Administrative Policy Manual
Flexible And Part-Time
Work Schedules For Office,
Supervisory, And
Management Employees
Effective Date: 8/4/10
Chapter 3 - Personnel
Policy #
Responsible Department:
Human Resources
Attachments:
Prior Versions:
10/17/94, 09/29/97, 12/12/07
Purpose
The District recognizes that flexible or part-time work schedules may meet some employees’
personal and family needs and may result in benefits to the District such as retention of valued
employees, reduced turnover, and reduced absenteeism. The purpose of this policy is to
provide guidelines regarding flexible and part-time schedules.
Policy
Flexible and part-time schedule requests will be evaluated on a case-by-case basis with
approval based on the impact to District operations and business needs.
Procedures
I.
Flexible Work Schedules
Flexible work schedules shall be developed between the individual employee, supervisor,
and department manager for review by the Management Team.
A. Proposed arrangements for flextime will be reviewed and confirmed by the
Management Team to ensure that there is fairness, consistency, and coordination in
their application, and that negative impacts on other departments are avoided.
B. Supervisors and department managers are responsible for maintaining a level of internal
project support needed to meet established project schedules and deadlines.
C. Supervisors and department managers are responsible for ensuring that flexible work
schedules do not adversely impact work productivity or responsiveness to internal
clients, the public, or other outside agencies. If impacts are unavoidable, then flextime
should be limited or terminated.
D. Flextime proposals and schedules should be reviewed regularly against meeting
schedules, assignments, and other business needs of the District to ensure that there is
no conflict, undue burden, or interference with such needs. It is the responsibility of the
supervisor, department manager and the employee to perform this review, and to give
document1
Page 1 of 7
adequate notice (generally one week) of any needed change in, or deviation from, the
flextime schedule.
E. The core work hours for the District Administrative Office are 9:00 a.m. to 4:00 p.m.,
Monday through Friday. When there are conflicts between the proposed flextime
schedule and needs for attendance during core work hours, the core work hours shall
take precedence.
F. Each department manager shall discuss flexibility of actual work hours with staff
members in his/her department to determine individual work schedules. Staff members
are expected to be present at regular meeting times (e.g. All Staff meetings and
individual department staff meetings). Managers shall review proposed individual
schedules with the Management Team prior to approving a specific schedule under this
policy to ensure that interaction with staff members in other departments is not
impacted.
G. A nine (9) hour day with a day off every other week (9/80) schedule is an acceptable
work schedule option and is subject to the specific guidelines listed in Section II below.
H. Flextime is a privilege that may be granted based on the following minimum
qualifications:
1. The employee has shown consistent reliability and punctuality in attendance and
work productivity.
2. The flextime schedule does not inhibit direct responsiveness to day-to-day
operations or administration duties and assignments.
3. The employee is not required to attend meetings, be on-site, or work with others
during the flex period to support the productivity of the District and others.
I. The review process for consideration of individual employee participation in the
flextime program shall include a review of the following factors for each position:
1. The proportion of the normal work day or work week which requires communication
or coordination with members of the general public, employees of various outside
organizations, or personal contact with other District staff members.
2. The nature of the tasks, such as: field work that requires travel time; research and
writing or similar tasks that require limited or no coordination with others;
generation of work product created by others, such as typing materials produced by
other staff members; consulting, supervising and other tasks that require
coordination with others; tasks that need to be completed during the operational
hours of other organizations; and tasks that must be completed after traditional
work hours.
document1
Page 2 of 7
3. The degree to which the ability of one employee to produce work is dependent upon
the regular presence of another employee.
4. The extent to which the position is dependent upon the District being "open for
business" during normal business hours.
II.
9/80 Work Schedule
The purpose of the 9/80 program is to provide an alternative work schedule for
participating employees. This schedule represents an adjustment to the traditional fixed
schedule of working eight (8) hours per day, five (5) days per week. The program is intended
to provide employees a greater degree of control over their work lives and greater flexibility
in scheduling non-work activities, without impacting the District's mission, productivity and
responsiveness to members of the public.
A. The program will consist of six-month maximum participation periods and will be
reviewed during the regular performance evaluation process. There is no limit to the
number of times an employee can request to participate in the program. To avoid
scheduling conflicts within departments (e.g., two employees with similar
responsibilities are selected for the same time period), department managers may
rearrange the selected employees' 9/80 schedule.
B. Employees in most job classifications whose work performance meet or exceed District
performance standards, are eligible to participate in the program. Employees in the
following classifications are not eligible to participate in the program:



Department Managers
Area Superintendents
Receptionist/Administrative Assistant
C. In all cases, the General Manager has the final authority to approve, deny, or suspend
participation in the 9/80 program.
D. The scheduled day off for participants in the flexible work schedule program will be
limited to every other Monday. Requests for a day off other than Monday will be
considered on a case-by-case basis, and must be approved by the department manager
and the Management Team.
E. The 9/80 schedule will consist of one (1) week of five (5) workdays, comprising of four 9hour days and one 8-hour day, and one (1) week of four 9-hour days and one (1) day off
as follows:
M
8
document1
T
9
W
9
TH
9
F
9
M
0
T
9
W
9
TH
9
F
9
Page 3 of 7
In order to comply with FLSA overtime regulations for non-exempt employees, the 8hour day must be opposite the scheduled day off. The day off shall be non-payroll
Mondays.
F. All workdays shall include the core work hours of 9:00 a.m. to 4:00 p.m., and work
schedules should be regular and recurring. However, department managers may
approve rescheduling of an employee's day off in order to meet specific needs of the
District and/or the employee.
G. When a holiday falls on an employee's 9-hour workday, the employee will receive eight
(8) hours of holiday pay and will be charged one (1) hour of vacation, personal leave, or
(for non-exempt only) compensatory time. When a holiday falls on an employee's
regularly scheduled 9/80 day off, the employee will accrue eight (8) hours of holiday
time and the holiday will be taken off the following day, unless the employee arranges
in advance with his/her program leader to take another day off during the same pay
period. Supervising patrol rangers with weekdays off may bank the holidays that fall on
their regularly scheduled 9/80 day off.
H. Employees who take sick leave, vacation time, or other paid time off on a regularly
scheduled workday will be charged with the number of hours they were regularly
scheduled to work. For example, if an employee takes sick leave on a 9-hour scheduled
workday, he or she will be charged with nine (9) hours of sick leave.
I. Employees participating in the program will be responsible for ensuring that the 9/80
work schedules do not adversely impact work productivity or responsiveness to the
public, outside agencies or other work groups. Employees are accountable for their own
work and their participation in the 9/80 program should not increase the work of
others.
J. The 9/80 work schedule is a temporary privilege. Approval of a 9/80 work schedule does
not constitute or create an entitlement or vested right to a continued 9/80 work
schedule. Employees on a 9/80 work schedule will indicate their acceptance of the
conditions of this policy by completing and signing a Flexible Work Schedule
DECLARATION OF EMPLOYEE WORK WEEK form, which shall be kept in the employee's
personnel file.
III.
Part-Time Work Schedules
Part-time work schedules of no less than one-half time may be developed between the
individual employee, supervisor, and department manager according to the following
guidelines:
A. Employees in most job classifications whose performance meets or exceeds District
performance standards, are eligible to request a part-time work schedule. Employees in
the following classifications are not eligible to participate in such schedules:
document1
Page 4 of 7




Department Managers
Area Superintendents
Operations Field Supervisors
Receptionist/Administrative Assistant
Classified regular part-time positions approved by the Board are not eligible to
participate in an additional part-time work schedule. Compensation and benefits shall
be provided as set forth in the District's Personnel Policies and Procedures Manual.
B. A part-time work schedule that is proposed by an employee in a regular full-time Board
approved position, will only be granted in unusual and extraordinary circumstances, and
will be temporary and will not set a precedent for approval of other such requests. Such
proposals must be fully explained by the employee and documented by the department
manager, in writing. The employee must specifically explain to the General Manager's
satisfaction how the employee will provide the essential services of the position and
what specific steps will be taken to avoid an adverse impact or undue burden on District
operations or staff members. Part-time work schedules will not ordinarily be available
for supervisory positions. However, if such a supervisorial schedule is proposed, the
method of mitigating any adverse impacts or burdens of the reduced supervisorial
duties must be further explained in detail. Because of the potential burdens on
adequately managing the District's programs, the number of part-time positions existing
at any one time under this Policy shall be determined by the General Manager and will
normally be limited to one employee per department at any one time.
C. Upon the recommendation of the employee's Department Manager, requests for a parttime schedule will be reviewed and approved by the General Manager on a case-by-case
basis, after consideration and consultation with the Management Team to ensure that
there is fairness, consistency and coordination in their application, and that negative
impacts on other departments are avoided.
D. Part-time schedules may be granted based on the qualifications set out in Sections A, B,
and C, and the following additional qualifications:
1. The employee has shown consistent reliability and punctuality in attendance and
work productivity; and
2. The part-time schedule does not inhibit direct responsiveness to day-to-day
operations or administration duties and assignments; and
3. The employee is not required to attend meetings, be on-site, or work with others
during his or her non-working period to support the productivity of the District and
others.
E. The review process for consideration of individual employee part-time schedules shall
include a review of the following factors for each position:
document1
Page 5 of 7
1. The proportion of the normal work day or work week which requires communication
or coordination with members of the general public, employees of various outside
organizations or personal contact with other District staff members.
2. The nature of the tasks, such as: field work that requires travel time; research and
writing or similar tasks that require limited or no coordination with others;
generation of work product created by others, such as typing materials produced by
other staff members; consulting, supervising and other tasks that require
coordination with others; tasks that need to be completed during the operation
hours of other organizations; and tasks that must be completed after traditional
work hours.
3. The degree to which the ability of one employee to produce work is dependent upon
the regular presence of another employee.
4. The extent to which the position is important or dependent upon the District being
"open for business" during the District's normal business hours.
5. Supervisors and department managers are responsible for ensuring that part-time
work schedules do not adversely impact work productivity or responsiveness to the
public or other outside agencies, if such impacts occur or are foreseeable, then parttime schedules should be limited or terminated.
6. Part-time schedules should be reviewed every six months to insure that no adverse
impacts are occurring. Department managers shall evaluate the impact of the parttime schedule on District business needs such as meeting schedules, assignments,
and other business needs of the District to insure that there is no conflict, undue
burden, or interference with such needs. It is the joint responsibility of the
supervisor and/or department manager and the employee to perform this review
during the normal performance evaluation process. After this review, the
Department Manager may recommend that the part-time schedule continue,
subject to approval by the General Manager. If the General Manager determines
that the business needs of the District require the termination of the part-time
schedule, the employee shall be given thirty (30) days prior written notice that the
employee is required to work a regular full-time schedule 30 days from the date of
the notice.
7. It is recognized that occasionally District business needs may require the presence of
the part-time employee outside of the normal part-time schedule. Where feasible,
the supervisor or department manager will endeavor to give the part-time employee
adequate advance notice (one week, if feasible) of any needed change in, or
deviation from, the regular part-time schedule.
8. Each Department Manager shall discuss part-time schedules with staff members in
his or her department to determine individual work schedules. Staff members are
document1
Page 6 of 7
expected to be present at regular meeting times (e.g., All Staff meetings or
individual department staff meetings).
9. Compensation and benefits provided to the part-time employee for which they
would be eligible if working full time under the District's Personnel Policies shall be
pro-rated in proportion to the hours worked. Part-time employees are eligible for
the same paid holidays as set out in the Personnel Policies on a pro rata basis
according to the number of hours they work. Other leaves for which employees are
eligible (i.e. sick, personal and administrative leave) will also be earned on a pro-rata
basis according to the number of hours worked. Part-time employees shall earn
vacation leave on a pro rata basis in accordance with the number of hours paid,
exclusive of overtime.
10. Part-time employment is a temporary privilege, not a right. Approval of a part-time
schedule does not constitute or create an entitlement or vested right to continued
part-time employment. All decisions of the General Manager regarding part-time
schedules are final and not subject to appeal or grievance procedures. Part-time
employees will indicate their acceptance of the conditions of this policy by
completing and signing the Part-Time Employment Agreement form, which shall be
kept in the employee's personnel file.
General Manager’s Signature:
_________________________________________
Dated:
_________________________________________
document1
Page 7 of 7