5.0.3 Flexible Work Schedules

Policy Section: Conditions of Employment

Policy Number and Title: 5.0.3 Flexible Work Schedules
Applicable to: All Regular Employees
Effective Date: May 3, 2004

Policy Description

The normal daily work schedule for the University is 8:45am to 5:00pm during the academic year and 8:30am to 4:30pm during the summer. (See: 5.0.2 Work Schedules and Breaks.) However, the University encourages supervisors to permit reasonable adjustment (flextime) to the established normal arrival and departure times of the workplace, to accommodate individual employee needs such as transportation, education, and personal and family care commitments. The University also recognizes that flexible scheduling is not possible for all work areas because of the specific requirements of that workplace.

Application of this Policy

Supervisors considering flextime should examine staffing needs for their areas to determine if the workplace needs to be fully staffed for the entire period of the regularly scheduled workday (8:45am to 5:00pm and 8:30am to 4:30pm in the summer). Where possible, arrival and departure times for individual employees can be staggered to meet both the needs of the employee and the section or department. Supervisors must assure that there is adequate supervision during the staggered hours.
 
Any significant variation from the employee's normal work schedule, e.g. working a ten-hour, four-day week, must be discussed in advance with the Office of Human Resources, especially in cases affecting non-exempt employees which require a modification to the University’s overtime pay practices (See: 7.1.1 Overtime Pay.). Flexible work schedules should be discussed in advance with the staff member. The supervisor should explain the impact on how overtime pay will be calculated and make clear that the altered schedule is permissible as long as the operation of the work unit is not adversely affected. Both parties should have written copies of the agreed to schedule. Supervisors should review the flextime needs of their employees and its application on a regular basis.
 
There are occasions when it may be possible and practical for employees to accomplish some of their work while remaining at home. Infrequent work at home is permitted without the need for review by the Office of Human Resources. Supervisors who are considering permitting a staff member to do a portion of their work at home on a regular basis must discuss the proposed arrangement first with the Office of Human Resources.

Procedure

Supervisor
Reviews workplace needs, possibilities for and impact of flexible scheduling.
 
Reviews and approves or disapproves employee request for flexible scheduling.
 
Provides employee with written copy of schedule.
 
Modifies the Time Collection System if appropriate (non-exempt staff only).
 
Reviews workplace needs and flexible schedules on a regular basis.
Consults with the Office of Human Resources when a significant chan
ge in the employee's schedule, e.g. four-day workweek or 10-hour day, is proposed.
 
Employee
Requests alternate schedule to accommodate special needs.
 
If request is approved receives written copy of schedule change.
 
Notifies supervisor of any change in circumstances that may require a change or termination of the flexible schedule. 
Office of Human Resources
Consults with supervisor as needed on flexible scheduling.
 
Reviews with supervisors any major changes to an employee's schedule.

Contacts

Office of Human Resources
(609) 258-3300