Summer Schedule Exceptions

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• Summer Schedule Information
• 4/10 Summer Schedule FAQ
• Summer Schedule Exceptions and Deadline
• Departments Excluded from Summer Schedule
• Personal Summer Hardship Request Process for Employees
• When is the Summer Hardship Exception Form Required?
• Hardship Exception Request Process Guide for Managers
• Calendars

Exception Request Deadline: Friday May 10, 2024

The following actions are due to Labor Relations, via email to laborrelations@csuchico.edu, by May 10, 2024:

• Departments Excluded from Summer Schedule
• Personal Summer Hardship Exception Requests
  • Summer Hardship Exception form(opens in new window)
  • Notice of Work Schedule Change(opens in new window)

Departments Excluded from Summer Schedule

University Police Department (UPD), University Farm, and University Housing (UH) must coordinate with Labor Relations to notify the Payroll Office who will not be working the standard summer work schedule by the exception request deadline. This provides Payroll sufficient notice of employees not to move to the new schedule.

Personal Summer Hardship Request Process for Employees

Please send an email to your appropriate administrator, prior to the exception request deadline, to request an exception to the campus 4/10 summer schedule.

Campus administration will work with employees to grant exceptions  to staff for whom this schedule may constitute a hardship due to childcare, elder care, medical issues, and/or physical limitations.

Departments must maintain full on-campus services, Monday through Thursday, during the summer schedule. Managers are asked to consider requests AND ensure operational needs are met.

If your appropriate administrator does not approve your personal summer hardship exception request, you may submit a  Summer Hardship Exception form(opens in new window) to Labor Relations for review.

When is the Summer Hardship Exception Form Required?

The  Summer Hardship Exception form(opens in new window) is required if:

• The manager has denied the employee's request, OR
• The employee is requesting a schedule that involves working on days other than the standard summer schedule (Monday - Thursday), OR
• An exempt employee is requesting to use vacation time in partial day increments, OR
• An employee is requesting a dock or reduced hours, OR
• If the requested is based on a Health Related Issue

The Summer Hardship Exception Form is not required if:

• An employee is working Monday - Thursday, 10 hours a day (e.g., providing an alternative 10-hour work schedule, such as 6:00 a.m. to 4:30 p.m. or 7:00 a.m. to 6:00 p.m. with a one hour lunch).
• A non-exempt employee requests and is granted vacation or CTO on a Monday - Thursday schedule, totaling 10 hours a day.

Hardship Exception Request Process Guide for Managers

Campus administration will continue to work with employees to grant exceptions to staff for whom this schedule may constitute a hardship due to childcare, elder care, medical issues, and/or physical limitations. 

Upon receipt of any hardship exception requests, the appropriate administrator should first review the following guidance for next steps.

Considerations

Departments must be fully staffed  on campus, Monday through Thursday, and offer full coverage to ensure business operations are not impacted.

Consider:

• An alternative 10-hour work schedule (such as 6:00 a.m. to 4:30 p.m. or 7:00 a.m. to 6:00 p.m. with a one hour lunch). Ensure employees take a minimum of a 30-minute lunch break
• The use of compensatory time off (CTO) or vacation to reduce the hours of work for non-exempt employees.
• Partial Telework may be used in lieu of CTO, vacation, dock or reduced hours. Remember, full-time Telework must be approved by the President.
• A Notice of Work Schedule Change(opens in new window) should be completed for any employee who will not be working the standard summer work schedule (including part-time employees) by the exception request deadline. View a sample (PDF).

Process

1. If an employee indicates the Summer Schedule is a hardship for them, explore ways they may be accommodated, including the potential of a partial Telework schedule. Learn more about the campus Telework Program, when to complete a Notice of Work Schedule Change(opens in new window), and/or a  Summer Hardship Exception form(opens in new window).
2. If a manager receives the Summer Hardship Exception form based on a health-related issue, they should immediately direct the employee to contact the Human Resources Service Center (HRSC).
   1. If the employee presents medical information, documentation, or certification, have the employee send or bring it directly to HRSC.
3. If a manager receives the Summer Hardship Exception form because of Childcare and/or Eldercare obligations, the manager should instruct the employee to provide documentation from the care facility (typically related to hours of operation), and an explanation of the requirements or restrictions the employee will face working the 4/10 summer schedule.
4. If an employee is requesting an exception to care for a family member, have them complete the Summer Hardship Exception form and forward the form directly to Human Resources. “Family Member” is defined under the applicable Collective Bargaining Agreement.
5. If an employee is requesting hardship for some other reason, then contact Labor Relations to discuss.
   In all cases, the Appropriate Administrator should sign the Summer Hardship Exception form. 

Contact

Please contact Labor Relations with questions. Please submit any forms via email to  laborrelations@csuchico.edu.