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A supervisor and Senior Staff member's decisions regarding a Voluntary Flexible Work Arrangement (VFWA) request are based primarily on the operational needs of the unit, and secondarily on your (the employee's) eligibility and suitability. Therefore, in order to make the strongest case for your request, it is in your best interest to prepare your request with their priorities in mind.

To support you in this, we have provided you a summary of the information that you will be asked to provide in the request form, as well as a list of questions for you to consider, discuss with your supervisor, and address within your request where appropriate.

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Before submitting a VFWA request, talk with your supervisor! Having mutual understanding of each other's expectations and needs, and talking through the details of the request ahead of time will help streamline everyone's experience and expedite the overall process.

It is even better if you familiarize yourself with the policy, the process, and the resources provided in this page first.

You will be asked to complete the below fields as part of your request. It is best if you familiarize yourself with each question before filling out and submitting the online form.

Chapman ID# (found on your Chapman ID card)
Job title
Department name
Supervisor's name
The requested effective/start date for the proposed VFWA
Whether the request is ongoing (no end date), or is temporary (indicate the end date)
Select the VFWA type you are requesting. You may select more than one.
Work schedules: current, as well as your preferred/requested schedule
- Select all the days of the week that you currently work
- Indicate the exact start and end time(s) for each day, as well as the corresponding location. You will be provided two rows for each selected day. The first row must be completed for every selected workday. The second row may be used to complement the first row in cases of split schedules; e.g. if work 8am-1pm is performed onsite and 3pm-6pm is performed at an alternate location.

Are there any dates or periods of time that your unit's operations and/or your specific function would require you to, or would benefit from, being physically present onsite despite the presence of a VFWA? For example, your unit may require an "all hands" approach to services the first two weeks of each semester. If so, proactively identify and note the date(s)/periods in your request.
Describe the exact mode(s) of communication that you would be using to engage with your (1) supervisor, (2) colleagues, (3) service recipients outside your department, (4) vendors, and (5) others. Will you be available via all of these modes during all of the days/times you have specified?
Is there any equipment that your home department could provide to support your VFWA if your request were granted? Will you use any non-Chapman devices?
Any additional notes.

What is the proposal’s impact on service to internal and external clients?
What will be the overall effect of various requests on the unit's operations?
Does the proposal impact normal service hours?
Will it incur overtime costs?
How will it impact the unit’s effectiveness?
Will it impact other employees?
Does it create any concerns regarding safety, security or supervision?

The staff or administrator must have:

Had a rating of at least "meets expectations" on their most recent performance evaluation; and,
Have not had any disciplinary actions in the previous year.

» Resources for Employees

Prior to Submitting a VFWA Request

Preparing the Online VFWA Request Form

Sample Questions Related to Operational Considerations

Staff and Administrator Eligibility Criteria

HR Forum for Staff and Administrators