The purpose of this policy is to outline the specific duties and responsibilities for Brown University department heads and administrative staff concerning the provision of non-deferrable services by employees in Essential Positions during Emergency and/or Administrative Closures.

This policy applies to all University staff positions. In instances where this policy conflicts with the terms of a Union collective bargaining agreement, the agreement will govern the treatment of covered Union staff members. If this policy provides a different benefit than the applicable collective bargaining agreement for Union staff members, Union staff will receive the greater benefit unless otherwise stated in the terms and conditions of the applicable collective bargaining agreement.

Certain essential services and/or non-deferrable services are required to be maintained in any Emergency and/or Administrative Closure. Department heads should designate positions as Essential based on operational needs and the specific situation surrounding the Emergency and/or Administrative Closure or suspension of normal operations. Brown University will make every effort to communicate widely and regularly throughout any emergency consistent with the Emergency and/or Administrative Closures and Delays Standard Operating Procedures (SOP).

For the purpose of this policy, the terms below have the following definitions:

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Essential Position Responsibilities: Employees in Essential Positions (“Essential Employees”) are expected to report to campus or to work remotely, when approved in advance, during an Emergency and/or Administrative Closure unless specifically directed not to report by their department manager/supervisor or by civil emergency or medical authorities. An Essential Employee may be required to report for an unscheduled shift, work more hours than their regular schedule, reschedule previously approved vacation leave, and/or work outside of their regularly scheduled work hours during an Emergency and/or Administrative Closure. In addition, an Essential Employee must:

• Maintain updated emergency contact information in Workday.
• If applicable, discuss alternative work arrangements with the employee’s supervisor in advance of an emergency, such as working from an Alternative Worksite Location in the event of an emergency.
• Understand work assignments that must be completed during an Emergency and/or Administrative Closure.
• Work during Emergency and/or Administrative Closures, whether On-Campus, at an Alternative Worksite Location.

Standby Position Responsibilities: Employees in Standby Positions should not report to campus during an emergency.

Department Head Responsibilities:

• Ensure that their department is appropriately staffed during an Emergency and/or Administrative Closure. Determinations of appropriate staffing may vary based on the academic calendar, season or situation.
• Submit a list of Essential Positions as part of the department's annual Business Continuity Plan update. Lists should indicate whether the position is an On-Campus or Remote Access position and/or Essential on an academic year, seasonal or situational basis.
• Notify employees in writing that they serve in Essential Positions.
• Direct supervisors and their employees to define, document, and keep up-to-date a list of meaningful work assignments that must be completed during an Emergency and/or Administrative Closure.
• Create, maintain and communicate Business Continuity Plans to staff.
• Plan for and provide flexible work arrangements during Emergency and/or Administrative Closures to the extent possible.
• Communicate work expectations to staff regularly and repetitively.
• Provide timekeeping instructions to non-exempt employees.
• Refer employees to the Faculty and Staff Assistance Program or other support resources as needed and appropriate.
• Implement directives from University administrators and civil emergency or medical authorities.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

This policy is not a legal document. This policy does not confer a term of employment, nor is the language intended to establish a contract of employment, express or implied, between any employee and Brown University. The University reserves the right to change, amend or terminate any of its human resources policies at any time for any reason.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.