Request to average paid service hours for summer camp/seasonal workers

THE LANGUAGE USED IN THIS DOCUMENT DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE AGENCY. THE DOCUMENT DOES NOT CREATE ANY CONTRACTUAL RIGHTS OR ENTITLEMENTS. THE AGENCY RESERVES THE RIGHT TO REVISE THE CONTENT OF THIS DOCUMENT, IN WHOLE OR IN PART. NO PROMISES OR ASSURANCES, WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY OR INCONSISTENT WITH THE TERMS OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.

Departmental Responsibility: Office of Human Resources
Topic: Request to average paid service hours for summer camp/seasonal workers
Procedure: Request to average paid service hours for summer camp/seasonal workers
Effective: July 01, 2014
Last Revised Date: May 26, 2015

Goal:

To provide a potential option to average paid service hours for summer camp and seasonal workers to accomplish program needs. Paid service hours for positions approved for this option will be averaged not to exceed the 28 hours cap per week.

Audience:

College/Divisions with summer camp/seasonal programs

Process:

1. Colleges/Divisions interested in averaging paid service hours for summer camp/seasonal workers need to complete the Request to Average Work Hours Worksheet (Excel) and submit it to the Office of Human Resources for consideration.
2. The Office of Human Resources will review completed questionnaires with attorneys as needed to determine eligibility. Below is a list of criteria considered:
   • Is it a camp/seasonal program that did not meet the FLSA 13(A)(3)exemption?
   • Is it a true seasonal position (such as an agriculture worker)?
   • Is it an internship/co-op that requires hours above 28 a week in order to meet course or degree requirements?
   • Do the calculations show an average 28 hours or less over the weeks listed on the Request to Average Work Hours Worksheet (Excel)?
3. If specific criteria are met, the Office of Human Resources will send notification of pending approval to average paid service hours to the College/Division via the Letter of Acknowledgement- Averaging Hours, indicating specific terms and approvals needed to process.
4. The Letter of Acknowledgement- Averaging Hours (PDF) must be signed by program director, dean/division head, and VP and returned to the Office of Human Resources for the request to be approved.
5. The Program contact for the College/Division will be notified of the final decision and instructions from the Office of Human Resources regarding the effective date and data entry for approved requests.
6. The College/Division will communicate with the worker and supervisor regarding their responsibilities as noted in this procedure.
7. The College/Division will monitor hours to ensure the paid service hours worked do not exceed the hours approved in the Request to Average Work Hours Worksheet (Excel).

Responsibilities:

College/Divisions:

• Complete the Request to Average Work Hours Worksheet (Excel) and submit it to the Office of Human Resources for consideration.
• Sign a Letter of Acknowledgement- Averaging Hours (PDF) (written agreement) upon approval, accepting responsibility:
  • That the information provided in the Request to Average Work Hours Worksheet (Excel) was accurate and would be updated as needed
  • To monitor hours to ensure averaging in accordance with the request.
  • To assume the any financial costs incurred by the University should workers measure full-time and the University has to offer health insurance.
• Upon receipt of all necessary approvals:
  • Include required language in the offer letter to ensure all summer camp/seasonal workers are informed of the following:
    • Position requirements
    • Instructions to accurately report paid service hours worked
    • Their responsibilities as noted in this procedure
    • Conduct weekly monitoring of paid service hours worked for camp/seasonal workers in relation to the hours on the Request to Average Work Hours Worksheet to ensure the average of paid service hours worked do not exceed the 28 hours per week cap during the duration of the summer camp/seasonal program.

Summer Camp/Seasonal Workers:

• Not to exceed the average of 28 paid service hours worked over the duration of the summer camp/seasonal position included in the Request to Average Work Hours Worksheet (Excel).
• Enter paid service hours worked per day in the designated system.
• Not to work any other job at the University during the duration of the summer camp/seasonal position.

Supervisors:

• Ensure summer camp/seasonal workers receive notification of:
  • Position requirements
  • Instructions to accurately report paid service hours worked
  • Their responsibilities as noted in procedure
• Monitor hours worked to ensure camp workers do not exceed the average cap.

Disciplinary Action:

Student Workers:

Any summer camp/seasonal worker violating the policies or procedures will be disciplined for their offense in a manner consistent with the Clemson University Discipline Policy.

Supervisors:

Supervisors will be subject to disciplinary action if they fail to follow the University policies and procedures.

Questions:

Please contact the Office of Human Resources through Ask-HR or 864-656-2000 regarding any questions.

Related Documents:

Graduate Student Workers

International Student Workers

Undergraduate Student Workers

Regular (FTE) Part-Time and Temporary Staff

Request to Average Work Hours Worksheet (Excel)

Letter of Acknowledgement- Averaging Hours (PDF)