Policy 410.30 - Alternative Work Schedule Policy and Procedures

  This Replaces
File: 410.30 410.30
Date: 04/29/13 n/a


SUBJECT: Alternative Work Schedule Policy and Procedures

  1. Purpose
    1. The purpose of this Policy is to provide flexibility in the workplace for UMUC staff and faculty while supporting the operational needs of each department.
    2. This Policy provides the process to request different types of Alternative Work Schedules (AWS) available for eligible University of Maryland University College (UMUC) Stateside staff and faculty.
    3. An AWS is a voluntary work arrangement that may be established by an Eligible Employee and his/her supervisor and shall not be viewed as an entitlement.
  2. Definitions
    1. "Alternative Work Schedule" means a schedule that differs from an Eligible Employee's standard work schedule. At UMUC, this includes Flextime Schedules and Compressed Work Schedules.
      1. "Flextime Schedule"
        1. In this arrangement, an employee may work hours that are different than the department's standard business hours, with hours that start earlier or extend later in the day.
        2. Departments may require that employees be present and accessible during certain core times each day, or on certain days of the week.
        3. For example, an employee working in a department with standard business hours of 8:30 a.m.-5 p.m. and core times of 10 a.m.-3 p.m. could work from 7 a.m.-3:30 p.m.
      2. "Compressed Work Schedule"
        1. In this arrangement, the work schedule may be "compressed" such that the employee would continue to work full-time, for 40 hours each week for non-exempt employees and 80 hours every two weeks for exempt employees, but may work those hours in fewer days by working more than 8 hours on some days and less or no hours on other days. This would allow the employee to work less than five full days per week, but still be full-time.
        2. For example, an exempt or non-exempt employee could work four ten-hour days in one week and still be full-time, but would need to be available for standard department and/or UMUC wide meetings.
    2. "Eligible Employee" for purposes of this Policy means a full-time Stateside employee in one of the following job classifications:
      1. Regular Exempt staff;
      2. Regular Non-Exempt staff;
      3. Contingent II staff;
      4. 12 month Collegiate faculty with a job title of Chair, Associate Chair, Program/Academic Director, or Assistant Program/Academic Director. An Eligible Employee does not include an employee who has a teleworking arrangement pursuant to UMUC Policy 410.10 Policy on Teleworking for Stateside Employees.
  3. Policy
    1. An Eligible Employee who follows the procedures outlined in this Policy may be permitted to work an AWS provided such a schedule does not impede the efficiency of departmental operations, increase overtime liability and is in accordance with the following:
      1. No AWS shall be implemented that results in an employee working less than full-time.
      2. An AWS must not cause or contribute to a need for additional staff or for existing staff to work additional hours.
      3. The AWS must not impede the business needs and operating requirements of the department.
      4. Conditions of employment under an AWS, including but not limited to wages, benefits, and leave accrual, will not change.
      5. AWS non-exempt employees may not work more than 40 hours per work week under an AWS unless requested to do so by their supervisor.
    2. Determination of Eligibility
      When determining if an employee is eligible for an Alternative Work Schedule, the supervisor shall consider, among other criteria, the following:
      1. Whether the job the employee is performing is compatible with an AWS;
      2. Whether the employee has a minimum performance rating of "meets standards" in the previous and current assessment year;
      3. If the employee's job duties can be easily performed outside of the standard work schedule; and/or
      4. The business needs of the department.
    3. Termination or Modification of Alternative Work Schedules
      1. By Supervisor
        1. The supervisor may terminate or modify the AWS at any time.
        2. The supervisor must provide at least two week's written notice to the employee that his/her AWS is being terminated or modified.
      2. By Employee
        1. The employee may request a modification of his/her AWS by submitting a new AWS Form to his/her direct supervisor.
        2. The employee may terminate his/her AWS immediately by providing written notice to his/her direct supervisor.
      3. In addition, the initial month of the AWS should be viewed as a trial period so both the supervisor and employee can consider whether the AWS should be terminated or modified.
    4. Non-Discrimination
      While it is not required that Alternative Work Schedules be uniformly available to all positions, supervisors must ensure the fair and equitable administration of this Policy in accordance with UMUC Policy 040.30 Affirmative Action, Equal Opportunity, and Sexual Harassment.
  4. Procedures
    1. Request for an Alternative Work Schedule
      1. An Eligible Employee must complete an AWS Request Form which will include the following information:
        1. The type of AWS the employee is requesting;
        2. A short statement expressing why the employee believes that the approval of the AWS will not disrupt the business needs and operating requirements of the department;
        3. The requested duration of the AWS; and
        4. The requested hours for the AWS.
      2. The completed AWS Request Form must be submitted to the employee's direct supervisor for review.
    2. Approval/Denial of Alternative Work Schedule
      1. The supervisor and employee must agree to the terms of the AWS before the employee may work a schedule that differs from the standard work schedule.
      2. The supervisor must approve or deny the employee's AWS Request Form within 10 business days of receipt.
      3. After the supervisor has approved or denied the request, the completed AWS Request Form will be submitted to the Office of Human Resources to be filed with the employee's personnel records.
    3. Appeal Process
      An employee who had his/her AWS request denied or had his/her AWS plan terminated may grieve under the applicable grievance procedures:
      1. For Exempt staff - USM Policy VII- 8.00 USM Policy on Grievances for Exempt and Nonexempt Staff Employees;
      2. For Non-Exempt Staff - The Memorandum of Understanding between AFSCME and UMUC (MOU)
      3. For Non-exempt Confidential Staff - USM Policy VII- 8.00 USM Policy on Grievances for Exempt and Nonexempt Staff Employees;
      4. For Collegiate Faculty - UMUC Policy 045.00 on Faculty Grievance Procedures.
  5. Leave Usage
    1. Any leave taken during an AWS will reflect the actual number of work hours scheduled for the workday(s). For example, if an employee is scheduled to work nine (9) hours and requests leave for that day, nine (9) hours of annual leave will be recorded on the timesheet.
    2. If a University holiday falls on a day that an employee is not scheduled to work based on his/her AWS, the employee will adhere to their AWS and observe the holiday on the next business day that he/she is scheduled to work. An employee on a Compressed Work Schedule will need to take leave for holiday leave days if the employee ordinarily works more than eight hours a day.
      1. For example, if an employee's AWS allows him/her to not work on Fridays, and the University recognizes the Thanksgiving holiday on a Friday, the employee will continue with his/her regular Alternative Work Schedule by not working on that Friday and then observe the Thanksgiving holiday on the following Monday (or the next day that he/she is scheduled to work according to his/her AWS). If this employee is on a Compressed Work Schedule for 10 hours of work each day for four days, the employee will record 8 hours of holiday leave and 2 hours of another type of applicable leave (e.g., annual, personal) on his/her timesheet.
      2. With prior supervisor approval, non-exempt employees may be permitted to have the appropriate number of hours added to his/her compensation time in lieu of the observance of the holiday on the next business day. For a non-exempt employee to request compensation time in lieu of the observance of the holiday on the next business day, he/she must complete the Request for Compensation Time Form and submit it to his/her direct supervisor for approval. If the compensation time in lieu of the observance of the holiday is approved by the direct supervisor, a copy of the form, with approval must be sent to Payroll.
  6. Forms
    1. Alternative Work Schedule Request Form