Policy UL-AC07 Libraries' Faculty Vacation (Formerly UL-HR07)

Contents:

• Purpose
• Use of Vacation
• Accrual of Vacation
• Exceptions to Vacation Accrual Provisions
• Accrual and Use of Vacation During a Sabbatical Leave
• Settlement for Unused Vacation Balance at Time of Resignation or Retirement, or Upon Completion of a Limited-Term Appointment
• Cross References

PURPOSE:

To state the University Libraries’ policy on vacation accrual for Libraries’ faculty since there are no University policies relating to faculty vacation time. University faculty typically do not earn vacation, due to the nature of their assignment. They generally work a 36-week contract, and are afforded the flexibility to take time off when classes are not in session. They typically do not take time off during the academic semester. Libraries' faculty, in contrast, generally have a 48-week contract, and work a regular schedule regardless of whether classes are in session. For this reason, the Libraries have established this policy to provide faculty with vacation time. In cases of conflict or inconsistency, University institutional policies shall take precedence and be followed.

USE OF VACATION:

Vacation time off is scheduled by mutual agreement between the faculty member and his/her supervisor. The University Libraries may, at its discretion, require a faculty member on a limited term-based appointment to take vacation time off during the appointment so that all accrued vacation is expended prior to the conclusion of the appointment.

Only days on which the faculty member normally would have worked are charged against vacation allowance. Deductions from salary for time off in excess of accrued vacation may be made only for full-day absences unless allowable under the law.

Libraries’ faculty on less than twelve-month appointment may use vacation during work periods only.

Monthly vacation use must be recorded on the faculty member’s electronic attendance record.

ACCRUAL OF VACATION:

During the first twenty-five (25) years of continuous regular full-time employment, a faculty member on a regular appointment or a twelve-month limited term-based appointment accrues 16 hours of vacation in any calendar month in which the faculty member is paid for at least eighty-eight (88) hours of the normally scheduled work time for that month. Maximum accrual is 240 hours.

For those with more than twenty-five (25) years of continuous regular full-time employment, the faculty member accrues 18 hours of vacation in any calendar month in which the faculty member is paid for at least eighty-eight (88) hours of the normally scheduled work time for that month. Maximum accrual is 264 hours.

Libraries’ faculty on less than twelve-month contracts accrue vacation during work periods only.  Maximum vacation accumulations are calculated using the following formula:

No. of months of appt. x maximum accumulation provided by policy ÷  12 = maximum accumulation

(e.g., if you are on a 10-month contract, your maximum accumulation is 10 x 240 divided by 12 = 200 hours)

EXCEPTIONS TO VACATION ACCRUAL PROVISIONS:

A Libraries’ faculty member may request a temporary exception to the maximum accumulation limit by submitting a Request to Exceed Vacation Maximum Form to their supervisor and unit HR, for the following reasons:

1. A Libraries’ faculty member preparing for a major life event such as the birth or adoption of a child, finishing a degree, etc., may need more paid time off than provided above.
2. An unexpected work-related situation (e.g., employee turnover in same department) may cause a faculty member to miss or delay using accrued vacation, resulting in a vacation balance that exceeds the maximum stated above. The days accumulated in excess of the maximums stated above must be used within the next 12 months.

Any approved accruals in excess of the maximums stated above must be used within twelve (12) months of the approval. In the situations described above, if the faculty member terminates employment, then vacation pay off as described below will not include any days accrued in excess of the applicable maximum cited above.

ACCRUAL AND USE OF VACATION DURING A SABBATICAL LEAVE:

A Libraries’ faculty member continues to accrue vacation while on sabbatical leave, at the rate outlined in the Vacation Accrual Chart above. Faculty members shall not be expected to apply or document vacation accruals used during the period of their approved sabbatical.

Should a Libraries’ faculty member not return for the full appointment year following the sabbatical leave, vacation accruals earned during the sabbatical leave will not be paid out at separation.

SETTLEMENT FOR UNUSED VACATION BALANCE AT TIME OF RESIGNATION OR RETIREMENT, OR UPON COMPLETION OF A LIMITED-TERM APPOINTMENT:

A Libraries’ faculty member who terminates employment after completing at least one continuous year of full-time employment in a regular or limited term-based appointment, or an employee on a limited term-based appointment of less than one year who terminates at the end of the appointment, shall receive the cash equivalent of unused accruals (not to exceed the maximum provided by policy); however, this provision for making payment for unused vacation shall not apply to an employee:

1. whose limited term-based appointment has expired and who has been extended or reappointed or,
2. if the department required the employee to take vacation time off during the appointment so that all or part of the accrued vacation is expended prior to the conclusion of the appointment. See University Policy HR50 for special provisions of retirement.

VACATION PAYOUT

An employee who terminates employment after completing at least one continuous year as a full-time faculty member immediately preceding the date of termination will receive the cash equivalent of unused vacation accruals (not to exceed the maximum provided by policy). An employee who satisfactorily completes a limited term-based appointment of less than one year who separates from the University at the conclusion of the appointment, will receive the cash equivalent of unused vacation accruals (not to exceed the maximum provided by policy). See University Policy HR50 Use of Accumulated Vacation at Time of Resignation or Retirement, or Upon Completion of a Limited-Term Appointment.

All vacation payout amounts are calculated using the employee’s full-time salary or hourly rate.