Category: ACE News

ACE Members,

FINAL UPDATE – ACE and the District have mutually agreed to September 4^th as the final day of the mandatory 4×10 schedule.

But isn’t that Friday a holiday? YES! Per Article 9.1.

…

So do I get to observe that holiday if I’m not scheduled to work on Friday? YES! Per Article 9.1 which says,

“… each worker who is not regularly scheduled to work on the day on which the holiday falls shall be entitled to observe the holiday on another workday designated by the District unless the day is mutually agreed upon by the employee and the supervisor.”

…

How do I report a holiday on my timecard? No timecard entry is required for that date. The comment in July noting the mandatory assignment of the summer schedule will serve as documentation. In September you could also comment when you observed the Friday holiday.

Commonly those on the mandatory summer schedule would work Mon 8/31, Tue 9/1, & Wed 9/2, and then Thu 9/3 & 9/4 would be on leave (unless another day is mutually agreed upon.)

What if I’m working 5×8 during the summer? Workers who remain on the 5×8 work schedule would be present 8/31-9/3.

Can my supervisor begin and end the schedule early or late at their convenience? NO! The summer schedule is negotiated in the ACE Collective Bargaining Agreement. A violation of the CBA would result in a grievance filed by the union on behalf of the member.

…

But earlier ACE said 8/28 and HR said 8/21, why? Reread this message for the FINAL UPDATE.

In Service,

Scott Olsen (he/him) | ACE President
https://acefhda.org | scott.olsen@acefhda.org  
650-949-7789 | M-F 8:30am-5:00pm

From: Scott Olsen
Sent: Friday, May 22, 2026 12:18 PM
To: ace <ace@fhda.edu>
Cc: Foothill-De Anza Association of Classified Employees <ace2@fhda.edu>
Subject: (ACE) Summer Work Schedule 2026 📢 [Begins 7/6 – Ends 8/28] & Timecard Instructions

ACE Membership,

Summer work hours for ACE employees officially begin the week of July 6^th and goes through August 28^nd. Your supervisor can’t ask you to delay it a week or two.

For the July 4^th holiday ACE employees will be paid for the number of hours they would have worked (4×10, ten hours; 9-80, nine hours; 5×8, eight hours; etc.). All other bargaining units receive up to eight hours holiday pay and if they’re on an alternate schedule (i.e. 4-10-40), they must make up the additional two hours.

Summer Timecard Instructions

If your work schedule as of July 14th is 4×10, on your liquid office time report (LOTR) you would input 10-10-10-10-0, for M-T-W-T-F, and include a note in the comments at the bottom stating the date you were required to begin that schedule (see example in screenshots below.) This will clarify details for payroll and cause fewer headaches:

Article 13.5 – Summer Work Schedule

13.5.1 – Workers assigned to programs and departments where scheduling allows mandated four-day work schedule will be offered a four-day work schedule during the summer for the period beginning the first full week in July and ending the Friday before the Labor Day holiday. Under the summer schedule, the normal workday shall consist of ten hours starting and ending at times appropriate to the needs of the department and agreed upon by the worker and his/her supervisor.

13.5.2 – Workers who work fewer than 10 hours per day during the four-day summer work week shall select one of the following options to cover time not worked:

1. Use of earned vacation (see Section 10.1 regarding the circumstances under which certain amounts of sick leave can be converted to vacation).
2. Use of earned compensatory time.
3. Leave without pay.
4. A revised work schedule and/or location to accommodate the employee if they feel they are unable to work a 10-hour per day four-day work schedule.

Who sets the schedule?

Employees will establish, with supervisor approval, a work schedule of four days of ten hours of work plus a half-hour meal break for each day (minimum 10.5 hours total). Meal breaks may be longer upon request, and with the approval of the supervisor. The standard 10.5 hours work schedule will occur between 7:00 a.m. and 6:00 p.m. to accommodate the meal break (7:00-5:30, 7:30-6:00, 7:15-5:45, etc.).

Can I stack my breaks to shorten the workday?

No. Employees may not stack break periods for later use or to combine with meal breaks and may not use breaks to account for late arrivals or early departures. It is a violation of labor law.

I am unable to work a 10-hour day may I set up an alternative schedule?

An employee, with supervisor approval may implement a modified schedule by requesting a different schedule or using accrued leave or leave without pay but cannot use Personal Necessity Leave.

What guidelines does a supervisor follow to determine if a request for an alternate schedule should be approved?

1. Supervisors should work with employees regarding requests for alternate schedules to ensure which accommodate special considerations for childcare or other extenuating circumstances to find a solution that works for both the district and the employee.
2. Supervisors must ensure adequate coverage and appropriate supervision for the official hours of operation. It is the supervisor’s responsibility to determine when an employee’s work schedule includes Friday that a level of supervision is adequately addressed.
3. Supervisors and classified staff should be familiar with the provisions of the applicable bargaining unit agreements affecting employees on a 4-10 work schedule.

Bottom line?

If you are unable to work a 10-hour day and you do not have accrued leave and cannot take time off without pay, be flexible in your request, be clear on what work you will get done and be accountable with it. If you need assistance, please contact your chief steward.

In Service,

Scott Olsen (he/him) | ACE President
https://acefhda.org | scott.olsen@acefhda.org 
650-949-7789 | M-F 8:00am-5:00pm

ACE Membership,

Summer work hours for ACE employees officially begin the week of July 6^th and goes through August 28^nd. Your supervisor can’t ask you to delay it a week or two.

For the July 4^th holiday ACE employees will be paid for the number of hours they would have worked (4×10, ten hours; 9-80, nine hours; 5×8, eight hours; etc.). All other bargaining units receive up to eight hours holiday pay and if they’re on an alternate schedule (i.e. 4-10-40), they must make up the additional two hours.

Summer Timecard Instructions
If your work schedule as of July 14th is 4×10, on your liquid office time report (LOTR) you would input 10-10-10-10-0, for M-T-W-T-F, and include a note in the comments at the bottom stating the date you were required to begin that schedule (see example in screenshots below.) This will clarify details for payroll and cause fewer headaches:

Article 13.5 – Summer Work Schedule

13.5.1 – Workers assigned to programs and departments where scheduling allows mandated four-day work schedule will be offered a four-day work schedule during the summer for the period beginning the first full week in July and ending the Friday before the Labor Day holiday. Under the summer schedule, the normal workday shall consist of ten hours starting and ending at times appropriate to the needs of the department and agreed upon by the worker and his/her supervisor.

13.5.2 – Workers who work fewer than 10 hours per day during the four-day summer work week shall select one of the following options to cover time not worked:

1. Use of earned vacation (see Section 10.1 regarding the circumstances under which certain amounts of sick leave can be converted to vacation).
2. Use of earned compensatory time.
3. Leave without pay.
4. A revised work schedule and/or location to accommodate the employee if they feel they are unable to work a 10-hour per day four-day work schedule.

Who sets the schedule?

Employees will establish, with supervisor approval, a work schedule of four days of ten hours of work plus a half-hour meal break for each day (minimum 10.5 hours total). Meal breaks may be longer upon request, and with the approval of the supervisor. The standard 10.5 hours work schedule will occur between 7:00 a.m. and 6:00 p.m. to accommodate the meal break (7:00-5:30, 7:30-6:00, 7:15-5:45, etc.).

Can I stack my breaks to shorten the workday?

No. Employees may not stack break periods for later use or to combine with meal breaks and may not use breaks to account for late arrivals or early departures. It is a violation of labor law.

I am unable to work a 10-hour day may I set up an alternative schedule?

An employee, with supervisor approval may implement a modified schedule by requesting a different schedule or using accrued leave or leave without pay but cannot use Personal Necessity Leave.

What guidelines does a supervisor follow to determine if a request for an alternate schedule should be approved?

1. Supervisors should work with employees regarding requests for alternate schedules to ensure which accommodate special considerations for childcare or other extenuating circumstances to find a solution that works for both the district and the employee.
2. Supervisors must ensure adequate coverage and appropriate supervision for the official hours of operation. It is the supervisor’s responsibility to determine when an employee’s work schedule includes Friday that a level of supervision is adequately addressed.
3. Supervisors and classified staff should be familiar with the provisions of the applicable bargaining unit agreements affecting employees on a 4-10 work schedule.

Bottom line?

If you are unable to work a 10-hour day and you do not have accrued leave and cannot take time off without pay, be flexible in your request, be clear on what work you will get done and be accountable with it. If you need assistance, please contact your chief steward.

In Service,

Scott Olsen (he/him) | ACE President
https://acefhda.org | scott.olsen@acefhda.org 
650-949-7789 | M-F 8:00am-5:00pm

ACE Members,

We recently received a couple great questions about overtime and call back time. Here’s a quick reference:

• If it’s a weekend and you have to work, scheduled or not, it’s call back (minimum 4 hours OT)
• If it’s the end of your workday and it’s extended, it’s overtime (hours worked * 1.5)
• If you go home at the end of your workday and come back, it’s call back (minimum 4 hours OT)

See Article 13 – Hours and Overtime (also copied below)

• Overtime triggers when you work beyond your regular workday, or 40 hour workweek, or the sixth and seventh consecutive days of employment.
  • Double-Overtime triggers when you work beyond 12 hours in a workday.
• Overtime requires pre-approval/authorization from a supervisor/manager. Faculty members cannot authorize overtime.
• Workers have the choice between pay or accruing comp time – managers do not decide.

13.2 Overtime

The District is subject to the following provisions concerning overtime which provide for overtime payments to all eligible workers who work over eight hours in one day in a five- day work week, over ten hours in one day in a four-day work week, over nine hours in a 9/80 or 4/36 workweek, or over 40 hours in any work week, or on the sixth and seventh consecutive days of employment.

13.2.1 Approval for a worker to work overtime will come only from department supervisors, division administrators, or supervisors at a higher level. Approval will be based upon legitimate scheduling or load problems which cannot be solved through reassignment or adjustment of workload and will be governed by the availability of budgeted funds.

13.2.2 A worker authorized to work more than 40 hours per week will receive compensation or compensatory time at a rate equivalent to one and one-half times the normal hourly rate as determined by current contract pay, except when a worker works on a holiday, in which case the worker will be paid both regular pay and pay at the overtime rate for the hours worked.

Workers whose work schedule requires them to work beyond 12 hours per day shall be paid at a rate equivalent to double the normal hourly rate as determined by current contract pay for the hours worked beyond 12 hours.

…

13.2.4 Call Back Time

Occasionally a worker may be called back for work in the evening or on a weekend to accommodate a special need. In such cases, travel time to and from home will be counted as time worked. In order to make the disturbance of normal time off worthwhile, the pay for combined work and travel time shall be for a minimum of four hours.

In Service,

Scott Olsen (he/him) | ACE President
https://acefhda.org | scott.olsen@acefhda.org  
650-949-7789 | M-F 8:30am-5:00pm