Campus Holiday Closure 2012

DATE:        October 24, 2012

TO:           Campus Community

FROM:       Ellen Cardoso, Director
                Human Resources and Equal Opportunity

SUBJECT:   Campus Holiday Closure 2012

We are providing this reminder of our upcoming 2012 holiday closure so employees and their managers have sufficient time to plan for the closure.

Winter Break 2012-13 will be Monday, Dec. 24, 2012, through Tuesday, Jan. 1, 2013.  The University will reopen on Wednesday, Jan. 2, 2013.  All campus units, with the exception of essential facility and public safety services, will be closed.  There will be no heating or air conditioning for the buildings on the main site and offices in leased space will also be closed.

Date                             Holiday
Monday, Dec. 24            Campus Closed
Tuesday, Dec. 25           Christmas Day Observed
Wednesday, Dec. 26       Holiday: move Columbus Day
Thursday, Dec. 27          Holiday: move Lincoln's Birthday
Friday, Dec. 28              Holiday: move Admissions Day
Monday, Dec. 31            Campus Closed
Tuesday, Jan. 1, 2013     Holiday: New Year’s Day Observed

Governor’s Informal Time Off
If the Governor authorizes holiday informal time off this year, it will be scheduled on the last working day before the Christmas Holiday (Friday, Dec. 21, 2012).  Employees who are scheduled to work on Dec. 21, 2012, will receive Governor’s Informal Time Off. 

Payment for Campus Closure Days – General Information

Dec. 24 and 31, 2012, are not designated as holidays. Employees may use Personal Holiday, compensatory time off (CTO) and/or vacation to cover Dec. 24, and 31, 2012. (Note:  Personal Holiday must be taken in full-day increments).

Since the Personal Holiday credit must be used each calendar year or be forfeited, those employees who have not yet used their 2012 Personal Holiday are encouraged to use it on Dec. 24 or 31, 2012.  Employees hired in December 2012 will have the 2012 Personal Holiday available for use on Dec. 24, 2012. 

Managers are encouraged to work with employees who will not have sufficient vacation, Personal Holiday, or accrued CTO balances to cover the days of closure.  Opportunities provided for employees to work the necessary time must be in accordance with the bargaining unit agreements noted above and/or applicable federal and state statutes. 

Payment for Campus Closure Days – Information for each Employee Unit
The following options are provided to employees to cover Dec. 24 and 31, 2012, the days of campus closure. 

Confidential Employees --Not Represented by a Bargaining Unit:

  • Non-exempt employees -- may use vacation, Personal Holiday, or CTO. Should the employee not have vacation accrued, sufficient CTO balance, or Personal Holiday to cover the closure, the manager should provide sufficient work prior to the scheduled closure to prevent any loss of pay or benefits. Managers should make arrangements for these non-exempt employees to accrue CTO in advance of Winter Break to cover December 24 and/or 31, 2012.
  • Exempt employees – may use vacation or Personal Holiday. If an exempt employee either (a) has vacation or a Personal Holiday but does not wish to use them on the campus closure day, or (b) does not have sufficient vacation or a Personal Holiday, then the exempt employee will be expected to work on the campus closure day.  The campus will need to ensure that designated buildings are open for exempt employees who will be working.  Exempt employees who choose to work on either Dec. 24 or Dec. 31, 2012, must inform their manager/MPP and Marvin Castillo, Human Resources and Equal Opportunity, by Dec. 14, 2012, that they will be working on that day.
UAPD Unit 1:  Employees may use accrued vacation or their Personal Holiday.

CSUEU, Units 2, 5, 7, and 9:

  • Non-exempt CSUEU Employees -- may use their accrued vacation, Personal Holiday, or CTO.  Non-exempt employees will also be given the opportunity to earn CTO for the sole purpose of covering Dec. 24 and 31, 2012, the days the campus is closed this year.  A full-time non-exempt employee would need to accrue 5.3 hours in order to cover an entire closure day.  Payroll Services can assist in calculating the hours of CTO needed for part-time non-exempt employees.  Supervisors should identify overtime work needed for each non-exempt employee who wishes to earn CTO.  Non-exempt employees report these extra hours as CTO on the Overtime & Call Back Authorization Form and submit the completed form to Payroll Services by Dec. 14, 2012. A non-exempt employee who does not wish to charge their CTO or vacation time may choose to be docked for that day.  Non-exempt employees who choose to be docked should notify their manager/MPP and Payroll Services by Dec. 14, 2012.
  • Exempt CSUEU Employees -- may work or may use accrued vacation or Personal Holiday. Employees who choose to work on Dec. 24 or 31, 2012, must inform their manager/MPP and Marvin Castillo, Human Resources and Equal Opportunity, by Dec. 14, 2012, that they will be working on either day.  Exempt CSUEU employees who do not have sufficient leave balances, or who prefer not to use their leave balances, are permitted to work a sufficient number of extra hours in advance of the holiday.  CSUEU exempt employees accrue these hours as straight time (hour-for-hour). Additional hours worked in advance of Dec. 24, 2012, must be coordinated with the exempt employee’s manager.  Managers must report the additional hours exempt employees worked via email to Marvin Castillo, Human Resources and Equal Opportunity, by Dec. 14, 2012

APC Unit 4:   
APC employees may use vacation, Personal Holiday or accumulated CTO hours.
They may also be permitted to work extra hours (per Article 25.7 of their collective bargaining agreement) prior to Dec. 24, 2012, to use on Dec. 24 or 31, 2012, in lieu of using vacation, Personal Holiday or CTO hours.  However, since the APC contract has expired and non-exempt employees cannot currently earn CTO (Compensatory Time Off), instructions on this option will be provided in a future communication.

  • Non-exempt employees – additional option:  A non-exempt employee who does not wish to charge their CTO, Personal Holiday or vacation time may choose to be docked for that day.  Non-exempt employees who choose to be docked should notify their manager/MPP and Payroll Services by Dec. 14, 2012.
  • Exempt APC employees—additional option:  If an exempt employee either (a) has vacation or a Personal Holiday but does not wish to use them on the campus closure day, or (b) does not have sufficient vacation or a Personal Holiday, then the exempt employee will be expected to work on the campus closure day.  The campus will need to ensure that designated buildings are open for exempt employees who will be working.  Exempt employees who choose to work on Dec. 24 or 31, 2012, must inform their manager/MPP and Marvin Castillo, Human Resources and Equal Opportunity by Dec. 14, 2012, that they will be working on that day.

SETC Unit 6: 
All SETC employees – employees may use vacation, Personal Holiday, or CTO to cover Dec. 24 or 31, 2012. If a new employee, because of length of service, does not have vacation accrued or sufficient CTO balance to cover the scheduled days of closure, he/she should be provided sufficient work to prevent any loss of pay or benefits.   An SETC employee who does not wish to charge their CTO or vacation time may choose to be docked for that day.  SETC employees who choose to be docked should notify their manager/MPP and Payroll Services by Dec. 14, 2012.

SUPA Unit 8: 
Given the 24/7 nature of their campus obligations, this employee group is not affected by the campus closure. 

MPPs:
MPPs may use vacation or Personal Holiday to cover Dec. 24 and 31, 2012.


Distribution of Paychecks
December 2012 payday is scheduled for Dec. 31, 2012, which is a campus closure date.  Instructions on distribution of paychecks will be provided at a later date.

Extended campus closures over Winter Break reduce utility costs, lessen traffic congestion, contribute to the potential for improved air quality, and provide the opportunity for the entire campus community to rest, refresh, and prepare for the new year.  All of us benefit from this schedule.

Managers and employees are encouraged to contact HREO, at ext. 4416, regarding any questions about the information provided in this memo.