DEANS, DIRECTORS, DEPARTMENT CHAIRS, and ADMINISTRATIVE OFFICERS
Re: 2012-13 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 11 days between Saturday, December 22, 2012, and Tuesday, January 1, 2013, with plans to reopen on Wednesday, January 2, 2013. The annual closure has allowed UCLA to achieve energy savings and continues to be a highly effective approach to power conservation for a specific period of time.
The closure period includes four University paid holidays (December 24, 25, 31, 2012 and January 1, 2013). However, three days (December 26, 27 and 28, 2012) are not paid holidays.
University policy related to Curtailment Leave allows eligible employees to use three vacation days in advance of actual accrual. Policy-covered staff employees and those academic employees who accrue vacation leave may use either vacation, compensatory time (if available), or leave without pay to compensate for these three work days during the closure period.
For exclusively represented employees, labor contracts may include similar language, and requirements under the Higher Education Employer-Employee Relations Act will be observed. Thus, in accordance with University personnel policies and applicable labor agreements, 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, represented and policy-covered, 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 three 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 three working days based on departmental approval. In this case, employees will not lose hourly vacation or sick leave accruals for these three 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 of 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.
Please distribute this memo within your organization to ensure that all employees are aware of the 2012-13 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
