Supervisors should initiate conversations with all applicable stakeholders to determine what work mode appropriately fits the requirements of each position to meet the mission needs of the program, team, objectives, project, and/or division. While the primary driver for work mode is the business need, supervisors should also engage in discussions with the individual employee to consider any specific work flexibility needs. The responsibility for this conversation falls primarily to supervisors to ensure that work arrangements meet objectives, and it is the supervisor’s role to determine, based on the criteria set by their division and area leadership, how much physical presence is required on a Lab site to effectively meet business needs. Some employees may not feel comfortable initiating the conversation, and it is important that every eligible employee has the opportunity to discuss the possibility of a flexible work arrangement if they are interested in one.
Please remind employees that requesting a flexible work arrangement (or using one) will not be a determining factor with respect to their performance evaluations or the opportunities for career development and advancement. Supervisors should also apply objective decision-making criteria for assessing and granting requests for flexible work arrangements. Any decisions or changes to flexible work agreements must be done with thought, reason, and appropriate advance notice. The amount of notice will be dependent on the situation.
Supervisors are responsible for establishing reasonable and standard practices for their group or unit, which are consistent with Lab guidelines. Work arrangement requests will be reviewed on a case-by-case basis by evaluating the needs of the business unit and its internal and external stakeholders, and the individual’s ability to demonstrate effective execution of the position’s responsibilities. Each work arrangement must fit the position and division/Area objectives. Supervisors need to look at the duties / responsibilities outlined in the employee’s position description and identify the work that can be conducted off-site and the work that cannot.
To support both employees and supervisors, the Lab has created the Flexible Work Arrangement Process Guide to serve as a guide when considering requests for a flexible work arrangement. The information can help ensure that both employees and supervisors have a clear understanding of each other’s expectations, ensure that supervisors make decisions that are equitable and in the best interest of their respective division and the divisions they support and collaborate with, and best serve the Berkeley Lab mission.
Flexible Work Arrangements in Practice
Flexible work arrangements should be reviewed on an annual basis to ensure that they are appropriately ensuring business needs are met as intended. If the arrangement is not working, the flexible work agreement may be modified or revoked at any time by management. Additionally, an employee may request a change in their work mode as needed or on a temporary basis for management consideration based on business or mission needs. Once a flexible work arrangement has been established, there may be occasional unanticipated business needs that warrant ad hoc adjustments to schedules. Employees must be flexible and committed to meeting business demands and may need to temporarily adhere to changes in the approved work arrangement or schedule. Supervisors should provide as much notice as possible when such demands occur to allow for the employee to make any necessary adjustments.
