Flexible Work

Policy ID

032-0058

Effective Date

Tuesday, November 9, 2021

Division

Finance & Administration

Office of Primary Responsibility

Office of Human Resources (HR)

Summary of Policy

This policy outlines the requirements, definitions, and procedures for implementing a flexible work arrangement.

Affected Parties

All Staff

Policy Statement

Dartmouth College
Employment Policies and Procedures

Applies to: All non- faculty employees not covered by a collective bargaining agreement

Dartmouth College supervisors and employees may seek flexible work arrangements in order to support the balance of work and personal commitments or to enhance an employees' job performance, productivity, and retention, if:

  • Departmental efficiency and service are not adversely affected;
  • Regular office hours to meet departmental needs are not curtailed; and
  • Undue burdens are not placed on other employees or supervisors.

Flexible work arrangements may include modifications to work schedule, work location, and other arrangements that differ from a department's usual standards and practices.

Decisions about whether to accept or approve a request for a flexible work arrangement rest solely within the leadership of each division, and each division may establish its own process for review and approval of flexible work arrangement requests. All hybrid and remote arrangements when an employee is regularly working in a non-Dartmouth workspace must complete the Hybrid/Remote Agreement after attaining approval from departmental leadership, and all other arrangements must be approved  using the Flexible Work Arrangement Request Form.

While nothing in this policy shall be construed as requiring the approval of any flexible work request, this policy and New Hampshire law prohibit retaliation against an employee solely because the employee has requested flexible work.

Definitions

Examples of flexible work arrangements include:

  • Compressed work schedule: Employees perform their work over the course of fewer days in a workweek.
  • Flexible start and end times: Employees have the flexibility to change when they start or end work as long as they are consistently working during department-established core hours, if deemed applicable by department.
  • Reduced hours: A work schedule that is less than full-time.
  • Job-sharing: Two part-time employees share the responsibilities of one full-time job at prorated pay.
  • Fully Remote work: An employee who almost exclusively works off-site at a non-Dartmouth location.  This would also include those who may come to campus a few times a year, but do not have a dedicated space.
  • Hybrid work: An employee who regularly works on-site at a Dartmouth location for part of the week and off-site at a non-Dartmouth location for part of the week.

Procedures

Not all positions lend themselves to flexible work arrangements. Supervisors or employees should direct flexible work arrangement requests to their divisional leadership or immediate supervisor in a format and with sufficient detail that is reasonable for the arrangement being requested.

The Office of Human Resources has posted a Flexible Work Arrangements Guide on its website as a resource for employees and supervisors. Supervisors should use the Flexible Work Arrangements Guide and Flexible Work Suitability Assessment to determine position suitability for flexible work as well as evaluate and implement approved arrangements.  

Depending upon the particular circumstances, flexible work arrangements may also include a trial period, phased implementation, a communications plan, and periodic reviews to assess the ongoing feasibility of the arrangement and to make adjustments, if needed.

If it is determined that a request for a flexible work arrangement cannot be granted, the supervisor should explain the rationale to the requesting employee. In all cases, a department may end a flexible work arrangement with reasonable notice to the employee(s).

Employees and supervisors with questions about a flexible work arrangement request may contact their Human Resources Consultant. For questions related to the evaluation and implementation process, or about specific approval and denial decisions, employees and supervisors may contact their Human Resources Consultant or their divisional leadership.

Once divisional approval is obtained, the following items must be submitted to Human Resources:

  1. Fully Remote or Hybrid work – Hybrid/Remote Work Agreement
  2. All other arrangements – Alternative Work Arrangement Request Form

The Flexible Work Arrangements policy is not intended to be utilized when flexible arrangements are requested or granted as an accommodation due to an employee's disability, impairment, serious health condition, or other circumstances that may be covered by the Americans with Disabilities Act or the Family and Medical Leave Act. Employees requesting accommodations under the Americans with Disabilities Act should contact the Office of Institutional Diversity and Equity. Employees requesting Leaves of Absence, Short-Term Disability, or Medical/Family Leaves should refer to those policies for guidance.