2  General Policies

This section outlines the operational policies and practical guidelines that support our day-to-day work in PRIDE.

2.1 Communication

The lab uses multiple platforms for different types of communication, and choosing the appropriate channel helps ensure messages are seen and addressed in a timely manner. Email is usually the preferred for method of communication to team members in most cases. This may include detailed information that requires documentation or messages involving people outside the lab. For complex discussions, brainstorming, or matters requiring nuanced conversation, we encourage in-person or video meetings rather than lengthy email. For time-sensitive requests or important messages, we ask that lab members respond within 24 hours.

Important

Any information that contains participant identifiers should only be sent through secure channels. This is typically limited to email with a subject line that has no participant information and says “Secure:” (including the “:”) within the subject line. Using “Secure:” in the subject line works for emails that stay within Stanford systems as well as for emails sent to recipients outside of Stanford. See Section 4.1 for more details.

2.2 Working Hours

PRIDE expects members of our team to manage their time and work, recognizing that people have different working styles, peak productivity hours, and personal commitments. We expect that lab members will manage their professional and research commitments accountably, demonstrating this through actions such as communicating time out of office, time conflicts, or delays that come up related to their professional commitments. We prioritize outputs and impact over hours worked, and we support both remote work and in-person work with flexible schedules when feasible.

2.3 Staff Time Off and Sick Time

2.3.1 Time Off (Vacation, PTO, and Floating Holiday) Requests

PRIDE views time off (vacation, PTO, and floating holiday time) as part of staff’s holistic compensation package and strongly encourages the use of accrued leave time for well-being and work-life balance. As such, PRIDE’s general philosophy towards requests for using accrued time off is “how can we get to a yes.” This is with the understanding that if there are conflicts, sometimes a “yes” may require adjusting the amount of time taken off or when it is taken.

Time off requests are assessed with the following criteria:

  1. any conflicting project deadlines;
  2. availability for work coverage during the time off;
  3. the employee has enough time accrued.

Time off requests are reviewed in the order they are received. If multiple staff request time off for the same day(s) that would cause a conflict with work coverage, then priority will be provided to the request made first. Longer periods of time off may require the supervisor to first check with other staff who may be affected.

Any time off must be requested in advance in writing by the employee, which is then assessed for approval or modifications by the supervisor (see Section 2.3.4 for instructions on submitting written requests). Employees are encouraged to not secure any time off plans (e.g., purchasing airfare or hotels) until after their time off request is formally approved.

Below are guidelines for advance notice that employees should provide for their time off requests, and how long to anticipate for the supervisor’s response. Submitting requests within these timeframes does not guarantee approval, but it helps to set the requests up to more easily get to a “yes.”

Amount of Time Off Being Requested by Employee Amount of Advance Notice Employee Provides Amount of Time for Supervisor’s Reply
1-2 days off 5+ business days advance notice 3 business days for reply
3-5 days off 10+ business days advance notice 5 business days for reply
6+ days off 20+ business days advance notice 10 business days for reply

PRIDE understands that, at times, unforeseen situations may arise that make certain requests difficult to adhere to the above guidelines. Employees may still submit requests outside of the above guidelines with the understanding that they may be less likely to be approved if they conflict with work commitments and/or coverage available. PRIDE also understands that emergency situations may arise without advance notice, in which case employees are encouraged to consult with their supervisor directly.

Please read full details about vacation, PTO, and floating holiday accruals and institution-wide policies at Stanford.

2.3.2 Flex Time and Schedule Adjustment Requests

PRIDE’s work sometimes includes required events, conferences, and/or formal activities over the weekend. In these cases, flex time or schedule adjustments should be utilized.

Non-exempt employees will request in writing a schedule adjustment for the weekday(s) prior to the weekend worked, unless overtime is pre-approved by the supervisor. Overtime is defined as working more than 8 hours in one day or more than 40 hours in one week (for only the purpose of calculating overtime, Stanford’s work week is Monday through Sunday). At times, a supervisor may assign a schedule adjustment to a non-exempt employee based on required weekend work assignments, in which case best efforts will be used to provide the employee with at least 10 business days advance notice.

  • An employee’s schedule adjustment request should mirror the number of hours worked on the weekend. For example, if someone works 4 hours at an event on a Saturday, then the schedule adjustment request should be 4 hours of not working on a Monday through Friday of the week preceding that Saturday worked.

Exempt employees will request in writing flex time, which should be requested within 10 business days of the weekend work (the flex time does not need to be used within 10 business days, but the request needs to be submitted by then).

  • Flex time requests should mirror the amount of time worked on the weekend in increments of a half-day (for working between 1-4 hours) or a full day (for working between 5-8 hours).
  • Flex time for exempt employees is limited to weekend work for events, conferences, or formal activities (e.g., facilitating a community listening session). If exempt staff elect to spend time on the weekend for their day-to-day work, this is excluded from flex time unless it is a special circumstance that is discussed and pre-approved by the supervisor.

See Section 2.3.4 (Documentation Process Checklist) for instructions on submitting written requests.

2.3.3 Sick Time Notification / Requests

Sick time is most frequently not requested with advance notice, as employees cannot predict when they will get sick. Utilizing sick time is possible with advance notice for pre-planned medical procedures or appointments. See Section 2.3.4 below for the appropriate processes for employees to notify their supervisors of sick time with advance notice and sick time without advance notice.

Please read full details about sick time accruals, eligible situations to use sick time, and institution-wide policies at Stanford.

2.3.4 Documentation Process Checklist

Time Off, Flex Time, Schedule Adjustments, and Sick Time with Advance Notice

  1. Employee submits the request on through email to their direct supervisor “<<initial’s>> Time Off Requests & Sick Leave.”

  2. If approved by the supervisor:

    1. Employee adds the time off to the PRIDE team calendar.
    2. Employee blocks out the time on their personal Outlook calendar.
    3. Employee sets up their out-of-office email reply for the time off, including: 1) when they will return; 2) who to reach out to with any time-sensitive requests.
    4. Employee plans for work coverage while they are out in coordination with their supervisor.
    5. If the employee will be out of office for 6+ days, send a “heads-up” email to the PRIDE team at least 5 business days in advance.
    6. Employee documents on their timecard prior to their time off.
    7. When the employee returns from time off: 1) Turn off out-of-office email reply, 2) Ensure their timecard accurately reflected the time off.

Sick Time Without Advance Notice

  1. Employee notifies their supervisor through email, call, or text before their workday starts and as soon as possible.
  2. Employee determines with their supervisor who will add this to the PRIDE team calendar.
  3. If possible, employee sets up their out-of-office email reply, including who to reach out to with any time-sensitive requests.
  4. When the employee returns: 1) Turn off out-of-office email reply, 2) Document on timecard.

2.4 Student and Trainee Time Away

PRIDE encourages students and trainees to take time off or away from research in line with academic schedules for rest and rejuvenation. We expect that students and trainees will communicate away time to the teams with which they work and will make arrangements for any needed coverage for their responsibilities. We understand that lab involvement will flex over time due to competing academic responsibilities and goals. We support the education and development of our trainees, and encourage trainees to communicate their needs to the staff, faculty, and other scholars with which they work. Likewise, we encourage trainees to rest and recuperate when they are recovering from illness.