Summer Work Schedule 2014

1. Summer Work Schedule 2014 Presented by The Human Resources Division May 2014 Edmonds Community College upholds all state and federal non-discrimination and equal opportunity laws.

2. Summer Work Schedule 2014 • Friday Afternoon Closures (12:00 p.m. Noon) • Effective Dates * • Begins Friday, July 11, 2014 • Ends Friday, August 29, 2014 • Summer Flexible Work Schedule • Effective Dates • To be mutually arranged between the employee and supervisor. • To be scheduled within the needs of each department/ division to continue to provide services to its customers within the College’s normal business hours. * The exception will be Friday, August 22, 2014, the scheduled date for Summer Quarter finals. Areas that provide direct services to students must remain open the full business day on that Friday.

3. Friday Afternoon Closures • In our continuing efforts to reduce energy use, the campus will close on Fridays at 12:00 p.m. (Noon) beginning July 11th and ending August 29th. • This means you must adjust your 40-hour week to slightly longer hours Monday through Thursday and work up to 4 hours on Friday mornings,OR • Work four 10-hour days, provided that schedule works for your work area,OR • Work your normal five 8-hour days, and work in a “warm” building on Friday afternoons. (Air conditioning in large campus buildings will be turned off on Thursday evenings to conserve energy on Fridays and through the weekends.)

4. Summer Flexible Schedules In addition to the all-campus Friday Noon closures, you also have the added choice to work other flexible hours during the summer as pre-arranged with your supervisor, provided you and your department/division meet the requirements for participation. Requirements for Participation • College • Maintain existing levels of service to students, the public, and the College community. • Department/Division • Maintain normal College business hours. • Employee • Maintain same total number of hours worked each week.

5. Suggested Discussion Topics • Department/Division Meetings • What worked and did not work last year or in prior years? • How will vacations, holidays, and peaks in workload be accommodated? • How can cross-department cooperation help provide coverage?

6. Pitfalls to Avoid and Common Comments from Prior Years – Plan Ahead to Address Issues! • “It was sometimes difficult to get information from others, especially on Friday.” • “Vacation days impacted scheduled days off. It was hard to follow everyone’s schedule to know who would be here and when.” • “It was an inconvenience to others in the department who did not work a summer flex schedule and had to cover for those who did work a different schedule.”

7. Suggested Alternative Schedules • Start and end the work day earlier. • Work four 9-hour days and one 4-hour day. • Work four 10-hour days. • Shorten the work days by taking ½ hour lunch breaks.

8. What do you need to do? • Discuss your work schedule options with your supervisor. • Agree on a plan that works for you, your supervisor, your co-workers, and your customers. • Complete an Alternative Summer Work Schedule Form(HR Web Site or shared Google Documents) to document the temporary alternative schedule you have agreed to with your supervisor. Summer Work Schedule Form 2014.pdf NOTE: Make sure your schedule covers additional arrangements for holidays, vacations, and completion of required workload. • Have your supervisor keep the form on file within your department/division. (Do NOT send it to Human Resources!)

9. Frequently Asked Questions & Answers • Can I skip my lunch and break periods and leave earlier at the end of the day? • No, your lunch and breaks must be taken periodically during the workday and cannot be tacked on at the end of the day. • Is it possible to work a longer day, such as a 10-hour day, and take a 1/2 hour lunch? • Yes, as long as you take at least ½ hour for lunch, the shortened lunch period may be combined with a lengthened workday. • May I work 36 hours one week and 44 hours the next? • No, you must account for 40 hours each week.

10. Q&A, continued... • What if everyone in my office wants to have Friday off? Can we close the office on Fridays? • No, you generally cannot close on Fridays because your office must maintain normal College business hours. We suggest that everyone in your department work together to ensure adequate coverage and services are available during normal business hours. • Exceptions must be approved by the Vice President responsible for your department/division, or President’s Cabinet, depending on the ramifications for customers if you close.

11. Still have Questions? Contact: • Human Resources Division: Vice President for Human Resources Mark Cassidy, ext. 1647 Director of Human Resources Suzanne Moreau, ext. 1246 Benefits and Leave Office Debbie Lau, ext. 1077 Denise Olson, ext. 1069