Four-Day Summer Schedule Guidelines

May 11, 2021 5:30 PM

Effective May 19, 2021 through August 10, 2021 Frostburg State University (FSU) will offer employees who are working on campus the opportunity to apply for permission to work a compressed workweek schedule, this excludes employees who are teleworking. A compressed workweek is one in which employees continue to work 40 hours per workweek or 80 hours per pay period but in fewer than five days per workweek and ten days per pay period. Compressed work schedules will be granted in circumstances where job duties and departmental needs can be met under the compressed schedule.

This is an optional benefit implemented at the sole discretion of the University and may be suspended, canceled, or amended at any time. FSU shall determine which positions, based upon operational need, shall be eligible for a compressed work schedule and shall reserve the right to cancel use of such a schedule should operational needs change or should an employee experience performance problems related to the compressed work schedule. Each request for a compressed work schedule and any subsequent cancellation of a compressed work schedule shall be evaluated on an individual basis.

Final approval for a compressed work week will rest with Deans and/or Divisional Vice Presidents. Lists of affected employees must be submitted by supervisors to Deans and/or Divisional Vice Presidents for approval no later than close of business, May 17, 2021. Deans and Vice Presidents must submit lists to Payroll no later than May 19, 2021.

Implementation Plan and Operating Hours

Department Heads are responsible for maintaining coverage in their respective areas during the core operating hours of 8:00 AM to 5:00 PM. However, each department head can be flexible in applying individual work schedules while ensuring coverage during the core hours.

We encourage department heads, when possible, to accommodate the needs and requests of employees during the summer schedule, particularly those who may have extenuating circumstances, as well as to consider the impact your decision may have on another department/individual. The following options exist:

  •  Employees may choose to maintain their current year-round schedule of five/eight-hour days per pay week; ten days/pay period.
  •  At the supervisors’ discretion, employees may be permitted to work Monday through Thursday or Tuesday through Friday, eight hours each day at their normal schedule. Eemployees use annual leave to complete their 40-hour schedule.
  • Employees may be allowed to arrive earlier and leave later than their normal work hours as the supervisor deems appropriate, so long as the employee works ten hours per day. Employees choosing a compressed work schedule typically work four/ten-hour days Monday through Thursday or Tuesday through Friday. However, with the approval of the supervisor, other four/ten combinations are acceptable.
    • Scheduling cannot occur on a week to week basis. Employees must select a schedule for the entire period, with the following exceptions: (1) Employees who select and are approved a compressed work week schedule of four/ten-hour days, and who find the schedule unworkable, will have one opportunity to opt out; and (2) Employees with a university obligation (ex. Preview FSU) at the beginning of the period may exercise their option for a compressed work week schedule when that obligation is satisfied.

As a reminder, for those employees maintaining their regular year-round schedule, supervisors should not permit overtime work unless authorized in advance by the Dean and/or Division Vice President. For those employees working a compressed work schedule, overtime will not be approved except in extreme circumstances and with prior approval of the Vice President or Dean.

Juneteenth Holiday

The Juneteenth holiday will be observed on June 18, 2021 to celebrate the emancipation of those who had been enslaved in the United States. Eligible employees will receive eight hours’ administrative leave for this day. Employees should adjust their schedule accordingly.

July 2nd Holiday

The December 24, 2020 holiday declared by Governor Hogan in observance of Christmas Eve will be observed on July 2, 2021. Eligible employees will receive eight hours’ holiday leave for the holiday. Employees should adjust their schedule accordingly.

July 4th Holiday

The July 4th holiday is on Sunday and will be observed on Monday, July 5, 2021. Eligible employees will receive eight hours’ holiday leave for the holiday. Employees should adjust their schedule accordingly.

Reporting Time and Use of Leave

Nonexempt employees will continue to report their beginning and ending times on a daily basis. Any leave reported must complete the 40-hour week summer schedule.

Exempt employees will report leave used in accordance with the duty-day concept, noting that if only four days are reported on the timesheet, those days are comprised of a minimum of ten hours each.

Examples of how leave may be utilized with a compressed work week schedule include:

  • If an employee working a compressed work week misses a day of work due to illness, the employee should use ten hours of sick leave to complete work hours.
  • Employees working a compressed work week will be expected to schedule routine medical, dental, and personal appointments on the scheduled day off.
  • If an employee working a compressed work week misses a half-day of work due to an issue other than sickness, the employee should use five hours of annual leave to complete work time.
  • If an employee working a compressed work week takes a week of annual leave, it may be recorded as four/ ten-hour vacation days. Each pay week (Wednesday – Tuesday) must equal 40 hours.
  • If an employee working a compressed work week takes a day of annual leave, it must be recorded as ten hours.
  • Under no circumstances may an employee use annual leave to record 50 hours of work time in a work week.