Workplace Policies and Guidelines

SEAS Office of Human Resources: Work Related Policies & Guidelines School of Engineering and Applied Science's (SEAS) staff should be aware of University policies that are located on the University Human Resources web site.

Some important policies about which all new staff should be aware are:

Work hours - The normal business hours of the University are 9:00 a.m.- 5:00 p.m., Monday through Friday. The operational needs of some units may require variations to these hours. The normal weekly work schedule for staff members is 35 hours per week made up of five (5) 8-hour workdays each including one unpaid hour for lunch. It is the responsibility of the supervisor to establish work schedules to meet the operating needs of the unit, advise staff members of the daily and weekly work schedules of their positions when hired, and advise staff members of changes in working hours as far in advance as possible.Policy 601: Work Schedules (http://www.hr.upenn.edu/policy/policies/601.aspx) and Flexible Work Options Guidelines (http://www.hr.upenn.edu/quality/worklife/flexoptions/default.aspx)

Lunch - Lunch hours are normally scheduled between 11:30 a.m. and 2:00 p.m. Staff members should always notify supervisors when they are scheduling lunch. In some departments, lunches must be coordinated to maintain coverage of phones and visitors. Policy 601: Work Schedules (http://www.hr.upenn.edu/policy/policies/601.aspx)

Overtime Compensation - All non-exempt staff members are subject to the overtime pay provisions of the Fair Labor Standards Act and must be compensated for all hours worked. They cannot donate their services to any entity under the direction of the Trustees of the University of Pennsylvania and are not permitted to work in excess of their regularly scheduled work hours without prior supervisory approval. A non-exempt weekly or hourly-paid staff member, who works more than 40 hours in a workweek, must be paid an overtime rate of one and one-half times his/her regular hourly rate of pay for all time actually worked in excess of 40 hours in the workweek.Policy 302: Overtime Compensation and Compensatory Time Off (http://www.hr.upenn.edu/policy/policies/302.aspx)

Sick Leave - Sick leave may be used for illness of the staff member, for illness of a member of his/her household (up to three (3) days per fiscal year) and for doctor/dentist appointments when it is not possible to schedule them during non-working hours. Sick time used for health care provider appointments, which are not medically urgent, must be scheduled in advance and approved by the supervisor. A staff member or his/her designee should notify his/her supervisor as soon as he/she knows that he/she will be unable to work, but no later than the starting time of the staff member's workday. A staff member must notify his/her supervisor on each day of absence unless other arrangements have been made. When a staff member has been out on sick leave for more than three (3) consecutive work days, he/she is required to submit documentation from a health care provider certifying the medical necessity for the absence and expected date of return to work. Additionally, where a staff member has been out on sick leave for more than three (3) consecutive workdays, the supervisor is expected to notify the staff member that the University is provisionally designating the use of that sick leave as Family and Medical Leave in addition to sick leave. Policy 612: Sick Leave (http://www.hr.upenn.edu/policy/policies/612.aspx) and Policy 631: Family and Medical Leave (http://www.hr.upenn.edu/policy/policies/631.aspx)

Paid Time Off - Staff members, who are eligible for paid time off, must request time off in advance with the approval of their supervisor.Policy 607: Paid Time Off (http://www.hr.upenn.edu/policy/policies/607.aspx)

Dress - Although the University has no formal dress code, SEAS staff are expected to dress in a fashion appropriate to their work environment. Supervisors should address questions.

Emergency Closing - The Executive Vice President in consultation with the Provost makes decisions affecting work schedules and cancellation of classes under unusual circumstances such as severe weather. To determine if the University will be closed prior to the beginning of the workday call the emergency information number at (215) 898-MELT ((215) 898-6358). Policy 707: Suspension of Normal Operations (http://www.hr.upenn.edu/policy/policies/707.aspx)

University Resources - University services and property, including the University's name, are to be used solely for the conduct of University business by faculty and staff and by officially recognized campus organizations. Policy 003: Uses of University Resources (http://www.hr.upenn.edu/policy/policies/003.aspx)

Use of Staff Time - It is contrary to explicit University policy for faculty or other staff to ask or expect any staff member to do work of a personal nature, including consulting work or work for a charitable institution, during normal University business hours. The assistance of University staff is for University business only. Policy 003: Uses of University Resources (http://www.hr.upenn.edu/policy/policies/003.aspx)

Resignation - Resignation is a voluntary separation from the University with proper notice on the part of the staff member. Staff members paid weekly or hourly are expected to give at least two (2) weeks notice and staff members paid monthly are expected to give at least four (4) weeks notice. Notice must be in writing. Policy 626: Resignation (http://www.hr.upenn.edu/policy/policies/626.aspx)

Other key policies to review include, but are not limited to:

Adherence to University Policy (Policy 001, http://www.hr.upenn.edu/policy/policies/001.aspx) Confidentiality of Records (Policy 201, http://www.hr.upenn.edu/policy/policies/201.aspx)
Conflict of Interest (Policy 005, http://www.hr.upenn.edu/policy/policies/005.aspx)
Drug-Free Workplace (Policy 705, http://www.hr.upenn.edu/policy/policies/705.aspx)
Fraud (Policy 007, http://www.hr.upenn.edu/policy/policies/007.aspx)
Introductory Period (Policy 618, http://www.hr.upenn.edu/policy/policies/618.aspx)
Identification Cards (Policy 204, http://www.hr.upenn.edu/policy/policies/204.aspx)
Performance Improvement/Discipline (Policy 621, http://www.hr.upenn.edu/policy/policies/621.aspx)
Performance and Staff Development Program (Policy 619, (http://www.hr.upenn.edu/policy/policies/619.aspx)
Possession of Dangerous Articles (Policy 706, http://www.hr.upenn.edu/policy/policies/706.aspx)
Safeguarding University Assets (Policy 002, http://www.hr.upenn.edu/policy/policies/002.aspx)
Sexual Harassment (Policy 703, http://www.hr.upenn.edu/policy/policies/703.aspx)
Smoking Prohibited in University Facilities and Buildings (Policy 704, http://www.hr.upenn.edu/policy/policies/704.aspx)