2013-14 Winter Holiday Closure

DEANS, DIRECTORS, DEPARTMENT CHAIRS, and ADMINISTRATIVE OFFICERS

Re: 2013-14 Winter Holiday Closure

Following campus-wide review regarding plans for this year’s Winter Holiday Closure, we are writing to let you know that UCLA will close for 12 days between Saturday, December 21, 2013, and Wednesday, January 1, 2014, with plans to reopen on Thursday, January 2, 2014. This period includes four University paid holidays (December 24, 25, 31, 2013 and January 1, 2014). However, four days (December 23, 26, 27, and 30, 2013) are not paid holidays.

University policy related to Curtailment Leave allows eligible employees to use three vacation days in advance of actual accrual. The Office of the President has approved an exception to the Vacation Leave and Curtailment Leave Policies to allow eligible employees to use four vacation days in advance of actual accrual during the campus closure. Staff employees and those academic employees who accrue vacation leave will need to use either vacation, compensatory time (if available), or leave without pay to compensate for these four work days.

For exclusively represented employees, union notice and other requirements under the Higher Education Employer-Employee Relations Act will be observed.

In accordance with University personnel policies and campus practice, employees would have the choice of the following options to cover the non-paid days during the closure period:

  • Employees may utilize vacation days in advance of their actual accrual.
  • Newly hired employees may utilize their vacation accruals without having six continuous months on pay status.
  • Employees with accrued compensatory time may elect to use it to cover the four days off or to offset the use of vacation time.
  • Employees who do not wish to use vacation or compensatory time off may request leave without pay for the four working days based on departmental approval. In this case, employees will not lose hourly vacation or sick leave accruals for these four days.

The above options may be used in combination. In accordance with regular procedures for scheduling vacation, employees should notify their respective supervisors in advance as to which option or combination of options they propose to use.

During the planned break, the UCLA Health System and certain essential-service facilities will continue to remain open. Deans, Vice Chancellors or Organization Heads to whom this responsibility has been delegated will determine if any facilities under their management will need to remain fully or partially open during the closure and should arrange for appropriate staffing. Please inform Facilities Management and Campus Human Resources if there are plans to remain open. It is critical to ensure that safety standards continue to be observed during the closure period for any use of University facilities.

In November, UCLA Administration will provide details of services available during the Winter Holiday Closure, including emergency contact numbers. Facilities Management will also post the information on its web site.

Please distribute this memo within your organization to ensure that all employees are aware of the 2013-14 Winter Holiday Closure schedule and the options available to them during this period.


Sincerely,

Lubbe Levin                                           Mark A. Speare
Assistant Vice Chancellor                  Chief Human Resources Officer
Campus Human Resources                Health Sciences



 

Campus Human Resources, Policy & Personnel Services
Phone: (310) 794-3147  | Fax: (310) 794-0865

UCLA Healthcare Human Resources
Phone: (310) 794-0500 | Fax: (310) 794-0620