Flexible Work and Workplaces.

A formal request for a flexible work arrangement should be done in writing and would normally be given to the relevant manager in the first instance. The request should include:

• your name, the date that you submit the written request and that the request is made under 6AA of the Employment Relations Act 2000.
• details about the flexible work arrangement that you are requesting (relevant details are likely to include days of work, start and finish times, location of work etc.).
• whether you are requesting a permanent change to your work arrangements or a change for a fixed period of time.
• the date that you would like the flexible work arrangement to start, and if it is for a fixed period of time, when you would like it to end.
• in your view, what changes (if any) your employer will need to make if your request is approved

You may wish to request to change your daily or weekly work pattern. This may include irregular hours, earlier or later start and finish times or varied start and finish times to fulfil your agreed full-time or part-time hours.

Staff working a changed work pattern should expect to undertake their normal responsibilities and conditions of employment, and that remuneration and benefits will not be affected unless otherwise negotiated. You may wish to request that consideration to your work arrangements is made in planning workplace meetings and other work events. However, there might also be times when a manager wishes you to vary your agreed hours so that you can attend meetings, complete tasks on time, or meet student needs. Talk to your manager when making the request about how these times might be dealt with.

Working from home (WFH) may assist with reducing travel time or meeting whānāu or other commitments outside of work.

A flexible arrangement to work from home should not result in a change to your employment status or job responsibilities, unless your request to work from home is combined with a request to change your work hours, work role or work pattern.

Working from home requires trust, good self-management and strategies/techniques to maintain relationships with your manager and colleagues across your work team. As part of your request and planning to work from home discuss with your manager the opportunities for maintaining excellent communication when not in the office.

Working from home H&S checklist

Your employer and you have a shared responsibility for ensuring health and safety while working from home. Make sure you discuss how health and safety issues will be managed when you are working from home.

• Make sure that you will be able to work in a comfortable and sustainable position that will reduce the risk of discomfort and injury. This might also mean mixing it up, and working at different locations and in different positions during the day.
• Be mindful about your physical health and wellbeing by regularly taking breaks, getting up and moving around.
• Make sure that any electrical equipment and wiring you are using is safe, and that plugs and cables are not worn. You might want to think about using a surge protector like a multi-box
• Make sure you have plans for an emergency. For example, access to exits, cover during an earthquake, emergency contacts etc.
• Report any hazards or incidents that impact on your wellbeing, health, safety and security while working through your workplace's health and safety reporting system;
• Identify and manage any work-related risks and hazards.
• Ensure work papers are kept confidential.

Part time arrangements may include:

• reduced number of days each week;
• reduced number of hours in the work day (but a schedule should be agreed which suits both you and your employer); and
• working alternate days or weeks.

The workload should be commensurate with the hours worked, although (as for any role) there may be occasions where you need to work additional or varied hours according to workload. When you are requesting this flexible working arrangement, talk to your manager about how this might be managed.

Job sharing operates when two part-time staff share one full time position. In a job-share, key responsibilities are generally not divided and both staff members are familiar with, and perform all the tasks associated with the role. This type of arrangement requires a high level of communication and cooperation between the two parties and also with other colleagues in the workplace.

Generally, job-share staff should work consecutive days and may or may not have any overlap in their hours of work. Working alternate weeks might also be an option. Each parties' workload should be commensurate with the hours worked but will equate to one full time role between them. As much as possible the job-share holders should share tasks, and be able to liaise with all colleagues, members and external parties.

Job-sharing works best when the two individuals know each other well and work in similar ways. Good communication between them, their manager and support staff is essential. With agreement, the job-sharers may cover any absences of the other staff member.

Employers in the tertiary education sector may not be very knowledgeable or experienced in managing workers in a job-sharing arrangement so they may need a bit more convincing that this sort of arrangement can work. Be well prepared and think through all of the potential reservations that a manager might have before making this request.