Requesting flexible working
Flexible Working Request Procedure
Requests for any type of flexible working - including flexible retirement - should be made in writing by completing a Flexible Working Application Form and submitting it to the immediate line manager.
For academic staff, requests should be submitted to the Head of Department, (or to the Dean in the case of a Head of Department). It is not an automatic right that any request will be granted but all requests will be considered carefully taking into consideration operational requirements. With the exception of flexible retirement, only one flexible working application can been made during12 months.
1. How to make a flexible working application
The Flexible Working Application form must be completed by the member of staff specifying the following details:
- that this is a request to change terms and conditions of employment.
- the reason for the request.
- the change applied for and the date on which it is proposed the change should become effective.
- what effect, if any, they think making the change applied for would have on the team/service/department and how, in their opinion, any such effect might be dealt with so that their request could be managed without a reduction to the service provided.
2. What happens next?
- the line manager will arrange to meet the member of staff to discuss their request within 28 calendar days (or earlier, wherever possible) from the date of the application.
- time should be allowed for discussions to take place with other members of staff with regard to consideration of and consultation on any potential operational impact of the request, including on the service provided, students / customers and the other staff involved.
- the line manager should normally seek advice from their Human Resources Advisor or Manager to ensure that they are considering requests equitably and in line with current legislation, this policy and the available guidance notes and checklist – [link]
- the line manager must give their decision within 14 calendar days of the meeting. If the line manager agrees to the request for flexible working, this decision will be implemented from the agreed start date or the line manager may offer the new arrangements on a trial basis initially or with specific review dates (this will not apply to flexible retirement requests).
- the line manager will inform the Human Resources Manager of the details of any agreed change. Human Resources will then write to the member of staff confirming the details of the variation to their contract and inform Payroll and the Pensions Officer.
3. What happens if an application is not supported?
If an application is refused, the line manager will reply in writing giving the reasons which may be based on one or more of the following factors:
- the additional costs involved will impose an unreasonable burden.
- agreeing to the request will have a detrimental effect on the service provided by the department and the department’s ability to meet its service demands.
- the department is unable to re-organise work among existing staff.
- the University is unable to recruit additional staff.
- agreeing to the request will have a detrimental impact on quality or performance.
- there is insufficient work during the periods the member of staff proposes to work.
- the University has planned structural changes which impact on this request.
Staff will be notified of the appeals procedure.
Additional qualifying requirements for Parents and Carers
Under the Flexible Working (Procedural Requirements) Regulations the following qualifying requirements apply to Parents and Carers:
Parents* must meet the following requirements:
- be a parent of a child aged under 17 years or under 18 years where disabled.
- have responsibility for the upbringing of the child and be making the application to enable them to care for the child.
- make the requests for flexible working before the child’s 17th birthday (or 18th birthday if the child is disabled).
*’Parents include: biological parents; foster parents; adoptive parents; married couples, unmarried couples and same sex couples.
Staff with caring responsibilities for adults, including those with elderly or disabled relatives**, must meet the following requirements:
- be or expect to be caring for:
- a spouse, partner, civil partner or relative, or
- be caring for an adult who is not a spouse, partner or relative, but lives at the same address as the member of staff.
** ‘Relatives’ includes: mothers, fathers, adopters, guardian and civil partners of the adult in need of care, grandparents, parents-in-law, sons, daughters, uncles, aunts, brothers and sisters-in-law, sons and daughters-in-law, step-relatives, half-blood relative, adoptive relationships and relationships which would have existed but for an adoption.
