Guidelines Flexible Hours Schedules Support Staff
STATEMENT A Flexible Hours Schedule involves flexible hours, based on employee preference, with core hours that may be identified by the Administrator. The Flexible Hours Schedule must be consistent with the Collective Agreement and the Guidelines below. Implementation of the Flexible Hours Schedule must not result in increased costs or diminution of services to the University College.
The Employer will not impose flexible schedules on employees. However, the Employer can post vacant positions with a notation of flexible hours required. Article 16.8 still applies.
GUIDELINES
Where a Flexible Hours Schedule is contemplated, the Administrator of the area shall ensure the employee(s) understand these guidelines. The Administrator shall consult with Human Resources and the employee(s) shall consult with the Union Chairperson to ensure the proposed plan meets with contractual obligations and the following guidelines:
1. The operation of a Flexible Hours Schedule must be consistent with the terms and conditions of the Collective Agreement.
2. These guidelines apply to full-time regular employees. When a full-time auxiliary is called in to replace a regular employee who works flexible hours, the auxiliary employee may be asked to adopt the flexible hours arrangement provided they are called in for the entire work cycle. In any event, the schedule must be consistent within each applicable pay period.
Where an auxiliary employee is called in to replace a regular employee for less than a complete work cycle, the auxiliary employee’s workday shall consist of seven (7) working hours per day.
3. The Collective Agreement, in reference to flexible hours, states: "Such hours shall be scheduled between 6:30 a.m. and 8:00 p.m."
4. The work-week should consist of at least four (4) days per week.
5. In accordance with the Collective Agreement, the scheduled workday shall not exceed ten (10) hours per day and shall include a minimum of four (4) hours per day. Such hours shall be paid at straight time rates. Core hours identified by the administrator must be covered, otherwise the schedule is to be flexible based on the employee’s preference.
6. The maximum work cycle shall be four (4) weeks (140 hours) and this must correspond to the pay schedule.
7. Hours worked in excess of ten (10) hours per day, or in excess of the full-time equivalent work cycle maximum, shall be treated as overtime as per the Collective Agreement. Approval of the Supervisor must be given before any overtime is worked.
8. Meal breaks and rest breaks must be taken in accordance with the Collective Agreement. Working through breaks in order to count them as time worked is not permitted, as it is a violation of the Collective Agreement.
9. Sick time, Bereavement Leave, Leaves for Court Appearance and other special leaves. Leaves to attend Courses or Conferences, Family Illness Leave, Union Leave and Professional Development Leave for Specialized Positions shall be paid at the following rates:
a) 2 week, 9-day cycle - 7.75 hours
b) 2 week, 8-day cycle - 8.75 hours
c) 2 week, 10-day cycle - 7 hours
On days where the employee reports to work and becomes ill, or commences Bereavement Leave, Leave for Court Appearance, other special leaves, leave to attend courses or Conferences and/or Leave for Family Illness or begins same part way through the work day, the maximum hours claimed in a day will not exceed ten (10). The workday in such cases will be determined to conclude at 4:30 p.m.
10. Where an employee is on sick leave during the four (4) week cycle, the maximum straight time hours for the cycle cannot exceed 140.
11. Pay for holidays as identified in Article 19.1 of the Collective Agreement shall be the standard seven (7) hours per day. Staff on a Flexible Hours Schedule shall adjust the number of hours they work in that cycle to ensure they are paid the standard number of hours (140) for the four (4) week cycle.
12. During certain times of the year, Flexible Hours Schedules may be temporarily altered by the University College to meet special needs. Employees in consultation with the Union Chair may request a temporary alteration. Article 16.8 will apply.
13. Vacation time shall be scheduled with the appropriate supervisor/administrator in accordance with Article 20. The number of hours of vacation reported in a cycle will be determined by the employee and supervisor in order to complete the 140-hour cycle. Vacation hours will not be scheduled as overtime hours.
14. In the event of a disruption of University College services, e.g. strike, lockout, etc., Flexible Hours Schedules shall be suspended until further notice. Once the disruption has ended, previously approved schedules shall be re-implemented in an orderly manner.
PROCEDURES
1. Where an Administrator and staff member(s) have mutually determined that they wish to operate with a Flexible Hours Schedule, a written submission, outlining the details of the schedule, shall be forwarded to Human Resources, the Bargaining Unit Chairperson or designate, a minimum of two (2) pay periods before the proposed implementation date.
The submission shall include a written schedule for each staff member participating, the length of the flexible schedule time cycle, core hours if applicable, and the dates during the year when the Flexible Hours Schedule will apply. (See Appendix A.) (See below) (Can be accessed through the "Template File" in Windows)
A Human Resources Department representative shall review the submission to ensure it is consistent with the Collective Agreement and these Guidelines. The Human Resources Department representative will advise the Administrator of any inconsistencies or concerns within ten (10) days of receipt. Any concerns from the union will be relayed to the Administrator by the union representative within ten (10) days of receipt of the proposal.
2. When a plan has been approved by the Bargaining Unit Chairperson or designate, the signed plan is returned to Human Resources for final approval and distribution of copies to the appropriate parties. As everyone is on the same 4-week cycle, Payroll can advise about an appropriate starting date.
The timely submission of timesheets to Payroll for those employees on a Flexible Hours Schedule is essential. Any minor or temporary schedule changes should be forwarded to Payroll in a timely basis.
3. In order to ensure that staff are paid the standard number of hours in the schedule cycle (140) in which a Statutory Holiday falls, the employee shall adjust their schedule accordingly allowing for seven (7) hours on the day of the Statutory Holiday.
4. Should one party (staff or administrator) wish to change the work schedule significantly, or return to a standard schedule, it shall be raised and discussed between the parties. In the event the changed schedule represents anything other than a Standard Schedule, the Administrator shall then forward the proposal to Human Resources and the Bargaining Unit Chairperson for review and approval. Notwithstanding this, Article 16.8 of the Collective Agreement applies.
5. Disputes arising out of application of these guidelines shall be referred to the Labour Management Relations Committee for resolution. These guidelines may be reviewed and amended by mutual agreement at LMRC.
THE PROPOSED FLEXIBLE HOURS SCHEDULE FORM CAN BE ACCESSED THROUGH THIS PDF FILE: Flexible Hours Schedule Form
