Flexible Working Policy

Updated March 2026

1. Purpose

Loughborough University is dedicated to fostering a supportive and inclusive work environment that prioritises the well-being of our staff. We recognise the importance of maintaining a healthy work-life balance and are committed to providing flexible working arrangements to help our employees achieve this. The University aims to offer a flexible working policy that ensures fair and equitable treatment for staff when exercising their rights.  The university has dynamic working arrangements in place which may be helpful to consider before submitting a formal flexible working request Dynamic working .

2. Scope

Flexible Working arrangements include, but are not limited to the following:

• A change to the number of hours of work

• A change to the number of weeks worked

• A change to working times or patterns, where these are fixed by the nature of the work

• To work total contracted hours over fewer working days (compressed hours)

• To work remotely for an agreed number of days per week or month

ACAS Flexible Working guidance https://www.acas.org.uk/flexible-working

3. Policy Statement

This policy applies to all employees of Loughborough University, regardless of contract type or duration, other than those employed on an irregular casual basis.   It aligns with current employment legislation and must be implemented in accordance with the University’s commitment to Equity, Diversity, and Inclusion. The University recognises the importance of providing flexible working for other workers including agency workers, office holders and casual staff.  As they are not eligible to make a formal request for flexible working under the statutory procedure, they may submit an informal request, and this will be considered on an informal basis.

4. Roles and Responsibilities

Employees’ responsibilities:

• Ensure the correct process for requesting flexible working is followed (see Point 5)

• To discuss your request with your line manager prior to making a formal request

Line Managers’ responsibilities:

 • Respond to requests for flexible working within the required timescales

• Consider all available options in your decision-making process, considering the spirit of the policy

• Seek advice from HR if you have questions

• Communicate your decision directly to the employee

• Facilitate appropriate contract changes

Human Resources responsibilities:

• Advise managers and employees in accordance with the Flexible Working Policy

• Process all related contract changes promptly and accurately

• Update employee records as appropriate and inform payroll

5. Process

You can make a formal flexible working request from the first day of your employment at the university.   Many positions offer a degree of flexibility without requiring a formal request. For  example, occasionally adjusting your start and finish times or working from home can often be agreed informally. While you have the right to request flexible working, approval cannot be guaranteed.  However, every request will be given careful consideration. Please note that if your request is approved, it may result in a permanent change, with no automatic right to revert to your previous arrangement.   If you wish to increase your contracted hours, you are encouraged to discuss this with your line manager.   Any such requests will be carefully considered, subject to financial approval, and total contracted hours cannot exceed 37 per week. 

Flexible Working Requests  

You can make two flexible working requests in any 12-month period.  If you have  submitted a flexible working request, you must wait for that process to be fully completed, before submitting another.   You should submit your flexible working request using the Flexible Working application form and forward the completed form to your line manager or equivalent.  Your line manager or nominee should arrange a meeting to discuss your flexible working request within 28 calendar days of receiving the application.  You are entitled to be  accompanied at this meeting by a colleague or trade union representative, if you wish,  and the scheduling of the meeting should be scheduled at a time deemed to be   reasonably suitable for the employee and their representative.   Within 14 calendar days of the meeting, your manager will notify you of their decision in writing.   All flexible working requests will be processed within two months of receipt, unless an extension is agreed.  

Possible Outcomes:

1. Request accepted - If your request is accepted, the flexible arrangement will be confirmed in writing.  Your line manager or nominee will need to arrange for the appropriate approval process to be followed.  Once the approval process has concluded, HR will confirm the change to your contract of employment and make any necessary changes for payroll.

2. Request rejected - If your request is rejected, you will receive written confirmation from your line manager, outlining the reasons for the decision.  

There are eight reasons to reject the request and these are detailed below:

• Extra costs – The change would result in additional costs that are too high for the business

• Negative impact on customer demand – It would harm the ability to meet customer or client needs

• Inability to re-organise work – The work cannot be redistributed among existing staff

• Inability to recruit staff – It would be difficult or impossible to hire someone to cover the hours or duties

• Negative impact on quality – The change would reduce the quality of products or services.

• Negative impact on performance – It would lower individual or team performance.

• Lack of work during proposed hours – There would be no work available during the times requested

• Planned structural changes – The business is restructuring and the request does not fit with future plans. 

You have the right to appeal the outcome of your request. Appeals should be made in accordance with the appeal stage of the grievance procedure. All flexible working requests, including any appeals will be resolved within two  months of receipt, unless an extension is agreed.

6. Review Period  

This policy will be reviewed by the policy owner every 3 years or to align with any changes in statutory requirements.