Last updated 6/13/2022
Initiating a Work Arrangement Application
A verbal conversation between employee and supervisor is recommended as best practice to initiate and discuss details of any work arrangement. Discuss start and end dates, schedule, work location, and technology needs, if applicable.
Employee Step-by-Step Instructions
- Go to Employee Self-Service >> My Career >> Career & Performance
- In the Work Arrangement application, you will be asked to provide the following information:
- Standard or Flexible Work Schedule (if flexible, you will be asked to describe your work schedule).
- Work Arrangement start date and end date. If the arrangement is ongoing (no specific end date planned), leave the end date blank.
- On Campus, Hybrid, or Remote (fully off campus) Work location.
- If remote, you will be asked to provide your off campus work location.
- If remote and working out of state within the United States, you will be re-directed to the Domestic Remote Work Request form after submission.
- If remote and working outside of the United States, you will be re-directed to the Temporary Overseas Remote Work Arrangement (TORWA) form after submission.
- Technology related questions regarding your equipment and technology needs.
- Submit the Work Arrangement Application form and it will be routed to the supervisor for review.
Supervisor Review
Supervisor's should review institutional and organizational unit guidelines, including the Future of Work@Iowa Final Report, to ensure alignment.
Once the Work Arrangement Application form is submitted, the supervisor will receive a notification via email that a workflow package for the Work Arrangement has been sent to them. They will be able to Approve Package, Void Package (deleting its record from workflow), Return Package to Employee, or Add Approver.
Workflow Packages
The supervisor is approving the Work Schedule and Work Location along with dates that the employee has submitted. This will be routed to the Senior Human Resources Representative for your College of Division for final approval and, lastly, routed back to employee.
This will remove the work arrangement from workflow.
This option is used if there is something that needs to be amended or modified due to error or inaccurate reflection of the agreed-upon work arrangement. This option will route back to the employee for review/edits.
This option is used if there is a need to bring in an additional supervisor or member of departmental leadership who has requested to also approve packages.
As part of the review process, supervisors will be required to answer three questions to confirm the work arrangement is in line with Future of Work@Iowa Guiding Principles.
- The work arrangement is supportive of the residential campus experience. Select "yes" if your position does not directly interact or support students. Yes/No
- The work arrangement maintains or enhances service delivery to students, visitors, employees, patients, and stakeholders. Yes/No
- The work arrangement is in alignment with the functions of the position. Yes/No
When entering a work arrangement package in workflow, supervisors will see a red note at the bottom of the application prompting them to answer the three questions above before they can approve.
- Click “Edit Data”
- Scroll down the application
- Answer three Future of Work@Iowa Guiding Principle questions
If you answer “no” to all three questions, the work arrangement does not support the Future of Work@Iowa Guiding Principles and should not be approved.
Senior HR Leader Review
Senior HR Leaders will receive a notification via email that a workflow package for the work arrangement has been sent to them.
Business justifications must be captured for all work arrangements. When Senior HR Leaders receive a work arrangement application for an employee in their org, they will be required to select up to 6 pre-defined business justifications before they can approve a package.
Business Justifications
- Recruitment
- Retention
- Expanded Coverage/Service
- Space Saving
- Required for Position
- Productivity and Performance
When entering a work arrangement package in workflow, senior HR leaders will see a red note at the bottom of the application prompting them to add business justification(s) before they can approve.
- NOTE: Supervisors also have the ability to click “Edit Data” and select business justifications, however, they will not have the red bar prompt to remind them. In this scenario, senior HR leaders will still need to review the business justification before approving package.
- Click “Edit Data”
- Scroll down the application
- Select 1-6 predefined business justifications that apply to the individual arrangement
- Click "Approve Package"
