UK colleagues have the legal right to request flexible working, from day 1 of employment. All flexible working requests must be managed within two months of receiving the request.

Process

  1. Colleague submits the request to your line manager.

  2. Manager completes the initial review.

    1. If the request does not impact salary, holiday entitlement, or benefits (e.g.: Lisa requests to start at 8am and finish at 4pm three days a week, with no change to contracted hours or salary), the change can be agreed informally between the colleague and their manager. The agreement should be confirmed in writing, e.g.: via email.

    2. If the request does impact salary, holiday, or benefits (e.g., a reduction in contracted hours), it must be managed formally so that any approved changes can be processed through our systems.

  3. Manager makes the decision.

    1. If approves: Manager raises a change request in Bob. People team will update colleague’s record in Bob and provide a confirmation in writing.

      • A trial period of 3 to 6 months is encouraged so both parties can assess if the arrangement is successful.

    2. If rejects:

      • Consultation Meeting: Manager arranges a consultation meeting with the colleague to discuss the request, explore possible compromises, and ensure the colleague has the opportunity to respond before a decision is made.

      • Trying to compromise: Managers are encouraged to agree on compromises that work for both the colleague and Digital Science.

      • Ensure the rejection reason is aligned with the below list and confirm the outcome in writing.

Reasons for rejection:

  • Burden of additional costs – Significant financial strain on the business.

  • Inability to reorganise work amongst existing staff – The workload cannot be redistributed effectively.

  • Inability to recruit additional staff – Hiring new staff to cover gaps is not possible.

  • Detrimental impact on quality – The change would negatively affect work quality.

  • Detrimental impact on performance – The change would harm business or role performance.

  • Detrimental effect on ability to meet customer demand – Customer service or delivery would be impacted.

  • Insufficient work during proposed hours – There isn’t enough work in the proposed timeframes.

  • Planned structural changes – Upcoming organisational changes make the arrangement unsuitable.

Appeal

Colleagues have the option to appeal the decision within 7 days of receiving the outcome letter, detailing your grounds for appeal, e.g.:

  • New information which has come to light.

  • There was no consistency in the outcome. 

  • There was unfairness or bias among the original decision-makers.

Please send any appeals via People Team Support ticket.

Appeals must be heard within the 2 month timeline of the original request.

An appeal hearing manager will be assigned who will review the information and carry out any further discussions before coming to their conclusion, which will be confirmed in writing.

Can’t find what you are looking for? Contact us via People Team Support ticket.