:
   1. Flexible work arrangements must have regularly scheduled work hours for the positions that are agreed upon with the supervisor and administrative head and dean/director, including specific core hours and accessibility needed to support department operations.
   2. It is the responsibility of the staff member to attend all department and other University meetings that are required of their position regardless of the flexible work arrangement, which may be in-person, telephonic or virtual format.
   3. Staff positions with flexible work arrangements must obtain supervisor approval prior to utilizing leave and must report leave hours in accordance with University policy.
3. The Staff Position Flexible Work Arrangement Form shall be submitted by the direct supervisor to the administrative head and dean/director for discussion and review.
4. The Staff Position Flexible Work Arrangement Form must be submitted by the supervisor and recommended by the administrative head, dean/director and the Vice President or President. Final approval is granted by Human Resources. 
5. Equipment, Information Security and Materials Requirements
   1. The supervisor shall authorize a University issued laptop computer and other non-inventory items to be used in performing work. Staff and supervisors acknowledge that a University issued laptop computer must be used and all materials needed to perform duties of the job will be accessible for the duration of the requested flexible work arrangement period. The supervisor is responsible for ensuring that all procurement guidelines and procedures are followed.
   2. Staff are responsible for protecting the equipment against damage and unauthorized use.
   3. Maintenance on University-owned equipment will be performed only by University authorized staff.
   4. Staff positions with an approved flexible work arrangement must abide by the University’s policies covering information security, software licensing and data privacy.
   5. Staff are responsible for establishing a dedicated workspace at a home location, including providing adequate reliable and secure internet and phone accessibility, if applicable.
   6. The University will not be liable for any damages to the staff's property resulting from a flexible work arrangement. The University will not be responsible for operating costs, maintenance, or other incidental expenses associated with use of the staff's residence.

Considerations for flexible work arrangement requests will include but are not limited to the following:

1. The position requirements of a physical presence on campus.
2. Flexible work arrangements must not impact the ability for the department to have sufficient staffing every day of the workweek to meet department responsibilities.
3. Flexible work arrangements must not affect the services that are provided to students, other operating units, co-workers, or the University during the five-day work week or modified work week as scheduled by the supervisor.
4. Participation in flexible work arrangements must not cause or contribute to the need for a Department to incur overtime to complete departmental/University work.

A flexible work arrangement may be reviewed and re-defined as needed, if it is to be continued after one year. The supervisor must complete a new Staff Position Flexible Work Arrangement Form for review, recommendation and final approval.