The Hybrid Working Policy provides information on the flexibility of hybrid working and confirms that the option to Opt In to hybrid working is open to a large number of employees who were previously office based. This guidance details how to Opt In to hybrid working and outlines some of the considerations in the process.
Managers are encouraged to make their team aware of the Hybrid Working Policy and to have open discussions at team meetings, or good conversations with employees, to advise them if they should/could consider hybrid working or are eligible to apply.
Employees are encouraged to have open communication with their managers therefore it would be good to let your manager know of your intention to submit the form and this can then prompt a further discussion.
How to request a hybrid working pattern
Opt In form
If you have read the Hybrid Working Policy and decided that you would like to work in a hybrid manner then you should complete the Hybrid Working Opt In form on MyView. If you have more than one post then an Opt In form is required for each post. The form is completed and submitted on MyView, once you submit the form it goes to your manager for approval.
Managers are encouraged to make their team aware of the Hybrid Working Policy and to have open discussions at team meetings, or good conversations with employees, to advise them if they should/could consider hybrid working or are eligible to apply.
Employees are encouraged to have open communication with their managers therefore it would be good to let your manager know of your intention to submit the form and this can then prompt a further discussion.
Employee
As noted above the Opt In form is available on MyView. Once you log in select My Forms and then, Complete a My Form. The Hybrid Working Opt In Form should be there for you to select. Click Start to enter the form and then complete the necessary information.
Manager
You will receive an email to advise that a member of your team has submitted a Hybrid working Opt In form. You need to log into MyView and the form can be accessed in the Dashboard in the Authorisations section. You will see the form the employee has submitted. When you scroll to the bottom of the form you need to select the 'edit' button to then confirm that you are the manager and to respond to the further questions that then appear. Once you have edited the form you need to click ‘Save for Later’ before the option to Authorise/Reject becomes available to you.
If you reject the form the reason for rejection must be provided. When either authorising or rejecting the form you should have a follow up conversation with the employee to either explain the reason for rejection, or to discuss the home/office split for hybrid working.
Working pattern
You and your manager need to have a discussion about your working pattern if you opt in to hybrid working. This discussion can take place either before you submit the Opt In form, or afterwards.
Discussion will centre around the split of your working time between home and office. Working patterns will vary dependent upon various factors including service delivery needs, the nature of the role you carry out, requirement of team presence in the office. Your working hours/pattern need to be agreed with your manager.
There will be some posts that require an office presence each week from team members, perhaps on a rotational basis, and others where attendance at team meetings or one to ones may be the only requirement to come into the office.
If you are required to attend the office regularly to participate in a rota for office cover then the work pattern can be agreed based on the rota. In this case you may have fixed/set days in the office.
If you are required to attend the office regularly due to the nature of your role, but not to provide office cover for your team, then the day/days you are in the office may be more flexible and subject to agreement with your manager on a weekly/monthly basis.
It is important that your manager and colleagues know your working pattern and location. You must update your electronic diary to ensure it is clear when you are due to work, when you are in meetings, and any other commitments you may have during the normal working week. You can add your lunch break into your diary to ensure you are not disturbed.
There may be occasions when your manager requires a presence in the office at short notice. It is important that you are willing to be flexible in these situations.
If you and your manager are unable to agree the split of your working time you need to be aware that service delivery takes priority over your preference of working pattern. If this is discussed and there continues to be no agreement the proposal of your split of working time needs to be raised with your manager's manager for further discussion/consideration.
Request to Opt In rejected
If you submit a request to Opt In to Hybrid Working, this form goes to your line manager for approval. There are posts across the Council that have been identified as 'hybrid' posts, whereas others are fixed workers or front line workers. It may be the case that if you are a fixed or front line worker your manager will be unable to accommodate your request for hybrid working.
If your request for hybrid working is rejected, your manager will submit a reason for this decision. You have the option to appeal against the decision to reject your request.
Any appeal against a rejected Hybrid Opt In submission should be emailed to hrhelpdesk@falkirk.gov.uk in the first instance, within 10 days of the form being rejected, noting the reason for the appeal being submitted. On receipt of an employee appeal the manager who rejected the Opt In form will be asked for a written submission on the reason for the rejection. Appeal submissions will be considered on a monthly basis by a panel consisting of HR representation,Trade Union representation and an independent manager.
Once reviewed by the panel you will be advised of the outcome of your appeal. If you continue to remain unhappy with the decision you should then refer to the Grievance Policy.
Opt Out of hybrid working
Your Opt In to be a hybrid worker will be reviewed annually with your manager at your Good Conversation. However, it is acknowledged that your circumstances may change and as a result you may wish to review with your manager the balance of home/office working you had previously agreed, or in some cases Opt Out of hybrid working altogether and return to work in the office for all your working days/hours. If this is the case the Opt Out form should be completed on MyView.
Please note if you do choose to Opt Out, you should not have Opted In less than 28 days prior to submitting your Opt Out form. Similarly, you cannot Opt In within 28 days of Opting Out.
Terms & conditions
Any changes will be on an individual basis and voluntary. The pattern of home/office working can be varied by your manager if circumstances change, depending on service needs. This guidance does not alter terms and conditions of employment. You will still have a Falkirk Council building noted as your base location.