Policy Information for Supervisors

If an individual is REQUIRED to work as part of their campus role and position responsibilities, staff and supervisors should plan to support these events as part of their work week and should discuss with their supervisor how assisting in these events can be integrated into their regular hour work week. Therefore, the supervisor could consider reducing work hours during the week to account for the weekend hours that will be worked. 

If regular work hours cannot be reduced in the same week as the event:

  • FLSA exempt employees: could be offered alternate administrative leave to use within the remainder of the fiscal year. Employees can code this as ADMN-Administrative Leave in MyLeave or their specific time-keeping system. (It should not be coded as “volunteer” administrative leave, as employees cannot “volunteer” for work that is part of their role/position duties. But it can be coded as regular recognition administrative leave.)
  • FLSA non-exempt employees: must be paid all applicable overtime/comp time and differential pay. 

If an individual is NOT REQUIRED to work as part of their campus role and position responsibilities, and their role is not directly tied to sponsoring or facilitating these events, they are then considered to be volunteering in a voluntary and discretionary capacity, not considered work time. Volunteering in weekend campus events like commencement should be approved and discussed with their supervisor.

  • FLSA exempt employees: could be offered alternate Volunteer-Administrative leave to use within the remainder of the fiscal year. Employees can code it in MyLeave or their specific time-keeping system as Volunteer-Administrative Leave.
  • FLSA non-exempt employees: could be offered alternate Volunteer-Administrative leave to use within the remainder of the fiscal year. Employees can code it in MyLeave or their specific time-keeping system as Volunteer-Administrative Leave.  ** Overtime rules still apply if an employee reports working over 40 hours in the week of graduation.

For more information, please reference the Human Resources website.