Middlebury

2.9 Scheduling and Hours of Operation

The College has many functional units with diverse objectives and operational needs. Employees should work with their supervisor and department head to understand the scheduling needs of the department and individual procedures related to hours and scheduling.

It is expected that administrative offices are open from 8:15 a.m. to 5:00 p.m., Monday through Friday. During standard office hours, it is expected that coverage of the office or department will be in place. A minimum of 30 minutes of unpaid time is included in a typical administrative employee's schedule to allow for a meal period. The schedules of non-administrative departments are determined by work needs. Departments may also provide one 15-minute break each day, scheduled by the supervisor.

Work schedules are subject to change, given seasonal and weekend demands. Any variation in the standard schedule for a given position must receive advance approval from the supervisor, who will advise all employees of their working hours.

Scheduling Alternatives

In order to provide a supportive and flexible workplace, scheduling alternatives are available. The department head will be responsible for the operation of the department and will give final approval of all schedule changes in consultation with the employee's direct supervisor. Department heads should discuss the service levels with their supervisors before approving the use of scheduling alternatives in the department. Due to the changing needs of the College, schedules may be changed at any time.

Flexible work schedules: Employees may request a change in the start and end of their workday provided they are able to complete their position responsibilities. Schedules are approved on a quarterly basis using standard calendar quarters. At the end of each quarter before approval is given for a subsequent quarter, a department is asked to review the impact on service and the orderly work of the department. It is important to perform an analysis of the impact on service levels of changing schedules.

Four-day workweek: It is possible that four 10-hour days or four 9.75-hour days could be worked in a week, thus giving the employee three days away. Generally in a four-day workweek, the days revolve so the employee has a four on/three off schedule, with the days worked and days off changing each week including weekends. The College will entertain those requests, particularly in Facilities Services and Dining Services. Employees on a four-day workweek may need to alter their schedule for important departmental meetings or College presentations.

Buying down the workday: Subject to the scheduling alternatives approval, non-exempt employees may reduce the length of their workday by taking Combined Time Off (CTO).
Example: If an employee wanted to leave at 4:00 p.m. during January and February in order to drive home before it became too dark on potentially icy roads, the employee's supervisor could approve the request, provided there was sufficient staff coverage in the department until 5:00 p.m. The employee could use an hour of CTO time each day to reduce the workday.

People need breaks and lunchtime in the middle of the day; therefore, employees are discouraged from reducing the workday by permanently eliminating lunch periods and breaks from their schedules.