Department

Library Administration

Purpose

Reference for Library Search Committee candidates' lunch and dinner schedules with hourly staff.

Overview

Library hourly staff members may be asked to serve on a library candidate search.  The following provides a procedure for defining the hourly employee's work week when carrying out search committee duties.

Required Knowledge/Skills

Access candidates documents found in the library's shared drive; Colleague Self-Service Time Entry training 

Safety Issues/Precautions

n/a

Equipment/Supplies

Computer, Colleague Self-Service Time Entry access, Staff Employee Handbook

Procedure

1) Review entries found on page 8 of the Staff Employee Handbook and noted below:

2.5.2 Regular Work Schedules

A regular work schedule consists of the established days and hours during which employees are expected to perform work tasks.

While regular work schedules will be maintained as consistent as possible, they are subject to change at the discretion of the department head or supervisor in order to meet the needs of the University.  From time-to-time some temporary modifications may be necessary and appropriate, such as to cover for an absent co-worker.  Reasonable efforts will be made to notify hourly paid employees at least two in advance of changes or modifications to their regular work schedules.

Note: Some hourly paid job positions, usually in limited part-time or temporary roles, do not permit establishing a permanently consistent work schedule.  Employees in these positions should be notified prior to the time of hire that their work schedules may fluctuate week over week.

2.5.2.1. Overtime

Overtime refers to time worked by non-exempt employees in excess of 40 hours in a work week.  Only actual work time is used in calculating overtime. That time is calculated at a rate of 1.5 times an employee’s regular rate of pay.  Supervisors are expected to manage their direct reporting hourly employees’ workloads, including the scheduling of work assignments, within the framework of the employees’ regular work schedules.  In this regard, supervisors are expected to anticipate and authorize overtime in a deliberate manner as circumstances require and within their discretion.

2.5.3. Flexible Work Scheduling
Valparaiso University recognizes that occasionally personal circumstances will arise for which employees may desire a temporary change in schedule to accommodate their personal needs. Valpo has adopted a Flexible Working Schedule Policy which authorizes department heads or their supervisors to make incidental changes within a work week to work schedules or assigned working hours on a case-by-case basis as may be provided without affecting productivity.  Flexible work scheduling should not be confused with scheduling changes made for purposes of the Family and Medical Leave Act, American’s with Disabilities Act accommodations, or managing Workers’ Compensation claims.

Flexible work scheduling is only available to staff employees who work under an established, regular work schedule. Although department heads or their supervisors are encouraged to make flexible work time and flexible work schedules available when feasible, these arrangements are exclusively in their discretion.

2. Hourly staff member discusses with the supervisor his or her schedule preferably two weeks before the candidate’s visit date. If the staff member has been assigned/volunteers to have lunch or dinner with the candidate, the supervisor needs to make every effort to accommodate the request.
3. If the lunch or dinner time requires the employee to work beyond 40 hours, the staff member will be paid overtime (Overtime applies only to hours worked).
4. If an employee hasn’t accumulated actual work time (40 hours) due to a vacation day, sick day, and/or holiday, the employee is paid regular time for lunch and/or dinner time.
5. The employee or employee's supervisor notifies the library's administrative assistant of lunch or dinner time added by the employee or supervisor in Colleague Self-Service Time Entry so the time entered is approved.