Flexible Work Arrangements
Baylor University and the Division of Student Life are committed to excellence by supporting the total wellbeing of faculty, staff, and their families, including offering tools and resources that can guide Flexible Work Arrangements (FWAs) where appropriate. When used thoughtfully, these options can foster health, equity, and connection while ensuring high-quality student services and affirming that people have value beyond productivity.
Establishing and/or renewing FWAs is a process initiated by each employee. Not every staff member needs or will have an FWA. Each employee wishing to request an FWA must follow the process outlined below.
Flexible Work Arrangement Definitions
Primarily Onsite (division default)
An employee works regularly and primarily onsite in a designated Baylor space.
Hybrid Fixed
An employee works partly onsite and partly remote (schedule is set and static).
Hybrid Flex:
An employee works partly onsite and partly remote (schedule is not set and not static). Employee’s onsite and remote work schedule may fluctuate.
Remote
An employee works completely or primarily off site, but may come to campus for meetings.
Compressed
A work week in which the traditional 40-hours are worked in less than five workdays (example: a full-time employee working four 10-hour days instead of five 8-hour days).
Ongoing
Cannot be initiated by employees until they have served in their current role for 12 months. Otherwise, Ongoing FWAs can be requested at any time. Ongoing FWAs close at the end of each fiscal year (May 31). Modification and/or renewal conversations should take place during performance evaluations in March/April.
Intermittent
Can be initiated at any time by any employee, subject to supervisor and director approval. Situational and/or seasonal (i.e., unexpected life events, anticipated increase in flexibility based on the academic calendar or season). Intermittent FWAs are limited to a maximum of 10 weeks and cannot be extended without a new request.
Flexible Work Arrangement Process
The documents below help to outline the FWA process and expectations, but the process can be largely framed as:
Practices
A compendium of definitions and helpful actions. Steps 1A and 1B also cover the practices of current and new employees, respectively.
Considerations (Employee) & Considerations (Supervisor)
Because every role and its responsibilities are unique, flexible work arrangements will look different for each employee. Employees and their supervisors should use the considerations checklist to help determine what works best for the role and the department.
Current employees can initiate FWA requests in multiple ways: 1) make a new Ongoing FWA request; (2) make a new Intermittent FWA request; (3) make a modification request to an existing FWA; (4) submit a renewal request of an existing Ongoing FWA; (5) cancel their existing FWA.
All requests should be made at least 2 weeks in advance when possible.
Ongoing FWA Requests:
Any time after an employee has served 12 months in their current role, they may request to meet with their supervisor to discuss an Ongoing FWA.
Before meeting, the employee and supervisor should review the FWA Conversation Guide in preparation for their meeting.
The employee and supervisor meet to discuss and co-construct the FWA request.
Once the request is agreed upon, the employee should submit a Flexible Work Arrangement Request Form (FWARF).
The FWARF will then be reviewed and approved/denied by both the direct supervisor and the Director of the department. If approved, the FWA goes into effect upon the date requested. If denied, the employee may discuss next steps with their supervisor. Note: The Conversation Guide is a helpful tool for ensuring the final request is approved.
Upon director approval, the direct supervisor reports back to the employee.
If an FWA request is denied, it may be appealed to the director or dean (if supervisor is the director) over the requesting employee’s department.
Ongoing FWAs operate on an ongoing basis, remaining in place continually until the end of each fiscal year.
Ongoing FWAs must be reviewed annually during performance reviews, typically in March/April. During this meeting, the supervisor and employee will discuss successes, challenges, and opportunities around the FWA.
Intermittent FWA Requests:
An employee may request to meet with their supervisor at any time to discuss an intermittent FWA. Intermittent FWAs can be requested due to unexpected life situations or anticipated increase in flexibility based on the academic calendar or season. Intermittent FWAs are limited to a maximum of 8 weeks and cannot be extended without a new request.
Before meeting, the employee and supervisor should review the FWA Conversation Guide in preparation for their meeting.
The employee & direct supervisor meet to discuss and co-construct the FWA request.
Once the request is agreed upon, the employee should submit a Flexible Work Arrangement Request Form (FWARF).
The FWARF will then be reviewed and approved/denied by both the direct supervisor and the Director of the department. If approved, the FWA goes into effect upon the date requested. If denied, the employee may discuss next steps with their supervisor. Note: The Conversation Guide is a helpful tool for ensuring the final request is approved.
Upon director approval, the direct supervisor reports back to the employee.
If an FWA request is denied, it may be appealed to the director or dean (if supervisor is the director) over the requesting employee’s department.
Modifying Existing FWAs:
At any point during the term of an approved Ongoing FWA, an employee or supervisor may request to modify its terms to better support departmental goals or employee effectiveness.
Before meeting, both parties should review the FWA Conversation Guide to identify what aspects of the current arrangement need adjustment.
The employee and supervisor meet to discuss proposed changes, considering workload, service expectations, and team impact.
If revisions are agreed upon, the employee should submit a modification request through the Flexible Work Arrangement Request Form (FWARF) reflecting the changes.
The modification request is reviewed and approved/denied by the direct supervisor and the department Director. Approved modifications take effect on the mutually agreed start date.
If the request is denied, the supervisor and employee should discuss alternative solutions that remain within the bounds of the FWA process.
If an FWA request is denied, it may be appealed to the director or dean (if supervisor is the director) over the requesting employee’s department.
Renewing Existing FWAs:
An approved Ongoing FWA must be renewed annually if the employee and supervisor wish to continue the arrangement beyond its current term.
Before the meeting, both parties should revisit the FWA Conversation Guide and assess the effectiveness of the existing arrangement.
Ongoing FWAs must be reviewed annually during performance reviews, typically in March/April. If it is determined that the FWA does not support the success of the department and/or employee, modifications will be offered but must remain within the bounds of the FWA process.
If renewal is desired, the employee submits a renewal request through the Flexible Work Arrangement Request Form (FWARF), noting any updates or confirming that no changes are required.
The renewal request is reviewed and approved/denied by the direct supervisor and the department Director. Approved renewals take effect for the following fiscal year, beginning June 1.
If the request is denied, the supervisor and employee should discuss alternative solutions that remain within the bounds of the FWA process.
If an FWA request is denied, it may be appealed to the director or dean (if supervisor is the director) over the requesting employee’s department.
Ongoing FWAs operate on an ongoing basis, remaining in place continually until the end of each fiscal year.
Ongoing FWAs must be reviewed annually during performance reviews, typically in March/April. During this meeting, the supervisor and employee will discuss successes, challenges, and opportunities around the FWA.
Canceling Existing FWAs:
Depending upon either the needs of the department or changes to employee’s circumstances, FWAs may be cancelled at any time by the employee, supervisor, or director of the department. The cancellation of an FWA goes into effect immediately, and the employee should act according to the Division’s default of working primarily onsite.
New Employees (in role for less than 12 months)
During onboarding, the direct supervisor informs the employee of Student Life’s FWA process and any departmental parameters around potential flexible work (i.e. core hours, programmatic requirements). Unless otherwise noted on the job description, new employees may not begin employment with an Ongoing FWA.
If an employee is in need of a FWA, the employee & direct supervisor may work to co-construct an intermittent FWA specific to the needs of the employee and the department.
Before meeting, the employee and supervisor should review the FWA Conversation Guide in preparation for their meeting.
FWA requests can be made using the Flexible Work Arrangement Request Form (FWARF).
If an intermittent FWA is initiated, reviewed, and approved, the direct supervisor will schedule an evaluation with the employee at the end of the FWA period. During this meeting, the supervisor and employee will discuss successes, challenges, and opportunities around the intermittent FWA. If it is determined that the intermittent FWA does not support the success of the department and/or employee, modifications will be offered but must remain within the bounds of the FWA process.
Employees may request Ongoing FWAs after working in their current role for 12 months (see below).
If an FWA request is denied, it may be appealed to the director or dean (if supervisor is the director) over the requesting employee’s department.
Conversation Prompt
Before submitting a request, supervisors and employees must have a conversation using the Conversation Prompt to ensure any Flexible Work Arrangement is thoughtfully aligned with job responsibilities, departmental needs, and the university's standards for service and excellence.
Employees and their supervisors should agree upon a Flexible Work Arrangement that serves both the employee and department as and if possible.
Note on Equity & Unit-Wide Review
FWA decisions must be applied equitably within a unit. A denied request should not be based solely on the existence of another employee's active FWA. When a new FWA request is submitted, supervisors and directors are encouraged to conduct a holistic review of all existing arrangements in the unit to ensure that collectively they continue to support departmental effectiveness and do not create inequitable working conditions.
Appeals and Further Action
Student Life is committed to ensuring that FWA decisions are made consistently, equitably, and transparently across all units. In the event that an FWA request cannot be agreed upon between an employee and their supervisor, or an employee believes a denial was inequitable, the following options are available:
Revisit with Supervisor
An employee may request an additional conversation with their supervisor to revisit the request. Both parties are encouraged to use the FWA Conversation Guide to identify any unaddressed concerns or possible modifications that may make the arrangement workable.Appeal to Director or Dean
If a resolution cannot be reached at the supervisory level, the employee may formally appeal the decision to the Director over their department. If the supervisor is the Director, the appeal may be escalated to the Dean over that area. The Director or Dean will review the request, consider the needs of the unit, and render a decision. Their decision is final within the Division.Consult the Staff Ombuds
At any point in this process, an employee may confidentially consult Baylor’s Staff Ombudsperson for informal guidance, coaching, and support. The Staff Ombuds serves as a neutral resource and does not advocate for any party, but can help employees understand their options and navigate the process.
FWA Request Form
Employees should submit a detailed FWA Request Form that expounds upon the agreed upon FWA. This request form will then be routed to supervisors and directors in the relevant department. Once approved/denied, supervisors will inform employees of their FWA decision.