TEXAS AGRICULTURAL EXPERIMENT STATION PROCEDURES

The Texas Agricultural Experiment Station (Experiment Station) supports supervisors and managers in implementing alternate work locations to meet the needs of the unit while helping to meet the employee’s needs and preferences, as long as such agreements serve to maintain or enhance the productivity or quality of services provided by the unit. This procedure gives employees the opportunity to request an alternate work location (AWL) and explains the specific terms and conditions that must be followed if an AWL is approved.

Unit operational requirements take precedence over an employee’s request for an alternate work location. In addition, this procedure does not apply when the Experiment Station requires employees to work at an alternate work location. The Director has delegated authority to approve an alternate work location to the Deputy Director.

Alternate work location provisions are contingent upon approval in accordance with this procedure and are not an employee entitlement. An AWL agreement can be terminated at anytime by either the supervisor or the participating employee. Employees working under an approved AWL agreement must comply with all Texas A&M University System Policies and Regulations, as well as Agriculture Program Rules and Procedures (e.g. FLSA, sick leave, FMLA, etc.)

To be eligible for an alternate work location, an employee must:

• Be a regular budgeted employee who has completed the probationary period. As defined in System Policy 31.01, Compensation, a regular budgeted employee is one who is employed for fifty percent or more time for a period of four and one-half months or longer, excluding students holding positions for which student status is a requirement for employment.
• Have a current annual performance evaluation with an overall rating of "effective" or "highly effective," or equivalent language in modified performance evaluation forms approved by The Agriculture Program Human Resources Office.
• Not currently be the subject of a formal disciplinary action.
• Be able to perform the duties of their job description while working at the alternate work location.
• Exceptions to any of the above eligibility requirements must be requested in writing through normal administrative channels and approved by the Deputy Director.

3.01 An employee may request an AWL by submitting a completed Agriculture Program Form AG-438, Alternate Work Location Request, to his/her supervisor.

3.02 The supervisor will determine if the employee meets the minimum eligibility requirements by reviewing the employee’s current job description, current annual performance evaluation, and other relevant documents. The supervisor will consider the impact of the AWL agreement on the department (e.g., staffing, customer service, timely handling of routine tasks, phone coverage, team responsibilities, other operational considerations).

3.03 If the AWL request follows medical leave in excess of three continuous working days, the usual procedure of providing documentation from a physician, as stated in System Regulation 31.03.02, Sick Leave, will apply.

3.04 If the AWL request is not approved, the supervisor will notify the employee in writing by completing form AG-438, Alternate Work Location Request, and provide copies to the next level supervisor and to the employee. The original application will be maintained in the requesting employee’s personnel file. No further action is required.

3.05 If the supervisor recommends approval, attach form AG-438, Alternate Work Location Request, and a copy of the employee’s current job description and forward to the Deputy Director through The Agriculture Program Human Resources Office.

3.06 Upon approval of the request, the employee and supervisor will complete an AG-439, Alternate Work Location Agreement, AG-440, Inventory of Equipment (if applicable) and an AG-441, Alternate Work Location Safety Checklist (if applicable). Form AG-439, Alternate Work Location Agreement, must be reviewed and signed by the unit head. All correspondence and forms related to the agreement will be maintained in the employee’s personnel file, with copies provided to the supervisor and employee.

3.07 If the approved AWL time period is greater than three months, form AG-439, Alternate Work Location Agreement, and performance of the employee under the AWL agreement will be reviewed at the end of the first three months by the supervisor and the employee to determine if continuation of the AWL is mutually beneficial to both the employer and the employee. Based on this review, the agreement may either be continued "as is," continued with modifications, or terminated.

3.08 If the AWL agreement is modified, the supervisor will review the modifications with the employee and forward the modified AWL agreement to the next level supervisor for approval. A copy of the modified AWL agreement will be provided to the unit head and be placed in the employee’s personnel file, with copies provided to the supervisor and employee.

3.09 If the AWL agreement is terminated, the supervisor will notify the employee and next level supervisor. A copy of the terminated AWL agreement will be provided to the unit head and be placed in the employee’s personnel file, with copies provided to the supervisor and employee.

3.10 If the AWL agreement is determined to be mutually beneficial, the supervisor’s recommendation to continue the agreement will be forwarded to the next level supervisor for approval. A copy of the extended AWL agreement will be provided to the unit head and be placed in the employee’s personnel file, with copies provided to the supervisor andemployee.

3.11 After the initial three-month review, the AWL agreement will be evaluated annually during the employee’s performance review and at other times as needed. The AWL will then either be continued, modified or terminated following the procedures in paragraphs 3.08, 3.09, and 3.10 as applicable.

Upon expiration of the original time period approved by the Deputy Director, a new form AG-438, Alternate Work Location Request, and memorandum must be submitted to approve the additional time period.

In situations where employees have special needs such as those that merit consideration under the Americans with Disabilities Act (ADA), employees and/or supervisors should contact The Agriculture Program Human Resources Office at 979-845-2423 for guidance.

Questions regarding this procedure should be directed to The Agriculture Program Human Resources Office at 979-845-2423.