Work Location Framework
Work Location Framework: the future of how we work
Overview, Values and principlesThe Work Location Framework sets out two categories of work location:
- Onsite – roles that are required to be on campus or at a University location 100% of the time.
Work that can only be carried out onsite; predominantly roles requiring a physical presence to perform duties. - Hybrid – roles which can be performed through a combination of remote working (UK only) and working onsite.
Staff in roles suitable for hybrid working will normally be expected to spend 60% of their time onsite.
Hybrid work patterns will vary across the University, and individuals will always need to be flexible to ensure operational requirements are met and work is delivered.
Hybrid workers may be required to work onsite for a greater or lesser number of days in any given week, as operational requirements fluctuate and change.
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As an employer, the University is both committed and legally obliged under the Equality Act 2010 to make reasonable adjustments to enable disabled staff to carry out their duties successfully.
The overall aim should be, where possible, to remove or reduce any disadvantage experienced by a disabled member of staff.
Staff requiring an adjustment to their work location to accommodate a need arising from disability should refer to the Workplace Adjustments process.
Line managers are responsible for considering requests for workplace adjustments and for ensuring that appropriate reasonable adjustments are put in place, as soon as reasonably possible.
The Equality, Diversity and Inclusion Centre (EDIC) and Occupational Health can provide advice and support discussions on workplace adjustments.
Heads of Department/senior managers should consider their operational, research and teaching requirements, including the needs of stakeholders and service users (including academic and research activities), before setting the parameters for the work location arrangements in their areas. Consideration should be given to all work activity requirements for the area, including hours of operation, cover for each day of the week, the provision of in-person services, requirements for teaching and student support, and anchor days.
This will mean that different parameters may be set for specific roles or job families, and different parameters will be set for different departments within individual faculties and support areas.
Heads of Department/senior managers must communicate the parameters to their direct reports (line managers), who will ensure operational requirements are met by implementing the framework within their current teams and for new team members who join the University.
The hybrid working arrangements set out in this framework are flexible and informal regarding where a member of staff works, in accordance with the parameters set by the Head of Department/Senior Manager. Hybrid working arrangements are subject to change and will need to be adjusted regularly to suit operational requirements, e.g. timetabling.
Hybrid working does not constitute a contractual change, and the usual place of work of a hybrid worker will remain as a University location.
The Work Location Framework is a framework for determining ‘where’ an individual works, whether on-site or hybrid. The Work Location Framework should be referred to in the first instance when discussing work location arrangements.
As set out in the framework, the overall parameters for work location arrangements will be determined by the Head of Department/Senior manager and implemented locally by the line manager. Hybrid working arrangements are considered flexible, non-contractual, and may be subject to change depending on operational requirements.
Imperial College London has a separate Flexible Working Policy which sets out the right to request flexible working.
The Flexible Working Policy remains available to staff who wish to request permanent, structured adjustments to their contractual working arrangements, which may include working part-time or changing their work pattern.
All flexible working requests will be considered on a case-by-case basis, and staff are reminded that making an application does not automatically mean that the change will be agreed. Any decision not to approve a flexible working request will be made with reference to the eight fair business reasons as detailed in the Flexible Working Policy.
Micro-Coaching for Managers
Micro-coaching sessions are designed for managers to meet them where they need it.
Micro-coaching is a confidential and voluntary process.
It is a 1:1, 20-minute, easily bookable session that helps managers think through their options for a range of situations they and/or their teams may be facing. For example, this may include concerns about hybrid working and returning to campus. This could involve exploring the manager’s questions and concerns on how to respond to staff queries and/or how to support individuals or their team.
Micro-development sessions
Micro-development sessions are short, targeted coaching conversations offered to all staff at the College to explore queries and options related to their development. It is also an opportunity to help staff prepare for conversations with their manager about different situations. This could include support for conversations about work location.
If you are a Manager, this session could support your own or your staff’s learning and development.