RESPECT | TRUST | INCLUSION | DISCOVERY | EXCELLENCE
Respect for All:
Unreasonable Expectations
Approaching a holiday, an area lead in a campus office reached out to a direct report regarding a task. The area lead indicated they wanted the task to be completed within 24 hours. A few months prior, the staff had requested vacation time off (PTO) for that day. The request had been approved by their supervisor, the area lead.
The staff did not immediately see the request but did log into their account while on PTO to complete the request. When the staff returned to work after the vacation PTO and the University holiday, the area lead indicated they were disappointed in the staff’s slow response and made no indication they were aware of the scheduled PTO. The area lead then indicated this would be reflected on the staff’s annual Performance Evaluation and Planning (PEP) form.
The staff referenced the PTO which the area lead did acknowledge but indicated because the staff was exempt, they should expect to work during some paid time off. The staff contacted both their area HR representative and the Duke Speak Up hotline regarding this interaction.
Professionalism and Duty of Care: We encourage questions, dialogue, and challenges, holding individuals and organizations accountable for their actions and decisions.
Relevant Policies:
Time Away from Duke
Duke Staff Handbook
Fact finding and intervention:
The appropriate Duke office contacted HR as well as the departmental HR. There had been several concerns reported regarding the area lead not respecting staff PTO requests or obligations outside of work.
The staff had appropriately submitted their PTO request per the department’s practice, by emailing their supervisor and receiving an approval via email. The task referenced in the concern may not have been time sensitive.
Resolution and action plan:
- HR met with the vice president responsible for that area
- The group determined coaching should be recommended for the area lead surrounding certain topics
- Communication of responsibilities and setting appropriate deadlines
- Awareness of scheduled time away
- The VP would also meet with the area lead to discuss staff PEP and ensure the staff referenced would receive an accurate and fair annual review and would not be penalized for this specific instance
*This vignette is loosely based on real cases received through Duke’s Speak Up program and/or other investigatory offices. Creative license was taken to protect the identities of those involved.*