Flexible Working Procedure
Introduction
This procedure applies to all formal applications for flexible working arrangements. If you wish to request a change to your existing working arrangements you should read the flexible working policy and discuss your proposed change with your manager in the first instance before proceeding with a formal request. The procedure is non-contractual but incorporates your statutory rights.
Making a Request
You must submit your request to formally change your working arrangement to your Office Head/Team Leader well in advance and at least two months prior to the date you propose the new working arrangement to start.
Your request must be made in writing and state that it is a statutory request for flexible working. Please provide the following information:
- the date of your request
- the flexible working arrangement you are requesting
- the date you'd like the change to come into effect
- if you've made a previous request for flexible working and when
Please note you can only have one live request at any one time.
Consideration of a Request
Your Office Head/Team Leader will arrange to meet with you, normally within 14 working days of receipt of your request. This meeting will allow for a reasonable discussion and consideration of the request. The potential benefits or other impacts of accepting or rejecting the request will be discussed along with any practical considerations involved in implementing the request. You may be assisted at this meeting, if you wish, by a trade union representative or work colleague. Your Office Head/Team Leader may consult with People Services in considering any specific issues relating to your request.
Your Office Head/Team Leader will normally write to you within 7 working days of the meeting to advise you of their decision. In circumstances where they require more time to reach a decision, they will seek your agreement to extending this timescale.
If your request has been accepted, this notification will include the agreed start date of the arrangement and any particular conditions which apply. You will also be given the opportunity for a further meeting to clarify any other information that may be helpful in implementing the agreed arrangement i.e. agreeing dates to review how the arrangement is working.
Should your request be denied, this notification will state the business reasons for refusing your request (see the Flexible Working Policy) and will explain why the business reasons for refusal apply in your circumstances.
Should a request concerning a formal change to your working arrangements be denied, you will have the right to appeal this decision in accordance with the section - Right to Appeal - set out below.
Right of Appeal
If you wish to appeal a decision to deny your request for a flexible working arrangement, you must set out the reasons (i.e. there is new information you wish to be considered, or you believe your request has not been handled in a reasonable manner) for the appeal in writing and submit it to the relevant Appeal Manager within 7 working days of the date of written confirmation of the decision. You will be given confirmation of who the Appeal Manager will be.
You will be invited to attend an Appeal meeting within 7 working days of receipt of your appeal at which you may make oral and/or written representations. The Appeal Manager will consider any new information and whether your Office Head/Team Leader’s decision was reached fairly and if the proper facts were taken into consideration.
You may be assisted at the Appeal meeting by a trade union representative or work colleague. A representative from People Services will be in attendance to assist the Appeal Manager and provide procedural advice.
Having heard your representations and consulted your Office Head/Team Leader, the Appeal Manager will adjourn to consider the outcome of the appeal. The Appeal Manager may decide to uphold or dismiss the appeal. When a decision is made, the Appeal Meeting will be reconvened, on the same day if possible, and you will be informed of the decision and the reasons for it. You will receive confirmation of the decision and reasons for it in writing within 7 working days of the meeting. The decision of the Appeal Manager is final.