Summer Flexible Work Policy

Pilot Program for Summer 2023

Gettysburg College is pleased to introduce a pilot Summer Flexible Work Policy for the summer of 2023 for benefits-eligible full-time administrators and support staff for the period from June 5 to August 11, 2023.

The College understands that schedule flexibility in the workplace improves the employee experience, promotes well-being, and helps employees balance personal as well as professional responsibilities.

This program is at the discretion of directors and division leadership and requires approval in advance from the division head. Departments and individuals should consider tasks and functions associated with a position before determining whether the position is eligible for the program.

Eligibility for Summer Flexible Work Arrangements

This policy applies to benefits-eligible full-time administrators and support staff whose job duties can be performed within a flexible work arrangement without compromising the College’s educational mission and values.

The availability of flexible work arrangements is based on the specific needs of each division, unit, or program and the ability of the position to work effectively in a flexible work arrangement.

Individual job performance expectations should be met or exceeded before an employee is permitted to work a flexible schedule under the Flexible Summer Hours program. This level of performance must continue throughout the duration of the arrangement.

This is NOT a reduced work schedule, rather this pilot program allows employees to work their regular budgeted hours in a compressed period of time (as an example, 37.5 hours in 4 days or 37.5 hours in 4.5 days). See Compressed Work Schedule below.

Regular Staffing during Standard Business Hours

As stated in the Employee Handbook, administrative offices must be staffed between 8:00am and 4:30pm during the summer.

Staffing in Certain Operational Areas of Campus (including Facilities, Dining and Campus Safety)

There may be units across campus for which flexible work arrangements are simply not possible. These Operations may employ different scheduling so as to meet the needs of the unit as long as it is approved by both the appropriate director and the division head.

Flexible Work Arrangements

The following options are available flexible work arrangements between June 5 and August 11, 2023:

Compressed workweek

Employees are able to work a combination of hours that permit the employee to take off either a full day or a partial day during the week. Unless specifically agreed upon with supervisor and the division heard in advance, official work days may not begin before 7:00 a.m. or end after 6:00 p.m. and a 30-minute unpaid lunch period daily is required.

In work units that generally operate on a 37.5 hour/week traditional schedule, Monday through Friday, an employee may choose to work their full 37.5 hours over 4 days, or they may work a combination of hours that allow the employee to take off a partial day during the week. As stated previously, department and division heads have flexibility to alter employee schedules as long as the employee works their standard, budgeted hours and the office is able to be staffed Monday through Friday between the hours of 8:00am and 4:30pm.

In other units, where work requires employees to be available in the early morning, throughout the evening, and/or on weekends, supervisors may adopt work schedules unique to the respective unit (though consistent with federal standards and regulations for documenting and paying for hours worked).

If an employee already works reduced hours during the summer months (e.g. Academic Administrative Assistants, etc.), please coordinate a schedule with your supervisor that works for all.

Remote Work

Our Remote/Hybrid Work Policy allows for additional flexibility for some employees during college breaks that may not be available during the academic year. Employees who are interested in working remotely during the summer should speak with their supervisor to determine eligibility.

Unless an employee is currently working a fully-remote schedule (i.e. currently working from home 4-5 days per week with an approved Work Agreement), the employee MUST work on campus at least 2 days per week. In other words, a minimum of 15 hours of work must be performed on campus each week.

Compensation of Summer Holidays, Vacation Time and Paid Time Off Considerations

Holiday pay for July 3 and 4 will reflect the employee’s standard hours outside of this program regardless of revised schedules.

Additionally, a vacation day for an administrator is valued at 7.5 hours. Therefore, if an administrator wishes to take vacation for an entire week, they must count the time off as five (5) full vacation days.

Generally, employees participating in the Flexible Summers Hours program are not permitted to participate during periods of medical leave of absence, FMLA, short-term disability, or any other related medical leave.

Employees who are unable to work due to illness must use sick or vacation time and must report their absence to their supervisor. Employees who wish to be relieved of responsibility for work on a particular day must use vacation time.

When employees take time off, the sum of all hours reported in a week (regular hours, vacation hours, sick hours, etc.) must equal their weekly budgeted hours (37.5 or 40 hours).

Procedure for Requesting a Summer Flexible Work Arrangement

Eligible employees seeking a flexible summer work arrangement must submit a written request to their supervisor noting their specific hours of work each week.

Procedure for Evaluating Flexible Work Arrangements

All requests for a summer flexible work arrangement require advance approval by the employee’s supervisor and/or department head in consultation with the division head. Supervisors may approve flexible work arrangements if it meets the following criteria:

It does not negatively impact the program or department’s ability to meet their commitments to students and colleagues, including the requirement the program/department continues to staff core business hours in which adequate in-person, office, phone and email service is available.
The employee’s job duties can be effectively performed under the flexible work arrangement without compromising the College’s educational mission and values.
The employee continues to meet all expectations for job performance.

Expectations for Flexible Work Arrangements

Employees approved for a flexible work arrangement must always maintain satisfactory job performance. This includes, among other requirements, responding to all work-related calls, emails and other messages on a timely basis, completing all work assignments in a timely manner, and complying with all College policies. Employees are expected to alter their flexible work arrangement (including working on campus) if required by their supervisor. The College reserves the right to approve or deny any flexible work arrangement(s) and to modify or revoke such arrangements once approved.

The College will continue to solicit feedback on the implementation of this policy and will use this information in its ongoing evaluation of a flexible work arrangements benefit.

If you have any questions regarding any aspect of the summer flexible work benefit, please contact Human Resources.