Alternative Workweek Schedules & Onboarding: Key Considerations for Employers

Is your alternative workweek schedule compliant with California Law?

​Under California law, alternative workweek schedules permit workplaces to adopt different schedules longer than eight hours (up to 10 hours) without accruing overtime, but the process is not as simple as the employer unilaterally deciding to have an alternative workweek schedule.

California requires specific steps to be followed for a valid AWS, and all affected employees must cast a secret ballot vote to waive their right to receive overtime pay (two-thirds of affected employees must vote in favor).

While there is some benefit for employers, such as reducing overtime costs, alternative workweek schedules are also popular among employees who prefer flexible work schedules and extra time off.

An AWS must be a fixed schedule of days worked and the days’ start and end times, which can be rotational shift schedules or seasonal shift schedules as long as they are “regularly recurring.” An AWS offers very little scheduling flexibility and may not work for employers who need to vary employees’ work hours or days worked.

An employer can very easily find themselves out of compliance with the law. Evaluate your dental practice’s current AWS for the following risks:

1. Voting wasn’t done correctly. Employers should review that all the required steps were properly taken for an AWS to be legitimate. Take caution if you are using a third party to help implement the process.
2. Voting only performed for one location for an employer with multiple practice locations. Each practice location must follow the specific steps with employees and register the schedule separately.
3. Failure to submit election results. Employer did not submit the election results to the Division of Labor Standards Enforcement, as required. Check your registration status on the Department of Industrial Relations’ website.
4. Employees aren’t provided the approved schedule. If an employee is required to work a “short shift” or more days/hours than the recorded alternative workweek, the employer must pay normal overtime. Alternatively, if the employee has completed the day’s tasks and chooses to leave early, no overtime is owed.
5. Part-time employees are working a full-time schedule. Employees must be provided the recorded schedule. If the recorded schedule is a 4/10 (four 10-hour days), a part-time employee working less than the recorded AWS would not be eligible under the AWS and should be paid overtime.
6. Failure to discuss with candidates prior to hire. You are not required to hold a new election for new employees who join your team.Discuss the schedule and obtain documented agreement to the AWS at the time of hire. You may find yourself in a quandary with a new employee who may be unable to work the extended schedule and is eligible for overtime.

See Alternative Workweek Resources for more information or contact a CDA expert analyst if you have questions.

Is onboarding new employees a top priority?

An exceptional onboarding experience is critical to attracting, training and retaining top talent. A bad first impression not only costs time and money, but it can even contribute to higher turnover in the practice.

Evaluate the essential elements of your onboarding experience to ensure you are compliant and providing your new employees the best possible start.

Orientation versus onboarding

Though the two terms are often used interchangeably and both are important, onboarding and orientation are two distinct processes. Orientation focuses on completing the necessary paperwork and basic information, reviewing practice policies and safety guidelines. The primary goal is to familiarize new employees with the immediate expectations of their new environment.

Onboarding extends beyond the initial orientation activities. It’s designed to welcome new employees into the practice culture, help them understand their roles and responsibilities and how the practice communicates and provides job-specific training. Onboarding can take weeks or even months depending on the complexity of the role and practice. It involves providing ongoing support and training to ensure employees’ productivity, engagement and retention.

How to onboard new employees in 6 Steps

1. Prepare early. Gather essential documents, prepare the employee’s workspace and assign a “work buddy” to help the employee navigate the first days. Use our New Employee Orientation and Onboarding Checklist.  
2. Required documentation. California has12 to 20 required and recommended documents that must be completed within the first three days of hire as outlined in the above-referenced checklist. Allow time during the workday to complete and review practice policies.
3. Plan a training schedule. Schedule required training.Prioritize HIPAA and safety training.
4. Make introductions and welcome the employee. Good onboarding includes facilitating connections with the team. Plan a breakfast or lunch for the first day!
5. Set expectations on employee’s role and performance. Review the job description and define what it takes to be successful in the role. Discuss any additional training and future opportunities for education. See our Job Descriptions: Best Practices and Sample Templates.

Provide ongoing support and feedback. Create regular check-ins to establish ongoing feedback. The check-in is your opportunity to ensure that the employee is engaged and productive or to document any needed adjustments to training. Use our 30-60-90 Day Performance Evaluation form.