Policy #1310
Alternative Work Schedules

Date of Current Revision: March 2007
Responsible Officer: Director, Human Resources

1. PURPOSE
   
   The university is receptive to alternative work schedules that allow for the effective delivery of academic, student and administrative services. The purpose of this policy is to improve the quality of work life for university employees by allowing the exploration of possible work schedules that allow a balancing of work and family/personal responsibilities. It is also important to understand that, in all cases, the accomplishment of the work of the university must be considered first in determining when, and if, various alternative schedules may be used. It is possible that, in some units, workloads may not permit scheduling flexibility, or that flexibility may be available only on a limited basis.
   
   
2. AUTHORITY
   
   According to the Virginia Department of Human Resource Management, each agency head has the authority to “schedule reasonable and flexible work hours for employees as well as to provide convenient and consistent hours for citizens to transact business with the Commonwealth” The president of the university has designated that unit heads – in coordination with the appropriate division head –with the authority to determine alternative work schedules and that the JMU Office of Human Resources has the responsibility to manage the university’s policy regarding scheduling.
   
   
3. DEFINITIONS
   
   ALTERNATE WORK SCHEDULE:
   For a full-time classified employee, a work schedule other than January through December, Monday through Friday, 8 a.m. to 5 p.m.
   
   LESS THAN 12-MONTH SCHEDULE:
   Employees working less than 12 months but nine or more months, which usually parallel the academic semesters, in a manner similar to a teaching faculty appointment.
   
   JOB SHARING:
   An opportunity for two classified employees to voluntarily share the work responsibilities of one full-time classified position.
   
   FLEXTIME:
   A full-time schedule that does not match the university’s Monday through Friday, 8 a.m. to 5 p.m. standard schedule.
   
   
4. APPLICABILITY
   
   This policy applies to all classified employees.
   
   
5. POLICY
   
   A unit head, dean, and/or vice president shall make all decisions regarding the applicability of a flexible schedule. University management has the responsibility to identify positions to be designated as a “less-than-12-month schedule” or for “job sharing” based on the financial, physical and service needs of the unit. Currently, the university has no positions designated as telecommuting. For more information, see Policy 1332: Telecommuting.
   
   5.1 FLEXTIME
   
   Unit heads may allow employees to have flexible work hours providing that employees work at least 40 hours each regular workweek and a minimum of eight hours each day. Each employee is expected to work during the core hours of 9 a.m. to 3 p.m. Unit heads are responsible for ensuring office coverage during the university’s ordinary business hours of 8 a.m. to 5 p.m. It is understood that some offices may need to use an electronic form of coverage before 9 a.m. and after 3 p.m. Unit heads have the authority to implement flexible work hours within a five-day workweek based on the needs of the unit. Four-day workweeks or other alternative work schedules may be implemented as long as coverage is maintained during core hours.
   
   5.2 WEEKLY ALTERNATIVE WORK SCHEDULES
   
   Only those units that must routinely provide services outside the traditional 8 a.m. to 5 p.m. work schedule may vary their weekly work schedule. Work schedules in these units may change from week-to-week, with employees having different days off during different weeks. Before implementing an alternative work schedule, a unit head must first obtain approval from the division head.
   
   
6. PROCEDURES
   
   6.1 LESS THAN 12-MONTH SCHEDULE
   
   COMPENSATION
   
   
   1. 1. The employee's annual salary will be pro-rated for a less-than-12-month schedule based on the length of the term.
   2. The employee will continue to be paid over 24 pay periods to accommodate deductions for benefits.
   3. The employee who leaves the university or changes employment status before the end of the schedule must repay any overpayment of salary.
   4. The salary of an employee placed in a less-than-12-month position must be at least equal to the legal minimum wage.
   
   
   
   BENEFITS
   
   
   1. Employees will continue to be eligible for health-care benefits over the 12-month period. The university will continue to pay its share of premiums, and the employee will continue to contribute his/her share. Thus, full, half-monthly premiums will be deducted from the employee’s paycheck each pay period.
   2. The employee will continue to earn 12 months of retirement service credit and contributions will be made at the pro-rated salary rate.
   3. Life insurance will continue to be in effect.
   4. Annual leave and sick leave will accrue during the time the employee is working for non-Virginia Sickness and Disability Program participant (annual leave for VSDP participants). Balances will be frozen and there will be no accrual of additional leave during the time the employee is not working. Employees will not be allowed to use accrued leave during the months he/she is off.
   5. The current Performance Planning and Evaluation policy will apply to these employees and salary increase eligibility will not be affected.
   6. Optional deductions will continue providing there are earnings to cover the deductions.
   
   
   
   6.2 IMPLEMENTING THE LESS THAN 12-MONTH APPOINTMENT
   
   
   1. A supervisor shall designate positions in a unit as less-than-12-month schedules to provide flexible work scheduling and to maintain efficient operation of the university.
   2. The supervisor shall designate employees to be placed in a less-than-12-month schedule based on the unit’s needs.
   3. Layoff rights are not triggered by the conversion of positions to less than 12 months since the positions are not being abolished, but are being changed to reflect the work needs of the university. However, once converted, normal layoff policies apply to such positions.
   4. The supervisor and the employee must both sign the less-than-12-month schedule agreement before it can be processed.
   5. A copy of an approved less-than-12-month schedule stating the beginning and ending dates of the term approved by the unit head, dean or vice president along with a Personnel Action Request form must be sent to the JMU Office of Human Resources to effect the change. The time off must be at the end of the less-than-12-month schedule.
   6. Positions designated as less than 12 months should be determined before the beginning of the academic year. The employee should be informed as soon as possible and not less than 30 days before the effective date of the change.
   7. Units may not fill positions designated as less than 12 months with wage employees during the period the less-than-12-month employee is not working.
   8. Employees placed in less-than-12-month positions may accept wage employment at the university but only for a very specific purpose and for a period not to exceed two weeks.
   9. Employees placed in a less-than-12-month schedule position may not return to 12-month status until after the full term of the less-than-12-month schedule.
   
   
   
   6.3 JOB SHARING
   
   
   1. Positions best suited for job sharing are those that can be broken into a series of tasks or projects that require limited coordination between the job sharers. However, any position may be individually assessed to determine its suitability for job sharing.
   2. In selecting positions for job sharing, evaluation and consideration should be given to the impact it will have on internal and external customer service, on supervision received and on other employees.
   3. Both parts of a job-shared position should have the same minimum qualifications, and both incumbents should be able to meet all requirements.
   4. Positions proposed for job sharing must be reviewed and approved by the unit head or division head.
   
   
   
   RECRUITMENT AND SELECTION
   
   
   1. The recruitment notice shall specify that the position is 50 percent and scheduled for 20 hours per week.
   2. Applicants deemed fully qualified must be able to perform all the duties associated with the full position description and not selected responsibilities.
   3. The selection process for filling a job-sharing position is the same as for filling a classified position.
   
   
   
   COMPENSATION
   
   
   1. A new employee entering a shared position will be employed under the starting pay guidelines at 50 percent of the approved rate.
   2. Current employees entering positions approved for job sharing will be paid 50 percent of their current annual rate.
   3. Non-exempt, classified employees in shared positions are subject to provisions of the Fair Labor Standards Act and must be paid accordingly.
   
   
   
   BENEFITS
   
   
   1. Job sharers earn a pro-rated amount of holidays and annual leave.
   2. Job sharers are given a pro-rated amount sick, family/personal leave and short term disability benefits under the provision of the Virginia Sickness and Disability Program.
   3. Job sharers are eligible for life insurance and retirement.
   4. Job sharers are not eligible for health insurance
   
   
   
   Employee Work Profiles must be created and given to each job sharer. The development of job standards and completion of performance appraisals should be done for each employee in accordance with established policy.
   
   6.4 IMPLEMENTING JOB SHARING
   
   
   1. All requests for job sharing should be initiated by the supervisor and submitted to the unit head, dean or division head as appropriate for approval.
   2. Employees who apply and are appointed to a shared classified position will work 50 percent of the time or 20 hours during the regular workweek.
   3. Employees appointed to the shared classified position will be covered by the rules applicable to the Virginia Personnel Act, including rights and privileges together with any limitations on less than full-time employment.
   4. This policy does not affect the status of filled part-time classified positions that are currently authorized at less than 40 hours per week.
   5. Wage employees are not eligible to participate in a shared position while continuing to work as a wage employee, but may apply for any posted shared positions.
   6. Classified employees in shared positions cannot be hired as wage employees while participating in this program.
   7. Shared positions may return to full-time status at the discretion of the unit head, dean or division head. The full-time position must then be advertised, and incumbents must apply through the normal recruitment process.
   
   
   
7. RESPONSIBILITY
   
   Division heads, deans and unit heads are responsible for the application of this policy in their areas of responsibility.
   
   The director of the JMU Office of Human Resources is responsible for overseeing the use of this policy and assisting division heads, deans and unit heads with its implementation.
   
   Supervisors are responsible for periodically reviewing job-sharing arrangements to determine if they are meeting the needs of the employee while at the same time providing acceptable operational standards in the unit.
   
   
8. SANCTIONS
   
   Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
   
   
9. EXCLUSIONS
   
   This policy applies to classified employees and only applies to wage employees where noted.
   
   
10. INTERPRETATION
    
    The authority to interpret this policy rests with the president, and is generally delegated to the director of the JMU Office of Human Resources.
    
    

Previous Version: July, 2004
Approved by the President: April 2002

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Index of terms

Alternative work schedules
Flexible schedule
Flextime
Job sharing
Less than 12 month
Less-than-12 month schedule
Work schedules
9-month appointment
10-month appointment
Telecommuting