501 Work Schedules
The standard University work schedule is 37.5 hours, Monday through Friday, 8:30 a.m. to 5:00 p.m., with one hour for lunch.
In response to operational needs, certain departments or units may establish alternative standard schedules for staff. Prior approval for alternate work schedules must be requested through the Manager of Placement and Staff Relations (Central and Science) or the Senior Human Resources Representative (School of Medicine.) No standard workweek, however, will exceed 40 hours.
Unless approved by the Division Head and Human Resources, all scheduled work will be performed at the department or school work site.
501.1 Attendance Records
Responsibility for maintaining accurate and up-to-date attendance records for each employee rests with the employee's department.
The University Attendance Card is the official document for recording paid or unpaid absences and accrued vacation, sick, or personal business days. The Attendance Card is retained in department files. It is forwarded to an employee's new department upon transfer, or to the Placement and Staff Relations Section of the Department of Human Resources upon the employee's termination.
Xref: OPM 415
501.2 Hazardous Weather Conditions
Yale University is a complex educational institution with a large resident population which must be fed and sheltered regardless of the weather. Health care services to the ill cannot cease, nor can many research activities be suspended or interrupted without advance preparation. Therefore, it is impossible for the University to close down completely as a result of hazardous weather conditions. Each employee must do all that he or she can in order to meet the responsibilities of his or her employment and make every reasonable effort to get to work as scheduled. Reasonable tardiness as a result of hazardous weather is excused.
Employees who, with the approval of their supervisors, are absent because of weather conditions, may elect to take unused vacation days or personal days to cover the time missed rather than have the deductions taken from their salaries.
In the event the Vice President of the University declares an early dismissal due to hazardous weather, employees who are released will not suffer any reduction in salary on account of the early dismissal.
Employees who are absent on an early release day (whether on vacation, personal, or sick time) do not receive time off or any other benefit on account of the early release. The same holds true for those whose schedules would have ended at or before the early release time.
Xref: 501.3
501.3 Flexible Scheduling
Flexible scheduling for staff may be established by any University school or department or may be requested by any employee.
The choice of a work schedule for an individual or a unit must be made subject to the overriding requirement that full school or departmental operations, services, and academic commitments will be maintained. In all cases, flexible schedules are subject to department approval. During holiday periods and the summer, when University schedules are constricted, flexible scheduling options may be limited. No one should be required to work a non-standard schedule except in areas where such a schedule is a condition of employment or made necessary by operational requirements. Department heads may restrict flexible scheduling options when work flow or other conditions require. Appeals of such decisions should be referred to the appropriate dean or department head.
A new staff member should be adequately trained and have completed the probationary period before receiving approval to work on flex time, unless his or her immediate supervisor is also on such a schedule.
A department may terminate flexible scheduling arrangements in instances where performance or productivity is not satisfactory, or where operational needs so require.
501.3a Definitions of Flexible Schedules
Fixed Flexible Schedule
The employee's weekly pattern remains consistent, but is other than the department's standard schedule.
Compressed Schedule
A workweek is fixed but compressed into fewer than five full days (e.g., four or four-and-one-half days).
Totally Flexible Schedule
A participant can, on a daily basis and within specific limits, start and finish work at his or her discretion, so long as the total time required for a given period is completed.
501.3b Hours of Work for Employees on Flexible Schedules
The work day, for persons on flexible time, excluding lunch, normally should not exceed ten hours.
Supervisors may schedule a lunch period as short as 30 minutes subject to meal break provisions described in section 501.3g.
For security and energy conservation reasons, weekend work should not be made available in departments not normally functioning on a weekend schedule.
Departments should make equitable arrangements so that staff members on "flex time" neither lose nor gain with respect to time worked or excused in special circumstances.
501.3c Holidays and Recess for Employees on Flexible Schedules
When a University holiday or recess day occurs, all regularly scheduled salaried employees receive the benefit whether scheduled to work that day or not. Each such day will count for 20% of the employee's workweek. The schedule for the balance of the week should be adjusted up or down so that 80% of the employee's regular workweek is actually worked in that week.
Part-time salaried staff working 20 hours or more per week should similarly work an appropriate portion of their regular schedule during weeks with a holiday or recess day.
Xref: PPP 301, 302; XCT
501.3d Hazardous Weather Guidelines for Employees on Flexible Schedules
On occasions when staff are released early due to weather conditions, individuals working on fixed flexible schedules and individuals working on totally flexible schedules who have established a consistent schedule pattern should be credited with having worked the day. Individuals working on totally flexible schedules without a consistent pattern should be credited with having worked until 5:00 p.m. on an early release day.
Staff members on flexible schedules who are absent on an early release day (whether on vacation, personal, or sick time or not scheduled to work) do not receive time off or any other benefit on account of the early release. The same holds true for those whose schedules would have ended at or before the early release time.
501.3e Security and Comfort for Employees on Flexible Schedules
Staff electing to work earlier or later than the standard schedule should understand that parking lots may not be patrolled by University police.
To promote the safety of those working non-standard schedules in non-public areas, when operationally feasible, at least two persons should normally be scheduled for work in a work area.
Participating employees should also be aware that University heating plants will continue to operate on their normal schedules and will continue to supply heat to campus buildings at established times even though workers are voluntarily in a building at unusual hours.
501.3f Record Keeping for Flexible Schedules
Department administrators should maintain accurate written records reflecting flexible schedules approved for each staff member.
Xref: OPM 415
501.3g Meal Breaks
State law provides that no employee shall be required to work for 7.5 or more consecutive hours without a period of at least thirty consecutive minutes for a meal. The period must be given at some time after the first two hours of work and before the last two hours. With respect to positions for which a department needs to arrange a different schedule of meal periods, the department may do so by written agreement with the employee. The Office of the General Counsel can provide advice and assistance with the form of such an agreement.
