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_____________________________________________

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,