Drafting a Compressed Work Week Policy

A policy document for your compressed work week program can be essential to its success. Develop it with the help of a committee from your organization and receive their approval before approaching management. It should explain the program and use specific policy statements to define the rights and responsibilities of those on the CWW schedule. Many organizations require participants to sign the policy document to indicate they have read and understood it. The policy guidelines shown here will be a good starting point and can be adjusted to meet your organization’s program.

Getting Started

A policy document can contain information regarding three main categories: background information, specific program requirements, and policy statements.

Background Information

Use the information that was included in your proposal to management and emphasize the benefits for employees and their supervisors. Define the CWW schedule(s). Include the objective and/or goals of your CWW program.

1.0OBJECTIVE

State the objective of your CWW program. Is it to reduce single occupant trips? Is its focus on improving productivity, morale, or retention?

1.1EFFECTIVE DATE

State the date this policy is effective.

1.2DEFINITIONS

Give a definition of what a compressed work week schedule is and the different options available such as a 9/80; 4/10; 3/36; or a combination schedule. You may also want to provide a sample of what each looks like in calendar form for a two-week period.

Also define what the CWW “day off” will be called: flex day, earned day off, etc.

Program Requirements

Be specific with eligibility requirements so employees know when they can be part of the CWW program. Evaluation and reporting requirements can be established here. A statement on coverage should be included as well.

2.0ELIGIBILITY

Define length of employment before becoming eligible; performance standard requirements, supervisor approval, etc.

2.1EVALUATION

Will compliance of the schedule be wrapped into performance evaluations?

2.2COVERAGE & REPORTING

State how an employee’s responsibilities will be handled on his/her day off; how phone calls will be answered, and whether a shift to a different manager will occur on supervisor’s day off.

Policy Statements

Try to uncover as many issues as you can so they can addressed up front. Write a policy statement for each issue. Begin by stating that the basic terms and conditions of employment, including salary, benefits, and leave will not be affected by a CWW schedule, unless otherwise noted.

3.0WORKING ON YOUR DAY OFF

State how you will handle situations where employees have to work on their scheduled day off. Will employees be able to choose another day off during that week? Will non-exempts be paid overtime?

3.1SCHEDULING EARNED DAY OFF

Typically, employees are not able to accumulate their earned days off. They must be used within the pay period. Using Monday or Friday as a flex day will maintain core days Tuesday through Thursday. Scheduling of flex days should be subject to management approval.

3.2HOLIDAY, VACATION & SICK PAY

If the employee’s day off falls on a holiday, then the employee should be given another day off during that week or pay period, usually either the day before or day after the holiday. Establish how many hours the holiday will include. Will it be an eight hour day with time compensated during the week by the employee? Or, will it be considered an entire day of holiday pay? Employees may also decide to work a regular EIGHT hour day schedule for the week that includes a holiday. These decisions should be made for vacation and sick time as well.

3.3OVERTIME

Arizona law requires that non-exempt employees should be compensated for more than 40 hours worked in a workweek.