Handbook of Operating Procedures 5-2140

Taking Coursework During the Workday

Effective October 07, 2004
Executive Sponsor: Senior Vice President and Chief Financial Officer
Policy Owner: Assoc. Vice President for Human Resources

1. Policy Statement

The University of Texas at Austin ("University") permits an eligible employee to take university or college course work during the workday under the guidelines established by this policy.

2. Reason for Policy

To provide the roles and responsibilities necessary to authorize an employee to take course work during the workday.
 

3. Scope & Audience

This policy applies to full-time Code 1000 (administrative and professional) and classified employees of the University. It does not apply to faculty employees or those positions that require student status as a condition of employment.
 

4. Definitions (specific to this policy)

Workday:

applies to the specific workday of each employee, not necessarily the usual 8:00 a.m. to 5:00 p.m. workday.
 

5. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.ph?file=5-2140
 

6. Contacts

7. Responsibilities & Procedures
   1. Supervisory Approval

An employee only needs prior supervisory approval for classes taken during the employee's workday. With prior supervisory approval, an eligible employee may register for up to three (3) semester hours of course work, per long session semester or summer session, that meet in the hours between the beginning and end of the employee's scheduled workday.

2. Class Time May Be Considered as Work Time

1. Upon a request from an eligible employee to take course work under this policy, the supervisor will inform the employee of the specific circumstances under which the employee would be authorized to consider class time as work time.

2. If the employee's supervisor provides advance authorization that time spent taking course work under this policy will be considered work time, there will be no reduction in pay or requirement that the employee make up the time. Reasonable travel time to and from class may be included as work time.

3. If the supervisor is unable to provide authorization that time spent taking course work under this policy will be considered work time, the supervisor may adjust the employee's work schedule in order to make up the time needed to attend class.

3. Course of Study

An employee taking course work under this policy may register for any course of study.

4. College or University

Under this policy, an employee may register for course work at The University of Texas at Austin or at any other local college or university.

5. Auditing

The requirements set forth in this policy also apply to an eligible employee who wishes to audit up to three (3) semester hours of course work at The University of Texas at Austin. The employee will be exempt from the auditing fee.

6. Employee Responsibilities

1. The employee must request prior approval from the supervisor to take course work during the workday.

2. The employee must obtain advance authorization from the supervisor for class time to be considered work time.

3. The employee who receives authorization to treat class time as work time records time in class as work time on the timesheet.

4. The employee who does not receive authorization to treat class time as work time is required to make up the time, as specified by the supervisor.

7. Supervisor Responsibilities

1. The supervisor reviews the request to take course work during the workday.

2. The supervisor determines if proper disposition of the work can be made and if so, grants authorization to treat the employee's class time as work time.

3. If proper disposition of the work cannot be made, the supervisor determines if the employee can be allowed to make up the time needed to attend class and if so, advises the employee of the adjusted work schedule.

4. If the supervisor determines that neither proper disposition of the work nor an adjusted work schedule are appropriate, the supervisor has the discretion to deny the request to take course work under this policy.

5. If the supervisor grants approval to take course work under this policy, the supervisor verifies that the employee accurately records the time on the time report, and signs the electronic or paper time report.

8. Forms & Tools

 Electronic Timesheet
 

9. Frequently Asked Questions

None
 

10. Related Information

None
 

11. History

Last review date: October 7, 2004

(Minor editorial change approved October 18, 2012)
Previously: HOP 7.E.4