University Work Rules

Necessity of Following Work Rules
Supervisors should be familiar with information in Section 4.4.2, Conduct and Work Rules, in the Employee Handbook. If a supervisor learns that an employee under his or her supervision has violated a work rule, the supervisor should take action necessary to correct the violation and prevent its recurrence. This may include formal or informal communication or written documentation of the offense. Employees who are not informed of a violation may not be aware that they have violated a work rule and are more likely to repeat the offense.

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Conduct and Work Behavior
Supervisors' conduct and work behavior often serve as the standard to which others adhere. Supervisors are to treat everyone with civility and respect in a dignified manner consistent with University values. Verbal abuse should not be tolerated by any employee. Employees should be encouraged to report verbal abuse to their supervisors or to the Employee and Labor Relations Division. All employees should be familiar with information found in Section 4.4.3, Work Behavior, in the Employee Handbook.

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University Dress Code
All employees should dress in a manner that is consistent with a professional business environment. Individual departments should define specific guidelines only with the approval of the Office of Equal Employment Opportunity (EEO), which can provide examples of such guidelines. Departments with specific needs based on certain job functions (i.e., construction) or employee safety (i.e., medical research labs) should make requirements known to perspective employees prior to their start of employment. Supervisors can also refer to guidelines provided in the Employee Handbook 4.4.4 Dress Code or Appropriate Dress. For more information, contact the Office of Equal Employment Opportunity at (202) 994-9656.

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Use of University Equipment and Supplies
Supervisors should exhibit proper respect and adhere to University conventions for all University equipment and supplies. Furthermore, supervisors should require the same behavior from their staffs. There are specific University guidelines provided in the Policy Center regarding use of technology, equipment, and supplies. All employees have a responsibility to take proper care of their equipment including securing it against theft, damage, or destruction. Information regarding proper use of equipment and supplies can also be found in:

• Code of Conduct for Computing Systems and Services: Use of Computing Systems and Services. A sample guideline provided in the code of conduct prohibits employees from downloading copyrighted mp3 files.
• Information Security Policy: This policy addresses the need to incorporate the information security components of confidentiality, integrity, security and availability into the daily usage of information technology systems and applications by employees.
• Section 4.4.8, Employee Handbook, Use of University Equipment and Supplies.

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Hours of Work
Workweek and Work Schedule

• The University has established and maintains a 40-hour workweek.
• The workweek begins on Sunday and ends on Saturday.
• Daily work schedules are set by individual departments to address the service needs of the University within the workweek. Department heads establish hours of operation for their respective departments and determine the daily work schedules of their staffs, including daily arrival times, meal periods, and departure times.
• Hours worked in a workweek include the time an employee is required to be on duty, on the premises, or at another place of work.
• Employees in nonexempt positions are subject to the overtime pay provisions of the Fair Labor Standards Act (FLSA) when the hours worked in a workweek exceed 40.

Meal Periods

• Meal periods are not time worked and therefore are not paid. For nonexempt employees, a meal period must meet the Fair Labor Standards Act criteria of a bona fide meal period to be considered time not worked and therefore time not paid. A bona fide meal period is defined as an authorized period of time, during the workday, when an employee is completely free from duties.
• Supervisors are responsible for ensuring that nonexempt employees are provided a bona fide meal period of 30 minutes or more. If a nonexempt employee is not provided a meal period in which they are completely free from duties, then the time must be considered time worked. For example, if a secretary is scheduled for a 30-minute meal period but is asked by his or her supervisor to answer the phones while he or she eats lunch at his or her desk, the secretary is not completely free from work duties. The result is that the employee has not been provided a bona fide meal under the criteria of the Fair Labor Standards Act and therefore must be paid for time worked.
• If a nonexempt employee decides on his or her own to eat and continue to work during his or her scheduled bona fide meal period, even though the supervisor did not authorize a waiver of the scheduled bona fide meal period, the University is legally obligated to pay the nonexempt employee for the time worked.
• If a nonexempt employee works during only part of his or her meal period, the employee need be paid only for the time worked. However, if the partial bona fide meal period is less than 30 minutes, under the Fair Labor Standards Act this must be considered time worked and therefore time paid.
• Meal periods at the University are scheduled from 30 minutes to 60 minutes.
• Typically the workday spans 8½, 8¾, or 9 hours, with a related 30-, 45-, or 60-minute allowance for a meal-resulting in an 8-hour work commitment.
• It is important that supervisors clearly communicate to nonexempt employees that they are not to deviate from their scheduled meal periods without their supervisors' advance approval. Failure to adhere to these directives is considered a disciplinary issue and the Employee and Labor Relations Division should be consulted on the appropriate course of action.

Breaks

• The Fair Labor Standards Act, the District of Columbia, Maryland, and Virginia do not mandate the provision of breaks, except in certain cases when minors are working. See Employment of Minors for more information.
• Bargaining agreements may include mandated breaks, and they must be adhered to in order to ensure compliance with the agreement.
• While the Fair Labor Standards Act does not mandate the provision of breaks, it does address breaks in terms of time worked and time paid for nonexempt employees. Breaks that are 20 minutes or less are considered time worked under the Fair Labor Standards Act and therefore time that must be paid.
• The use of structured breaks within a department is at the discretion of the department head based on operational requirements.

Absenteeism and Tardiness
Employee absenteeism and tardiness have a detrimental impact on the workflow of a department or work unit. Employee morale may be damaged when employees in a unit are frequently absent or tardy because it places additional burdens on the other members of the unit. Frequent tardiness and absenteeism can become a performance issue and may lead to disciplinary action up to and including termination. Supervisors are responsible for communicating to their employees the specific department guidelines and procedures governing hours of work, requests for time off, and notification requirements when employees will be late or unable to come to work. When an employee violates the notice requirements or is repeatedly tardy or absent, the supervisor should clearly communicate these concerns to the employee. If there is no improvement, continuing concerns should be documented through the disciplinary process.

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Substance Abuse
In accordance with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989, the University is committed to maintaining a drug-free workplace and promoting high standards of employee health and safety. University standards of conduct prohibit the illegal manufacture, possession, distribution, or use of alcohol and drugs. University manuals, codes of conduct, and publications specify penalties for violations of these policies, including suspension or dismissal from the University.

Employees may be dismissed for drug-related offenses, including unauthorized use or possession of alcoholic beverages or illegal or nonprescription controlled substances, or for reporting to or being at work while under their influence. The misuse of prescription drugs by employees during working hours, while on University business, or while using University-owned property is strictly prohibited. Supervisors who believe that an employee may be using or possessing controlled substances, alcohol, or prescription drugs should consult with the Employee and Labor Relations Division.

Federal law requires that an employee notify the Employee and Labor Relations Division within five days if convicted under a criminal drug statute of offenses committed on University property or while on University business. If convicted of such offenses, the employee must notify the University of the circumstances.

Violations of the GW substance abuse policy will result in disciplinary action up to and including termination. In addition to any disciplinary action other than termination, the employee may be referred to the University's Faculty/Employee Assistance Program (F/EAP) and, through that program, to a treatment and counseling program for alcohol or drug abuse.

The University cooperates fully with law enforcement authorities. Violations of the substance abuse policy that are also violations of federal or local law will be referred to the appropriate agency. In such situations, action to address the infraction may proceed concurrently in the University and in the criminal justice system.

An employee who is governed by a collective bargaining agreement or is working under U.S. Department of Defense grants or contracts may also be subject under those documents to additional drug-free workplace compliance requirements.

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Smoking

The University promotes a smoke-free environment. Smoking is prohibited in all University facilities including classrooms, offices, locker rooms, laboratories, parking garages, and maintenance facilities. Violations of the smoking policy may result in disciplinary action up to and including termination. Employee and Labor Relations will provide assistance to supervisors who believe that employees are violating this policy.

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