Checklists

Following is a list of factors for the manager and employee to consider prior to the establishment of an Alternative Work Schedule:

Manager expectations
Be familiar with the Alternative Work Schedule policy, procedures, and forms.

  • Be open to any conversation from a member of your staff regarding an AWS. If approached, help her/him think through implications to determine if this option might be suitable for the department, as well as the employee.
  • Be proactive in considering whether an AWS position might help your department better achieve its goals, and/or improve the employee’s productivity, work/life balance, or financial situation.
  • Ensure equity, consistency, and provide a business rationale for the final decision (to approve OR deny a request).
  • If a plan is reached, have the employee complete the AWS Plan. Review the completed document with the employee and sign.
  • Place a copy in the employee’s official personnel file. The manager and employee should each retain a copy.
  • Human Resources recommends a trial period (e.g. three months or one semester) for a new alternative work schedule. Upon completion of trial period, sit down with your employee and discuss the success of the plan from each of your perspectives.
  • Revisit the plan at least annually. If the plan is working effectively, work together to renew it.
  • Evaluate the employee’s job performance according to the employee’s performance plan.
  • Ensure the dissemination of information and allocate resources as necessary. 

Employee expectations
Read the alternative work scheduling policy and procedures. Consider whether AWS will allow you to meet your performance goals, and the mission of the department and university. 

  • Read the alternative work scheduling policy and procedures. Consider whether AWS will allow you to meet your performance goals, and the mission of the department and university.
  • Think through the details of completing your work, interacting with colleagues and customers, and maintaining high quality service when not in the office during core work hours.
  • Consider your personal work style, and how that may influence your success working an extended day and/or when few others are in the office.
  • Initiate a conversation with your manager regarding AWS, including a joint review of this document. 
  • If you both agree to a plan, complete the AW plan and review with your manager for approval and signature. 
  • Human Resources recommends a trial period (e.g. one semester or three months) for a new alternative work schedule. Upon completion of trial period, sit down with your manager and discuss the success of the plan from each of your perspectives. 
  • Revisit the plan at least annually. If the plan is working effectively, work together to renew it.
  • Agree to obtain prior approval before working overtime and understands that the manager will not accept unapproved overtime work and also agrees to follow established unit procedures including obtaining manager approval in requesting and obtaining approval of leave.
  • Remain in contact with manager, co-workers, or customers and respond to and complete assignments and follow through on commitments and tasks in a timely manner and with established guidelines.

Offsite work environment
Employee must certify that the offsite work environment is safe, and they must practice the same safety habits they would use on-site at VCU.

  • Employee is covered by the Commonwealth of Virginia’s Workers’ Compensation Program, traditional sick leave and/or the Virginia Sickness and Disability Program (VSDP), as appropriate, if injured while working at the alternate worksite.
  • Employee agrees to bring to the immediate attention of his/her manager any accident or injury that occurs while working at an approved alternate work location.
  • Manager will investigate all accident and injury reports immediately following notification.
  • Department reserves the right to inspect the alternate work location to ensure safety standards are met.