Flex@X Terms and Conditions

Flex@X is only available to administrative (NSGEU) and managerial and professional employees.

All employees participating in Flex@X will be required to agree to the following Terms and Conditions:

By signing below, you agree to be bound by the terms and conditions of the Flex@X Program including but not limited to the Flex@X Program Guide and these Terms and Conditions (collectively, the “Program”) as well as the Flexible Work Policy (the “Policy”). Any future amendments to Program or the Policy will automatically apply to you. You agree that the information provided is accurate and truthful for the purposes of assessing your participation in the Program.

Your participation in the Program is subject to approval by your manager, department head and People and Culture. If approved, your manager will meet with you to review the details and specific conditions of the Flex@X arrangement.  

Terms and Conditions

1. Flexible Work Arrangements do not change or otherwise amend your terms and conditions of employment with the University, including compensation and benefits, employment status, work responsibilities, and required training. A Flexible Work Arrangement is not a right of employment and the University retains its contractual rights, including the right to assign work, to reorganize the workplace and the work pursuant to the applicable collective agreement, employment contract, policies, and laws. Individuals participating in a Flexible Work Arrangement are subject to University policies and procedures, and applicable legislation and regulatory requirements.
2. Flexible Work Arrangements are not a replacement for formal medical and family status accommodations. If you require an accommodation, you should contact Human Rights and Equity (family status accommodations) or People and Culture (medical and all other accommodations).  

Schedules, Workload and Performance

1. Flexible Work Arrangements do not alter the assigned workload, and you are accountable for fulfilling your normal hours of work per week (except for Flex Time (Earned Time Off) Arrangements which will be averaged over each three-week period). Flex Time Arrangements may include non-standard work schedules, but such schedules must meet operational needs of the department.  
2. A Flexible Work Arrangement must not impede your ability to meet performance expectations and complete regular work functions and duties, including communicating with colleagues, providing client/student service and remaining current on departmental and operational issues and updates.

Provisions for Hybrid and Remote Work Arrangements (if applicable)

1. You are required to establish an appropriate, professional workspace free from personal distractions and interruptions. Working remotely is not a substitute for dependent care or other personal obligations.
2. Your alternative work location must be in the Province of Nova Scotia within a reasonable commuting distance of the University, unless otherwise approved by People and Culture and President or Vice-President responsible for your department.
3. You are responsible for ensuring your alternative work location complies with the Flex@X Hybrid Work Health and Safety Guidelines. The workspace should be ergonomically optimized with adequate space that supports working efficiently and safely. In the event of an injury or near miss while at the remote work location, you are required to report the incident to your manager/supervisor as soon as possible. Note that you are not eligible for Injury on Duty leave if injured while working remotely.
4. Computer equipment used in remote locations must be issued by StFX and comply all Flex@X Information Technology requirements as well as the Acceptable Use of Information Technology Policy. You must take reasonable steps to protect any University property from theft, damage or misuse. You must provide internet connectivity that functions with sufficient bandwidth so that you can work effectively and meet the expectations of your role. If your internet connection becomes temporarily unavailable, you must notify your supervisor as soon as possible.
5. You are responsible for all costs associated with your alternate work location including, but not limited to, furniture, internet connection fees and insurance costs. The University will not reimburse employees for expenses related to their alternate work location or travel between the University and the alternate work location.
6. You agree to properly secure and ensure the privacy of any University information, records and materials while working at your alternate work location. You agree to report to your manager/supervisor any instances of loss, theft, damage or unauthorized access as soon as you become aware of it. You are not permitted to take sensitive information such as medical, personnel or financial records away from University property. Electronic access to these records off campus must occur using a University-issued computer. You remain responsible for the confidentiality of all information in your possession while working off-campus.  
7. You acknowledge that the University does not insure the personal property of employees and is not liable for third party injuries that happen at your alternative work location. You are financially responsible for any loss, damage and/or financial expenses on or off campus related to their own personal property including insurance costs and deductibles. You agree to maintain homeowner or tenant insurance to protect against financial loss or liability.

Review and Amendment

1. At any time prior to a decision having been made regarding your application, you may withdraw or amend your submission by contacting your manager and People and Culture Advisor.
2. You may request an ongoing change to your Flexible Work Arrangement at any time. Changes will need to be approved by your manager and People and Culture and will be evaluated based on the Program criteria in effect at the time the change is requested.
3. The agreement will be reviewed by your manager within three (3) months of the start date to determine whether it meets the needs of the University.
4. The University may, with four (4) weeks notice, amend your Flexible Work Arrangement on an ongoing basis. If you disagree with the proposed amendment, you should discuss the change with your manager. Failing resolution, you should contact your People and Culture Advisor. Unionized employees may also contact their union for assistance.
5. Your manager may require you to come to campus on days you are scheduled to work from home or outside of your Modified Schedule (if applicable). Where possible, you will be given advance notice. Your managers should make reasonable efforts to avoid this where possible. For unionized employees, such changes are subject to the terms and conditions of the relevant collective agreement.

Termination of Participation

1. You are permitted to withdraw from the Program at any time after approval is received. However, the effective date of the termination will be confirmed by your manager/supervisor. Normally, four (4) weeks’ notice is required.
2. The University may terminate your participation in the Program at its discretion. At least two (2) weeks’ notice will be provided of the termination of your participation. Less than two (2) weeks’ notice may be provided if there are health and safety considerations, or other exceptional circumstances.
3. Flex@X arrangements are not guaranteed to continue if you change jobs or move to a different department. A new Flex@X arrangement would need to be created for the new position and may differ from the prior agreement.