Important Human Resources Updates
As we move into the summer months, the office of human resources has important updates to share regarding the Covid Leave Bank, Summer Hours, and Summer Attire. Recognizing the hard work and dedication of our employees, University leadership is continuing some of the privileges of past summers while introducing some changes as well.
Covid Leave Bank
We are grateful that Loyola was able to provide a special Covid Leave Bank for certain circumstances during March, April, and May 2020. Effective May 31, 2020, the Covid Leave Bank will expire. This is a decision made in consultation with University leadership, recognizing that the Covid Leave Bank was a temporary measure. Should you need to request time away from work, Loyola’s other leave policies remain in place. We ask supervisors to continue to be as flexible as possible with employee use of leave during the pandemic.
Summer Hours 2020
- Effective Friday, May 29, through Friday, June 26, 2020, the Cabinet has approved departments to close at noon on Fridays.
- Effective Monday, July 6, through Friday, July 31, the Cabinet has approved that staff and administrators actively at work may take a Friday or a Monday off each of the four remaining weeks in July, with prior approval of the supervisor and with the understanding that the departments will remain open for business and staffed on Mondays through Fridays during July.
- Summer hours will end as of July 31, 2020, and regular schedules will resume effective Aug. 3, 2020.
The intent of this summer benefit is to allow employees who are working to have more time to spend with their families. Staff will be paid in a manner similar to when the University closes early for inclement weather. Please review the information below related to this summer privilege.
We recognize that employees on furlough for all or part of June and July will not be able to take advantage of the summer hours. University leadership has approved that furloughed staff members returning to work will receive one extra personal day off for the next benefit plan year.
Summer Early Release Days (May 29 through June 26, 2020)
- It is critical that departments remain staffed through noon on Early Fridays.
- On Early Fridays, if an employee is normally scheduled to work 8:30 a.m. to 5 p.m., they will be paid for time actually worked 8:30 a.m. to noon, plus Early Release pay of 4.0 hours for a total of 7.5 hours.
- Early Release hours, up to a maximum of 4.0 hours, are to be used ONLY to bring employees’ total hours for the day to their normal total. Early Release hours are not intended to bring employees’ hours above their normally scheduled hours.
- Overtime pay is granted when an hourly employee actually works more than 40 hours in a week. Early release time is not included in the calculation of overtime.
- Employees who are not at work for the full or partial day of an Early Release Friday due to vacation or personal leave can log in the Early Release hours (not to exceed 4.0 hours) to bring employees’ total hours for the day to their normal total.
- Example 1: If an employee is regularly scheduled to work 8 hours on Fridays and does not report to work due to scheduled vacation or personal time, they are required to use 4.0 hours vacation or personal time, depending on the reason for the absence, plus 4 hours Early Release time. If an employee is scheduled to take vacation or personal leave for part of the Early Friday, they can use vacation or personal time to make up the difference to be paid for the full day.
- Example 2: If an employee is regularly scheduled to work 8 hours on Fridays and does not report to work due to illness under the sick leave policy, they are required to use 8.0 hours sick time.
- Example 3: If an employee leaves work sick, earlier than their regularly scheduled “Early Friday” shift would end, they can use Early Release time for the 4.0 hours and must use sick time for the remainder of the day.
- Employees may not report to work earlier on Early Release Fridays, than their normally scheduled start time in order to leave earlier than noon.
- Example: If an employee is normally scheduled to begin work at 8:30 a.m., they may not begin at 7:30 a.m. in order to leave by 11 a.m.
- If a non-essential employee actually works their usual number of hours on an Early Release Friday, they will not be allowed to record any Early Release time. For example, if a non-essential employee actually works from 8:30 a.m. to 5 p.m., with an hour lunch, they may not add 4.0 hours to their 7.5 hours actually worked.
- Every effort will be made to provide Essential Personnel with one “Early Release Day” during the work week. The Early Release Day may be a day other than Friday, to allow the supervisor to cover the department while providing the privilege to all shift workers. Early Release Days for Essential Personnel must be taken within that specific work week and may not be “saved” for a later time. If due to business reasons, the supervisor is not able to provide one Early Release Day per week to an employee, that employee will be paid for the hours they work that week, plus 4.0 hours of Early Release Pay.
Summer Mondays or Fridays Off (July 6, 2020, through Aug. 1, 2020)
- It is critical that departments remain staffed from Monday through Friday.
- “Summer Monday or Fridays Off Days” are for employees who are normally scheduled to work five days per week. On Mondays or Friday Off days, if any employee is normally scheduled to work 5 days per week, with supervisor approval and appropriate department scheduling, the employee may take a Friday or a Monday off with “Summer Monday or Friday Off” pay for that 1 Friday or 1 Monday per week.
- Summer Mondays or Fridays Off, up to a maximum of 8.0 hours are to be used ONLY to bring employees’ total hours for the work week to their normally scheduled total hours. Summer Mondays or Fridays Off are not intended to bring employees’ hours above their normally scheduled hours for each week.
- Overtime pay is granted when an hourly employee actually works more than 40 hours in a week. Summer Mondays or Fridays off are not included in the calculation of overtime.
- Employees who choose to work all 5 days, may not “bank” the missed Friday or Monday off for another week. They will be paid for the days worked, and no additional pay will be due them.
- If a non-essential employee actually works their usual number of days during this period of time, they cannot record Summer Mondays or Fridays off during that week or be paid for extra hours for the time not taken off.
- Every effort will be made to provide Essential Personnel with one “Summer Monday or Friday Off Day” during each week worked during the specified period of time. The day may be a day other than a Monday or a Friday to allow the supervisor to cover the department while providing the privilege to all shift workers. Summer Monday or Fridays Off for Essential Personnel must be taken within that specific work week and may not be “saved” for a later time. If due to business reasons the supervisor is not able to provide one “Summer Monday or Friday Off Day” per week to an employee, that employee will be paid for the hours they work that week, plus the normally scheduled hours for one day for “Summer Monday or Friday Off Day,” not to exceed 8.0 hours.
We recognize that some employees are on campus at this time. Starting Friday, May 29, through Friday, July 31, 2020, the University will allow business casual work attire. Employees are expected to use good judgment while taking advantage of a more relaxed standard of business attire. Employees who report for work dressed inappropriately may be sent home to change.
*New: The University has agreed to add jeans (not ripped or torn) to the list of acceptable business casual attire during the summer months.
Khaki or dress/casual slacks
- Jeans (clean and untorn)
- Sweatpants, yoga pants, spandex leggings
- Ripped or torn jeans of any kind
- Golf or polo shirts
- Casual shirts with collars
- Crop, tank, tube, or halter-tops
- T-shirts with logos
- Casual dresses or skirts
- Backless dresses
- Skirts/dresses/skorts with hems more than 2" above the knees
- Spaghetti strap dresses
- Shorts (physical plant only)
- Shorts (other than physical plant - note to physical plant: no short-shorts, spandex, or bike shorts)
- Flip flops of any type
If you have questions, please contact HR at Ext. 2354.
*Updated May 27, 2020
This website provides a summary of the benefits available. The University reserves the right to modify, amend, suspend or terminate any plan at any time, and for any reason without prior notification. You will be notified of any changes to these plans and how they affect your benefits, if at all. The plans described on this website are governed by insurance contracts and plan documents, which are available for examination. We have attempted to make explanations of the plans on this website as accurate as possible. However, should there be a discrepancy between this website and the provisions of the insurance contracts or plan documents, the provisions of the insurance contracts or plan documents will govern. In addition, you should not rely on any oral descriptions of these plans, since the written descriptions in the insurance contracts and plan documents will always govern.