Policies & Procedures
Hours of Work
The work week at Rogers State University begins at 12:01 a.m., Saturday, and ends at 12:00 midnight, Friday. An employee will be scheduled to work 40 hours per work week, and normal work hours are from 8 a.m. to 5 p.m., with one hour off for lunch. Supervisors may designate the lunch hour and make adjustments in the beginning and ending times of an employee's workday or work week to meet the needs of the University.
Flextime is an alternative work pattern that allows supervisors the flexibility to vary the arrival and departure times of employees, as long as they work 40 hours per week. This arrangement allows variations in the length of the workday/work week. All flextime decisions are subject to departmental approval. Control, supervision, and all exceptions will be handled by the supervisor on a case-by-case basis. Flextime should be of benefit to both the employee and the University. Written authorization and description of flextime arrangements must be reported to the Payroll Clerk by the supervisor.
The lunch period consists of one hour daily, unless otherwise scheduled by the supervisor to meet special needs. An employee may not forego the lunch period to shorten the workday or work week or rearrange or extend the lunch period without prior consent of the supervisor.
At the discretion of the supervisor, work breaks are allowed for those employees performing physical labor and/or those employees working in harsh climate conditions. The work break should not interfere with the proper performance of the job responsibilities of the department or University. A work break cannot be longer than 15 minutes twice a day from the point of cessation of labor to resumption of labor. Breaks should be considered a privilege, rather than a right. Break time cannot be accumulated, added to lunch periods, or otherwise used to shorten the workday or work week.
An employee who expects to be late or absent from work is responsible for notifying his or her supervisor as soon as possible. The employee should also indicate when he or she will report back to work. This is not only a courtesy, but it also allows the department to make other work arrangements as necessary. Any employee who fails to comply with this rule will be subject to disciplinary action, up to and including dismissal.
In chronic or unusual cases of absenteeism, the University reserves the right to require documentation or verification of the reasons for absence. Excessive absenteeism will be reflected in the employee performance evaluation and may lead to disciplinary action, up to and including dismissal.
An employee is expected to be at his or her workstation at the scheduled work time. Habitual tardiness is a matter for disciplinary action, up to and including dismissal.
An employee who fails to report to work for three consecutive workdays without notifying his or her supervisor will be considered to have abandoned his or her position. The last day of work will be the effective resignation date.
Overtime work is to be performed only when approved by the employee’s department supervisor in advance. When it is necessary for an employee to work more than eight hours in a workday, the work week should be rearranged so that it does not exceed forty hours. When the hours worked in a work week (excluding paid leave hours and holidays) exceed forty, the employee will be granted compensatory time at the rate of time-and-one-half for each hour of overtime worked. When the hours credited during a work week exceed forty hours but actual hours of work do not, the employee will be granted compensatory time at the rate of hour for hour.
Compensatory time off should be taken within the next pay period unless it places a hardship on a department. The supervisor will determine when this compensatory time is to be taken with the least amount of disruption to University operations. Compensatory time off should not be used to allow an employee to be absent from work for extended periods of time. Compensatory time may not be accumulated beyond a balance of sixty hours and may not be carried over to the next fiscal year. Any exceptions must be approved in writing by the Vice President for Business Affairs.
If a department cannot allow an employee to take compensatory time off as compensation for overtime, the University will pay the overtime. Payment of overtime is calculated as the number of hours granted as compensatory time times the hourly rate of pay. The hourly rate is calculated by dividing the monthly base salary by 173. Overtime wages are for non-exempt employees only.
Each department head/supervisor is responsible for maintaining adequate overtime records for his or her employees. A record should be maintained of each employee’s compensatory time activity documented on an Employee Monthly Time and Leave Report and submitted to the Human Resources Office on the last day of each calendar month.
An employee transferring from one department to another is required to use accumulated compensatory time prior to the transfer.
Some positions may require an employee to be placed "on call," subject to being available should his or her services be required. In some instances, this may require the assignment of a personal pager or cellular telephone to the employee at the University’s expense.