Alternate Schedules During Commencement Week

May 14, 2015

UCLA Office of the Executive Vice Chancellor and Provost

To: Deans, Directors, Department Chairs, and Administrative Officers

Dear Colleagues,

As you know, Commencement Weekend is Friday, June 12 through Sunday, June 14. During this time, the College, professional schools and various student organizations will hold a total of 50 ceremonies throughout the campus.

With six of the largest commencement events taking place on Friday, June 12, we expect that traffic on campus will be especially heavy. Approximately 29,400 guests and 7,875 vehicles are expected to arrive between 11:30 a.m. and 7:00 p.m., the same time during which 8,400 to 10,500 students will be moving out of residence halls in the northwest sector of campus.

To ensure that parking is available for our commencement guests on Friday, June 12, and to mitigate traffic delays, campus administration is asking that managers and supervisors be flexible in scheduling staff. Where operationally possible, please allow staff to modify schedules for the week, take vacation/compensatory time off or telecommute. Please also encourage any required staff to carpool or consider using public transportation on Friday, June 12. Managers and supervisors are encouraged to consult with Employee & Labor Relations in Campus Human Resources (x40860) or, as appropriate, Health System Human Resources (x40524) about schedule modification.

The “Guidelines for Alternate Schedules during Commencement Week”, shown below, offer more specific information about modifying work schedules.

Thank you for your cooperation. Commencement weekend is a wonderful time each year and we appreciate your efforts to accommodate our guests.

Sincerely,

Scott L. Waugh
Executive Vice Chancellor and Provost

Guidelines for Alternate Schedules during Commencement Week

These guidelines have been developed as a corollary to the announcement from the Executive Vice Chancellor and Provost regarding the University Commencement activities on Friday, June 12, including a request that campus departments establish modified work schedules so that as many staff as possible may avoid coming to campus or leave by 11:00 a.m. on that day in order to accommodate visitors wishing to park on campus.

To that end, the following guidelines should be considered as units plan staffing needs for the week of June 7-13. Because employees in non-exempt positions must be compensated for every hour worked, and employees in exempt positions are not compensated based on hours worked, these guidelines are intended for non-exempt positions.

Please take into account union contract requirements regarding notice for temporary schedule changes. If you are unable to satisfy these requirements, represented employees in your department should work their regular schedule during this week.

Employees assigned an alternate work schedule for June 7-13:

Work with your employees to establish an appropriate schedule for that week, taking into account needs of both the employee and the department.

Examples:

An employee who usually works 8-hour days Monday through Friday would work 9-hour days Monday through Thursday and 4 hours in the morning on Friday (or take 4 hours of vacation/earned comp time on Friday).
An employee who regularly works 8-hour days Monday through Friday would work 10-hour days Monday through Thursday and not work on Friday.
An employee would elect to use vacation/earned comp time to not come in or to leave early on Friday, and work a normal schedule the rest of the week.

There are many possible schedule variations. These are sample scenarios only. All regular requirements for overtime pay and lunch breaks still apply.

Employees assigned to work their regular schedule because of departmental needs or employees who are unable to modify their schedules:

No change to regular procedures.

Employees required to work on Commencement-related activities on June 12 or 13:

They will be assigned to work as needed, and paid as usual, which may include compensation for overtime for hours worked in excess of 40 for that week.

Commencement Activities on Friday June 12, 2015

9:00 a.m.	Luskin School of Public Affairs	Royce Hall
2:00 p.m.	College of Letters and Science: Ceremony I	Pauley Pavilion
2:00 p.m.	School of Theater, Film and Television	Royce Hall
4:00 p.m.	Anderson School of Management	Wilson Plaza
5:30 p.m.	Fielding School of Public Health	Royce Hall
7:00 p.m.	College of Letters and Science: Ceremony II	Pauley Pavilion

Visit the UCLA Commencement website for more information.