Human ResourcesCompressed Workweek Pilot Program

Objectives

The compressed workweek pilot program is intended to:

• address staff concerns regarding work/life balance by providing an additional day off and the opportunity for long weekends;
• provide a flexible work option beyond our hybrid work structure;
• maintain full pay and benefits for staff; and
• inform future flexible work policies.

Guiding Principles

In support of these objectives, the following guiding principles will serve as the foundation for design, decision-making and evaluation of the compressed workweek pilot:

• place serving students at the center of our plan in support of the College's mission to promote diversity of experience and ideas within a purposefully small residential community;
• support the operational needs of the College in service to students, faculty, and staff, while adapting to the needs of a changing workforce;
• sustain our commitment to developing and maintaining a culture that attracts, engages, and retains talented individuals;  
• provide our leaders and supervisors with the necessary tools and resources to successfully implement and sustain compressed workweek schedules;
• preserve a strong sense of community and collaboration for our students, faculty, and staff;
• assess our progress and outcomes regularly, and be flexible and adapt to emerging needs; and
• develop an approach to compressed workweek schedules that is equitable and fair. 

To do our best to adhere to those guidelines:

• The availability of a compressed workweek schedule will be based on the suitability of the specific role and the ability of the staff member to meet operational and departmental needs while working a compressed schedule.
• To ensure equity and fairness, all supervisors are asked to follow a consistent process and to use consistent criteria when evaluating the appropriateness of specific roles and individuals for compressed workweek schedules.
• While the process and criteria are consistent, the outcomes may vary depending on the specific circumstances of each situation.  

Program Overview

The 2023 summer workweek pilot begins Sunday, June 4th, and concludes Saturday, August 19th. Department supervisors and staff will meet to discuss compressed workweek options to determine which positions and which staff meet the eligibility requirements for the program.

Participation in the compressed workweek pilot program is optional and, if pursued, requires a formal request from the staff member and approval from the staff member’s supervisor and departmental leadership. Supervisors are responsible for assigning specific work hours for each staff member while ensuring that departmental operating and service delivery needs are met. Additionally, supervisors should arrange for coverage for their offices as necessary in a way that does not result in overtime expenses. 

Supervisors will ultimately determine the work schedule for each staff member and assign either a Monday through Thursday or Tuesday through Friday schedule. Staff who normally work weekends may have an alternative schedule.

Examples of compressed workweek schedules are:

Example 1 - Staff members work their total weekly scheduled hours Monday through Thursday and are off work Friday through Sunday.

Example 2 - Staff members work their total weekly scheduled hours Tuesday through Friday and are off work Saturday through Monday.

Staff will return to their normal work schedules beginning the week of August 20th, 2023. 

Eligibility

Full-time staff may participate in the compressed workweek pilot if:

• a compressed workweek schedule would not negatively impact service delivery or the operational needs of their departments;
• there is no negative impact on the workload or productivity of coworkers;
• equipment, systems, or materials are available during non-traditional hours or outside the workplace to support arrangements; and
• a request is submitted and approved by the supervisor.

A compressed workweek is not appropriate for all positions, departments or staff. Part-time staff are not eligible to participate in this program. Staff on a 9-, 10-, or 11-month schedule may participate with supervisor approval if they work during the pilot program period.

Considerations

The following considerations can assist staff and supervisors/department heads in developing compressed workweek arrangements that are equitable, clearly understood, and to the mutual benefit of the department and the staff member. 

Hybrid Work Arrangements

Staff approved for hybrid work arrangements are eligible to participate in the compressed workweek pilot. A hybrid and condensed regular work schedule mixes on-site work at Amherst College and work performed remotely over four workdays.

Overtime 

Hourly/non-exempt staff who work more than 40 hours a week will earn pay at the overtime rate of time-and-one-half their regular hourly rate. Overtime work must have the prior approval of your supervisor. 

Note: This policy supersedes the Staff Handbook guidance on overtime pay. Staff who participate in the pilot program and work more than 8 hours in one day will not qualify for overtime pay. Staff will only be eligible for overtime pay for the hours worked over 40.

Vacation and Sick Time

Vacation and sick time accruals are not impacted and are available in our Staff Handbook.

Hourly/non-exempt staff participating in the compressed workweek pilot will enter vacation, excused, or sick time off requests (as applicable) for the number of scheduled work hours they miss. 

For example, if an hourly/non-exempt staff member participating in the compressed workweek pilot requests a day off of work during the summer, their accrued vacation or excused time would be reduced by 10 hours.

Salaried/exempt staff participating in the compressed workweek pilot will enter vacation, excused, and sick time requests in day increments. 

For example, if a salaried/ exempt staff member participating in the compressed workweek pilot requests a week off of work during the summer their accrued vacation or excused time would be reduced by 40 hours.

Or,

If a full-time salaried/ exempt staff member participating in the compressed workweek pilot requests a compressed day off, their accrued vacation or excused time would be reduced by 1.25 days.

Expectations of Work

Supervisors are responsible for maintaining appropriate service delivery levels, ensuring operational coverage, and providing guidance, support, and training for their staff to ensure the pilot's success. The following must be ensured:

• • Supervisors must establish core service delivery hours for their departments/units. Core service hours are a fixed block of time when service delivery coverage is required. 
    •  Possible examples include:
      • Telephone coverage must be in place five days a week, from 8:30 a.m. to 4:30 p.m.
      • Reception desk coverage must be in place five days a week, from 9 a.m. to 4 p.m.
      • In-person or virtual drop-in hours must be in place twice a week, from 12 Noon to 3 p.m.
  • Supervisors are encouraged to find alternative meeting times for supervisor check-ins and staff meetings to accommodate Compressed Workweek requests.
  • Supervisors must communicate expectations regarding the availability and responsibility of conducting work during assigned work hours and non-working hours.
    • Staff must attend staff meetings and supervisor check-ins.
    • Staff must be reachable by phone or email during agreed-upon work hours.
    • Staff should honor a colleague’s designated time off by not scheduling meetings and eliminating all but essential communications.
    • Staff are not expected to perform work on their designated time off day. 
  • Staff must inform internal and external customers of their hours of work.
    • Google Calendar settings must be updated to reflect daily business hours and work locations.
    • Email signatures must contain compressed workweek hours.
    • Out of office messages must contain compressed workweek hours and information on whom to contact if the request is urgent or an emergency.

Request and Approval Process

Staff may initiate a request for a compressed workweek with their supervisor/department head. The supervisor and staff member will complete a Compressed Workweek Schedule Assessment, following a consistent process and using consistent criteria when evaluating the appropriateness of specific roles and individuals for compressed workweek schedules. The Compressed Workweek Assessment will be completed together and will remain with the supervisor, it does not need to be submitted to HR.

If the supervisor and staff member determine a compressed workweek is acceptable given the criteria in the Assessment Form, the staff member will complete and submit the 2023 Compressed Workweek Confirmation Form to HR. The Confirmation Form must be completed by Friday, May 26th, 2023, for a staff member to start their compressed workweek the week of June 4th. Staff may decide to enroll in the program at any point throughout the pilot. If a staff member decides to enroll in the pilot program after June 4th, the Confirmation Form must be submitted a minimum of 5 business days before they begin their adjusted schedule, to allow for payroll to complete the necessary changes.

Compressed workweek arrangements may be discontinued at any time at the request of either the staff member or supervisor/department head. Units and departments reserve the right to immediately suspend the arrangement in unanticipated circumstances regarding staff performance or operational needs. Supervisors are required to notify the Office of Human Resources if an arrangement ends before completing the pilot period. 

1. Compressed Workweek Schedule Assessment (to be completed by the supervisor and staff member and will remain with the supervisor)
2. 2023 Compressed Workweek Confirmation Form (to be completed by the staff member)