Vacation (Exempt & Administrative Staff)
Section 503
Eligibility
If you are employed in a regular or limited-term position of half time or more, you are eligible for paid vacation. If you work a regular part-time schedule of half time or more, you are eligible for prorated vacation based on the number of hours you are scheduled to work. If you work less than half time or hold a temporary position, you are not eligible for paid vacation.
Vacation Accrual
Regular Positions (11- and 12-month schedules)
If you work a full-time 11- or 12-month schedule, you accrue vacation at the rate of 1.67 days per month of work up to 20 days per year. After 25 years of consecutive service, your monthly accrual is adjusted so that you will accrue an additional week of vacation or a total of 25 days per year.
Vacation is accrued on an anniversary-year basis. You begin to earn vacation starting with your date of hire and continue to accrue a portion of your vacation each month. You are eligible to use vacation, with the approval of your immediate supervisor, after you have completed six months of service.
Academic-Year Positions (9- and 10-month schedules)
If you work an academic-year schedule, you do not accrue vacation. Instead, you are entitled to approximately 10 paid recess days per year to be taken during scheduled recess periods (fall, winter, and spring breaks). The number of paid recess days may vary slightly from year to year based on the academic calendar. A calendar of recess days for academic-year staff is published and distributed prior to the beginning of the academic year. For new employees, recess days are prorated based on your date of hire.
If department needs require that you work during a normal college recess period, you are entitled to take an equal amount of time off at a later date mutually agreed upon between you and your supervisor.
If you are a 9- or 10-month employee working in an administrative department, you may take recess leave either during college recess periods or at other times that are mutually agreed upon between you and your supervisor.
After 25 years of service, you are entitled to an extra five recess days, which may be taken at times that are mutually agreed upon between you and your supervisor.
Limited-Term Positions
If you hold a limited-term position which exceeds three consecutive years, you are entitled to vacation on the same terms and conditions as employees holding regular positions. Payment will be made for unused vacation at the expiration of the limited-term position. However, the college encourages you to take your vacation during the term of your appointment.
11- and 12-month schedules
If you hold a limited-term position of one to three years, you accrue vacation at the rate of 15 days per year to be taken at a time mutually agreed upon between you and your supervisor.
9- and 10-month schedules
If you work an academic-year schedule, your recess days (approximately 10 days) should be taken at a time mutually agreed upon between you and your supervisor.
Maximum Accrual
In cases where departmental workload makes it difficult for you to take your full vacation, or where special personal circumstances apply, vacation may be carried into the next fiscal year. Accrual of vacation stops when your vacation bank totals 1½ times your annual accrual rate. Maximum accumulation for employees with less than 25 years of service is limited to 30 days. Maximum accrual for employees with 25 or more years of service is 37½ days.
Vacation Leave Terms & Conditions
All vacation is at full salary (based on your normal salary rate) and all benefits continue during paid vacation leave. You accrue vacation during all absences except the following:
- Leave Without Pay;
- Long-Term Disability Leave;
- Any combination of paid and/or unpaid leave which exceeds 12 consecutive weeks.
Any college holiday which occurs while you are on vacation is considered a holiday and is not charged to your vacation.
In situations such as a serious illness requiring hospitalization or doctor’s care, death in the family, or call to jury or military service that occur while you are on a scheduled vacation, you may ask your department head to authorize an extension of your vacation or to restore an appropriate amount of vacation for later use.
If you leave the college, your last work day in a position is considered your official termination date. Any vacation you have earned as of that date will be paid to you. Normally, vacation time should not be used during your notice period. You may not use vacation to extend your official termination date.
Vacation Requests
Requests for vacation should be made in writing to your supervisor or department head as far in advance as possible in order to minimize disruption in the department's work. Vacations should not interfere with the normal operating efficiency of your office or department.
Departments which experience cyclical periods of heavy workload may require that vacations not be taken during those times. Likewise, departments which experience "downtime" during certain periods may encourage staff to schedule vacations at those times. In these cases, department heads should notify staff of these requirements in advance, preferably at the time of hire.
Vacation Approval
Your supervisor or department head is responsible for scheduling all vacations. Although every reasonable attempt will be made to accommodate your request, your department head has the right to limit or refuse vacations if, in their opinion, your vacation at that time would disrupt department operations.
Employees are encouraged to cooperate with each other in arranging for vacation leave requests. In the case of conflicting vacation requests that the individuals involved cannot resolve, consideration will be given to the order in which vacation requests were received and to the employees' length of service in that office.
Whenever possible, you are encouraged to keep your department informed of your vacation itinerary so that you can be reached in the event of an emergency.
Vacation Salary Advances
For more information, please see Vacation Salary Advances (Section 300).