Summer Work Schedule FAQs
CSU, Chico (state employees) transitions from a standard work schedule, to a compressed (4/10) summer work schedule generally during June, July and part of August each year.
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- What are the days/hours of the negotiated 4/10 summer work schedule?
Staff employees will work 10 hours each day Monday through Thursday from 7:00 a.m. to 5:30 p.m. with regular break periods and a half-hour lunch.
- What hours will the campus be open to students and the public?
The campus will be open to students and the public from 7:00 a.m. to 5:30 p.m. Monday through Thursday.
- Are there exceptions to the campus 4/10 summer work schedule?
Yes, upon approval. Employees may request to modify the 7:00 a.m. to 5:30 p.m. Monday through Thursday schedule based on individual cases of hardship. Childcare, eldercare, medical issues, and physical limitations are examples of what may constitute a hardship. An alternative 10-hour, Monday through Thursday (e.g., 6:30 a.m. to 5:00 p.m., 7:30 a.m. to 6:00 p.m., 8:00 a.m. to 6:30 p.m.) may be used as one form of adjustment. Inconvenience alone will not be considered a hardship.
- How do I request an exception to the campus 4/10 summer work schedule?
Provided departmental needs are met, accommodations may be made with a request to the appropriate administrator as follows:
Full time employees
Full-time staff employees first need to seek a work schedule modification from their supervisor. A Notice of Work Schedule Form and a Summer Hardship Exception Form are required for any employee not working the negotiated 4/10 summer work schedule. Employees must forward the forms and any supporting documentation to the Director of Labor Relations (campus zip 0010 or laborrelations@csuchico.edu) after authorization from their supervisor.
An alternative Monday – Thursday, 10-hour schedule (e.g., 6:30 a.m. to 5:00 p.m., 7:30 a.m. to 6:00 p.m., 8:00 a.m. to 6:30 p.m., etc.) may be used as an adjustment and will NOT require a Summer Hardship Request Form or Notice of Work Schedule Form.
Part time employees
Employees who work schedules that include working on Fridays will be contacted by Labor Relations regarding completion of Notice of Work Schedule Form to coordinate the employee's summer schedule.
- What if my supervisor and I cannot agree on a work schedule modification?
If the employee and the supervisor are unable to work out a modification, the employee shall complete a Summer Hardship Exception Form with supporting documents. The employee must forward the form and documentation to the Director of Labor Relations at (campus zip 0010) and submit a copy of the form and documentation to their appropriate manager.
- Can I use vacation or Compensating Time Off (CTO) to modify my work schedule?
Non-Exempt Employees
Yes, non-exempt employees may use accrued vacation time and/or CTO with the approval of their supervisor. Employees should enter their Vacation and CTO usage using the Absence Management Self Service (AMSS) system.
Typical Example
A non-exempt employee has been assigned to work the 4/10 schedule, and would like to use 2-hours vacation each workday (Monday through Thursday).
- If the supervisor agrees, this requested will be treated like any request for time off and should be reported using the Absence Management Self Service (AMSS) system. No Notice of Work Schedule Form is required because the employee is working the 4/10 schedule and using approved time off to modify.
- If the supervisor does not approve the use of vacation and/or CTO, then a Summer Hardship Exception Form is required and must be submitted to the Director of Labor Relations (at campus zip 0010).
Exempt Employees
Yes, exempt employees may use vacation to modify their work schedule with an approved Notice of Work Schedule Form and a Summer Hardship Exception Form.
Typical Examples
An exempt employee has a hardship and can only work an 8-hour day.
- The employee should submit a Summer Hardship Exception Form explaining why they need the exception and a Notice of Work Schedule Form that indicates their summer work schedule.
- From this example the the work schedule would show 8-hours daily, Monday through Friday, with the employee using vacation time on Friday. The employee cannot work on Friday, because the campus is closed.
An exempt employee has a hardship and can only work a 9-hour day.
- The employee should submit a Summer Hardship Exception Form explaining why they need the exception and a Notice of Work Schedule Form that indicates their summer work schedule.
- From this example, the work schedule would show 9-hours Monday through Thursday, and 4-hours on Friday with the employee using vacation time on Friday. The employee cannot work on Friday, because the campus is closed.
- I want to take a dock instead of using my vacation and CTO. Can I do this?
Yes, if you have an approved Summer Hardship Exception Form.
If an employee does not want to use vacation time or CTO, the employee may take dock time with their supervisor’s approval and an approved Summer Hardship Exception Form. When a Notice of Work Schedule Form is required, Labor Relations will reach out to the employee and their supervisor to provide guidance.
For employees who take dock time, payroll requires use of a paper absence report(opens in new window) (AMSS is not used to submit dock time).
A preliminary paper absence report is due by the 15th of each pay period to ensure paychecks issue correctly and to ensure that paychecks are available on payday.
The final paper absence report must include all leave and docks used during the pay period(s).
- What if I work overtime on one day and have used one hour of vacation or CTO on other days during the week?
Vacation and CTO are considered “time worked” and are counted toward the 40-hour workweek. Anything over 40 hours in a week for non-exempt employees is considered overtime, even if some of that time is vacation or CTO.
- Can I use my Personal Holiday to cover an hour a day during the 4/10 schedule?
No, your personal holiday must be used as an entire day. If you take a day off, Monday through Thursday, your personal holiday covers the entire 10-hour day.
- What is the purpose of the campus 4/10 summer work schedule?
The purpose of the summer schedule is to provide an employee benefit of three-day weekends and reduce our carbon footprint.
- What will be the impact on vacation and sick leave use and accrual rates?
If a 10-hour day is used for either vacation or sick leave the accrual will be reduced by that same number of hours. Employees should enter their Vacation and sick leave usage using the Absence Management Self Service (AMSS) system. The summer schedule will have no effect on leave accrual rates.
- What if I Work an area with 24/7 operations, such as University Police Department and the University Farm?
The negotiated summer work schedule excludes areas with 24/7 operations, such as the University Police Department (UPD), University Farm, and University Housing (UH). These areas must coordinate with Labor Relations to notify the Payroll Office who will not be working the negotiated summer work schedule.