Q. Who decides if any departments must be open in order to provide essential services during the winter holiday closure?
The responsible dean, vice chancellor, or vice provost (i.e., the organization head to whom this responsibility is delegated) will determine which services are essential and must remain open, as well as the staffing resources required.
Q: Which working days that fall within the winter holiday closure period are not University paid holidays?
This year, four days, December 26, 29, 30 and January 2, are not paid holidays.
Q: What options are available to employees for these unpaid days during the closure?
As in previous years, employees may use accrued vacation, accrued compensatory time off (if applicable), or take leave without pay (LWOP). (Note: compensatory time off does not apply to exempt employees, who do not earn compensatory time.)
Q: Can the options listed above be applied in combination?
Yes. Employees may use these options either individually or in combination. Staff should inform their supervisors in advance of the type of leave they intend to use for the four non-holidays.
Q: Do the options listed above apply to represented employees?
Yes. Most collective bargaining agreements contain specific provisions allowing the University to provide these options to represented employees. Additionally, all of the bargaining units have been notified of the upcoming closure and the options available to employees for the four non-holidays. Please consult Labor Relations in Campus Human Resources or Health Human Resources if you have any questions.
Q: Can probationary status employees use vacation time prior to becoming regular-status employees?
Yes. Under the PPSM, policy-covered employees may use their vacation accruals during the probationary period.
While some collective bargaining agreements normally restrict the use of vacation accruals until after six continuous months of employment, the winter holiday closure is an exception. Exclusively during the winter holiday closure, represented employees may use their vacation accruals during the probationary period.
Please contact your department HR representative or Employee & Labor Relations with any questions.
Q: What about employees who don’t have sufficient accrued vacation hours?
Exclusively during the winter holiday closure, staff who wish to use vacation but lack sufficient hours may utilize four days of vacation leave in advance of accrual. Employees with accrued compensatory time off may use it to cover the days off. Leave without pay (LWOP) may also be taken.
Q: Will employees who request LWOP for the closure lose vacation and sick-leave accruals during the unpaid days?
No. Exclusively during the winter holiday closure, up to four days of unpaid leave will be treated as time on pay status for purposes of accruing vacation and sick leave. Instructions on how to submit these hours will be distributed by the Central Resource Unit (CRU).
Q: How will UC Retirement Plan (UCRP) service credit be affected for employees who request LWOP?
UCRP service credit is earned in proportion to the number of hours paid in the month. Therefore, if an employee takes LWOP during the winter holiday closure, their UCRP service credit for December will be slightly lower than it would be had they received pay for the entire month.
Q: For employees with insufficient vacation hours, can vacation time be used in advance of accrual? If so, will this require manual adjustments?
Yes. As stated above, to assist employees who have limited vacation hours available, vacation may be used in advance of accrual exclusively during the winter holiday closure. More detailed information will be provided by the CRU.
Q: Can sick leave be used in lieu of vacation leave during the closure?
No. Sick leave cannot be used in lieu of vacation leave for the winter holiday closure. However, if an employee becomes ill during the closure, they may use sick leave, subject to satisfactory verification of illness or injury.
Q: What if an employee is on Family & Medical Leave (FML) during the closure?
If the employee’s department is closed during the winter closure, the winter closure dates will not count against the employee’s FML entitlement.
Q: Can employees opt to work during the closure?
No. Only employees who are required to provide essential services, as approved by the responsible dean, vice chancellor, vice provost, or designated organization head, may work during the closure.
Q: How does the winter holiday closure benefit the University?
Many campus employees have roles that make it difficult to fully enjoy vacation when colleagues or members of the campus community are still working and reaching out to them. During the winter holiday closure, campus service levels are dramatically reduced, allowing most employees to enjoy the full benefits of taking time away from work. The annual winter holiday closure also generates energy cost savings and reduces campus greenhouse gas emissions by more than 1 million pounds of CO2, helping preserve natural resources and moving the University closer to its 2025 carbon neutrality goal.
Q: Whom do I contact with questions regarding the winter holiday closure?
For questions regarding the application of personnel policies, campus employees may contact their departmental HR representative or Campus Human Resources Employee Relations Consultant. UCLA Health employees may contact Jane Miller at UCLA Health Human Resources (janemiller@mednet.ucla.edu). For questions regarding your department’s winter holiday closure plans, please contact your supervisor.
