Flexible working time and work pattern policy - NHS Ayrshire and ...

STANDARD APPLICATION PROCESSHow to request a change of working time or working pattern1 Submitting an applicationAn application to request a change in hours or work practice is open to all employees aswell as prospective employees, no matter what level in the organisation. However, thereis no legal right for an employee to change his or her hours or work practice.An employee who is considering a change in working time or working pattern shouldinitially discuss the matter with their line manager.Following the initial discussion the following procedure must be followed.2 ApplicationIndividuals who wish to apply for any of the schemes available should make a request inwriting, using the application form provided. For Voluntary Reduced Working Timereductions in working hours may range up to 50%.All requests for a change of working time or working pattern, referring to the appropriatepolicy under which application is being made, should be submitted on the application formattached at Appendix 4.All requests should be made at least three months prior to commencement of theproposed change. However, in exceptional circumstances this may be waived bymanagement. The completed application form should be submitted to the appropriateHead of Department/ Line Manager.The Head of Department/Line Manager will advise the employee, in writing, as to whetherthe post is suitable for application of the requested scheme provisions and of any specificpattern of working which is necessary to make the chosen plan practicable. Theorganisation has a responsibility to treat all employees equally.3 Initial MeetingEach request will be considered on the merits of the individual case and a decision madeas soon as reasonably practicable but must be within a period of four weeks (28 calendardays) following receipt of the application. There may be a need to discuss tasks andresponsibilities and how the requested change can fit into the wider team. The linemanager will hold a meeting with the employee to discuss the application. This mayrequire the manager along with the employee to invest time and effort in order to work outan arrangement which suits both the Department and the employee.The manager will inform the employee in writing of the outcome of the meeting within 2weeks (14 calendar days).All time limits expressed in this procedure are maximum. However, all applications will bedealt with as quickly as possible and both parties shall endeavour to reach agreement atan early stage in the procedure. In exceptional circumstances the four week period can beSeptember 2008 25