The Summer Off Option for Norman Campus

The Norman campus offers the Summer Off Option to non-exempt (hourly) benefits eligible staff to align work schedules with the academic year, take time off in summer, and enjoy year-round insurance benefits. This program began last year and was called the 9 Month Staff program.

This innovative staffing option adds increased flexibility for employees whose work closely mirrors the academic calendar or can be easily adjusted to better align with the school year. Summer Off participants return to work at OU every Fall before classes start. 

From a Current Summer Off Participant:

I am very fortunate that I was able to convert to the 9 month work schedule and have the summer months off. My husband and I were able to travel a big portion of the summer and it was awesome! I love the fact that I am still full benefit eligible while being able to enjoy the summer months off work.

Advantages & Opportunities

The advantages of the Summer Off Option are varied and depend on an employee’s personal circumstances. We are always looking for ways to make OU an employer of choice and we believe this staffing option can provide employees with a unique benefit that is unmatched in the work community.

Some opportunities  for Summer Off participants include:

  • Spending time with family during the summer, possibly even avoiding extra summer daycare costs by being home
  • Built-in travel time for wandering the globe every year
  • Time to focus on home projects, writing a book, or other personal interests

Current Staff Conversions

Converting from a year-round position to a Summer Off position is a voluntary, one-time choice that will be most appropriate for hourly-paid positions whose work is concentrated heavily on the academic calendar. Interested employees and their supervisors should work together to determine if the Summer Off Option is a good fit for the employee and the department. 

 Converted positions will remain Summer Off positions going forward.

Salary & Benefits

Considering the impact to your salary upon conversion is an important decision for you and your family.

  • You remain a full-time benefits eligible OU employee with active insurance coverage over the summer break.
  • During your summer break, your OU insurance continues. However, premiums are paid over 9 months instead of 12. 
  • No paychecks are issued over the summer break, and non-insurance paycheck deductions stop until your return in the Fall. 
  • During your summers off, you will not accrue or be able to access paid-time off (PTO) or extended sick leave (ESL). You are also not eligible for holiday compensation (e.g., Memorial Day, Independence Day) or unemployment compensation.

Read the full policy document found in the sidebar and contact Human Resources if you have questions.

Application Requirements

Only a limited number of Summer Off positions are available at this time.

To apply for the Summer Off Option, complete the application in the sidebar and submit it to your supervisor. Your department must then submit it to HR Talent Acquisition & Compensation as soon as possible and no later than May 25, 2017 (send to elizabeth.sharon@ou.edu or NEL 205).

If the your application is approved, the department will initiate a paper PAF to make the conversion and submit it to Payroll and Employee Services, NEL 244. You and your supervisor will also need to select the dates for your summer break. Read the next tab for more details.

Selecting Dates for Your Summer Break

The exact dates of your summer break each year can be set by you and your department, but must fall within a specific date range provided by Human Resources. 

2017 Summer Break Dates

  • Your Spring End Date (your last day before summer break) must fall between:
    • Friday, April 14, and Friday, May 26
  • Your Fall Begin Date (the day you return from summer break) must fall between:
    • Saturday, July 15, and Friday, August 4

 

1. Why is this employment category now offered?

We are always looking for ways to make OU an employer of choice and we believe this staffing option can provide employees with a unique benefit that is unmatched in the work community. This innovative staffing option adds increased flexibility for employees and provides a new tool for supervisors to manage their workforce. A Summer Off position can offer many benefits such as the examples listed above.

2. How much will my new paychecks be?

Use the paycheck estimate guide on Paycheck City to estimate how much your new paychecks would be.

 Contact Payroll and Employee Services with questions.

3. Do my summer break dates stay the same each year?

You'll work with your supervisor to decide on your summer break dates each year, but your departure and return dates must fall within a specific date range provided by HR each year to allow for proper payroll processing.

See the tab about selecting summer break dates in the above overview.

4. What if I need to complete a brief assignment for my department during the summer?

It may be possible for Summer Off participants to briefly return to work for their department's event or short assignment during the summer break. Your department would enter your time worked as normal through time entry. Contact Human Resources to learn more about how this works and if it applies to your situation.

5. Can I work a different OU job during the summer?

No. Summer Off participants may not work for an additional OU department during the summer break.

Participants in the Summer Off program may continue to apply for other positions on campus over the summer.  If you are offered and accept a 12-month position on campus, your transfer date must be coordinated with Payroll to ensure the necessary changes are made to your appointment and your benefit deductions are withheld appropriately after the transfer.    

Contact Human Resources if you have questions.

6. Which positions can be considered for position conversion?

If you are currently in a full-time hourly staff position and your work closely mirrors the academic calendar or can be easily adjusted to better align with the school year, then you could be considered for a Summer Off position conversion. If it is important to keep the position filled year-round, then managers have the authority to deny the request.

Vacant positions may be considered for conversion. The hiring manager must submit a hiring freeze exemption form marked with a 9 month or Summer Off conversion.

The Summer Off staff position is an hourly paid position. I
f a salaried employee is approved for the Summer Off position, then their position would be converted from salaried to hourly.

7. Is position conversion voluntary?

Yes. The conversion is initiated by the employee. The employee, their supervisor, dean/director, and vice president must agree before a position can be converted to a Summer Off position.

Vacant positions may be considered for conversion. The hiring manager must submit a hiring freeze exemption form marked with a 9 month or Summer Off conversion.

8. What's the process for position conversion?

The employee and the supervisor should first discuss the option to determine if it's a good fit for the employee and for the department.

To apply for the Summer Off Option, complete the application in the sidebar and submit it to your supervisor. Your department must then submit it to HR Talent Acquisition & Compensation as soon as possible and no later than May 25, 2017 (send to elizabeth.sharon@ou.edu or NEL 205). 

If the employee’s application is approved by HR, the department will initiate a paper PAF to make the conversion and submit it to Payroll and Employee Services, NEL 244.

9. Can a Summer Off position be returned to a year-round position?

Converted positions will remain Summer Off positions going forward even if the position is vacated. Employees and/or departments can make a request to return the Summer Off position to a year-round position. This request requires an approved hiring freeze exemption form and will be considered on a case-by-case basis. Approval to return a Summer Off position back to a year-round position is at the sole discretion of the university.

Documents
Use for the Norman Summer Off Option.
POLICY - THE SUMMER OFF OPTION
Campus: Norman
APPLICATION - THE SUMMER OFF OPTION
Campus: Norman
PAYROLL CALENDAR - FY18 SUMMER OFF POSITION
Campus: Norman
PAYCHECK CITY
Campus: Norman, OUHSC, Tulsa