Ensure you have read and are familiar with the details in the Flexible Working Policy before the meeting.

Employee Name: ______________________ Department: __________________

Pre-Meeting Action;	Done/ discussed
1.	Is the request for a temporary change? If so, you will not need a formal meeting – refer to Flexible Working Policy.

2.	Acknowledge receipt, arrange and book the meeting with the applicant (FLEX1).

3.	Ensure there is an appropriate confidential space available for your meeting, or confirm details if to be held by phone.

4.	Ensure and confirm that no other flexible working requests have been made in the previous 12 months.

5.	Consider existing arrangements in place in the department – this may influence your decision e.g. your ability to carry out operational requirements.

6.	If the proposed change is because of any illness or medical condition – have supporting evidence, if available.

7.	Ensure you have read and have a copy of the Application for Flexible working, including any additional information requested and provided.

8.	Have any relevant documents available for the meeting e.g. JD/PS, any previous application/outcome letter.

9.	As part of your preparation, should you have any concerns or questions prior to the meeting please discuss them with HR Direct.

Review Meeting;	Done/ discussed
10.	Confirm reason for the meeting is to discuss the detail contained within the employee’s Application for Flexible Working.

11.	Ensure they understand the process and timescales outlined in the policy – our commitment not to exceed 60 days, unless you both agree an extension.

12.	Ensure the employee understands that any agreed change will be permanent, unless agreed for a fixed period of time.

13.	If appropriate, confirm their current contracted hours per week, the hours they have requested including any change to pattern of work.

14.	Discuss the impact on department and/or colleagues set out in application.

15.	Discuss when they would like the proposal to start from.

16.	If the change is following maternity or similar leave, and involves a reduction In contractual hours, ensure that any accrued annual leave is taken PRIOR to the change.

17.	Confirm the acceptance of the application.

18.	If the application cannot be fully accepted, discuss compromise or alternative options (include any trial period if required).

19.	Consider and agree any extension to the timescale of the application/process if appropriate.

20.	Should the outcome be that the application is refused +– you must provide full operational reasons for this.

21.	Confirm the appeal process.
22.	Ensure that any TOIL is taken wherever possible prior to the change, if not agree approach.

23.	Scan the completed Application to Pay Support-Changes (this will act as the contractual change form.

24.	Confirm that the employee will receive a letter confirming what has been discussed and agreed at the meeting.

25.	Comments

Post Meeting Action;	Done/ Discussed
26.	Send the outcome letter of the meeting to employee (FLEX3,4 or 5).
27.	If appropriate, following budget approval, follow Authority to recruit process (see Recruitment and Induction Policy.

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UCD/Workforce/Flexible Working/010v1.0/Checklist/FLEX2v2.1

Flexible Working

Meeting Checklist

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Michael Lovett

2024-03-21

Liaison Design