Indiana State University

Guidelines for Summer Flexible Hours or Reduced Hours Schedule

Purpose

 The President has approved the implementation of a summer flexible hours program.  This will allow employees the opportunity of a four day schedule by working longer days four days each week.  This program is being offered to recognize and reward employees for the extra effort put forth during the regular academic year and allow them more time through the summer with their families.  Each department must be staffed adequately to cover normal hours of operation such as 8:00 – 4:30 Monday through Friday. Actual hours in the department will be extended beyond normal hours in order to arrive at 37.5 hours in a 4- day work week.

Non-exempt employees may elect to work a reduced schedule without pay during summer hours with no impact on health insurance benefits. Other benefits such as sick leave, vacation accrual, and PERF will be adjusted based on hours worked and dollars paid.

Who can Participate? 

Each vice presidential area will make a determination as to departments that may participate in the program based upon workload and schedules.  All full-time administrative/ professional and support staff within the participating areas are eligible to work flexible or reduced hours should they choose and if the position can accommodate a flexible or reduced hours schedule.   

Policy

Summer hours begin the first full week of June and end the last full week of July ending July 31, 2009.

Office hours will be determined by departments.  The options for office hours can vary:

7:00 a.m. to 5:00 p.m.

Or

7:30 a.m. to 5:30 p.m.

Or

8:00 a.m. to 6:00 p.m.

Below is a suggested schedule. The schedule below shows modified lunch time in order to accommodate hours worked so that the employee’s time at work is extended by 1.5 hours each day. Again this is only an example and in the example Monday or Friday is used as the flex days.

Procedures for Summer Flex Schedule 

1. The department head after discussion with their appropriate vice president may elect to utilize the summer hours flex schedule.  Not all offices can or should participate.

2. The University’s regular business hours will be maintained.

3. Employees should schedule at least a 30 minute lunch break.

4. A Flexible Work Schedule form should be completed and approved by all employees who wish to participate. 

5. Schedules set may be changed only with department head approval.

6. Overtime will not be worked during the summer schedule unless such work is a bona fide emergency or necessity.

7. For the Fourth of July week, regular schedules, not flexed schedules, will be worked to minimize confusion or create staffing issues. 
   
   
8. All services offered or performed during the regular year must be continued if needed during the summer.

9. Sick leave and vacation usage for an entire day will be deducted in hours from the assigned schedule; i.e., a Wednesday off in the example would be 9.5 hours of leave used.

10. Those departments participating in the program are to supply a list of employees to Human Resources who have elected to work a flexible or reduced hours schedule.

11. Any participating department head reserves the right to amend, modify or terminate flex hours in times of additional work load or situations of abuse of hours worked or decline of services.

Procedure for Reduced Hours Schedule for Non-Exempt Employees 

1.      The department head, after discussion with their appropriate vice president, may elect to utilize a reduced hours schedule.  The advantage of reduced hours is time away from work without using vacation accruals. Not all offices can or will participate.

2.      A reduced hours schedule is when an employee elects to work their normal schedule but decides to reduce the number of hours worked in a week. The hours not worked would be unpaid hours. The reduction should be no more than 7.5 hours for a 30 hour workweek.

3.      Employees working the reduced hours schedule must complete the appropriate form designating the schedule to be worked for the summer and acknowledging the impact it will have on benefits.

Below is an example of what a reduced hours schedule may look like. The employee continues to work normal hours through the week with an hour for lunch but elects to work four rather than five days in their work week. As a result they would be paid for 30 hours and all benefits that are accrued benefits would be adjusted accordingly. However insurance coverage will not be impacted by this change.

Flexible Work Schedule Form

Reduced Hours Schedule Form

Department Listing of Employees Participating in Flexible Work Schedule