Policy VII-6.12-GC UMGC Policy on Alternative Work Schedules for Staff and Faculty Employees

(Approved by UMGC President on July 1, 2017)

1. Purpose

   The purpose of this Policy is to provide flexibility in the workplace for University of Maryland Global Campus (UMGC) Staff and Faculty employees, while supporting the operational needs of each department. This Policy applies to Exempt, Nonexempt, and Overseas Staff employees on Regular, Contingent II, and Contingent III status and 12-Month Collegiate Faculty with a job title of Chair, Associate Chair, Program/Academic Director, or Assistant Program/Academic Director. Nonexempt Staff employees who are included in the representation of the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable UMGC HR Policies; where there is a conflict between the two, the MOU shall prevail.

2. Definitions
   1. Alternative Work Schedule: A work schedule that differs from an employee's standard work schedule. Alternative Work Schedules include Flextime Schedules and Compressed Work Schedules.
   2. Flextime Schedule: A work schedule wherein an employee may have a work schedule with work hours that are different than the department's standard business hours. The employee's work hours may start earlier or extend later than the department's standard business hours. Departments may require that employees be present and accessible during certain core times each day, or on certain days of the week. For example, an employee working in a department with standard business hours of 8:30 a.m.-5 p.m. and core business time of 10 a.m.-3 p.m. may be approved to work from work from 7 a.m.-3:30 p.m.
   3. Compressed Work Schedule: The work schedule may be truncated such that the employee continues to work the number of hours according to his/her Full-time Equivalency (FTE) and as set forth in VII-6.10-GC – UMGC Policy on Work Schedules as applicable, but may work those hours in fewer work days.
3. Administration
   1. An Alternative Work Schedule (AWS) is a voluntary work arrangement that may be established by an employee and his/her supervisor and is not an entitlement.
   2. An employee who follows the process as set forth in the applicable procedures may be permitted to work an AWS provided that the schedule does not impede the efficiency of departmental operations, increase overtime liability and is in accordance with the following:
      1. AWS that results in an employee working less than their FTE shall not be implemented.
      2. An AWS shall not cause or contribute to a need for additional staff or for existing staff to work additional hours.
      3. The AWS shall 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, shall not change.
      5. Nonexempt employees shall not work more than forty (40) hours per work week under an AWS unless requested to do so by their supervisor.
   3. Determination of Eligibility
      When determining if an employee is eligible for an AWS, the supervisor shall consider the criteria as set forth in the applicable procedures.
   4. 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 will provide at least two weeks' written notice to the employee that his/her AWS is being terminated or modified when practicable.
      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. The first month of the AWS is a trial period; both the supervisor and employee can consider whether the AWS should remain, be terminated, or be modified during the trial period.
4. Utilization of Time Off
   1. Time off taken during an AWS shall 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 working day, nine (9) hours of Vacation Time Off shall 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 working day that he/she is scheduled to work. An employee on a Compressed Work Schedule will need to take Accrued Time Off for any hours in excess of eight (8) hours on the day that the University holiday is observed, when the employee ordinarily works more than eight (8) hours a day in accordance with his/her Compressed Work Schedule.
      1. For example, if an employee does not work on Fridays, pursuant to his/her Compressed Work Schedule, and the University observes the Thanksgiving Break holiday on a Friday, the employee will continue with his/her Compressed Work Schedule by not working on that Friday and then observe the Thanksgiving Break holiday on the following Monday. If this employee is working a Compressed Work Schedule for ten (10) hours of work each day for four (4) days of the workweek, the employee will record eight (8) hours of Holiday Time Off and two (2) hours of another type of applicable Accrued Time Off (e.g., Vacation, Personal) on his/her timesheet for the day that the University holiday is observed.
      2. With prior supervisor approval, Nonexempt employees may be permitted to have the appropriate number of hours added to his/her compensation time in lieu of the observance of a University holiday on the next business day in accordance with the criteria established in the applicable procedures.

Implementation Procedures

The UMGC President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.

Replacement for:

• UMGC 410.30: Alternative Work Schedule Policy and Procedures