Flexible Work Arrangement FAQs

On this page:

• Flexibility Within the 4:1 Schedule
• New Hires and Role Changes
• Exceptions to the 4:1 Schedule
• Questions and Concerns

Flexibility Within the 4:1 Schedule

How does the 4:1 posture impact flexibility regarding life events?

Supervisors should work with their team members to provide reasonable, temporary adjustments when they do not disrupt team operations. Some examples:

• Task or appointment coverage: Adjusting onsite days or switching remote days with a colleague so an employee can be home for home repairs (e.g., waiting for a plumber) or attend a medical appointment.
• Inclement weather: Working remotely when weather prevents safe travel to the office.
• Shift adjustments: Staff members can continue to request adjustments to their schedules to start earlier or work later within certain limitations detailed in the guidelines of the Flexible Working Hours Policy.
• Short-term remote arrangements: Supervisors can approve temporary remote work arrangements within the U.S. that do not exceed 30 total calendar days in one calendar year for the convenience of the employee. For example, a staff member is working while visiting family out of town; extreme road closures impact a commute temporarily. Note: This is not to be used to reduce an employee's weekly 4:1 schedule.

Who decides which 4 days are office days?

Supervisors in consultation with their college or department leadership should determine which 4 days will be in-office days for the staff on their team. Leadership may want to designate anchor days to ensure everyone is in office on the same day.

While Mondays and Fridays are popular for remote working, supervisors and leadership must ensure that adequate, in-person representation is available every day.

What is the guidance around holding in-person versus virtual or hybrid meetings?

While in-person collaboration is strongly encouraged whenever possible, our physical campus footprint makes Zoom and hybrid formats a necessary part of daily operations. You are not expected to hold every meeting in person. Meeting hosts should select the format (in-person, virtual or hybrid) that best fits the meeting's goals, participant locations and scheduling logistics.

Is there a grace period or transition window to adjust personal arrangements (e.g., child care, elder care, commuting schedules)?

The university announced this update in June 2026 to provide several months of lead time before the 4:1 posture takes effect on Jan. 4, 2027. This extended timeframe allows ample opportunity to adjust personal, caregiving and commuting routines. If you need support during this transition period, we encourage you to use university resources such as the Employee Assistance Program and the Family Care Concierge.

What is "seasonal flexibility" and how will it work?

For eligible roles and subject to divisional leadership and supervisor approval, seasonal summer flexibility (3 days on-site and 2 days remote) runs from the Monday following Commencement through the Friday before fall classes begin.

Regardless of seasonal flexibility schedules, employees must work on campus whenever required by business needs or directed by their supervisor. Functional roles may have additional, temporary periods of seasonal flexibility based on critical business needs. These parameters will be provided to eligible staff members by college/division leadership when applicable.

New Hires and Role Changes

How do flexible work arrangements apply to new hires?

New hires enter under the standard 4:1 posture unless their role carries an approved Tier 1 exception or requires a higher on-site presence. Specific on-site expectations should be confirmed directly with the hiring supervisor. To ensure strong team integration and operational grounding, new employees must maintain the standard posture for their first 90 days before departments may consider requesting any potential, applicable Tier 2 non-standard hybrid exceptions. Supervisors also should be on-site with their new hires to ensure effective onboarding.

See the FWA Pre-Hire Request Form [docx] for details on the criteria for new hires.

What happens to an approved FWA if an employee transfers to a new role or gets a new supervisor?

FWAs are role-specific and tied to the agreement between an employee and their immediate supervisor. If an employee transfers to a new role or experiences a change in supervision, the existing arrangement does not automatically carry over; the employee must submit a new FWA request for approval by the new supervisor.

Exceptions to the 4:1 Schedule

Can supervisors work remotely under a Tier 2 exception?

No. Supervisors holding performance-management responsibilities for staff, temporary employees or student workers are expected to model the standard 4:1 baseline posture. Supervisory exceptions under Tier 2 are rare and limited to extraordinary circumstances, such as managing a fully dispersed, multi-location team where co-location yields no operational benefit.

Can physical space limitations on campus justify an FWA exception?

No. Physical space constraints do not serve as automatic justification for granting an FWA exception. Units experiencing space limitations should consult with Campus Design and Facility Development.

Where are out-of-state remote arrangements permitted?

To manage legal, regulatory, and tax compliance risks, CMU limits remote work to jurisdictions where the university is registered to do business and process payroll (AZ, CA, CO, DC, MD, MA, NJ, NY, OH, PA, TX, and VA). Remote work outside Pennsylvania, California, New York, Virginia, and D.C. receives heightened scrutiny, and requesting departments may be required to cover the associated compliance and legal costs.

What is the role of the FWA Committee and who are its members?

The FWA Committee is a specialized compliance and risk assessment panel. It provides centralized accountability and maintains university-wide equity for flexible work arrangement exception requests. Members include the provost, vice president and general counsel, chief investment officer, chief HR officer, assistant general counsel, assistant VP for HR, and senior director of International Finance.

The committee evaluates whether proposed flexible work exceptions are permissible under regulatory and legal constraints, such as multi-state tax liabilities, payroll compliance, labor laws, data security, and workers' compensation. To maintain neutrality, avoid conflicts of interest and apply objective criteria, no business units or academic colleges hold seats on the committee.

While business unit leadership determines operational fit and submits requests, the committee evaluates whether the arrangement meets legal and compliance requirements. The committee consults with unit leadership if it needs additional context.

Questions and Concerns

Who do I speak to if I feel the 4:1 policy is being applied inconsistently across my department?

Open communication is essential as we transition to the 4:1 posture. If you notice inconsistencies or have concerns about fairness within your team or department, start by raising the topic with your supervisor or department head. If you need additional confidential support or advice, your HR business partner is available to help address concerns and ensure clear, consistent application of the guidelines.