Policy Number: III-1
Last Reviewed: October 16, 2026
Responsible Dept.: Human Resources
A signed copy of this policy is available in the President’s Office.
Purpose
Establishment of a policy outlining when and how alternate work schedules may be used at Virginia Western Community College.
Alternate work schedules will be approved only when they are in the best interest of the college and align with its mission. Decisions are primarily based on the nature of the work, college, and departmental needs. Alternate work arrangements are operational tools, not employee rights or benefits, and approval is based on ensuring that student and customer needs are met, not merely employee preference. Alternate work schedules do not change the terms and conditions of employment or impact required compliance with all state, federal, VCCS, and Virginia Western laws, policies, and/or procedures.
General Provisions for Alternate Work Schedules
Alternate work schedules may be a benefit to both the college and the employee. However, decisions about alternate work schedules are made based on college business needs, the ability to support our customer and the mission, and specific position requirements and responsibilities. These decisions are based on the position, not individual preference.
An alternate work schedule does not automatically move with an employee who assumes a new role or when roles and responsibilities of a position significantly change. An employee moving into a position where an alternate work schedule previously existed is not automatically granted the same arrangement.
The college reserves the right to end an alternate work schedule at any time. Generally, the employee will be given two weeks’ notice of the intention to end the arrangement, but advance notice is not required. An arrangement may be temporarily suspended if operational or business needs demand it.
Alternate work schedules are defined through the Standard Work Schedule Agreement, established for the period specified on the agreement.
Supervisors or college leadership may require employees to report to the college as needed for work-related meetings, events, or to meet operational needs. If there are routinely scheduled meetings for which on-campus presence is required, supervisors should discuss those expectations during the initial alternate work arrangement conversation.
Definitions
Alternate Work Schedule – Arrangements that differ from the standard work week schedule
Compressed Work Schedule – A schedule where the number of workdays per week is shortened but the number of worked hours in a day is increased to ensure the same number of scheduled work hours over a work week or pay period (e.g. five 8-hour days is modified to four 10-hour days). Non-exempt employees may not work a compressed schedule that would deviate from a 40-hour work week within the college’s standard workweek of Friday through Thursday.
Flexible Work Schedule – A schedule that is other than the college’s normal business hours of 8 AM – 5 PM with a 1-hour lunch break.
Standard Workweek – Virginia Western’s standard workweek is Friday through Thursday.
Standard Work Schedule Agreement – A required, written agreement between the employee and the college that details the terms and conditions of alternate work arrangements, including schedule and location. Agreements will be confirmed annually unless changes to the schedule or telework occur in the meantime. Agreements are kept for all full-time classified, administrative and professional faculty, and ongoing part-time employees; full-time teaching and adjunct faculty have expectations for modality and flexibility addressed through their teaching appointment contracts.
Alternate Work Schedules
Virginia Western’s standard hours of operation are Monday through Friday 8am – 5pm. Departments may develop hours of operation that increase hours of availability if such a schedule is responsive to business needs and/or customers; departments may not reduce operating hours below the standard.
Flexible Work Schedule
A flexible work schedule allows for variation in start and end times while maintaining required weekly work hours and operational coverage. Employees may be granted a flexible work schedule when such a schedule supports the needs of the college and our customers and is mutually agreed upon by the employee and his/her supervisor. The immediate supervisor may approve a flexible work schedule; however, flexible work schedules should not be considered to be permanent and may be altered or ended as determined by the supervisor or other leadership.
Compressed Work Schedule
Employees may be granted a compressed schedule within the department’s hours of operation, allowing them to work longer hours per day resulting in a shorter workweek. The immediate supervisor may provide initial approval of a compressed work schedule with the final approval granted by the department head. Compressed work schedules should not be considered to be permanent and may be altered or ended as determined by the supervisor or other leadership. Considerations:
- Non-exempt employees may not have a compressed schedule that exceeds 40 hours during any seven-day workweek. The provisions of the Fair Labor Standards Act (FLSA) will apply with regard to overtime.
- Use of accrued leave will reflect the scheduled workday. For example, if an employee is scheduled for a 10-hour workday and uses sick or annual leave, it will be charged as 10 hours of leave.
- State holidays count as eight (8) hours of holiday leave. An employee whose 10-hour workday falls on an observed holiday will need to work an additional two (2) hours in that work week to achieve 40 hours or supplement with two (2) hours of leave.
ADA/Accommodation
Employees with certified FMLA and/or ADA accommodations may request an alternate work schedule as a reasonable accommodation for illness/injury recovery or disability accommodations, subject to HR and legal review. Such requests will require appropriate disability, FMLA, and/or reasonable accommodation request documents, as provided by Human Resources. In these circumstances, the agreement is typically aligned with the approved leave or accommodation period; however, final HR approval is required before implementation.
Additional Information
References
DHRM Policy 1.25 Hours of Work
2.2-2817.1 Code of Virginia
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