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Campus Closure Guidelines

Campus Closure December 25, 2017 - January 1, 2018

The campus will be closed from Monday, December 25, 2017, through Monday, January 1, 2018, and will reopen on Tuesday, January 2, 2018 (which is also the first day of classes for Winter 2018).

Several paid University holidays will be observed while the campus is closed, including: 

  • Monday, December 25 – Christmas Holiday Observed
  • Tuesday, December 26 – Rescheduled Holiday (Lincoln’s Birthday)
  • Wednesday, December 27 – Rescheduled Holiday (Washington's Birthday)
  • Thursday, December 28- Rescheduled Holiday (Admissions Day)
  • Monday, January 1, 2018 – New Year’s Day 2018 Holiday Observed

One day (Friday, December 29th) is not designated as a holiday, and time off for this day may be charged to accrued vacation, earned Compensatory Time Off (CTO) balances, or Personal Holiday (PH), if available.  Sick leave credits cannot be used for the campus closure.

To assist campus administrators and employees to plan for this period of time for represented and non-represented employees, please view the guidelines provided below.

  • Unit 1 – Union of American Physicians and Dentists (UAPD)Employees affected by campus closure will need to use vacation or PH leave credits since they are not eligible to earn CTO. (Article 21.7)

  • Units 2, 5, 7 & 9 – California State University Employees’ Union (CSUEU)If an employee does not have sufficient leave credits (vacation, PH, or CTO), and will be on “dock” pay status for the campus closure on December 29, 2017, a manager may apply Article 14.22 of the contract.  This section reads:  “Should an employee not have vacation accrued, sufficient CTO balance or Personal Holiday to cover the scheduled days of closure, he/she shall be provided sufficient work prior to the scheduled closure to prevent any loss of pay or benefits.  Such time worked shall be in accordance with Article 19, Overtime.”  For example, if a non-exempt employee needs 8 hours of pay to cover wages lost due to the closure on December 29th, the employee should be allowed to work 5.33 overtime hours to make up the pay equivalent to 8 regular hours.  To document CTO earned, the employee and the manager must complete the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form (xls).

    Exempt CSUEU employees cannot earn CTO.  Therefore, if an exempt CSUEU employee does not have available leave credits, they should be provided sufficient work in advance to cover the closure and must work a full day to cover the day of closure.  To document exempt employees’ advance work authorization, please complete the Holiday Closure Advance Work Authorization & Log for Exempt Employees (pdf) form.

    Note:  If an employee is on an alternate work schedule (such as 4/10 or 9/80) when a holiday is observed on a non-work day, the language of Article 14.16 (b) will apply.  The employee shall be entitled to a day equal to his/her normal workday.  The rescheduled holiday must be used within one hundred and eighty (180) days after the holiday was observed.

  • Unit 4 - Academic Professionals of California (APC)The APC contract allows in Article 25.7-8 employees to use accrued vacation or CTO hours to cover the campus closure.  If an employee does not have sufficient leave credits or CTO, and will be on “dock” pay status for the campus closure on December 29th, he/she shall be provided sufficient work to prevent any loss of pay or benefits.  Such work shall be compensated at the appropriate rate and shall be performed prior to the scheduled day(s) of closure.  For example, if a non-exempt employee needs 8 hours of pay to cover wages lost due to the closure on December 29th, the employee should be allowed to work 5.33 overtime hours to make up the pay equivalent of 8 regular hours.  To document CTO earned, the employee and the manager must complete the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form (xls). 

    Note:  If a holiday is observed on a Monday through Friday when an APC employee is not scheduled to work, they shall be entitled to observe the holiday on another scheduled workday.  The rescheduled holiday must be used within ninety (90) days after the holiday was observed (Article 25.4).

    Exempt APC employees do not earn CTO.  If an exempt employee is permitted to work additional time in advance to cover the closure, that employee must work a full day to cover each day of the closure.  To document exempt employees’ advance work authorization, please complete the Holiday Closure Advance Work Authorization & Log for Exempt Employees (pdf) form.

  • Unit 6 - State Employee Trades Council (SETC)The SETC contract allows in Article 17.7 – 17.8 for employees to use accrued vacation or CTO hours to cover the campus closure.  If an employee does not have sufficient leave credits or CTO and will be on “dock” pay status for the campus closure on December 29th, he/she shall be provided sufficient work to prevent any loss of pay or benefits.  Such time shall be provided no later than sixty (60) days after such a scheduled day(s) of closure (Article 17.8).  “An employee shall be permitted to use accrued vacation or CTO if the President closes the campus and there is an insufficient number of holidays scheduled to be observed during the closure” (Article 17.7).  For example, if a non-exempt employee needs 8 hours of pay to cover wages lost due to the closure on December 29th, the employee should be allowed to work 5.33 overtime hours to make up the pay equivalent of 8 regular hours.  To document CTO earned, the employee and the manager must complete the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form (xls).

    Note:  For SETC employees on an alternate work schedule, per Article 17.13:  “If the holiday is officially observed on a day the employee is not scheduled to work, the employee is entitled to the number of holiday hours equal to their normal workday.  This holiday shall be used within ninety (90) days after the holiday was officially observed on a day mutually agreed to by the employee and the appropriate administrator, so that the holiday shall not be lost.”

    Also, “The campus may also notify the affected employee, at least 14 days in advance that during the week in which the holiday falls their alternate work schedule shall revert to an 8 hour per day, 5 day per week, schedule to accommodate the observation of the holiday.”

  • Unit 8 - State University Police Association (SUPA)Given the 24/7 campus obligations, staff are not affected by the campus closure.

  • Hourly Employees:  Hourly employees can charge leave credits for December 29th, campus closure date, only if this date falls on their normal work schedule.

  • Confidential (C99)/Others (Non-Management) Employees Not Covered by a Collective Bargaining Unit:  Should the employee not have vacation accrued, sufficient CTO balance or PH to cover the closure, the manager will provide sufficient work prior to the scheduled closure to prevent any loss of pay or benefits.

  • Exempt Employees (including Management Personnel Plan—MPP):  If an exempt employee has:  (a) sufficient vacation/personal holiday time to cover the campus closure day, but does not want to use it, or (b) does not have sufficient vacation or personal holiday time (such as a new employee), then the employee will be required to perform up to 1 days’ worth of work to cover the designated campus closure day of December 29th.  To document exempt employees’ advance work authorization, please complete the Holiday Closure Advance Work Authorization & Log for Exempt Employees (pdf) form.

  • Employees on Jury Service:  If employees wish to receive their regular pay for jury service during the one non-holiday of the campus closure, December 29th, they may use accrued vacation leave credits, PH, and any earned CTO.  The paid holidays during the closure are:  December 25, 26, 27, 28, 2017 and January 1, 2018.  As a reminder, state employees no longer receive state jury fees.

Additional Information or Guidance

Managers are encouraged to work with their employees who will not have sufficient vacation, PH, or CTO to cover the one day of campus closure.  Opportunities provided for employees to earn the necessary time must be in accordance with the bargaining unit agreements noted above and/or applicable federal and state statutes.

Leave Credit Balances

To review leave credit balances, employees/managers may log onto MyCPP from the Cal Poly Pomona Online Services page. 

Questions

  • For payroll specific questions, please contact your payroll technician
  • For questions regarding how to apply the collective bargaining agreement language for campus closure situations, please contact Employee/Labor Relations.