Proposed 2022–2023 Winter Holiday Closure

Campus Human Resources

Health Human Resources

To:

Administrative Officers, Deans, Department Chairs, Directors, Vice Chancellors and Vice Provosts

What you need to know:

•	The proposed 2022–2023 Winter Holiday Closure is Dec. 17 through Jan. 2.
•	The UCLA Health System and certain essential-service facilities will continue to remain open and corresponding staff will continue to work.
•	Please distribute this memo widely in your organization or department so that employees may provide feedback.

Dear Colleagues:

As in past years, UCLA is proposing to observe an extended Winter Holiday Closure during the 2022–2023 holiday season. The closure period provides benefits for the Bruin community, including an opportunity to support personal well-being and a healthy work-life balance.

It is proposed that the campus closure period begins on Saturday, Dec. 17, 2022, through Monday, Jan. 2, 2023, with plans to reopen on Tuesday, Jan. 3, 2023. This period includes four University paid holidays (Dec. 23, 26, 30 and Jan. 2, 2023). This year, seven days (Dec. 19, 20, 21, 22, 27, 28 and 29) 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 seven work days.

The Office of the President has approved an exception to the vacation leave and curtailment leave policies to allow eligible employees to use up to seven vacation days in advance of actual accrual during the campus closure.

For exclusively represented employees, labor contracts may include similar provisions, and requirements under the Higher Education Employer-Employee Relations Act will be observed.

In accordance with university personnel policies and applicable labor agreements, and consistent with previous years, employees will have the choice of the following options to cover the non-paid holidays during the closure period.

•	Eligible employees may use vacation days in advance of their actual accrual.

•	Newly hired employees, represented and policy-covered, may use their vacation accruals during the closure before acquiring six continuous months on pay status.

•	Employees with accrued compensatory time may elect to use it to cover the seven 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 seven 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.

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.

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 send copies of these approval decisions to the Office of the Assistant Vice Chancellor, Facilities Management, and to Employee and Labor Relations.

Please distribute this memo widely in your organization or department so that employees may provide feedback. Comments, questions or feedback from employees regarding application of personnel policies or collective bargaining agreements during the closure should be sent to Anthony Solana, Director of Employee and Labor Relations in Campus Human Resources at asolana@chr.ucla.edu or Jane Miller, Director of Employee and Labor Relations in Health Human Resources at janemiller@mednet.ucla.edu by Friday, October 21, 2022.

Thank you for your support.

Lubbe Levin
Associate Vice Chancellor
Campus Human Resources

Susi Takeuchi
Chief Human Resources Officer
UCLA Health