FLEX Schedules & Guidelines

“Flexible work schedule” means an adjustment to an employee's regular work schedule in the scheduling of hours worked, such as alternative work schedules (e.g., flex time and compressed workweeks) and arrangements regarding shift and break schedules. Flex work hours is an arrangement between the employee and the supervisor that allows the employee to have the flexibility to choose their work hours within certain limits set by their employer. This approach allows employees to adjust their work schedules to better fit their personal needs while still meeting the requirements and expectations of their job. Flex work hours can include a variety of configurations, such as flexible start and end time, compressed workweeks, staggered hours, and remote work.

No. All full-time employees must work a 40-hour week. The use of a flex schedule is not additional paid time off during the workweek. Rather, it is the opportunity to change your standard work schedule, if possible, during the workweek while still achieving 40 hours.  Working a flex schedule does not allow for additional paid time off and does not allow the employee to “save up” hours for another work week. 

If your office or work unit decides it cannot close on Friday afternoons, then the supervisor can consider an alternative flex schedule arrangement for the unit. Non-exempt (hourly paid) staff should not work additional time or overtime without expressed supervisor permission. Units are expected to clearly communicate their summer hours to the public using their webpage, email signature line, voicemail messages, and other means of communication.   

Yes. For instance, if some employees wish to begin work Monday - Thursday at 7:30 a.m. instead of 8:00 a.m. and work until 5:00 p.m. instead of 5:30 p.m. that will be acceptable. Others may prefer to work until 6:00 p.m. The expectation is that offices will be open to the public from 8:00 a.m. until 6:00 p.m. Monday – Thursday. Participation in the Summer Flex Hours Program with Summer Half–Day Fridays requires full–time employees to work 9 hours Monday – Thursday and 4 hours Friday.  

While we desire to keep the campus's general summer flex hours consistent across campus, we recognize that each campus unit has different operational needs and service obligations. The Summer Flex Hours Program with Summer Half-Day Fridays is most successful when employees can commit to a 9-hour workday from Monday to Thursday and a 4-hour workday on Fridays. Fixed work schedules ensure consistency in the management of the program. Below is a sample of alternative potential workday schedules within the Summer Flex Hours Program with Summer Half-Day Fridays program.  

We will experience two (2) paid state holidays during the modified summer schedule, June 19 (Juneteenth) and July 4 (Independence Day).  These dates are granted in eight-hour periods as a state holiday. Employees working a summer flex schedule will record the paid state holiday as eight (8) hours of holiday pay and will need to make up the additional hours to equal a total of 40 hours by using accrued compensatory time, vacation or bonus leave, or working additional time in the week.  

 If you work a nine-hour schedule and a holiday falls on one of those days, you will take an hour of annual leave for that day or, with supervisor approval, you can adjust your work schedule for that workweek.

If an employee is participating in the summer flex schedule and requests a full 40 hours of leave, the employee may request the entire week as they normally would do. If they request less than 40 hours in the same week, we ask that the employee request leave for the hours they would have worked that day.   

 Example: If you are working 9 hours Monday through Thursday and you request a Tuesday off, you should request 9 hours, instead of 8 hours of compensatory, vacation, or sick leave. 

Yes. Consistent with the policy, the university reserves the right to approve or deny any flexible work arrangement(s) and to modify or revoke such arrangements once approved. As we implement the Summer Flex Hours Program, it is important to understand the conditions under which a supervisor may deny an employee’s request to participate. While we strive to offer flexibility to our employees, operational needs must remain a priority.  

• A change in the business or coverage needs;  
• An occurrence of valid negative feedback, from either internal or external customers;  
• Deterioration in performance or attendance; 
• Shortages in departmental staff;  
• The flexible work arrangement becomes too disruptive to the rest of the work unit; and/or  
• The employee is dissatisfied, or their needs have changed.  

Supervisors and staff are encouraged to review the “Employee and Supervisor Guidelines for Implementation” for additional best practices with implementing this program.  Supervisors are encouraged to consult with Employee Relations & EEO, if needed, before denying an employee’s request to participate in the program.

The continuation of this program is contingent upon you.  First and foremost, the students are our priority.  If the flex schedule through a compressed work week cannot accommodate the university's needs, the program may be modified or ended.  

During the week of August 5–14, you will receive a brief survey about the program's success to help determine its continued success. 

The specific dates for implementation will vary each year depending on the academic calendar for your unit and when the students are away.