Appendix A
Sample One Job Sharing Agreement
MEMORANDUM FOR:
FROM:
SUBJECT: Proposed Job Share for Employee A and Employee B
SUMMARY
This memorandum proposes the establishment of a job share for the
position _________ currently encumbered by _________. The proposed job share
would partner Employee A with Employee
B in management of the __________ Program and the __________ Program.
In addition to strengthening the staff, this action would ensure the retention
of two highly experienced employees with specialized area and program
backgrounds. The proposal has been discussed informally with the staff involved
and they have concurred with the proposal. We ask that the action be approved
under the terms and specifications suggested below.
BACKGROUND
This proposal is made as a one-year pilot project whose continuation will
depend on a formal evaluation by management at the end of the 12-month period.
If deemed successful by the evaluating elements, the arrangement would be
continued indefinitely. In the unlikely event that the pilot is evaluated as
unsuccessful, management would propose that the unit be combined with the
Division staff and that all supervisory responsibilities would be assumed by the
Division and Deputy Division Chiefs. In any event, the pilot project and any
subsequent extension are proposed as experimental and non-precedent setting.
With regard to the assignment of responsibilities, supervisory and management
assignments and scheduled work hours, we propose the following:
Employee A and Employee
B will each work three days per week (48 total hours) with Wednesday
as the overlapping day of the week.
Employee A will be assigned primary
responsibility for the __________ Program. In that role, she will be the direct
supervisor of the Program Officer and will rate her performance and approve her
leave request. She will function as selecting officer for the position and any
other position that might be assigned to the __________ Program in the future
(subject to approval by the Division Chief). Employee B will have
secondary responsibility for the __________ Program.
Employee B will
be assigned primary responsibility for the _________ Program. In that role, she
will be the direct supervisor of a still-unnamed Program Officer. She will also
be the responsible supervisor for the Unit Secretary. She will rate the
performance of both employees, approve their leave requests and serve as
selecting officer for both positions (subject to approval by the Division
Chief).
On the overlapping work day, management and supervisory responsibilities will
not differ from the other days of the week. Each will report directly to the
Division Chief or Deputy Division chief on activities that relate to their
primary program assignments. In the absence of one job share partner on the
overlapping work day (or any other day), accountability for the secondary
program assigned is automatically assumed by the partner present.
All time and attendance recordkeeping and reporting for the Unit will be
handled by the Division Secretary, with approval of the Division Chief or
Deputy.
In the event that one of the job share partners decides to resign or transfer
from the unit, the position will automatically revert to a full-time position
with the expectation that the remaining job share partner will assume the full
time requirements of the above position, including a 40-hour work week.
DISCUSSION OF CREDENTIALS
The candidates for this proposed job share are both exceptional employees
with crucial backgrounds and experience and excellent performance records.
Employee A has been Unit Chief since March,
1990. She holds an MA in public administration and joined the Agency as a
Presidential Management Intern in 1980, rotating through a number of Agency
offices until she joined this Unit. She has a wide general knowledge of Agency
exchange programs and is the expert on these programs.
Employee B holds an MA in Public
Administration and joined the Agency as a Presidential Management Intern. She
started work in the Bureau as a program officer, developing an impressive
background and expertise in the area which lead to her promotion to Senior
Program Officer. In order to assume a part-time schedule, she requested a
voluntary reassignment where she is currently a program officer in the grants
unit. She is eligible for re-promotion on a non-competitive basis. In her
current position, she has accrued wide experience with its Programs and
has some responsibility for unit affiliations, making her particularly valuable
to the unit which has expanding programs.
ACTION REQUESTED
That management concur with the establishment of a job share for the position
under the conditions outlined above.
CONCUR _____________________________ Date _____________
DISCUSS_____________________________________________
Sample Two Job Sharing Agreement
To: Manager
From: Two Branch Managers
Re: Job Sharing
This represents an initial proposal for implementing job sharing for the
position of Branch Manager. While job sharing may be done in many ways, the one
we feel best relates to our situation as two equally qualified Branch Managers
is to share between us one entire job, including all of its responsibilities and
duties. Each of us will be accountable for everything.
Individual systems and methods will be integrated by consensus. A diary
system is to be set up for all routines and strictly adhered to. At least one
representative will attend all manager meetings, conferences and training
seminars. Audit will be shared jointly except in areas that can be clearly
distinguished. With respect to staff and personnel matters, there is a strong
need for clear communication of joint expectations and objectives to all staff,
open-door policy for staff, communication between partners and joint feedback,
joint preparation of performance reviews and joint presentations. Campaigns will
be the responsibility of both partners -- work schedules will accommodate peak
periods and deadlines for major campaigns.
Both partners will take vacations at the same time or stagger their vacation,
whatever method works best for the particular time chosen. The partners agree
that any maternity leave would be limited to 17 weeks. The working partner would
work full-time to cover the leave. Normal procedures are to be followed for
sickness, operating short staffed unless unusual circumstances occur, in which
case the other partner would cover.
The work schedule would be prepared one month in advance and a copy forwarded
to the Manager for reference. All scheduling would be completed by the two
partners and any necessary changes would be worked out between the partners.
Each partner will work two full days and one five-hour day. The excess cost
would be $2,581 per year in terms of salary. This does, however, allow for
overlap of 2.5 hours per week, which we feel is important in making job sharing
a success.
If one partner were to leave the agency or request full-time work, we propose
that if a compatible partner could be found and it is agreeable to the employer
and both employees, the system could continue. If no compatible partner is
available, and an original partner left the agency, then the remaining partner
would return to full-time employment. If one or both partners request full-time
employment, then they would be considered for the next available opportunity.
We have given this concept a great deal of thought and are prepared to commit
ourselves to job sharing for a period of five to ten years. We have known each
other for four years and feel comfortable with each other. We have similar
backgrounds with respect to education and bank management training. We want job
sharing to work and we are both committed to work out any problems that may
arise.
We agree to a four-month trial period with ongoing assessment and feedback
from employer and partners. Customer assessment will be incorporated into the
standard Customer Service Survey, and staff assessment will be incorporated into
the standard Employee Relations Survey. Feedback modifications to the system are
to be mutually agreed upon by both partners and employer. If the agency decides
to terminate the Job Sharing Agreement, a notice period of eight weeks will be
given, and both partners will be offered comparable full-time positions in the
area or given a choice of part-time management if the individual desires.
Sincerely,