Create Your Schedule

Table of contents

1. Create Your Schedule
   1. Part-Time Employees
      1. Basic Rules
      2. Exceptions
      3. Protocols
         1. Clocking in/out
         2. Schedule Changes
         3. Attendance
         4. Calling Out Sick
         5. Calling In Late
         6. Emergencies
      4. Submitting Your Time
   2. Full-Time Employees
      1. Basic Rules
         1. Personal Preference/Obligations
         2. Work Obligations
         3. Part-time Employee Coverage
         4. Hybrid Work Schedule

Part-Time Employees

Basic Rules

You are free to come up with your own schedule around your classes. We just ask that you follow these simple rules when creating your schedule:

• Make a consistent schedule - the same from week to week.
• Do not schedule work during class.
• Earliest start time is 8am
• Latest end time is 6pm
• Minimum block size is 2 hours. Make enough time to solve complex problems.
• Maximum block size is 5 hours.
• Break up blocks longer than 5 hours with a 30 minute break.
• Do not exceed 8 total hours in a given day.
• Adhere to your schedule. (See Protocols below)

Exceptions

• If you want to work during scheduled class time (if you have a lab that lets out early or a class that’s cancelled next week), you will need to provide your supervisor with a copy of the email, screenshot of the Webcourses announcement, or signed note from your instructor that confirms that class is not in session during the time you are requesting to work.
• If you are attending a work meeting (such as the Techranger Weekly meeting) or working on a task that doesn’t require a lot of spool-up time, you can ask your supervisor if it’s ok to work a block that is shorter than 2 hours.
• If you need to come into work earlier than 8am or leave later than 6pm, talk to your supervisor.

Protocols

Clocking in/out

You must clock in to Workday when you start work, clock out/in for breaks, and clock out at the end of your work shift. For detailed instructions, refer to the Workday Job Aid.

If you forget to clock in/out, notify your supervisor immediately so they can fix your time in Workday.

Schedule Changes

Your schedule should be the same every week, so if you would like to take time off, you will need to follow this procedure:

1. Plan ahead! Do all of this at least 1 week before your time off.
2. Send an email to your supervisor with specific dates and times you would like to take off. If you would like to make up the time at another point in the pay period, please note this in the email as well.
3. Once your supervisor has approved the time off, delete the associated work blocks from your calendar.
4. Inform your project lead of the days you will be out.

Don’t be afraid to ask for time off! Vacation time is important to mental health. You can also ask for time off to study for tests or to complete assignments. It’s ok to make last-minute requests every once in a while, but try to give at least 1 week notice.

Note: You may also request to take the summer off for internships, as well as a few weeks for Senior Design.

Attendance

• You must show up on your scheduled days and times.
• Not showing up when scheduled without prior notice is NOT acceptable.

Attendance and punctuality are very important in maintaining a normal workload and efficient schedule. It is also an essential part of the employee’s overall performance at UCF. Employees are expected to report to work regularly and be ready to perform their assigned duties at the beginning of their work shift.

Calling Out Sick

If you are sick, please don’t come into work! We understand that you are paid hourly, but getting your coworkers sick will make them miss work, lose money, and destroy the team’s productivity. Plus, you can usually make up the time on another day or week. If you need to call out sick (or for mental health, or whatever reason), please follow this procedure:

1. Email your supervisor and project lead explaining that you are not coming in that day, and of any tasks that might need to be delegated to others while you are out.
2. Update your schedule in your Outlook calendar to reflect the time you will be out. (This will be explained later in Set Up Outlook.)
3. On each subsequent day you are out, you must send another email to your supervisor and project lead to let them know that you are still out. Be sure to keep updating Outlook.

Note: If you feel well enough to work, and you have your laptop at home, you are welcome to ask your supervisor if you can work from home that day.

Calling In Late

While punctuality is mandatory, we understand that delays are caused by traffic or other unforeseen circumstances. If you are going to be late to work:

• Notify your supervisor and project lead as soon as you know you will be late (Email, Phone, or Slack are acceptable). Even if you think you might be late, notify your supervisor and project lead.
• You must stay after your shift to make up for your tardiness, as long as it doesn’t interfere with class time.
• If you will be so late that you can’t work at least 2 hours that day, you must call out for the whole day.

It is improper for employees to ask other personnel, friends, or relatives to notify their supervisor or project lead about their absences or tardiness, except in emergency situations.

Emergencies

We understand that emergencies happen. If an emergency comes up, please notify your supervisor and project lead as soon as it’s safe to do so. They may be able to help!

Submitting Your Time

After you clock out of your last work shift in a pay period, you will need to submit your time for review in order to get paid. For detailed instructions, refer to the Workday Job Aid.

Full-Time Employees

Basic Rules

As a full-timer, you are expected to work 8 hours per day between 8am and 6pm. The time that you take for lunch is not counted toward the 8 hours, so you’ll need to factor that into your schedule. For example, some people work 8am-12pm, take an hour lunch, then work 1pm-5pm. Others work from 9am-12pm, take 30 minutes for lunch, then work from 12:30pm-5:30pm. The key is to have a consistent schedule. Here are some factors to consider when creating your schedule:

1. Personal preference/obligations
2. Work obligations
3. Part-time employee coverage
4. Hybrid work schedule

Personal Preference/Obligations

Here are some examples of personal preferences or obligations that might affect your weekly schedule:

• If you are an Early Bird / Night Owl
• If you have to pick up your children from school

Work Obligations

You are expected to adjust your schedule around meetings, presentations, and deploy windows as needed. If you work more than 8 hours in a day, you can use that as “flex time” later that pay period.

Part-time Employee Coverage

As you can tell by the Part-Time Employees section above, part-time schedules can vary significantly from day to day. The University requires us to have at least one full-time employee physically in the room whenever there is a part-time employee working. To assist us in determining whether we have sufficient full-time office coverage, we use the Office Presence Spreadsheet, which you will fill out later in this training.

Hybrid Work Schedule

Refer to the Hybrid Work page in Orientation for information about how to set up your hybrid work schedule.

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