These guidelines are created for staff and managers to support you in navigating the process for implementing flexible working arrangements.
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We’re creating a culture at Catalpa where our people are empowered to work the way that suits them best. Our focus is on the outcome each person achieves…not the hours you spend in the office.
We know that working flexibly enables people to:
Unlock their productivity
Improve general health and wellbeing
Create more balance between life and work
And that’s really important to us - we want you to be able to fully contribute to your role and team as well as balance your interests and life outside of work. We know that when you have the option to work flexibly, that you feel more engaged in the work you do, and it makes it easier for you to work smarter, not harder. And, we know that flexibility in the workplace is key to accelerating gender equality and fostering greater inclusion.
These guidelines are created for staff and managers to support you in navigating the process for implementing flexible working arrangements. This document covers:
How we classify positions
Ad hoc vs permanent flexible working arrangements
What types of flexible working arrangements are available at Catalpa
Process to follow to request flexible working arrangements
Safety when working from home or another office
Positions classifies as remote
Australia only - Legal obligations regarding flexible working arrangements
Please also consult for more information around the norms for how we work at Catalpa.
At Catalpa, our culture is built on performance, outcomes and trust. We want flexible working to simply be part of how we work!
Jobs at Catalpa are classified into one of three general categories at the point of recruitment and/or on finalization of the terms of reference. It is important for us to distinguish how the role works and where the role works from.
Office based
The employee generally works from the office on a day-to-day basis during standard office hours
‘The office’ could be a Catalpa office, or the office of a partner we work with - as agreed at commencement of the project.
Remote
The employee works completely from home or a reasonable location such as a co-working space.
These are generally support-based roles that are not working directly on projects or with clients
The working location is agreed on contracting with Catalpa
A combination
On some occasions, it may be a combination of the above
Workplace flexibility is generally either ad hoc or permanent (even if for a period of time).
Ad hoc flexibility involves creating space for staff to go to appointments, attend a function, come in late, or leave early because they have something else to do. Ad hoc arrangements can just be discussed and agreed upon between the staff member and the manager at least 24 hours in advance; there is no need to ‘formally apply’. Staff should be mindful of communicating their plans to others they work with to minimize any confusion.
Where there will be long-term (for a period of time greater than 3 months) and/or permanent changes to a staff member’s working hours, location, and schedule, they will need to discuss this with their manager and apply for flexible working arrangements. The manager may need to consult with others about the request, and the employment contract may need to be amended, so there are a few more factors to consider here.
The following types of flexible working arrangements are available to all staff on either an ad hoc or a permanent basis:
Changing start and finish times
This is where you can nominate and agree a work pattern, i.e., start and end times for each contracted work day. For example, you might start at 7am every morning and finish at 4pm.
Working from home or remotely
You may work at a location other than the official place of work.
Choice about patterns of work
Other options include when, where, and how work is done, e.g., autonomy to decide when to take breaks during the working day, and TOIL.
Part-time employment
A regular work pattern where you work less than full-time and are paid on a pro- rata basis for that work. An example of part-time employment is working 4 days a week.
Job share
A full-time job role is divided into multiple job roles to be undertaken by two or more employees who are paid on a pro-rata basis for the part of the job each completes.
Flexible careers
You may be able to enter, exit, and re-enter employment with Catalpa or increase or decrease your workload or career pace to suit different life stages. Examples of where you might see this happening include taking time out for studies or reducing workload due to caring for aging parents, etc.
If the flexible working arrangements are ad hoc, there is no formal documentation required. This is just a discussion that employees and the manager can have and decide on the actions. It is good practice to confirm the details via slack or email, including:
What exact arrangement has been agreed between the parties
Length of time the arrangement will go for (and a review date if needed)
Expectations of your availability, communication channels and deliverables by the employee
If the request is long term (greater than 3 months) or ongoing it may potentially changes the terms and conditions of the employee’s contract, and there are broader considerations that should be discussed. The following may need to be considered:
What type of flexibility is being sought, and for how long?
Will this have any impact on the work of the rest of the team or the employees' work deliverables, and can that be accommodated?
Will the new working arrangements have a negative impact on the partners Catalpa works with?
Will there be a change in efficiency, productivity or cost?
Does the working environment provide an appropriate level of privacy and security to enable the employee to fully comply with Catalpa policies relating to the protection of information?
The employee's past performance, track record of working autonomously and ability to supervise others effectively while working remotely.
Consider any other challenges that may arise as a result of the request, and how they can be addre
The employee should put the request in writing to their manager via email.
The manager will consider the request to provide the basis for approval, rejection or alternative solutions. The manager may consider things like:
balance the needs of the employee with the needs of Catalpa
be fair and consistent
consult with and get support from other managers and teams that the employee works with
The contract of employment may need to be amended. At this point, managers should reach out to the People & Culture Manager for guidance.
After the manager has made a decision, they should formally respond to the employee in writing. Please note, for Australian employees, once the employee has requested flexible working arrangements, the employer is required to respond with a written response within 21 days (starting from the date of submission to the manager).
Trial Periods of Flexible Work Arrangements
Ongoing or permanent flexible working arrangements approved under these guidelines should undergo a trial period of up to three (3) months to ensure the arrangements meet the requirements of Catalpa and the flexibility required by the employee.
Review of Flexible Working Arrangements
If the trial is successful and the arrangements are adopted for the long term, managers must review these work arrangements on a regular basis to ensure:
All deliverables are being met
The quality, quantity and timeliness of the work performed is to the standard required
The impact on the rest of the team is not detrimental to the overall performance of the project or work
Workplace Health and Safety requirements continue to be met
Cancelling Flexible Working Arrangements
Catalpa reserves the right to cancel Flexible Working Arrangements. This should be done in writing, providing a clear record of the termination and the reasons, and with reasonable Notice. The amount of notice required is generally considered "reasonable" and will depend on the specific circumstances, including the nature of the arrangement and the impact on Catalpa and the employee.
No matter when or where an employee works, ensuring their health and safety is a shared responsibility between Catalpa and the employee.
Safety when working from another office:
A workplace health and safety inspection will be completed for staff who agree to work from the office of a partner. The Team Leader and employee will need to discuss how to approach this suitable to the partnership. Any challenges with this process should be discussed with the Head of Sector and/or Head of Programs. Hazards will be identified, and risks mitigated to the best of our ability. See OHS Policy for more information.
Safety when working from home or remotely:
If an employee wishes to set up a workstation at home, that is the responsibility of the employee, i.e. paying for additional computer screens, desk, etc. The cost of general utilities such as electricity, gas, water and smoke detectors are the employee's responsibility.
Catalpa provides a communication allowance to cover an appropriate portion of the Internet, phone, lighting, heating, etc. The allowance amount will be reviewed and amended from time to time at Catalpa’s discretion. Adequate internet connection is a necessity for working from home requests.
If a position is deemed remote, Catalpa will provide a laptop, adaptor, mouse, headphones, and keyboard. Employees are expected to provide a suitable workstation, including a monitor, desk, and chair, though we are happy to discuss needs on a case-by-case basis.
On cessation of their contract with Catalpa, employees will be required to return any Catalpa equipment provided as a result of a Home workplace Health Safety and Environment assessment.
In Australia, anyone can request flexibility – but certain employees have a legal entitlement to request flexible working arrangements under the Fair Work Act (FW Act). Employees need to follow certain rules when requesting flexible working arrangements, and Employers need to follow certain rules when responding to these requests.
Please consult with the People & Culture Manager for support.
When working from home or remotely, the employee is responsible for organising a work area that is appropriately set up to ensure they can work safely. To ensure this is the case, employees should complete the on commencement with Catalpa and on an annual basis thereafter to ensure their home work space meets safety standards. The Manager will review this assessment and support the employee in addressing corrective actions.
Read more about your obligations regarding .
