1.0 Policy Purpose
The purpose of this policy is to define the University’s standard work hours, including Summer Hours and Winter Break.
2.0 To Whom the Policy Applies
This policy applies to Brown University staff.
3.0 Policy Statement
The University's business hours are Monday through Friday, from 8:30 a.m. to 5:00 p.m. during the academic year. Specific work hours may vary from this standard schedule, particularly Summer Hours, Winter Break and Emergency and/or Administrative Closure, if applicable. Non-exempt employees are paid for each hour of work, and exempt employees work the number of hours required to accomplish their duties.
All staff are expected to report for work on time and work their full shift in accordance with their work schedule. When an employee must be late or leave early, they are expected to inform their supervisor as far in advance as possible of the start of the workday. If advance notice is not possible due to an emergency situation, then an employee must notify their manager as soon as practicable. Failure to report or to communicate a need for tardiness or leaving early, as circumstances dictate, may prompt disciplinary action.
Bargaining unit staff should consult their collective bargaining agreement to review defined work hours, including Summer Hours and Winter Break. If there is a conflict between the language in one of Brown’s union contracts and this Work Schedules Policy, the union contract language shall prevail.
3.1 Summer Hours, Winter Break and Emergency and/or Administrative Closures
From time to time, the University may modify standard work hours. Examples include Summer Hours for those departments that elect to observe them, Winter Break, and Emergency and/or Administrative Closures.
A community-wide announcement will be made to announce any modification of standard work schedules. In addition, the University provides an opportunity for employees and managers to make individualized adjustments to work schedules if mutually agreeable, in certain circumstances. Refer to the Alternative Work Assignments Policy.
3.2 Meal or Rest Breaks
Under Rhode Island law, all staff who work a six-hour shift must be provided a 20-minute unpaid lunch period and if a staff member works an eight-hour shift, they must be provided a 30-minute unpaid lunch period. Generally, full-time non-exempt staff are given a one-hour unpaid lunch period. Break periods may not be taken at the beginning or end of the day or to extend an employee’s lunch period.
There is no legal requirement for other breaks; however, the University supports break time for nursing parents in the workplace. Refer to the Nursing Parents in the Workplace Policy. For staff who work remotely outside the State of Rhode Island in an approved registered state, the applicable meal or rest break laws of that state will apply.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Emergency and/or Administrative Closure:
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An unscheduled suspension of the University's administrative operations due to inclement weather, a natural or man-made disaster, the outbreak of pandemic illnesses, and/or any other unforeseen circumstances.
- Summer Hours:
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Subject to approval, during the summer, regular and fixed-term full-time staff have the benefit of working 35 hours a week, from 8 a.m. to 4 p.m., with an hour for lunch and the same pay. Part-time staff do not reduce their hours in the summer and must work at least three hours on each day they work.
- Winter Break:
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Winter Break days are approved annually. The Winter Break schedule is announced each year by University Human Resources. With the exception of Christmas Eve, Christmas Day, and New Year's Day, Winter Break days off are not considered official University holidays and do not count against a staff member's vacation time.
5.0 Responsibilities
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.
- Employee Responsibilities:
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- Employees are responsible for submitting their time each week in Workday.
- Employees unable to work due to illness must notify their supervisors in advance, or within the first 1/2 hour following their normal starting time.
- Employees who need to leave early must notify their supervisor in advance of the shift.
- Employees must use vacation or sick time and/or a leave of absence as appropriate.
6.0 Consequences for Violating this Policy
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.
7.0 Related Information
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.
7.1 Related Policies
7.2 Related Procedures
7.3 Related Forms
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7.4 Frequently Asked Questions
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7.5 Other Related Information
Policy Owner and Contact(s)
Policy Owner: Vice President for Human Resources
Policy Approved by: Executive Vice President for Finance & Administration
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Previous policy version(s) superseded by this policy:
- Work Schedules Policy, Effective Date: June 19, 2020
- Work Schedules Policy, Effective Date: April 13, 2020