Flexible Working

Policy Statement

Any Swansea University colleague is entitled to make a request for flexible working. Consideration of requests will be in accordance with the Flexible Working Regulations 2014. 

Swansea University recognises that having a range of flexible working arrangements in place assists with improved recruitment and retention, reduced levels of absenteeism, reduced levels of stress, increased motivation and job satisfaction, and better working relations with staff feeling more valued and more loyal to their employer.  Swansea University recognises that there is no one size fits all approach to flexible working. Common kinds of flexible working are detailed in procedural guidance.

The University recognises the benefit to which flexible working arrangements can contribute to:

• Sustaining its position as a top 30 research-led institution.
• Developing a dual campus environment that is customer focussed and appropriately structured with fit-for-purpose business processes.
• Enabling colleagues to better balance the competing demands between personal interests and work.

The following principles will be adopted with regards to the right to request flexible working:

a) All coleagues can request to work flexibly.

b) All decisions will be based on the business case.

c) Colleagues will be responsible for placing their request in writing and include the following information:

• Date of application, the change to working conditions they are seeking and when they would like the change to come into effect.
• When temporary requests for flexible working are requeste, we would ask colleague to state the date when the revised working pattern should end.
• A statement that this is a statutory request and if and when they have made a previous application for flexible working.
• When making a request for flexible working, we would ask the colleague to explain the need for the request, but only if they are comfortable to do so, as we appreciate the need for sensitivtely.

d) Requests for flexible working for academic colleagues are approved by Heads of chool rather than Line Managers. Line Managers  or Heads of School must consult with the colleague as soon as possible after receiving the written request. They will:

• Allow the colleague to be accompanied if they so wish
• Consider the request, carefully looking at the benefits of the requested changes in working conditions for the colleague and the business, and weigh these against any adverse business impact of implementing the changes
• Not discriminate unlawfully against the colleague.
• Make a decision, informing the colleague of that decision as soon as possible in writing.

If a request is rejected one of the following business reasons as set out in the Flexible Working Regulations 2014 must be given:

• The burden of additional costs
• an inability to reorganise work amongst existing colleagues
• an inability to recruit additional staff
• a detrimental impact on quality
• a detrimental impact on performance
• detrimental effect on ability to meet customer demand
• insufficient work for the periods the employee proposes to work
• a planned structural change to your business

A colleague has the right to appeal against a decision to reject their request for flexible working.  Details of the appeal process will be outlined in the detailed procedural guidance.

Further Information and Downloads

• Flexitime Guidelines
• Flexible working process - Flowchart
• Colleague Guide to the Flexible Working Request Process
• Head of School and Line Manager Guide to the Flexible Working Request Process
• Request to change a working pattern form