Terms & Conditions of Flexible Workspace Program

Any approved work arrangement acknowledged and signed by both the employee and manager is considered a temporary condition of employment.

For the purposes of any expression of interest and any subsequent approval by your manager, the term “work arrangement” represents the aspect of your regular work week related to work location only. For clarity, “work arrangement” does not consider hours of work, including regular start and end times, as a term or condition of employment contemplated under any part of this program whatsoever or as forming the basis of any application, discussion, or decision related to this program.

All approved work arrangements will require the employee to attend campus in-person for at least one (1) regular work day per week. Where a statutory holiday or approved vacation day falls on a scheduled day the employee is expected to be on campus, the employee will not be expected to substitute an alternative day during the same week to work on campus.

Exceptions to this minimum requirement may be considered from time to time and only where the employee’s manager considers that the request is due to circumstances beyond the control of the employee. However, any recurring requests or requests over an extended period of time for such consideration will be reported by the employee’s manager to Human Resources Services for consultation prior to any decision being made.

'Emergent Need’ shall include any unplanned or unexpected event or activity, or event or activity on a future date(s) known by the employee or manager, that will require the presence of the employee on campus for a particular day or for a series of days.

The employee understands and agrees to the expectation to attend to on-site work (i.e. on campus) where an emergent operational need is confirmed and where the employee, who would otherwise not be expected to be on campus as per their work arrangement, is so advised by their manager. Recognizing that not all emergent operational needs are predictable or can be anticipated, the manager is expected to provide the employee with as much reasonable notice as possible.

Where emergent need arises, managers are encouraged consider operational requirements and to explore an alternative day(s) during the same week where the employee is agreeable to work remotely.

Approval of any work arrangement is subject to change at the sole and exclusive discretion of the employee’s manager where, in their opinion, reasonable circumstances exist that require the work arrangement to be adjusted. However, any indefinite change initiated by the employee’s manager to a previously approved work arrangement will require twenty (21) calendar days’ written notice prior to taking effect.

The written notice period established herein can be reduced or extended at the mutual agreement of both the employee and manager.

Both the employee and manager may request of the other an opportunity to review the approved work arrangement for the purpose of adjusting or revising the applicable terms and conditions of the work arrangement. A request for consideration to do so will not be unreasonably withheld.

Whereas the university has initiated this program, the terms of any approved work arrangements approved under the auspices of this program are considered to be in effect for an indefinite basis.

With appropriate notice and consideration, the terms of the program and any work arrangements thereunder may be revised, amended, or revoked from time to time by the university, as needed. Where the university or a representative of the university chooses to revoke a work arrangement established under this program, the affected employee will be provided notice consistent with the period under paragraph (iv).

The University may, on its own or in response to government and/or public health direction and recommendation, suspend this pilot program, including all approved work arrangements, to enforce measures designed to prioritize the health and safety of our employees and the broader university community.

Where such a decision is made, the University will communicate with affected employees as soon as is reasonably possible.

It is acknowledged and understood that the employee shall immediately notify their manager of any circumstances that require revision to the completed Health and Safety Checklist which informed the manager’s decision to approve the flexible work arrangement.

Any changes to the Health and Safety checklist will require manager’s review and approval for the continuation of the work arrangement in place at the time the manager was made advised of such changes.