NEW FLEXIBLE WORK BEST PRACTICES, EMERGENCY PLANNING & RELATED RESOURCES (as of 3/13/20)
Employees should have your written approval prior to starting any alternate or reduced schedule. Note: Approval to work an alternate schedule or to telecommute is at management discretion.UCSB recognizes the importance of helping employees manage a work/life balance, including providing opportunities for flexible work schedules (e.g., flextime, compressed work week, and telecommuting) and reduced time appointments. UCSB also offers formal programs like Employee-Initiated Reduction in Time and Phased Retirement. Human Resources encourages you to give serious consideration to these requests as many studies have shown employees are often more engaged and satisfied with their employment when they have some control over their work schedules.
Flexible Work Schedules
Flexible work options may be available to UCSB employees, with management approval. If an employee requests an alternate or reduced schedule, you have the discretion to approve or deny the request. You should review campus’ Flex Schedule Guidelines prior to approving any flexwork agreement.
The flexible work schedule should be outlined in writing and signed by both parties using the Employee Flex Schedule Agreement Form.
Flexible work options include:
Flextime — Employees choose their starting and quitting times from a range of available hours. These periods are usually at either end of a "core" time during which most department business takes place.
4/10 or 3/12 - Compressed Work Week — Under this arrangement, employees work four 10-hour days or three 12-hour days. This option is allowed for both Exempt and Non-Exempt employees.
9/80 Work Schedule:
- Under this arrangement, an Exempt employee works 80 hours over the course of 9 work days and takes the 10th day off. This is allowed for Exempt employees ONLY.
- This is NO longer allowed for Non-exempt employees due to the implementation of UCPath and a standardized work week (Sunday 12:01am to Saturday midnight). A 9/80 schedule requires an adjusted work week (Friday 12:01pm to Friday Noon) in order to be in compliance with FLSA overtime rules for non-exempt employees. The requirement for a standardized work week came out of the UCPath Steering Committee and the goal for standardization.
|IN RESPONSE TO THE IMPACT OF COVID-19, department heads have maximum flexibility to implement temporary telecommuting and remote work arrangements.|
Employee works from home or some other non-office location. (This option is not recommended for non-exempt employees due to the inability to directly verify working hours and sign-off on timekeeping records.)
Reduced Work Schedules
Depending on your department needs and the requirements of a particular position, you have the discretion to approve a temporary or permanent reduction in time for an employee. HOWEVER, this must be entirely voluntary and at the employee’s request. If you are initiating the reduction in time, this is not voluntary and is considered a layoff and the reduction must be processed according to the applicable University policy collective bargaining agreement.
Employee-initiated Reduction In Time (ERIT)
UCSB recognizes the importance of helping employees manage a work/life balance, including providing opportunities for flexible work schedules and reduced time appointments through programs like ERIT.
ERIT enables eligible career Staff to voluntarily reduce their working times and corresponding pay while retaining many other benefits of full-time employment, subject to departmental approval. For more information please see the ERIT page on the UCnet website.
Effective July 1, 2017, policy-covered (99) employees are eligible to participate in ERIT; July 1, 2017 for exempt employees and July 2, 2017 – the first bi-weekly pay period after July 1, 2017 – for non-exempt employees. For represented employees, participation in ERIT is subject to collective bargaining. Please check below for updates on the status of eligibility for represented employees.
If an employee previously participated in ERIT and is eligible to participate in ERIT after the current contract ends on June 30, 2017, please have the employee submit a new contract rather than an amendment to continue participation in the ERIT program.
Eligible Employees, as of July 25, 2017:
99/ policy-covered staff
DX/ physicans and dentists
HX/ health care professionals
RX/ research support professionals
Phased Retirement Program
The Phased Retirement Program enables eligible Career Staff members (except the Senior Management Group) to voluntarily reduce their working time and corresponding pay in exchange for a lump sum incentive upon retirement at the end of participation. The intent of the program is to help eligible employees who are 55 or older transition into retirement and allow for longer-term planning for employees, their families and the departments they work in. The reduction also helps departments achieve temporary salary savings during this period of budgetary shortfall.
This program was renewed and will continue to run from January 1, 2015 through December 31, 2019 (see memo).
Program Guidelines, FAQs and Forms
Program guidelines, FAQs and forms are located on the UCnet (link is external) website.
Local Implementing Procedures
Instructions on how to implement this program can be found at UCSB Local Procedures - Phased Retirement Program.
For represented employees, participation in the Phased Retirement Program is subject to collective bargaining. As of January 9, 2015, employees in the clerical (CX) and physicians & dentists (DX) bargaining units are eligible to participate in the Phased Retirement Program. Please check back on this web page for updated information as it becomes available.
Questions? Please contact Amy Arnold at email (link sends e-mail) or x4068.