The Hybrid Working Guidance provides information on the flexibility of hybrid working and confirms that the option to Opt In to be a hybrid worker is open to a large number of employees who were previously office based. This document details how to Opt In to be a hybrid worker and outlines some of the considerations in the process. As noted in the Guidance document, Hybrid Working and the voluntary implementation, will be reviewed by officers and trade unions by the end of summer 2022.

If you have read the Hybrid Working Guidance and decided that you would like to be a hybrid worker then you should complete the Hybrid Working Opt In form on Myview. If you have more than one post then an Opt In form is required for each post. The form is completed and submitted on Myview, once you submit the form it goes to your manager for approval.

Managers are encouraged to make their team aware of the Hybrid Working Guidance and to have open discussions at team meetings, or good conversations with employees, to advise them if they should/could consider hybrid working or are eligible to apply.

Employees are encouraged to have open communication with their managers therefore it would be good to let your manager know of your intention to submit the form and this can then prompt a further discussion.

  1. Table of contents

Introduction of Hybrid Working Guidance (Spring 2022)

The introduction of this guidance links the phased return to the office with the easing of the national covid arrangements. It is expected that managers will discuss hybrid working at team meetings. Where appropriate, this will include discussion with teams who are unable to participate in hybrid working as the reasons for this can be explained. Most former office based workers will be eligible to apply for hybrid working.

To allow managers to determine office capacity anyone wanting to Opt In to hybrid working should do so by the end of March 2022. This will allow managers to identify those in the team who do not want to work in a hybrid manner. It is expected that those who do not apply will return to the office for their full contractual hours sooner than those who opt into hybrid working. Employees will start returning to offices in April, however, office capacity will continue to be reduced with an incremental increase from 50% to 100% between April and July. As offices will not be back to full capacity until July it may be the case that, depending on the needs of the team, some hybrid workers may not start their agreed pattern of hybrid working, spending more time at home initially until July. Managers will need to meet individually with team members to discuss work patterns once they know the split in their team between hybrid workers and office based workers. All former office based workers should know by July, if not before, their new work pattern following the return to the office and introduction of hybrid working.


Detail of How To Request a Hybrid Working Pattern

If you have read the Hybrid Working Guidance and decided that you would like to be a hybrid worker then you should complete the Hybrid Working Opt In form on Myview. If you have more than one post then an Opt In form is required for each post. The form is completed and submitted on Myview, once you submit the form it goes to your manager for approval.

Managers are encouraged to make their team aware of the Hybrid Working Guidance and to have open discussions at team meetings, or good conversations with employees, to advise them if they should/could consider hybrid working or are eligible to apply.

Employees are encouraged to have open communication with their managers therefore it would be good to let your manager know of your intention to submit the form and this can then prompt a further discussion.

Employee

As noted above the Opt In form is available on Myview. Once you log in select My Forms and then, Complete a My Form. The Hybrid Working Opt In Form should be there for you to select. Click Start to enter the form and then complete the necessary information.

Manager

You will receive an email to advise that a member of your team has submitted a Hybrid working Opt In form. You need to log into Myview and the form can be accessed in the Dashboard in the Authorisations section. You will see the form the employee has submitted. When you scroll to the bottom of the form you need to select the 'edit' button to then confirm that you are the manager and to respond to the further questions that then appear. Once you have edited the form you need to click ‘Save for Later’ before the option to Authorise/Reject becomes available to you.

If you reject the form the reason for rejection must be provided. When either authorising or rejecting the form you should have a follow up conversation with the employee to either explain the reason for rejection, or to discuss the home/office split for hybrid working.

Working Pattern

You and your manager need to have a discussion about your working pattern if you opt to be a hybrid worker. This discussion can take place either before you submit the Opt In form, or afterwards.

Discussion will centre around the split of your working time between home and office. Working patterns will vary dependent upon various factors including service delivery needs, the nature of the role you carry out, requirement of team presence in the office. Your working hours/pattern need to be agreed with your manager.

There will be some posts that require an office presence each week from team members, perhaps on a rotational basis, and others where attendance at team meetings or one to ones may be the only requirement to come into the office.

If you are required to attend the office regularly to participate in a rota for office cover then the work pattern can be agreed based on the rota. In this case you may have fixed/set days in the office.

If you are required to attend the office regularly due to the nature of your role, but not to provide office cover for your team, then the day/days you are in the office may be more flexible and subject to agreement with your manager on a weekly/monthly basis.

It is important that your manager and colleagues know your working pattern and location. You must update your electronic diary to ensure it is clear when you are due to work, when you are in meetings, and any other commitments you may have during the normal working week. You can add your lunch break into your diary to ensure you are not disturbed.

There may be occasions when your manager requires a presence in the office at short notice. It is important that you are willing to be flexible in these situations.

If you and your manager are unable to agree the split of your working time you need to be aware that service delivery takes priority over your preference of working pattern. If this is discussed and there continues to be no agreement the proposal of your split of working time needs to be raised with your manager’s manager for further discussion/consideration.

Request to Opt In rejected

If you submit a request to Opt In to be a Hybrid Worker, this form goes to your line manager for approval. There are posts across the Council that have been identified as 'hybrid' posts, whereas others are fixed workers or front line workers. It may be the case that if you are a fixed or front line worker your manager will be unable to accommodate your request to be a hybrid worker.

If your request to be a hybrid worker is rejected your manager will submit a reason for this decision. These rejections will be regularly reviewed. You can ask that this decision is reviewed by forwarding the rejection email to HR Helpdesk in the first instance with a request for a review of the decision.

Opt Out of Hybrid Working

Your Opt In to be a hybrid worker will be reviewed annually with your manager at your Good Conversation. However, it is acknowledged that your circumstances may change and as a result you may wish to review with your manager the balance of home/office working you had previously agreed, or in some cases Opt Out of hybrid working altogether and return to work in the office for all your working days/hours. If this is the case the Opt Out form should be completed on MyView.


Terms & Conditions

Any changes will be on an individual basis and voluntary. This guidance does not alter terms and conditions of employment. You will still have a Falkirk Council building noted as your base location