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To:
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Administrative Officers, Deans, Department Chairs, Directors, Vice Chancellors and Vice Provosts
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What you need to know:
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The proposed 2023–2024 Winter Holiday Closure is Dec. 23 through Jan. 2.
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The UCLA Health System and certain essential-service facilities will continue to remain open and corresponding staff will continue to work.
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Please distribute this memo widely in your organization or department so that employees may provide feedback.
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We expect that many of you are beginning to make plans for the Winter Holiday season. As in past years, UCLA is proposing a campus closure period at the end of 2023. The closure period provides benefits for the Bruin community, including an opportunity to support personal well-being and a healthy work-life balance, in addition to generating energy savings.
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It is proposed that the campus closure period begin on Saturday, December 23, 2023, through Tuesday, January 2, 2024, with plans to reopen on Wednesday, January 3, 2024. This period includes
four University paid holidays (PDF) (December 25 and 26, 2023 and January 1 and 2, 2024). This year, three days (December 27, 28 and 29) are not paid holidays.
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In accordance with university personnel policies and applicable labor agreements, and consistent with campus practice in previous years, employees will have the choice of the following options to cover the non-paid holidays during the closure period.
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Eligible employees may use vacation days in advance of their actual accrual.
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Newly hired employees, represented and policy-covered, may use their vacation accruals during the closure before acquiring six continuous months on pay status.
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Employees with accrued compensatory time may elect to use it to cover the three days off or to offset the use of vacation time.
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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 still accrue hourly vacation and sick leave for the days they choose to take leave without pay.
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University policy related to curtailment leave allows eligible employees to use three vacation days in advance of actual accrual.
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For exclusively represented employees, labor contracts may include similar provisions, and requirements under the Higher Education Employer-Employee Relations Act will be observed.
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The above options may be used in combination. Employees should notify their respective supervisors in advance as to which option or combination of options they propose to use.
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During the proposed break period, the UCLA Health System and certain essential-service facilities will continue to remain open and corresponding staff will continue to work. There may also be other employees who will be asked to work during this period related to calendar year-end activities. Deans, Vice Chancellors and 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 during the closure and, accordingly, arrange for appropriate staffing. Please advise the Office of the Assistant Vice Chancellor, Facilities Management, regarding facilities that need to remain open.
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We will appreciate your assistance in distributing this memo to employees in your organization. Comments or questions regarding application of personnel policies or collective bargaining agreements during the closure should be sent by Friday, August 25, 2023 to:
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Thank you, as always, for your support.
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Lubbe Levin
Associate Vice Chancellor
Campus Human Resources
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Susi Takeuchi
Chief Human Resources Officer
UCLA Health
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