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Glossary

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Updated May 20, 2022

Designing and operationalizing flexible work adaptations that meet the long-term needs of Stanford while leveraging the learnings of the past 20 months is best supported with clear expectations and a shared language. 

This Glossary was created to provide a consistent understanding of flexible work terms, and an overview of the flexible work roles, organizational models and environments being implemented by schools/units. As job duties and circumstances evolve over time, it’s important to recognize that flexible work models are subject to re-evaluation. This reference tool, in conjunction with other resources, may be used by school/unit leaders and managers during the role assessment process to make equitable decisions with regard to workplace flexibility.  

Key Terms

  • Flexible work: Refers to the opportunity to vary how work requirements and obligations are fulfilled regardless of when (time) or where (place) the work is done

  • Hybrid or distributed organization/team: Often refers to organizations or workgroups that offer work flexibility where employees work both at home (or outside of an office location) and have a Stanford workspace as their primary work location. May also be referred to as a “distributed or flexible organization.” 

  • Hybrid role (formerly telecommuting): “Hybrid” means a role in which a Stanford employee requests and is approved by Stanford to work in different work locations (e.g., mix of Primary Stanford Work Location and their home or other location). These roles require working on-site at their Primary Stanford Work Location on a regular cadence, with specific schedule expectations established by the employee’s manager and school/unit leadership.

  • On-site role: Refers to a role in which individuals work on-site at a Stanford location 100% of their time because their physical presence is critical to the operation of the organization. Due to the nature of the role, the work cannot be done effectively in any other location without a loss of productivity or operational effectiveness.

  • Primary Stanford work location: Refers to the Stanford Campus, Stanford Satellite Office or Hub, or Stanford Alternative Worksite designated by Stanford as the primary location available to the employee to perform their work.

  • Remote role: “Remote” means a role in which a Stanford employee is approved or designated by Stanford to work from home or at a site other than a Stanford location (e.g., Stanford Campus, Stanford Satellite Office or Hub, Stanford Alternative Worksite, etc.), and are not required to have a regular presence on-site as outlined under a hybrid work arrangement. This also includes an employee who is approved or designated by Stanford to telecommute on a full-time but temporary basis (more than 4 consecutive weeks) from a location other than the employee’s Primary Stanford Work Location, Stanford Campus, Stanford Satellite Office, or a Stanford Alternative Worksite or HUB. Although Remote employees may be required to come to a Stanford Work Location infrequently or on limited occasions (e.g., generally no more than a few days total each quarter), this would not change their Remote status.

  • Stanford satellite office or hub: A Stanford location other than the Stanford Campus, which allows the university to spread its operations across multiple regions/locations. These include Stanford Redwood City (SRWC), SLAC, Stanford Research Park, Hopkins Marine Station, the Newark HUB and other locations.

  • Stanford Work Location: Includes the Stanford Campus, Stanford Satellite Office or Hub, or Stanford Alternative Worksite.

Flexible Place

  • Alternative worksite: A Stanford-leased premise outside the Stanford campus and Stanford satellite office or hub, where individuals can schedule a designated workspace one day per week. The alternative worksite provides an office environment with a variety of workspace amenities, free of home distractions. 

  • Stanford Campus: The primary campus in Stanford, CA.

  • Stanford satellite office or hub: A Stanford location other than the Stanford Campus, which allows the university to spread its operations across multiple regions/locations.These include Stanford Redwood City (SRWC), SLAC, Stanford Research Park, Hopkins Marine Station, the Newark HUB and other locations.

  • Telecommute/telecommuting: Refers to conducting some portion of their work from a location other than the employee’s Primary Stanford Work Location, provided the location is not the Stanford Campus, Stanford Satellite Office or Hub, or a Stanford Alternative Worksite.

Flexible Work Roles

  • Remote role: Updated definition in policy -- “Remote” means a role in which a Stanford employee is approved or designated by Stanford to work primarily from home or at a site other than a Stanford location (e.g., Stanford Campus, Stanford Satellite Office or Hub, Stanford Alternative Worksite, etc.), and are not required to have a regular weekly presence on-site as outlined under a hybrid work arrangement.  This also includes an employee who is approved or designated by Stanford to telecommute on a full-time but temporary basis (more than 4 consecutive weeks) from a location other than the employee’s Primary Stanford Work Location, Stanford Campus, Stanford Satellite Office or Hub, or a Stanford Alternative Worksite. 

  • Hybrid role (formerly telecommuting): Updated definition in policy -- “Hybrid” means a role in which a Stanford employee requested and is approved by Stanford to work in different work locations (e.g., mix of Primary Stanford Work Location and their home or other location). Individuals in a Hybrid work arrangement have a Stanford worksite as their Primary Work Location and work from home or other location part of their workweek.  These roles work on-site at their Primary Stanford Work Location at least two days per week. 

  • On-site role: Refers to a role in which individuals work on-site at a Stanford location 100% of their time because their physical presence is critical to the operation of the organization. Due to the nature of the role, the work cannot be done effectively in any other location without a loss of productivity or operational effectiveness.

Flexible Time

  • Alternative work schedule: Also known as “compressed work week,” refers to a work arrangement in which a non-exempt employee may work longer hours per workday over fewer days (e.g., four 10-hour days).These types of arrangements require University Human Resources-Employee & Labor Relations (UHR-ELR) review and approval. Managers should consult with their local HR Manager for more information.
     
  • Core Time: Also known as “core work hours,” refers to a designated time period in which all colleagues in a workgroup or department are present. Core time should be established by individual workgroups to encourage connection between colleagues,  provide consistent opportunities to engage in group meetings and communications, and fulfill business needs. Core time will also be determined by the needs of the business operation.
     
  • Flex Time (or Flexible hours): A work arrangement in which the employee does not work a standard 9am to 5pm schedule, but has flexibility to vary their starting or ending times to manage around familial or personal commitments such as school or dependent care. For non-exempt employees, the total number of hours scheduled to work in a day or week does not change, nor does their requirement to take rest breaks and meal periods. Additionally, a workday for non-exempt employees cannot be split between on-site and hybrid, pursuant to existing policy. 

Workspace Environment

  • Collaboration space: A communal space that fosters group convening, collaboration, and community (e.g., huddle areas, informal work spaces). It may be set up with tools that foster collaboration.

  • Conference space: A communal space that can be closed to accommodate acoustic or visual separation from other workspaces. Conference spaces may be equipped with technology to support virtual meetings and may be reservable through a workspace management tool.

  • Designated workspace: A workspace that is assigned to one employee (e.g., open workstation, office, specialized equipment, research space, etc.).

  • Flexible workplace: A work environment that provides colleagues a variety of workspace options (e.g., designated, shared, unassigned, and communal).

  • Home workspace: A space that enables employees to work from their home or other location.

  • Hoteling space: An unassigned workspace that can be reserved (e.g., workstation, office, or other flexible office space). Hoteling is facilitated through a workspace management tool.

  • Primary work location: The main location available to an employee to perform their work and will be contained in their employee record (home, office, other).

  • Shared workspace: A workspace that is assigned to more than one employee (e.g., open workstation, office, specialized equipment, research space, etc.). Use of the workspace may be coordinated by the employees or synchronized by their regular schedules.

  • Touchdown space: Also known as “hot desking,” is an unassigned workspace which is not reservable (e.g., open workstation, office, counter, phone booth, huddle room, break areas, other informal areas, etc.).

Communication Styles

  • In Flexible Work environments, communication is critical to team success. Workgroups should establish team norms, set expectations and determine which communication styles work best within the team to effectively achieve the operational needs/client service requirements and business goals set by school/unit leadership.

    In order to stay connected, increase collaboration, work productively and decrease disruption, it’s important to recognize the benefits and challenges associated with communicating in a distributed team. For example, our reliance on technology limits social cues and context sharing, which can cause misunderstandings, therefore following up with clear and direct communication may be needed.

  • Asynchronous communication: Style of communication in which an immediate response is not required nor expected; for workgroups located across different time zones, asynchronous communication may be used often (e.g., email, G-suite tools, intranets are considered asynchronous).
     
  • Synchronous communication: Style of communication that requires continuous back and forth dialogue (e.g., use of Zoom meetings, IM/SLACK™/chat for real time dialogue; in office meetings, kitchen/water cooler chats). Being aware of the implicit and explicit rules of communication can help decrease the confusion and misinterpretation in complex hybrid organizations.

  • Explicit communication: Refers to written or verbal communication that is clearly stated.

  • Implicit communication: Refers to interactions that go unsaid and rely on facial, voice, body language and other social cues to convey how we are feeling. Often in virtual/zoom meetings, the implicit interactions can be missed.