Wisconsin's Public Liberal Arts College

Flexible Scheduling


Human Resources Office

Flexible Scheduling

Wisconsin statutes 230.215, 1977 and Collective Bargaining Agreements provided a basis for flexible scheduling on this campus.

These guidelines are intended to establish parameters within which departments or activities may develop plans for flex-time scheduling. All proposals must be reviewed by the appropriate Chair or Director for conformance to these guidelines.

Basically, flexible scheduling may be considered in the following categories:

FLEX-TIME

This is a technique of scheduling work where fixed hours for arrival, departure and lunch breaks are replaced by a work day split into two different types of time periods. The main period during which staff must be at their jobs except for lunch breaks is called "core hours". The other period is made up of flexible hours at the beginning and end of the day.

Subject to departmental approval, employees may decide for themselves when, within the flexible hours, they arrive at and leave work. Employees will be responsible to have worked the required number of hours during the work week.

DEVIATED WORK WEEK

This is technique of scheduling work which enables a full-time employee to complete the basic work requirement of 40 hours typically in less than five full work days during the work week.

Plans submitted for approval should reflect that the objectives listed below have been considered:

1. Efficiency may be improved.

2. Increase the flexibility of both employees and management in meeting irregular scheduling needs.

3. Removal of artificial barriers to the employment of individuals who by life circumstances cannot conform to a "standard" work schedule.

4. Improve the quality of the work atmosphere and the spirit of cooperation between management and staff.

5. Improve service levels to clientele.

6. Increase energy conservation efforts.

In the preparation of plans for flexible scheduling, the limitations listed below must be considered:

1. Service to clientele will not be adversely affected.

2. Staffing coverage for administrative and academic offices will be available for the statutory required hours of 7:45 AM to 4:30 PM.

3. Work deadlines will be maintained and met.

4. Deviated work scheduling will be limited to the maximum period beginning on the first Sunday following the end of the spring semester to the Saturday previous to the start of the fall semester because of staff demands while the University is in full operation during the academic year.

5. Overtime or compensatory time pay will not be generated.

6. Additional staff resources will not be required.

7. Unpaid lunch period should be a minimum of thirty (30) minutes. Rest periods (breaks) will not be used in shortening work hours.

8. Security and safety of employees and offices must be maintained.

9. Participation by employees will be voluntary.

10. Adequate supervision will be maintained.

11. Two (2) fifteen (15) minute breaks per day will be scheduled equally between the commencement and conclusion of a shift if no unpaid lunch break is scheduled.

Each department wishing to adopt a flexible schedule must submit a written plan. Plans must include the following components: (1) hours of work; (2) employee participation; (3) scheduling; (4) time-keeping. Minimal standards for each component are as follows:

1. Hours of work:

(a) The standard basis of employment for full-time employees using flexible scheduling will be 40 hours per week.

(b) Specific core hours when all employees must be at work must be designated. Basically, the core hours for the regular day shift will be 9:00 AM to 3:30 PM; evening shift 4:00 PM to 10:30 PM; and night shift 12:00 Midnight to 6:30 AM. Irregular shifts will establish core hours of not less than six hours, with a two hour flex-time provision at the beginning and end of the shift. In cases where more than one shift is involved in flex-time, overlap of shifts must, if possible, be avoided. Supervisors must insure that 50% of a shift is available during non-core hours. Any employee wishing to begin at 5:00 AM must so notify his/her supervisor at least one week in advance.

(c) The hours, that an office or daytime activity will be open, must be identified and should be limited to between 6:00 AM and 6:00 PM.

(d) The maximum standard working day for an individual employee will be limited to ten (10) hours.

2. Employee participation:

(a) The use of flexible scheduling is optional and may be requested by eligible employees only after the units plan has been approved by the appropriate Chair or Director.

(b) Eligible employees must be identified in the plan.

(c) The supervisor is responsible to ensure that all eligible employees are informed of all options and requirements in the plan.

3. Scheduling

(a) It is the responsibility of the unit head or supervisor to determine staffing and workload requirements and to notify employees prior to scheduling deadlines. This individual must designate a minimum number of persons to be available for duty during regular office hours (7:45 AM to 4:30 PM) or any other time of day when business is normally conducted.

(b) Employees must be available to meet workload requirements and be available for scheduled conferences and meetings.

(c) Unless required by the unit head or supervisor, no employee eligible to earn overtime or compensatory time will work beyond 40 hours per week.

(d) Procedures for resolving scheduling conflicts may be referred to the Labor-Management Committee.

4. Time-Keeping

(a) Participating employees must record the actual hours worked on time sheets.

(b) Absences resulting from vacation, sick leave, and personal holiday, or compensatory time, will be reported for the same number of hours as the employee would normally be scheduled to work on the days of absence.

(c) For employees on a deviated work week, any absence during the approved work schedule cannot be made up by working on their normal day off. They must charge vacation, sick leave, personal holiday, compensatory time or leave without pay for any missed time.

(d) Employees who choose the deviated work week will have the option of remaining on the deviated work week schedule or reverting to a regular eight (8) hour shift during those weeks when a paid holiday occurs. Such election shall be made in writing to the supervisor in the week before the holiday, and a copy sent to payroll.

For those employees on a deviated work schedule (working 9 or 10 hour day), if a holiday falls on a scheduled work day, the employee may take one or two hours of vacation, floating holiday, or accrued compensatory time. Or, with the approval of the supervisor, the employee may schedule to work the additional hours during the week of the holiday. This provision can only be implemented if it does not create overtime

(e) Unit heads and/or supervisors will be responsible for ensuring that all hours are properly and accurately recorded.

Departments or activities wishing to participate in flexible scheduling will file a written plan listing the components enumerated above. Plans must be submitted at least ten (10) working days prior to planned or actual implementation. They should include the names of all employees affected, regardless of their participation in flexible scheduling. When approved, the Chair or Director will refer the plan to the Office of Human Resources for review of union contract implications and approval. Once the plan has been approved by all concerned, the department or activity will be authorized to begin.

If at any time a supervisor feels that the operation is adversely affected, the plan will be reviewed at the Labor/Management meetings for revision.

 


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