November 2022
In the summer of 2021, VIU launched the Flexible Work Guideline for non-instructional employees on a pilot basis to align with return to campus planning. Flexible work is reflected in the VIU People Plan as a priority for employees. Over summer and fall 2021, employees interested in a flexible work arrangement submitted requests under the Flexible Work Guideline and requests were approved on a trial basis. At the time, VIU indicated a review of the pilot would be conducted in 2022.
Three key means of gathering information were used for the evaluation of flexible work at VIU:
- A survey of all managers who supervise employees.
- A survey of all non-instructional employees (including managers who supervise employees).
- An Excel-based count from each department on the number of days per week each non-instructional employee is spending on campus and off campus.
Additionally HR engaged EAB, a higher education consulting firm, to conduct a Remote Work policy audit. That audit was completed in July 2022.
VIU remains committed to offering flexible work and this evaluation has allowed for a full assessment of the implementation of flexible work, identification of any needed changes to the Flexible Work Framework and any gaps or issues to be addressed. View the evaluation report and survey results.
What Have We Learned?
VIU’s implementation of flexible work has been very successful, with strongly positive feedback from employees and managers. Approximately 50% of all non-instructional employees work five days/week on campus, and 66% work a minimum of four days/week on campus. In contrast, approximately 13% of employees work primarily off campus, with IT being the department with the largest number of primarily off campus employees. There is a relatively consistent presence of all non-instructional employees on campus over the course of the week with a range of 71% to 82% (Fridays and Tuesdays respectively).
The evaluation report describes a variety of themes and issues that have emerged in relation to flexible work. Campus culture, connections within and across teams, consistent application of the Guidelines, enhanced resources, supports and training, focus on access to services for students and employees, and the use of current tools to assist in supporting operational effectiveness are all live issues impacting flexible work.
Senior Management Team (SMT) has reviewed and accepted the evaluation report and identified next steps for addressing the issues and gaps identified. These include updating the framework and providing enhanced support.
The first principle expressed in the Flexible Work Guideline states that:
VIU is a university that offers programs and services primarily on our physical campus locations. Sustaining effective services on-campus and ensuring a vibrant campus life are overarching priorities.
When considering flexible work arrangements, decisions will be driven by operational needs, the work undertaken with the area, and individual preferences, in that order. SMT members will be reinforcing this first principle in their responsibility areas.
What Next?
One key adjustment to the Flexible Work Guidelines is a more structured delineation of roles at the University in relation to the potential level of flexibility for those roles. Roles will be categorized as having the following potential levels of flexibility: On Campus; Defined Flexibility; Flexibility; Virtual. The Guidelines will include definitions of each of these categories. Another adjustment to the Guidelines is a clearer direction that non-instructional employees who have flexible work arrangements must live and work in BC along with the requirement that they must reside in a location that allows them to attend at University premises when needed, at their manager’s discretion.
When the Flexible Work Framework was launched in 2021, there was a requirement to review individual arrangements at the conclusion of the pilot and periodically thereafter. As such, managers are to commence a review of existing flexible work arrangements within their areas and provide individual employees with a new Flexible Work Arrangement Agreement. It is recommended that consideration be given to changes necessitated by the increased level of students and employees on campus for 2022-23 compared to 2021-22. Managers and employees must consider how those increases affect flexible work arrangements given the first principle in the Guidelines about our in-person operations. Flexible work arrangements will continue to be constructed under the authority and requirements of the Flexible Work Framework and will be reviewed periodically. To support managers, HR has created a document entitled Considerations in Evaluating Flexible Work Arrangements, and a compendium slide deck called Flexible Work at VIU. These and all other documents related to Flexible Work are available to all employees on Flexible Work at VIU.