Employee Project Work Schedule Templates

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Employee Project Work Schedule Templates Powered By Docstoc
					                                                                                    Office of the Provost and Vice President for Academic Affairs
                                                              California State University San Marcos San Marcos, California 92096-0001 USA
                                                                     Tel: 760 750-4050 Fax: 760 750-3150 email address: rsheath@csusm.edu




MEMORANDUM
 DATE:                     February 26, 2002

 TO:                       Members of the Academic Round Table
                           (see distribution list below)

 FROM:                     Robert Sheath
                           Provost and Vice President for Academic Affairs

 SUBJECT:                  Employee Work Schedule Guidelines – Division of Academic Affairs

 At a recent meeting, the President’s Cabinet agreed that:

 1.      The primary driving force in determining employees work schedules is University
         business and operational need, with a focus on customer service.

 2.      The primary workweek for the campus is 8:00 a.m. to 5:00 p.m., Monday through
         Friday. With the prior approval of the appropriate Vice President, managers may grant
         work schedules that fall within the hours of 7:00 a.m. and 6:00 p.m. if it is conducive to
         the work unit and benefits the work unit.

 3.      Alternative work schedules such as 9/80s and 4/10s should be based on the business
         operational necessity of the department, and must be approved by the appropriate Vice
         President.

 4.      All Cal State San Marcos operational offices that provide service to students,
         employees and/or the public must have staff answering their customer service phone
         lines from 8:00 a.m. to 5:00 p.m., Monday through Friday (including office and phone
         coverage through the lunch hour). Any questions about “operational offices” should be
         directed to and determined by the appropriate Vice President.

 5.      The appropriate manager (not the lead worker) can make a decision in regards to
         approving a half-hour lunch or full hour lunch for non-exempt employees.

 6.      Fair Labor Standard Act (FLSA) “exempt” employees (MPP and some bargaining unit
         employees) who do not earn overtime or compensatory time off for work performed in
         excess of 40 hours per work week shall have a regular work schedule. Flexibility in
         their work schedule is permitted by the FLSA.



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Members of the Academic Round Table
Employee Work Schedule Guidelines – Division of Academic Affairs
February 26, 2002
Page 2 of 3



7.    Managers may grant flextime for one on-campus fee waiver class per semester per
      eligible employee. (Since employees may have already enrolled in classes this
      semester, you may maintain any agreement you have already made; but, in future
      semesters, this rule must be followed.) Flextime allows the manager to change the
      employee workweek to accommodate attendance of an on-campus class. The employee
      will continue to work a 40-hour workweek.

By this memo, I am notifying you that the Division of Academic Affairs is adopting the
guidelines set forth by the President’s Cabinet, effective immediately.

Regarding #2 above, I hereby delegate authority to Provost direct-report administrators to
approve 8-hour per day work schedules for individual employees in your unit between the
hours of 7:00 a.m. and 6:00 p.m., provided all unit operation needs are met between the
University public business hours of 8:00 a.m. to 5:00 p.m. (including staff answering
customer service lines that provide service to students, employees or the general public).

Relative to #3 above:

     I must approve alternate work schedules for all employees in the Division (except for the
     schedules approved per #2 above).

     Please review the work schedules of all full-time employees in your unit. If any of your
     full-time employees are working an alternate schedule (4/10, 9/80, or other variation),
     and you recommend that they continue on such schedule, please submit to me by
     March 15th a memo requesting approval of the alternate work schedule. This memo
     should include the employee’s name, proposed work schedule, justification, and an
     approval signature line. Remember, alternative work schedules such as 9/80s and 4/10s
     should be based on the business operational necessity of the department. For the most
     part, I anticipate only two units in the Division currently qualify for approval of
     alternative work schedules for some employees; namely, Instructional and Information
     Technology Services and Library and Information Services. However, I am willing to
     consider proposals from any manager in the Division.

     Any full-time employee(s) in your unit who no longer meet the guidelines for working an
     alternative work schedule shall be notified by the unit manager of the reversion to a
     workweek complying with the University business hours. Human Resources & Equal
     Opportunity (HREO) has provided the attached memo templates for notifying employees
     in various classifications since the collective bargaining agreements (CBAs) stipulate
     notification periods when changing employees work schedules. We must be careful to
     comply with the CBAs’notification timelines. Employees are to acknowledge the change
     in work schedules by signing the memo. Please forward the original, signed memo to
     HREO for filing in the employee’s personnel file. Additionally, I would appreciate it if
     you would provide me with a copy of any such memos.
Members of the Academic Round Table
Employee Work Schedule Guidelines – Division of Academic Affairs
February 26, 2002
Page 3 of 3




      In the future, prior approval must be received if you propose to establish an alternate
      work schedule for a current or new employee. In this instance, please submit a memo to
      me, in advance, seeking authorization, including the employee’s name, proposed
      schedule, justification, and an approval signature line.

The other guidelines enumerated above speak for themselves and need no clarification. I
expect managers to modify unit operations as necessary to comply with each one.

If you have any questions regarding the above guidelines, please contact me. For uniformity
and consistency, it is very important that all units in the Division observe and abide by these
guidelines. Thank you in advance for doing so.

RS/mab

cc:      Alexander Gonzalez, President
         Melody Kessler, Director, HREO

Distribution List:
 David Barsky, AVPAA - Academic Programs                   Norm Nicolson, Dean, IITS
 Lora Coad, Director, Southwest Riverside County Project   Marion Reid, Dean, Library and Information Services
 Bethami Dobkin, ACE Fellow                                Richard Riehl, Executive Director, Enrollment Services
 Dennis Guseman, Interim Dean,CoBA                         Robert Stakes, Dean, Extended Studies
 Bettina Huber, Director, Analytic Studies                 Mary Elizabeth Stivers, AVPAA - Academic Resources
 Steve Lilly, Dean, College of Education                   Edward Thompson III, Assistant VPAA
 Spencer McWilliams, Dean, College of Arts and Sciences    Pat Worden, Interim AVP for Research & Dean of Graduate Studies
 G. H. “Bud” Morris, Chair, Academic Senate                Peter Zwick, Director, University Global Affairs

				
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