Work Hours, Attendance, and Leave
Work YearThe standard work year for functions performed by regular, term, AAP, senior-level executive, and senior-level professional employees is 12 months. Departments may establish a work year of 9 to 12 months (or the academic year).
Work Days, Work Weeks, and ShiftsEach department establishes the normal work days and shifts for positions within the department. Employees are advised about normal work days and shifts when they are hired; however, managers and supervisors may change the established work days or shifts for any position in the department according to the business needs of the unit.
Meal and Rest PeriodsA non-exempt employee who works a full day is allowed an unpaid 30-minute meal period and two paid 15-minute rest periods in each work day. A full day is considered eight or more hours, exclusive of the unpaid meal period. Non-exempt employees scheduled to work less than a full day may take one 15-minute rest period for every four hours worked.
Supervisors will advise their employees about scheduling meal and rest periods. Rest periods should not disrupt normal operations. Department heads may extend the employee meal periods by reducing or eliminating rest periods. Non-exempt employees may not skip meal or rest periods in order to shorten the workday, or to earn extra paid leave. Rest periods may not be saved for later use, accumulated, or used to compute additional pay.
Attendance and PunctualityThe University depends on employees to report to work regularly and on time. Employees must be punctual and maintain satisfactory attendance. Frequent or unscheduled absences and repeated lateness may result in disciplinary action. Employees who are absent from work for three or more consecutive days without calling to report the absence may be terminated from employment based on job abandonment.
Reporting AbsencesWhen planning an absence from work (vacation or medical appointments, for example), the employee must notify his or her immediate supervisor and obtain advanced approval for the absence. When advance notice is not possible (because of sudden illness or emergency), the employee must call his or her immediate supervisor on the day of absence, give the reason for the absence, and the projected date of return to work. Employees who are physically unable to personally contact their supervisors should have someone else call the supervisor for them.
Employees must follow their respective department’s call-in procedures. If absent for more than one day without advance approval, the employee should contact his or her supervisor daily to provide an update on the anticipated date of return to work. Supervisors may adjust or waive this requirement.
Late ArrivalsEmployees must follow department call-in procedures to notify the department about the reason for the lateness and expected arrival time. Employees who are late may be disciplined and, for non-exempt employees, pay deductions for lost time may be made. Lost time for lateness may be made up at the discretion of the department.
HolidaysThe University offers 13 paid holidays for eligible employees each year.
The holiday schedule is published annually and is online at http://benefits.georgetown.edu/other/holidays/66934.html.
The scheduled holidays include:
New Year’s Day
Dr. Martin Luther King Jr. Day
Columbus Day (observed date)
Day after Thanksgiving
New Year’s Eve
Employees may request approval to use paid leave for religious observances that are not part of the University’s paid holiday calendar. An employee may either use paid leave for the day or be permitted to work outside of regularly scheduled hours to make up for the time off (see Human Resources Policy #601). Employees may be denied leave when their absence from work on the requested day would create an undue hardship in the workplace.
Holidays for Part-Time EmployeesPart-time employees are eligible for holiday pay if the holiday falls on their regularly scheduled work day. The employee will only be paid for the hours that he or she is regularly scheduled to work, not to exceed eight hours a day.
Working on a HolidayMany departments do not close on scheduled holidays and employees are needed to staff the facilities. In these departments the supervisor will attempt to schedule holidays equitably, consistent with department needs. Exempt employees who work on a scheduled holiday are not entitled to additional compensation but may, at the supervisor’s discretion, be provided time off for the hours worked, when the workload permits.
Non-exempt employees who work on a holiday are paid time-and-one-half for all hours worked that day. In addition, these employees receive another paid day off, which must be used within the fiscal year. For both exempt and non-exempt employees, the department also has the option of paying the employee an extra day’s wages in lieu of another paid day off. Further information about holiday schedules and leave policies are available from department supervisors.
Paid LeavePaid leave is designed to provide eligible employees with paid time off from work to tend to personal and family matters such as rest and recreation, religious observations, home obligations, emergencies, health maintenance, illness, and disability. Generally, except in the event of unexpected illness or emergency, employees should schedule paid leave in advance with their supervisor.
Employees who are regularly scheduled to work at least 20 hours per week are eligible to accrue paid leave according to the designated leave schedule based on position and length of service. Paid leave accrues on a biweekly basis for biweekly paid staff members and on a monthly basis for monthly paid staff members and for AAPs. Unused hours will remain in the employee’s account until they are used, up to a maximum balance of 288 hours. If the employee’s balance reaches the maximum allowed (288 hours), leave accrual will cease until the employee uses paid leave hours and the accrual drops below the limit.
Upon termination of employment, the departing staff member will be paid his or her accrued unused paid leave up to 288 hours. Unused accrued leave for a departing AAP may be used, or may be compensated, at the discretion of the supervisor.
Sick LeaveStaff members hired before Sept. 1, 1990, who retained accrued sick leave hours (sick bank) are eligible for sick leave benefits. Unused sick leave accrued prior to Sept. 1, 1990, may be used by eligible employees who are unable to work due to personal illness or injury, the illness of a family member, or the first three days absence due to an injury or illness eligible for worker’s compensation. Employees are also covered by the University’s paid leave program and the Family and Medical Leave Policy.
Inclement Weather and Adverse ConditionsBecause many services provided by the University are required 24 hours a day, seven days a week, the University makes every effort to remain open at all times. In order to facilitate this 24-hour operation, many departments designate certain employees as “emergency employees.” These designated employees must report to work as scheduled at all times, regardless of inclement weather or other adverse conditions.
When conditions dictate, the University may modify the normal work schedule of employees not designated as emergency employees by permitting early departures from work, by excusing late arrivals to work, by permitting the discretionary use of paid leave, or by closing part of the University.
A decision to close the University or modify the work schedule may vary between campuses and will depend on the University’s ability to provide for the on-campus safety of students, faculty, and staff, on the ability to maintain adequate heat in University buildings, and on guidance that the University may receive from the government or power providers. The Law Center follows the federal government policy on weekday morning closings or late openings when there is inclement weather. The federal government’s operating status is available online at www.opm.gov/status.
When the University decides to close or modify the work schedule, it will post the updated operating status with local radio and television stations, as well as on the University’s Web site (http://preparedness.georgetown.edu) and on a special telephone line, (202) 687-SNOW. The message on the telephone line provides the official University status, including the following:
Remain Open message will state: “Georgetown University is open.”
Liberal Leave message will state: “Liberal leave is in effect. Day classes will begin at their normal time. Designated emergency employees must report to work on time.” All other employees may report up to two hours after their normal scheduled start time or may choose not to report to work. Employees who do not report to work may use their accrued paid leave for the time. Employees who report within two hours of their normal start time will be paid for those hours.
Delayed Arrival. Should it be necessary to delay the start of classes or work due to weather conditions or other situations beyond our control, the message will state: “Georgetown University is open. Classes will begin at [time designated]. Non-emergency employees should report to work at [time designated], but they are expected to report to work. All designated emergency employees must report to work on time.” If needed, the message will include more detailed information about scheduling of classes on individual campuses.
Closure message will state: “Georgetown University is closed and classes are canceled. Designated emergency employees must report to work.” Medical and nursing students with essential clinical assignments are to report for duty. Employees who are excused from work due to the closing will receive their regular compensation for the time lost due to the closing.
Funeral LeaveGeorgetown grants paid funeral leave to eligible employees when a death occurs in an employee’s immediate family. The University also allows eligible employees to use paid leave or unpaid leave to attend observances or conduct personal business related to the death of friends or other family members who are not immediate family. Immediate family is defined as the employee’s spouse, parents, legal guardian, children, grandparents, siblings, or any individual who stands in the same relationship.
To use funeral leave, the employee must promptly notify his or her supervisor in order to arrange for adequate job coverage during the leave period. An employee who is full-time will be granted up to five business days of funeral leave to make arrangements necessitated by the death of an immediate family member, or to attend the funeral of an immediate family member. An employee who is part-time (i.e., those scheduled to work at least 20 hours a week) will be granted funeral leave equal to the number of hours he or she is normally scheduled to work during one workweek.
Jury Duty/Court AppearancesThe University grants paid administrative leave to eligible employees when they are summoned to serve jury duty or appear in court as a government-compelled witness. Employees who are summoned to appear in court for other reasons may use paid leave or leave without pay. Employees should promptly notify their supervisors after receiving a summons for jury duty or court appearance and provide a copy of the notification. The employee’s supervisor will explain the University’s arrangements for the time away from work.
Leave for Military DutyGeorgetown grants leaves of absence to employees for service in the United States Uniformed Services. The University also re-employs individuals in compliance with the Uniformed Services Employment and Reemployment Rights Act, as amended. Covered employees may be re-employed if they have provided advance notice of their service; they have five years or less of cumulative uniformed services while with the University; they return to work or apply for reemployment in a timely manner after conclusion of service; and they have not been separated from service with a disqualifying discharge or under other than honorable conditions. The University complies with the provisions of federal and other laws regarding military leaves of absence and re-employment. Employees who are called for active duty should contact their University supervisors as soon as possible for instructions and information.
Voting Time on Election DaysOn election days, employees who are unable to vote before or after work hours (due to an extended work schedule or travel time between their work locations and voting sites) should inform their supervisors to arrange for time off to vote.
Leave of Absence Without PayEmployees who have been employed by the University for at least 12 months are eligible to request an unpaid leave of absence. Unpaid leaves are granted at the discretion of the employee’s supervisor or department head. Generally, leaves of absence for personal reasons may be granted for seven to 120 calendar days. Leaves of absence for educational reasons may be granted for seven to 270 calendar days (or one academic year). Reasons for leave may include educational pursuits, public service, or personal situations. Employees taking leaves of absence must contact the Office of Faculty and Staff Benefits (firstname.lastname@example.org) to make arrangements to continue benefits while on leave. Requests for unpaid leave that qualifies under the Family and Medical Leave policy will be governed by the terms of that policy.
Professional LeaveAn AAP who has completed seven years of full-time service may be approved for professional leave for purposes of professional development or for related research and writing. Leave is subject to the approval of the appropriate executive vice president or the senior vice president and may be permitted up to 10 weeks at full pay.
Short-Term and Long-Term Disability BenefitsDisability benefits are intended to provide continuation of income for periods of time an employee is medically unable to work. Short-term and long-term disability benefits are available through the Office of Faculty and Staff Benefits for eligible employees. For AAPs, short term disability leave is salary continuance that is fully paid for by their department and administered by the Office of the Provost. Eligibility terms and conditions for receiving benefits and Summary Plan Descriptions are available at http://benefits.georgetown.edu.
Family and Medical LeaveGeorgetown University provides family and medical leave to eligible employees according to the Federal Family and Medical Leave Act and the Family and Medical Leave laws of the District of Columbia and any local jurisdiction covering University employees.
An employee is eligible for family and medical leave after completing 12 months of employment with the University. The employee must have worked at least 1,000 hours in the 12 months preceding the request for Family Medical Leave or at 50% status, whichever is less.
All family and medical leave (federal, state, or local) is unpaid, although an employee may substitute paid leave, may apply for short- and/or long-term disability benefits, or may be eligible for worker’s compensation benefits for a portion or all of Family and Medical Leave. An employee’s use of any paid leave or disability benefits is counted against an entitlement for the applicable 12- or 24-month period.
Employees foreseeing the need to use family and medical leave are required to give their departments 30 days prior written notice of the leave. In the event that the need for family and medical leave is not foreseeable, the employee must notify his or her supervisor as soon as possible. Satisfactory medical certification must be provided to the University as requested in a timely manner.
During an approved family and medical leave, the employee’s health insurance and other insurance benefits may be maintained. The employee must contact the Office of Faculty and Staff Benefits (email@example.com) to make arrangements to continue benefits and pay appropriate premiums while on leave.
Federal Family and Medical Leave LawFederal law provides eligible employees entitlement up to a total of 12 workweeks of combined family and medical leave during any 12-month period when leave is taken for one or more of the following reasons:
- The birth of a child of an employee, and care for the child. (Entitlement expires 12 months after birth.)
- The placement of a child with an employee for adoption or foster care. (Entitlement expires 12 months after placement.)
- To care for the spouse, child, or parent of an employee if the family member has a serious health condition.
- The employee’s own serious health condition that makes the employee unable to perform the functions of his or her position.
District of Columbia Family and Medical Leave LawDistrict of Columbia law provides eligible employees entitlement up to a total of 16 workweeks of family leave and 16 workweeks of medical leave during any 24-month period. Family leave may be taken for one or more of the following reasons:
- The birth of a child of an employee and to care for the child. (Entitlement expires 12 months after birth.)
- The placement of a child with an employee for adoption or foster care. (Entitlement expires 12 months after placement.)
- The placement of a child for whom the employee permanently assumes and discharges parental responsibility. (Entitlement expires 12 months after placement.)
- Serious health condition of persons related by blood, legal custody,
- or marriage.
- Serious health condition of a child who lives with an employee and for whom the employee assumes and discharges parental responsibility.
- Serious health condition of a person with whom the employee shares or has shared within the past year a mutual residence and with whom the employee maintains a committed relationship.