Published on November 28, 2007
POD Policy for Multi-Flex, Telework and Time Off for School: POD Policy for Multi-Flex, Telework and Time Off for School August 2006 (Updated from October 2004) Procurement Operation Division (POD) POD Board of Directors (PODBOD) Procurement Manager (PM) Background: Background Issuance of GPG 3600.1, Establishment of Work Schedules at GSFC Provides work schedule options for use when: Compatible with the mission of the organization Compatible with role of the employee Consistent with safety, physical and IT security, and facility support procedures, and Approved by first-line supervisor Reassessed previous October 2004 internal guidance, which also covers telework and time off for school Key Points of the GPG: Key Points of the GPG Center’s business hours are 8:00 am to 4:30 pm and supervisors must assure, within their own organization, a “sufficient” employee presence during these hours All work schedules should provide for “sufficient” Customer access Communication with other workers Accessibility to equipment and time-limited operations Key Points of the GPG (Continued): Key Points of the GPG (Continued) These considerations must be primary factors in determination of work schedule options Options may be approved on an ongoing or occasional basis General Division Policies: General Division Policies Using existing Center policies as a start Complies overall with Center maxi-flex options, including telework, and time-off for school policies with conditions For maxi-flex, the Center policies are generally described above General Division Policies (Continued): General Division Policies (Continued) For employees in the POD, We will expand the work day options from 6:00 am to 6:00 pm, Monday through Friday, with “core” hours of 9 to 3 (excluding lunch) for all full work days (8 hours or more) On non-full workdays, the hours shall fall within the 6:00 am to 6:00 pm window All requests will be considered, however, the approval decision to maxi-flex will depend on: General Division Policies (Continued): General Division Policies (Continued) The type of work that can support irregular schedules (ability to do the job as requested needs to be demonstrated, including how to do so without supervisor presence or peer interaction for extended period of time) Customer service impact Impact to the work group Other work schedule accommodations, such as, telework and time-off for school Exceptions may be considered, on a case-by-case basis. Approval only granted if the PM and cognizant Associate concur and PODBOD approves. Approval resides with the PM and his/her Associate for temporary schedule adjustments that are for short, discrete periods of time. General Division Policies (Continued): General Division Policies (Continued) For telework, the Center policy states: Telework is a management option, not an employee entitlement Employees sign agreements Classified data may not be taken home (includes competitive procurements) without approval Must not adversely affect the performance of the employee using telework or others in the work group Updated Division Policies(Continued): Updated Division Policies (Continued) Tasks and/or deliverables to be performed and the period of performance are determined in advance Employees must have a safe and adequate worksite that is free from interruption Telework employees are subject to call back if necessary (e.g., an employee cannot use the excuse that they are telecommuting to not attend meetings) Calling cards may be provided if employee is outside of the calling area Updated Division Policies(Continued): Updated Division Policies (Continued) For employees in the POD, All requests will be considered, however, the approval decision to telework will depend on: The type of work that can support regular telework. Certain skill groups do not easily lend themselves to regular telework Customer service impact Employees must leave a message on their work phone mail stating that they are tele-working and will return calls as soon as possible Employees must respond to e-mail messages within a reasonable period of time Impact to the work group Other work schedule accommodations, such as, maxi-flex and time-off for school Updated Division Policies(Continued): Updated Division Policies (Continued) Cannot regularly telework more than 1 day per week Can only telework 1 day per pay period if also working a flexible work schedule. In other words, 1 day a week combination Weeks with a non-full workday, the tele-work day must fall on the non-full workday Approval to regularly exceed 1 day per week only granted if the PM and cognizant Associate concur and PODBOD approves Intermittent telework approval resides with the PM and his/her Associate. Updated Division Policies(Continued): Updated Division Policies (Continued) For Time-off for School, the Center policy states: Up to 16 hours off from work per week, with supervisory approval, to attend job-related and mission-related academic courses during duty hours Updated Division Policies (Continued): Updated Division Policies (Continued) For employees in the POD: Classes should be taken during non-duty hours unless a course is only offered during duty hours and it is critical to take that class Except for the above situation, there is no regularly scheduled time-off. Time off can be approved by the supervisor based on exam/project requirements and study time needs, not to exceed center limitations Updated Division Policies(Continued): Updated Division Policies (Continued) Since there is no regularly scheduled time-off, there should be no conflict with telework and flexible work schedules; and, An employee who is approved for time-off on an interim basis does not necessarily have to adjust other schedules (telework, flexible work schedule) Exceptions may be considered, on a case-by-case basis. Approval only granted if the PM and cognizant Associate concur and PODBOD approves Process for Exception Approval: Process for Exception Approval An employee who requires consideration outside the guidelines provided on a regular basis, may do so through their cognizant PM. Requests shall specifically address those items identified on Page 6. If the PM can support the employee’s request, he/she will directly bring that request forward through the Associate and to PODBOD. If the request is approved, the employee will be notified by their PM, and the 210 Management Team will be advised of the decision. If the request is not approved, the PM may request reconsideration. Reconsideration can include additional information from the employee, and/or a “hearing” with the entire 210 Management Team. If the request is still not approved, all parties, including the employee will understand the reasons why. Closing Thoughts: Closing Thoughts POD supports employee professional development and programs designed to assist employees in balancing their lives We have many employees participating in these programs and balancing individual needs with operational needs is often a challenge Closing Thoughts (Continued): Closing Thoughts (Continued) The POD policies are intended to provide consistency and fairness throughout our community—to the employees desiring flexible schedules, telework, and time-off for school and for those other employees in the work unit.