Procedure Number: 108 Effective Date: 10/03/91
Title: Additional Work Revised: 07/01/97; 03/15/05
Approval Date: 04/19/06 President’s Signature: on file

STATEMENT:

Off-duty Classified Staff may be called back in to work or assigned additional hours of work.  Additional work should be anticipated from time to time, and employees are expected to work additional hours when such additional hours become available.  (If refused by senior employee(s), the junior employee(s) in the classification must accept the additional hours.)  Under certain circumstances, such as emergencies and other important occasions such as commencement activities where larger, short-term mobilizations of manpower are unavoidable, additional work may be required without right of refusal.  This Procedure shall be construed as University-wide.

Any department head or supervisor authorized by the President or the President’s designee has the authority to assign additional work and initiate the call-in procedure.  The department head or supervisor shall, however, make every reasonable effort to schedule work during normally assigned duty hours.  Under no circumstances shall the authority to initiate the call-in procedure be delegated to non-supervisory staff.

PROVISIONS:

I. A seniority roster shall be maintained for each classification.  Each roster shall be operated rotationally.  The most senior classified employee in the affected classification will be granted the additional hours of work.  On the next occasion, the next most senior employee will be granted the additional hours, and so on.  If the employee whose turn in the rotation to receive the additional work cannot be reached after reasonable attempts, is on approved leave, or is excused by the supervisor for good cause, the additional hours of work will be granted to the next employee on the rotation for that classification. The employee or employees thus passed over will not lose their turn in the rotation for subsequent additional work. Employees who refuse additional work other than as described immediately above shall be treated for purposes of the roster as if they had accepted the work and placed at the bottom of the list.

II. In the event that no classified employee working in the classification affected is available, a classified employee working outside the affected classification who can competently and safely perform the work required may be called in.  If more than one such classified staff employee exists, the most senior qualified shall be granted the additional work.  The department head or supervisor authorized to assign the particular overtime shall determine who is qualified to perform the particular work in question.

III. Understanding that it is counter-productive to call employees in for very brief periods, the department head or supervisor assigning the work shall ensure that staff called in have work available for them to earn a minimum of two hours.

Overtime shall be paid in accordance with the Fair Labor Standards Act (FLSA) and other applicable policy and/or procedures of the University. Only hours actually worked shall be included in calculating overtime and compensatory time.  Pay which is received for various leaves or holidays shall not be counted as hours worked for purposes of overtime.

IV. CALL IN ROSTER PROCEDURE

A. Department heads and supervisors shall maintain a roster of all classifications under their supervision, by rank and seniority, all staff within each classification.

B. Along each name the department head or supervisor shall mark when each employee was last granted (or the employee refused) additional work.

C. The classification roster where a particular classified employee’s name appears shall be available to that employee upon request at any reasonable time for review.

D. Since rosters are records, the department head or supervisor shall be the only person permitted to make entries or annotations on the rosters.  Annotating on the roster shall be presumed to be made by the department head or supervisor under whose control the roster is maintained.

E. Each roster shall be regularly updated by the individual department to account for new personnel actions having the effect of changing the order or identity of classified employees on a particular roster.

F. Department heads and supervisors shall document the date, time, and means by which efforts were made to contact classified staff on the roster when employees cannot be reached.