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Scheduling of Work (4.61)

Scheduling of Work (4.61) - Policies, Administrative, UWHC, Department Specific, Nursing Administrative, Personnel

4.61

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 1
of 6

Title: Scheduling of Work





I. PURPOSE

A. To establish the procedure that is used to create work schedules and the scheduling of extra hours
and shifts for all UW Health Registered Nurses and other staff working in hourly positions in
Nursing & Patient Care Services, Home Health, Wisconsin Dialysis, Inc., Ambulatory Clinics
including Digestive Health Center, Emergency Services, The American Center, and Respiratory
Services.

II. DEFINITIONS

A. Work Schedule: an employee’s assigned hours of work, days of the week, days off, and shift
rotations.
B. Shift: The shift will be determined where the majority of hours fall within the band. Shift refers to
three (3) shifts: Day (07:00–15:30), Evenings (15:00–23:30) and Night (23:00–07:30). Shifts may
vary in length.
C. Mandatory Overtime: requiring an employee to work more than his/her regularly scheduled hours
according to the predetermined work schedule. It does not include overtime work that occurs
because of pre-scheduled on-call time or the need to complete a particular case, treatment, or
procedure.
D. Hours Worked: includes all hours spent actually performing work duties, education or training.
E. Emergency: a period when replacement staff are not able to report for duty for the next shift or
there is increased patient need because of unforeseen circumstances (e.g., act of terrorism, natural,
external or internal disaster, an acute disease epidemic, declared weather emergency, high staff
vacancy rates and/or high patient occupancy, high volume of last minute staff sick calls and/or no-
shows etc.). The emergency must not be caused by inattention or lack of reasonable contingency
planning.


III. PROCEDURE
A. Initial Work Schedule
Work schedules will be determined based on operational need, available employee FTE and shift
designations.
1. Each unit/area may develop and recommend a scheduling option for the unit/area. (e.g.,
self-scheduling, cyclic or pattern scheduling, working 1 in 3 weekend) Modifications to
existing option must be approved by the Nursing VP and Nursing Director.
2. Work schedules will be posted for not less than a four (4) week period and shall be

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 2
of 6

Title: Scheduling of Work




posted at a minimum 14 days prior to the commencement of the first work day of such
schedule. The normal work period for full time employees shall consist of eighty (80)
hours within the regularly recurring fourteen (14) day biweekly pay period and for part
time employees scheduled at their FTE of record during such pay period.
3. Employees will be scheduled at their FTE.
4. Employees should not be SCHEDULED for more than six (6) consecutive days in a row
and may not WORK more than ten (10) consecutive days in a row, and must
remain in compliance with the provisions outlined in Section B.1 (a-d).
Employees may not volunteer to work extra hours in their regular work units or
other work units that would put them in violation of Section A. 4 or Section B.1
(a-d).
5. Employees should not be scheduled to work a shift greater than 12.5 hours
6. Education classes and project time will be incorporated into an employee’s 12.5 hour
shift unless the employee volunteers to complete them as an add-on to their scheduled
patient care shift.
7. With the exception of on-call shifts, employees in inpatient nursing where there is a
scheduled 30-minute hand-off, will be scheduled to receive at least eleven and a half (11
1/2) hours off between scheduled shifts. In all other areas, employees should be
scheduled for a minimum of 12 hours off between scheduled shifts.
8. Employees will have a minimum of every other weekend off. Management will attempt
to accommodate employee requests to work additional weekends or a weekend schedule.
With approved guidelines, units/areas may offer staff the option to work a schedule that
includes one (1) weekend within a three (3) week period
9. A weekend consists of a consecutive Saturday and Sunday, beginning at 24:00 Saturday
and ending 23:59 on Sunday.
10. Permanent night or PM staff may be granted an exception to Saturday and Sunday as
their weekend off. They may request Friday and Saturday or Saturday and Sunday as
their weekend off. The manager may approve such a request based on the operational
needs of the unit/area.
11. Employees must submit requested days off three (3) weeks prior to the posting of the
tentative schedule for manager approval.
12. The number of shift rotations (day/evening/night) will be limited when operationally
feasible. Employees will not be routinely scheduled to rotate (D/E/N) between more
than two (2) shifts. The manager will attempt to limit the number of shift rotation
switches to a minimum. However, no more than three (3) shift rotation switches shall be
scheduled in a pay period unless mutually agreed upon.
13. Based on operational needs, the manager may make changes to an employee’s work

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 3
of 6

Title: Scheduling of Work




schedule as well as the schedules of entire work units; however, work schedule changes
will be kept to a minimum. Whenever possible, employees should be given at least five
(5) calendar days advance notice of changes in work schedules.
14. If operationally feasible, requests from employees for voluntary work schedule changes
will be considered.
15. Employees with similar work assignment and competencies may trade shifts within the
unit/area with approval of the manager or their designee as long it does not result in
overtime. Employees must submit a request to trade shifts using scheduling software or
in writing in areas that are not using scheduling software with twenty-four (24) hours’
notice prior to the scheduled shift.
16. Extra shift scheduling shall be utilized to fill any staffing needs after the initial posted
schedule.
B. Extra Shift Scheduling
This process is designed to provide a structured, timely and cost effective method of posting and
filling any staffing needs in a unit/area’s posted schedule. It does not apply to extra shifts added
over and above the staffing model. This section also applies to UW Health staff working as leased
staff for the Rehab Hospital.
1. Consistent with Hospital Administrative Policy #9.80, Limits on Hours Worked, the
following limits apply to employees working extra shifts.
a. Employees should not work more than 16.5 consecutive hours.
b. Employees should not work more than 60 hours in a rolling 7-day period.
c. Employees should have a minimum of 7.5 hours off between worked shifts.
d. It is highly recommended that employees working night hours be scheduled for a
minimum of two (2) consecutive days off between stretches of night shifts.
e. Full time employees who regularly work a schedule that includes a combination of
8 and 12 hour shifts may be scheduled up to 64 hours in a rolling seven (7) day
period.
2. Respiratory Therapy will follow their approved departmental procedure for the
scheduling of extra shifts.
3. Long Term Process (period following the posting of the tentative schedule to the posting
of the final schedule)
a. One (1) week prior to the posting date (by 17:00 Friday), the manager shall post a
tentative schedule based on the unit/area’s staffing needs. The manager shall
identify any shifts that have not been filled.
b. Employees will have five (5) days from the tentative schedule posting to volunteer
to fill work schedule holes.
c. Staffing needs that exist at the time of posting will be made available for qualified
staff. Employees may volunteer to fill identified staffing needs by 12:00 on

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 4
of 6

Title: Scheduling of Work




Wednesday of the following week (i.e., the Wednesday before the Friday posting)
via the electronic scheduling system if available and if not by:
i. Notifying the manager via email, or
ii. Signing up via the electronic scheduling system.
d. Unfilled shifts for units/areas will be identified and offered to pre-qualified
employees. Employees signing up as expansion may not sign up for more than
one (1) unit/area for the same or overlapping shift.
e. Extra shifts will be awarded to employees working lesser hours to minimize
caregiver fatigue, maximize patient outcomes and ensure the most cost effective
solution. Notwithstanding the order listed below, volunteers picking up an entire
available shift will be given priority over volunteers picking up a partial shift.
Attendance and performance concerns may be taken into consideration when
awarding extra shifts.
f. Employees will generally be scheduled in the following order:
i. Core part-time employees without premium and/or overtime pay;
ii. Float pool without premium pay and/or overtime pay;
iii. Per Diem employees without overtime; Expansion without premium pay
and/or overtime pay;
iv. Clinical Overload
v. Core employees with premium pay and/or overtime pay;
vi. Expansion employees with premium pay and/or overtime pay;
vii. Float employees with premium pay and/or overtime pay;
viii. Per Diem employees with overtime pay.
ix. Based on the operational needs of the unit, part time employees with
scheduled vacation may volunteer to work at any point in the scheduling
process.
4. Short Term Process (period from the posting of the final schedule up to ninety-six (96)
hours prior to the start of the open shift)
a. Employees must volunteer to fill the available shift at least ninety-six (96) hours
prior to the start of shift.
b. Staffing needs that continue to exist at the time of posting will be made available
for qualified staff.
c. Employees may volunteer to fill identified staffing needs by responding within
four (4) days of the posting (by 24:00 of the fourth day) of the need. Employees
shall respond via the electronic scheduling system if available and if not by:
i. Notifying the manager via email, or
ii. Signing up in the electronic scheduling system.
d. Extra shifts will be awarded on the fifth (5th) business day following the posting of

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 5
of 6

Title: Scheduling of Work




a need in the Short Term Process
e. The provisions and procedures outlined in section e.to section f. of the Long
Term Process will apply.
5. Immediate Term Process (period ninety-six (96) hours prior and up to the start of the
available shift):
a. Identified staffing needs will be sent to employees by one or more of the following
methods:
i. Electronic scheduling system
ii. Email
b. Volunteers will be scheduled on a first come, first serve basis. Volunteers that
pick up an entire available shift may be given priority over volunteers picking up a
partial shift. Attendance and performance concerns may be taken into
consideration when awarding extra shifts.
c. The provisions and procedures outlined in f.. of the Long Term Process will
apply.
6. Extra Shift Cancellation: Neither the employee nor manager may cancel an extra shift
(to meet the staffing model) if it was obtained through the long, short, or Immediate-
term processes. If shifts are over and above the staffing model, the manager may cancel
extra shifts with the following notice:
a. 6:00 . for hours scheduled to start at 7:00 UH)
b. By 7:00 for hours scheduled to start at 8:00 in the ambulatory clinics (UH)
c. With 2 hour notice for all other work hours.
If notice is not provided, the employee will be guaranteed a minimum of four (4) hours
of work. The employee may agree to not work or to work less than the guaranteed four
hours, in which event s/he will be paid only for the actual hours worked.
7. Permanent Shifts
a. One (1) permanent day shift will be offered to either a Registered Nurse or CTL
on each nursing inpatient unit, Emergency Department, Med Flight, Radiology,
Nursing Operations Support/Inpatient Float, Access Center, University Hospital
OR, PACU, Outpatient Surgery Center and AFCH Surgical Services. The shift
will be offered to the most senior employee if they are qualified and in good
standing. Permanent day shifts may be offered to other hourly positions as
determined by the manager based on operational need.
b. Permanent evening and night shifts may be offered to staff based on the needs of
the unit when operationally feasible as determined by the manager.
8. Mandatory Overtime
a. With the exception of emergency situations, UW Health does not support the use
of mandatory overtime. Hourly registered nurses will not be required to work

POLICY & PROCEDURE





Effective Date:
September 24, 2015

 Administrative Manual
 Nursing Manual
 Other _______________

Policy #:
4.61

 Original
 Revision

Page 6
of 6

Title: Scheduling of Work




overtime.
b. If overtime is required in an emergency situation and there is disagreement
between the nurse to be mandated and the nursing supervisor/manager about
whether an emergency exists, the nurse to be mandated can request a review by
the Director/Nursing Administrator On-Call. The Director/Nursing Administrator
On-Call shall discuss the matter with both parties and make a reasonable
determination as to how to proceed before the nurse is mandated.
c. In the event of an emergency, all reasonable efforts, including but not limited to
float pool, expansion or per diem employees, will be made to find volunteers to
meet staffing needs before any nurse is mandated, and those efforts will continue
even if a mandate became necessary so as to minimize the time that any nurse is
required to stay.
d. Only in an emergency may the manager require an employee to remain beyond
his/her scheduled shift in reverse hospital service order beginning with the least
senior qualified employee. In addition, the individual circumstances of an affected
employee will be considered such as previous overtime exposure and length of
shift already worked or to be worked. Each employee will have the opportunity to
decline the mandate once in one year. Declining the mandate is good for only one
shift. Only one employee per unit can decline a mandate on the specific shift. If
more than one employee declines the mandate, the least senior employee shall
work the mandate.

IV. REFERENCES
Hospital Administrative Policy 4.33, Expansion Staff Working Extra Hours
Hospital Administrative Policy 9.81 Scheduling of Work
Hospital Administrative Policy 9.80, Limits on Hours Worked

V. REVIEWED BY

A. Nursing Staffing Council, April 2015
B. Nursing Executive Council, April 2015
C. Nursing Administrative Policy & Procedure Committee, September 2015

SIGNED BY

Beth Houlahan, DNP, RN, CENP
Senior Vice President Patient Care Services, Chief Nursing Officer