Administrative Services

Appendix P - Flex-Year Civil Service Status Appointments

I. Definition

By definition, flex year appointments are permanent and continuous appointments under the State Universities Civil Service System. However, these appointments do differ in some respects from full and part time 12 month appointments. The distinguishing factor of a flex year appointment is the division of the 12 month year into pre specified periods of work, and non work. This appointment should not be confused with the percent time appointment that requires work and non work periods to occur within each workweek.

The following limitations have been placed on flex-year appointments:

  1. The work period must be 8 months or more but cannot exceed 11 months.
  2. The work period(s) must be sufficient to allow the employee to take vacation during the work period.
  3. The work period(s) plus the non work period(s) must total one year (12 months).
  4. Employees in positions that are changed to flex year positions cannot be forced into accepting such appointments and will be entitled to exercise their seniority rights if such a change is made.
  5. An employee or candidate offered employment in a flex year appointment position must be advised of the special employment conditions that apply to such appointments prior to employment.
  6. A position established as a flex year appointment is expected to continue without change to the work/non work periods indefinitely. Such changes require advance approval of the Director of Human Resources and advance notice to the incumbent employee with the right to bump.

II. Conditions of Appointment

  1. Percent Time of Flex Year Appointments - The percent time of a flex year appointment will be determined by the number of hours worked in each week of the work period. The non work period of the flex year appointment will have no impact on the appointment's percent time.
  2. Seniority, based on hours in pay status, will be accrued only during work periods. During those work periods, seniority rules will be applied in the same manner as they are to any other type of status appointment. During the pre specified non work period of the flex year appointment, there will be no accrual or deduction of time for seniority purposes.
  3. Holidays - Employees will be eligible for holiday pay proportionate to their percent time for all holidays occurring during the work period of the flex year appointment. Employees are not eligible for holiday pay for those holidays occurring during the non work period of the flex year appointment. All other University and BOT Regulations relating to holidays shall apply.
  4. Vacation - Vacation accrual is based on non overtime hours in pay status and will be earned only during the work period of the flex year appointment. Vacation leave can only be used during the work period of the flex year appointment. Vacation leave accrued but not used will be carried over to the next period.
  5. Sick Leave - Sick leave is accrued for each hour in non overtime pay status and will accrue only during the work period of the flex year appointment. Sick leave can only be used during the work period of the flex year appointment. Sick leave accrued but not used will be carried over to the next work period.
  6. Layoff - Flex year appointments are permanent and continuous appointments as defined by Rule 250.80.d. of the State Universities Civil Service System Statute and Rules. For administrative purposes, such an appointment will commence with the beginning date of the work period that occurs after the start of the fiscal year (July l). A department may discontinue a position at any time during the work period of a flex year appointment as long as the employee receives the required 30 calendar days notice. However, any discontinuance of a flex year appointment position during a non work period cannot be effected until the close of business on the ending date of the non work period of the flex year appointment, and if 30 calendar days notice has been given. This will eliminate an employee having to exercise or lose his/her bumping rights during a non work period.

    The bumping sequence of an employee in a flex year appointment position shall be to the least senior comparable flex year position (equivalent work period and percent time) first, then to the least senior position in class.
  7. Insurance Benefits - Employees with flex-year appointments are eligible for insurance benefits the same as other status employees.
    If the appointment is 50 percent or more but less than 100 percent, please read the "Part-time Employee Benefits" section of this Handbook.
  8. Service credit for retirement purposes for flex year appointments will be determined in accordance with the rules and policies of the State Universities Retirement System (SURS). Eight or more months of work is currently credited as a full year by SURS.
  9. Employee Request for Reassignment Employees who want to change from a flex year appointment to a 12 month appointment, or vice versa, may be placed on the reassignment register for the class but do not have a right to a vacancy or to bump another employee.
  10. Employees in flex year appointments may accept employment in extra help positions at the customary rate of pay for that class during the non work period, but hours worked in a non-status appointment will not increase the employees' service credit, seniority, vacation, or sick leave earnings, etc. Employees who accept another status appoint¬ment during the non work period will be permanently removed from their flex year appointments.
  11. Probation for employees in flex-year appoint¬ments should be extended as necessary over non work periods to meet existing rules and regulations.
  12. Flex year appointments are eligible for tuition waivers.

III. Recordkeeping

  1. A flex-year appointment is printed on a status notice as a permanent position with dates specified, 8/24/08 - 5/29/09.
  2. Non work periods are documented to allow a continuous history of permanent positions.

IV. Other Conditions of Flex Year Appointments

  1. Employees who have accepted flex-year ap¬pointments and are who interested in seeking extra-help employment at WIU during their non-work periods may do so by completing the customary process through Human Resources.
  2. Employees eligible for extra-help employment may be considered and referred for hire only when the employment dates do not conflict with their work periods. Employees accept¬ing an extra help appointment are paid the base salary for the class with no other benefits applicable. An exception may be made for positions where the same person may have been hired for similar extra help positions that reopen on a periodic basis.
  3. Exceptions to this policy must have the approval of the Director of Human Resources.

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