Flexible working process

If a colleague asks to change their working pattern, here are the steps that we’ll follow.

1) Informal discussions

We encourage colleagues who are thinking about asking for a change to their working pattern to first talk to their manager. It may be possible to come to an informal arrangement, especially for small or short-term changes to working patterns.

If the reason the colleague is wanting to work flexibly is to help them with a disability or a health condition, then this may be able to be done as a reasonable adjustment, rather than through the flexible working process. Managers should contact ER Services for advice.

It’s good to confirm informal arrangements in writing (template letter FW1, below) so that everyone’s clear on what was agreed. It’s worth remembering that informal arrangements aren’t intended to change a colleague’s terms and conditions, so there’s no guarantee that the arrangement will continue.

2) Flexible Working Request Form

If it’s not been possible to agree things informally, colleagues need to complete the Flexible Working Request Form and give it to their manager.

Managers then need to deal with the request within two months of getting the form - including any appeal so it is important insofar as possible to adhere to the recommended timescales for each stage.

If there is going to be a delay, Managers should try to agree an extension to the two-month timescale and confirm this in writing.

If the colleague wants to withdraw their request at any point, they’ll just need to put this in writing and give it to their manager.

3) Formal Flexible Working Meeting

If we can agree a request without a meeting, we will. If not, we’ll send a letter (template letter FW2, below) inviting the colleague to a flexible working meeting to discuss their request. This will usually be done within 7 days of receipt of the request. We’ll always give colleagues at least 48 hours’ notice of this meeting and they will have the right to be accompanied by a colleague or a trade union rep.

At the meeting, we’ll talk about the request and discuss how this might work, including the potential benefits or other impacts of accepting or rejecting the request and any practical considerations involved in implementing the request. We’ll make sure all relevant information is understood prior to a decision being made.

We’ll also take some notes to record what we talk about. The Flexible Working Formal Meeting Guide (below) can be used to help the discussion and to make notes.

If a colleague doesn’t turn up for the meeting, we’ll reschedule it (template letter FW3, below). But if they don’t turn up for that, we’ll consider the request withdrawn and will send a letter to confirm this (template letter FW4, below).

4) Outcome

When making the decision, the manager will need to think about the current work of the team and what the business needs. The only reasons that we’ll turn the request down are those in the Policy.

If the original request cannot be accepted in full, managers must discuss with the colleague whether it is possible to accept part of the request and/or any alternative options e.g if it isn’t possible for a colleague to take a Monday off, could they take a Friday instead.

Managers will let colleagues know the decision at the end of the meeting if they can, or as soon as possible after, and confirm it in a letter (template letter FW5, FW6 or FW7, below). If we can’t agree the request, the letter will explain why and how to appeal. The outcome letter will usually be sent within 10 days of the meeting.

It is often a good idea to agree a trial of the new arrangement to see how it works out. If so, we’ll agree the length of the trial and then have a review meeting at the end, confirming the outcome in a letter (template letter FW8 or FW9, below).

If we agree a temporary flexible working arrangement, we’ll have a review meeting at the end to see whether it needs extending. If so, this will also be confirmed in a letter (template letter FW10, below).

5) Appeal

If the colleague really disagrees with the decision, they can appeal – how to do this will be in the outcome letter.

We will send a letter (template letter FW11 or FW12, below) inviting the colleague to an appeal meeting, with at least 48 hours’ notice. This meeting will always be with an independent manager, who’s had nothing to do with the original decision but who knows something about the role and the team.

At the appeal meeting, we’ll look again at the information, so it’s important for colleagues to tell us if there is new information when making their appeal so this can be looked at too.

We’ll let colleagues know the decision at the end of the meeting if we can, or as soon as possible after, and confirm it in a letter (template letter FW13 or FW14, below).