Sample 4-Day Work Week Policy

This sample policy offers a model for nonprofit organizations seeking to implement a 4-day work week as part of their commitment to decent work. It can help employers improve staff wellness, increase retention, and maintain impact without reducing compensation. Learn more about how the 4-day work week is changing non-profits in Canada.

Policy Objectives

The purpose of this 4-Day Work Week (4DWW) policy is to:

• Support staff well-being and mental health
• Promote a workplace culture that values care and sustainability
• Strengthen recruitment and retention by offering a competitive and humane work schedule
• Demonstrate leadership in decent work practices within the nonprofit sector

Eligibility and Scope

This policy applies to all employees, including:

• Full-time and part-time staff
• Permanent and contract roles

Work Hours & Schedule

• Standard work week: 28 hours
• Workdays: Monday through Thursday
• Core hours: 11:00 a.m. to 3:00 p.m. (in the organization’s main time zone)
• Fridays off, except when a statutory holiday falls on a Monday. In such cases, employees work on the Friday. Staff may choose to use Fridays for deep work, medical appointments, or professional development, though this is not required.

Salary & Compensation

• No reduction in salary for the reduced-hour work week.
• Part-time employees are compensated proportionally based on the 28-hour full-time schedule.
  • Example: An employee working 3 days per week would be considered 75% FTE under the 4DWW model (vs. 60% under a 5-day model).
• Employer retirement contributions (if applicable) are calculated based on gross earnings and remain unchanged.

Vacation Entitlement

Vacation accrual is adjusted proportionally to reflect the shorter work week:

• Part-time staff receive vacation at the same rate as full-time staff, then prorated based on their hours.
• Vacation should be booked using the organization’s HR system, and employees are advised to avoid scheduling time off on days when the office is already closed.

Health Care Leave (Sick Days)

• Employees accrue 8 health days per year (approximately 0.664 days/month).
• These may be used for personal illness or to care for dependents.
• Unused sick time accumulates to a maximum (e.g., 30 days), aligning with the organization’s short-term disability provisions.

Professional Development

• Staff are entitled to 8 paid days per year for professional development activities.
• Participation during Fridays is allowed but not required.

Overtime & Lieu Time

• All overtime and time off in lieu must be pre-approved by a supervisor.
• Accrual and tracking are based on the 28-hour weekly schedule.
• Overtime should be rare and reserved for exceptional situations.

Monitoring & Evaluation

Organizations are encouraged to monitor the effectiveness of the 4DWW using tools such as:

• Regular employee pulse surveys
• Organizational performance and impact metrics
• Annual reporting or scorecards to assess well-being and productivity

A formal review of the policy should be scheduled within 2–3 years of implementation to assess continuation, revision, or discontinuation.

Feedback and Escalation

Staff should be supported in raising questions or concerns through clear, accessible channels:

• Speak with a supervisor for any issues related to workload or well-being
• Escalate organizational concerns to HR or the appropriate leadership body
• Consider anonymous feedback tools or hotlines if available

A 4-day work week can be a powerful lever for promoting decent work in the nonprofit sector. By reimagining traditional work structures, nonprofits can center care, equity, and effectiveness—helping both staff and organizations thrive.