Time and Absence Management

Recording Time and Attendance

The university has an electronic time and attendance system referred to as the E210 or Kronos. Your supervisor should explain how and when vacation and sick leave are accrued and used, and how the form is maintained in your unit. Please refer to the Personnel Policy Manual for more information.

Hours of Work

The standard university work schedule is 8:30 a.m. to 5 p.m., Monday through Friday. Exempt staff are paid on a salary basis and perform work without regard for hours worked; the standard workweek for exempt staff who work a full schedule is recorded as 37.5 hours per week. Nonexempt staff are paid overtime for any hours worked in excess of 40 hours in a given workweek.

The university allows for flexible work arrangements when possible. The level of flexibility depends on each work unit's business requirements. You should discuss your needs with your supervisor to determine what flexible arrangements can be made. The official university policy on hours of work and overtime can provide further information.

Types of Leave

Please note: Paid leave is only available to employees who meet benefits eligibility requirements.

Absences: The university makes allowances for absences due to funeral attendance, jury duty, voting, religious observances, personal business, and education. Consult the Personnel Policy Manual for specific absence information.

Sick Leave: All full-time and part-time staff members accrue sick leave. The Personnel Policy Manual provides detailed sick leave guidance.

Holidays: All full-time staff are eligible for designated holidays including floating holidays; part-time staff are eligible on a pro-rata basis. The university holiday calendar and official holiday policy are available for further information.

Vacation: All full-time and part-time staff members accrue vacation leave. The official vacation leave policy can be found in the Personnel Policy Manual.

Leave of Absence: Full-time and part-time employees may be granted a leave of absence without pay at the discretion of the department head, except in instances where a leave of absence is governed by law or university policy, (such as Family and Medical Leave and the Maryland Flexible Leave Act). Leaves of absence can be used only in cases where individuals plan to return to the university following the leave. Consult the Personnel Policy Manual for more details.

Disability Leave: Short Term Disability (STD) is an elected, optional benefit, available to all full-time and part-time, benefits-eligible employees. It's used to provide a portion of an employee's income should s/he be absent from work as a result of an injury or illness that is not work-related. Long Term Disability (LTD) insurance is available to all full time employees following the completion of one year of active service. Accrued sick and vacation leave are used to supplement the STD benefit. Earned vacation leave can be used to supplement the LTD benefit. More information on STD and LTD coverage can be found on the Benefits website.

Military Leave: Military leave will be granted to all regular full-time and part-time employees for voluntary or involuntary service in the Army, Air Force, Navy, Marines, the Army National Guard, and the Air National Guard when engaged in active duty for training, or full-time National Guard duty, the commissioned corps of the Public Health Service, and any other category of service designated by the President of the United States in time of war or national emergency. Refer to the Personnel Policy Manual for more information.

Worker's Compensation: In accordance with applicable law, as an eligible employee working in the United States, you are covered by Worker's Compensation Insurance for accidental injury and occupational disease arising out of and/or in the course of employment. Visit the Personnel Policy Manual for the official university Worker's Compensation policy; the Benefits website
and Department of Health, Safety and Environment are also good sources for Worker's Compensation information.

University Closings

Official announcements regarding changes to the university operating schedule are made on the University Emergency Telephone Hotline: Baltimore, 410-516-7781; outside Baltimore, 800-548-9004. Announcements may also be sent by broadcast email on some campuses, however, the University Emergency Telephone Hotline is the official, most reliable source of information and contains complete information relating to all Johns Hopkins University campuses.

Some employees have been designated as essential personnel or as required attendance employees. These employees are vital to the operation of a work group, whose presence is required regardless of the existence of an emergency condition, and whose presence allows the continuation of critical services, protects the safety and well being of the university population and/or physical plant and supports necessary timely work. Your supervisor is responsible for advising you if you fall into one of these categories.

Additional information on required attendance, liberal leave, and the official university closing policy can be found in the Personnel Policy Manual.

The documents below explain SoM closing procedures.

Supervisory Guidelines for Non-Bargaining Unit Staff
Sample Notification Letter to Required Attendance Employees