V611.16 Flexible Scheduling Policy (Flex Time-Staff)

I. Purpose and Scope

Valley City State University offers flexible scheduling for employees where work requirements allow, to improve services, provide opportunities for cross-training, and to all employee and supervisors to develop the best working arrangements possible.

II. Definitions

Flexible schedule: A flexible schedule is a flexible work arrangement that allows an employee’s actual work office hours to differ from normal office hours.
Regular flexible schedule: A long-standing, regular and consistent alternate schedule.
Occasional flexible schedule: An occasional flexible schedule is not long standing and is typically arrange on a case-by-case basis.

III. Policy

Flexible scheduling is neither a universal employee right nor a universal employee benefit. Flexible scheduling is a management option for an alternative work arrangement and will be granted on a case-by-case basis at the discretion of management.
Flexible scheduling is not appropriate for all employees and jobs, not all employees in the same or similar jobs, and should be considered on a case-by-case basis.
Normal office hours are 7:45 a.m. to 4:30 p.m. with 45 minutes for lunch, Monday through Friday. Summer hours are 7:30 a.m. to 4:00 p.m. with 30 minutes for lunch.
Flexible schedules cannot interfere with regular operations. Adequate staff coverage is required to meet the operating requirements of the department.
Non-exempt employees may not be scheduled for over 40 hours per week in accordance with the Fair Labor Standards Act.

IV. Procedure

Flexible schedules must be approved by the employee’s supervisor.
A trial period for flexible scheduling may be granted for up to one month, with a review among those involved to determine whether the flexible schedule is to continue.
If the regular flexible schedule is to continue, the supervisor shall submit a written plan signed by both parties to the Director for Human Resources.
Periodically employees may be required to adjust their flexible scheduling hours to attend meetings outside of the individual’s work hours or to cover for another employee’s absence.
The department will review the flexible schedule on a regular basis and at least once a year submit the schedule to the Director for Human Resources.
Since flexible scheduling is neither a universal employee right nor a universal employee benefit, the schedule may be altered to meet the needs of the University.
Flexible scheduling issues must be first addressed between the employee and supervisor. If further review is needed, employees should follow the process outline in the NDUS Human Resources 28 Grievance Procedures policy.

V. References

Sponsor: Director of Human Resources

Approval Date: April 1996

Revised: April 2010

Revised: August 2018

Revised: December 2023