Please review the list of frequently asked questions below. Join us for one of our virtual info sessions to get additional information on the Hybrid Work Arrangement Policy:
Session 1: Workforce Policy Update for Managers and Staff
Register: Thursday, July 25, 2024, 11 am - 12 pm
Session 2: Workforce Policy Update for Managers and Staff
Register: Wednesday, July 31, 2024, 1 pm - 2 pm
Session 3: Workforce Policy Update for Managers and Staff
Register: Monday, August 5, 2024, 11 am - 12 pm
MICA is a residential college. As such, it is important that we have staff available on-campus to serve and support students, their families, visitors, and each other as colleagues in our respective roles on campus during MICA’s core business hours Monday - Friday, 8:30 a.m. - 4:30 p.m.
Also, having a greater choice over work location is something many staff have shared as being important to them. We believe that responding to this demand will help to attract and retain talented staff, create a more inclusive environment support building a high-trust culture, improve work performance, and enhance staff engagement.
A hybrid work schedule is a flexible work model that combines remote and in-office work. It lets employees work from home on some days and from the office on others. Staff don’t need to be in the office all the time, but they’re not strictly telecommuters either. Instead, staff members on hybrid teams reap the benefits of both worlds—the camaraderie of in-office work, plus the focus and flexibility of remote work.
Monday, August 19, 2024
There will be 3 schedules available;
A. Option 1: Fully on-campus schedule Employee works on campus 5 days/week
B. Option 2: 3/2 schedule - Employee works on campus 3 days/week and 2 days/week work from home (WFH)
C. Option 3: 4/1 schedule - Employee works on campus 4 days/week and 1 day/week work from home (WFH)
All departments and programs are expected to have staff on campus during MICA’s core business hours Monday - Friday, 8:30 a.m. - 4:30 p.m.
All managers must ensure that there is at least one day that all department/program staff are in the office. This will provide time for in-person meetings and other collaborative efforts.
No. It is a fluid arrangement, subject to change and withdrawal at any time, depending on business needs. Any work schedules established on a hybrid basis will not be considered as permanent nor do they change the terms and conditions of one’s employment at MICA.
Although every effort will be made to provide advance notice of a hybrid work schedule change, staff may be required to come in at any time during core business hours and should be ready and available to do so.
Flexible working is an arrangement to balance your work and personal life, for example starting or finishing at different times on specific days of the week but maintaining the same number of working hours.
In contrast, hybrid working is an arrangement in which an individual works part of their time on campus and part off campus. There is structure to how and when teams agree to work remotely and on-site.
It’s also important to note that the agreed hybrid arrangement is subject to change as and when the needs of the role or business may change, and so it is not appropriate to build a fixed arrangement around hybrid working (e.g. regular childcare).
Hybrid working applies to all regular full-time and part-time staff working a minimum of 20 hours per week; however, not all roles are suited to hybrid working and some activities cannot be delivered effectively via remote working. For example, but not limited to: campus safety, cleaning, grounds and building maintenance, service desk (e.g., IT), student-facing roles and on-site specialist support or delivery (e.g., residential life, student health, studio managers, etc.) Or any position when the mechanics of the job cannot be done remotely.
For the majority of staff, no. The hybrid working framework aims to strike an appropriate balance between on and off-campus working.
There are some very limited exceptions; any additional exceptions will be made on a case-by-case basis and only with a formal written request submitted to PB&C for review prior to approval. ALL approvals will be documented and provided in writing by PB&C.
They will be reviewed annually but department or program arrangements should be reviewed on a regular basis to consider any operational issues raised, whether business needs are being met, any potential effects on productivity, student needs, employee engagement and team working etc.
If there is a need to change a staff member’s hybrid work schedule for a period longer than 2 weeks, the staff member should be provided a minimum of a 14 calendar day notice.
Speak to your direct supervisor to find out if your position is eligible for hybrid work and Request Flexible Work Arrangement in Workday. Instructions are here. Your request will be routed to your direct supervisor and PB&C for approval.
No. Hybrid working is a fluid arrangement which can change depending on business needs and the needs of other team members and must not be used to provide cover for regular caring or childcare needs while working from home.
If there is a need to provide caring and childcare during a WFH day, the employee should use available paid time off (e.g., personal, vacation, or sick leave).
Supervisors and managers should not make exceptions or special arrangements in these circumstances. This ensures that there is consistency in the application of the policy and that MICA is not creating any concerns as it relates to labor-management issues.
No. It is expected and required that all regular full-time and part-time staff employees are available and working during MICA’s core business hours of Monday - Friday 8:30 a.m. - 4:30 p.m. Some positions may have regular work schedules that fall outside of the core hours, and if that is the case, then the staff member should work their scheduled hours.
Based on business needs, staff may need to work outside of these hours on a limited basis.
If it is discovered and confirmed that a staff member is working an additional job during their regularly scheduled hours at MICA, disciplinary action up to and including termination will be taken.
Supervisors and managers should plan and coordinate hybrid work schedules in their respective areas and submit their schedules to their VPs with a cc to PB&C (pbc@mica.edu) for review and approval prior to staff submitting in Workday for final approval by PB&C.
To have a smooth transition to a fully hybrid schedule, all requests for hybrid working arrangements should be submitted by Thursday, August 8, 2024. Please note the system requires an end date which we recommend you enter at the end of the one-year mark (August 18, 2025).
All hybrid work schedules will be reviewed at least once per year.
PB&C will approve and or follow-up with the staff member or the supervisor if there are questions or concerns by Friday, August 9. All approved hybrid work arrangements will be finalized by Wednesday, August 14.
There will be 3 schedules available;
A. Option 1: Fully on-campus schedule Employee works on campus 5 days/week
B. Option 2: 3/2 schedule - Employee works on campus 3 days/week and 2 days/week work from home (WFH)
C. Option 3: 4/1 schedule - Employee works on campus 4 days/week and 1 day/week work from home (WFH)
Yes. One of the principles of hybrid working is that staff must be available and accessible while working off campus. You may be required to attend campus at short notice, including the same day, for example, to cover staff absence.
Yes. Hybrid working arrangements do not represent guaranteed schedules. Individuals should be able to return to campus should this be required.
If you are not well enough to work you must inform your supervisor/manager and follow the usual sickness absence reporting procedures.
No, MICA does not have a part-time car parking permit. Parking is available in the Bunting and Church parking lots for $20/pay period, Mosher for $10/pay period, and Station lot is free. The Lazarus lot is also free with priority given to those employees working there. All parking lots require a MICA parking permit/sticker and should be coordinated with PB&C who will notify campus safety to issue a parking permit.
Training sessions for supervisors/managers and staff will be held via Zoom on the following dates:
Session 1: Workforce Policy Update for Managers and Staff
Register: Thursday, July 25, 2024, 11 am - 12 pm
Session 2: Workforce Policy Update for Managers and Staff
Register: Wednesday, July 31, 2024, 1 pm - 2 pm
Session 3: Workforce Policy Update for Managers and Staff
Register: Monday, August 5, 2024, 11 am - 12 pm
A range of resources is available to support managers and staff which we have put together as
This will continue to be developed and further advice and guidance can be sought from PB&C to discuss any challenges or issues.