Summer 2022 Flexible Work Schedule

Recognizing that flexible work schedules may afford better integration of work, personal, and family responsibilities, the University wishes to explore a flexible work schedule (flexibility in time and location), this summer, for regular staff.

The typical workweek routine for full-time staff is 37.5 hours or 40 hours per week for certain staff. "Flexible work schedules" refers to schedules that maintain the University’s core business hours of 8:00 am – 4:30 pm, Monday through Friday, during which staff schedules may be staggered by time and/or location so that each department has coverage at all times to meet the university’s needs as provided by their specific area. Some offices may also need to be open before 8:00 a.m., after 4:30 p.m., and on weekends; therefore, other flexible scheduling arrangements may be necessary for the offices that operate outside of the typical workweek. Within these parameters, regular staff, whose positions by nature of their job description permits such, may request to work flexible schedules with varied starting and ending times and/or locations.

Due to different demands of each area, it may not be feasible for all departments or all employees to participate in the summer flex schedule. Certain jobs may not be suited for flex scheduling. An employee’s attendance, performance, and/or disciplinary records, as well as their ability to self-motivate and maintain high levels of productivity should be considered. Each department head will have the responsibility for determining whether, and if so, when, it is feasible to participate. If you decide it is not feasible for an employee to participate you are advised to meet with that employee privately, before meeting with the larger group of employees, to let them know of your decision.

It is up to the employee(s) who want(s) flexible schedules to make arrangements with other employees to ensure adequate coverage and then to present their plan to their supervisor. The decision to approve flexible work schedules is at the supervisor's discretion.

The Flexible Work Schedule Program will be available during the twelve-week period beginning May 8, 2022, and continuing through July 30, 2022, although some departments may have other limitations. All staff are expected to return to their routine schedule the week beginning July 31, 2022.

Flexible schedules are schedules involving:

Time, such as:

• starting earlier each day to leave at an earlier time or arriving later each day resulting in a later end time, e.g. 7:00 am – 3:30 pm, or 9:00 am – 5:30 pm.
• maintaining the typical workweek with different workdays/hours:
  • 3/10’s plus a 7.5 hour shift where the normal workweek’s schedule is condensed (compressed work schedule – one day off every week).
  • 40/35-hour work weeks where the first week is five 8 hour shifts and the second week is four 8.75 hour shifts (flex time work schedule - one day off every other week)
  • Please note, because they create workweeks with fewer work hours, flexible “time” cannot be used during weeks with scheduled paid holidays, (Memorial Day - May 30th, Juneteenth - June 20th, and Independence Day - July 4th)

AND/OR

Location, working no less than three days each week on campus with the remaining two work days being worked at an off-campus location, and/or as part of a compressed work schedule (telecommuting work schedule).

In keeping with wage and hour guidelines, a non-exempt employee may not work over 40 hours per week solely for the purpose of establishing a flexible work schedule without prior written approval of his/her supervisor. Once this schedule has been approved, an employee is expected to stay on this schedule for the period of approval.

GENERAL INFORMATION

• The department head has the right and responsibility to terminate or modify a flexible scheduling arrangement if it is not working effectively or if circumstances of the department change. The University reserves the right to alter, amend or suspend the terms of this decision at its sole discretion.
• If a department head chooses to exercise the summer flexible schedule option, they shall be responsible for ensuring that the following conditions are met:
• Employees seeking flextime arrangements must complete an Alternate Work Arrangement Agreement and submit their requests to their department heads outlining the period and details of the schedule.
• Departments that service students will maintain the normal academic year business hours of the university.
• Department heads will closely monitor work completion to ensure that workflow and work processes continue to meet the needs of the department.
• Flexible scheduling cannot reduce an employee’s scheduled week by more than one day. Therefore, the number of work days in a week can be no fewer than four days and no more than ten hours can be scheduled.
• Employees who take one vacation/sick/personal day during a week of flexible scheduling shall be “charged” the number of flexible scheduled hours. For example, an employee regularly scheduled to work 40 hours may have 10 hours deducted from their paid time off benefit for the day off. Likewise, if an employee takes a full week of vacation time during the summer schedule, the normal scheduled hours (37.5, or 40 hours) will be deducted from their paid time off benefit.
• It may be necessary for an employee to work a routine schedule, attend an important meeting, or participate in a training session outside of an approved summer flexible schedule.
• In the event the department head or supervisor does not permit the flexibility, the decision is not appealable.

If you have any questions regarding the 2022 Flexible Summer Schedule, please contact Human Resources by sending an email to Benefits@apsu.edu with “2022 Flexible Summer Schedule” as the Subject Line.