UCLA Office of the Executive Vice Chancellor and Provost
October 1, 2010
DEANS, DIRECTORS, DEPARTMENT CHAIRS, and ADMINISTRATIVE OFFICERS
Re: Winter Holiday Closure 2010 — 2011
Based on the results of our consultation regarding plans for this year’s Winter Holiday Closure, I am writing to let you know that UCLA will close between Saturday, December 18, 2010 and Sunday, January 2, 2011 with plans to reopen on Monday, January 3, 2011. The annual closure has allowed UCLA to achieve significant energy savings and continues to be a highly effective approach to power conservation for a specific period of time.
Although not directly related to the closure, please keep in mind that the Winter Quarter begins immediately upon return on January 3rd and, accordingly, academic departments will need to make advance preparations for classes well before the closure period.
During the planned break, the UCLA Hospital System and essential-service facilities will continue to operate and remain open. Deans, Vice Chancellors or Organization Heads to whom this responsibility has been delegated will need to determine if any facilities under their management will need to remain fully or partially open, arrange for appropriate staffing, and inform General Services and Campus Human Resources of their plan. It is critical to ensure that safety standards continue to be observed during the closure period for any use of University facilities.
Several paid University holidays will be observed while the campus is closed, including December 24, 27, 30, and 31, 2010. However, six days (December 20, 21, 22, 23, 28, and 29, 2010) are not paid holidays. 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 six work days.
Consistent with last year’s approach, and in accordance with University personnel policies and applicable labor agreements, employees have the choice of the following options:
- Employees may utilize vacation days in advance of their actual accrual. For this year’s closure, the Office of the President has approved an exception to the UC Vacation Leave and Curtailment Leave Policies to allow eligible employees to use up to six vacation days in advance of actual accrual during the UCLA campus closure. For exclusively represented employees, this exception is subject to collective bargaining.
- 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 six days off or to offset the use of vacation time.
- Employees who do not wish to use vacation leave or accrued compensatory time off may request leave without pay for any or all of the six days.
- Clerical Unit (CX) employees who opted for the 12-month CUE Salary Reduction Program may use their available temporary layoff days to coincide with the campus closure.
These 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.
In late November, UCLA Administration will provide details of services available during the Winter Holiday Closure, including emergency contact numbers.
Please let employees know that the University’s Payroll Schedule is dependent upon the timing of bank holidays at the end of the calendar year. For monthly paid employees, December earnings will be paid on the first banking day of 2011 on which the Federal Reserve is open for business, which this year is Monday, January 3, 2011. Thus, individual advance planning may be necessary since neither direct deposits nor checks will be available until that date. For assistance with payroll transactions, please contact Gayelea Allison at email@example.com.
Any questions regarding human resource issues related to the 2010-2011 Winter Holiday campus closure may be forwarded to Campus Human Resources at firstname.lastname@example.org or Health System Human Resources at email@example.com.
Scott L. Waugh
Executive Vice Chancellor and Provost