Campus Closure
In celebration of the 2023 holiday season, the Governor has authorized up to four hours of informal time off for state employees. In addition, President Coley has exercised the authority granted by Chancellor Garcia to allow campus employees an additional four (4) hours of informal time off on December 22, 2023. With the exception of essential services staff, the campus will be closed on December 22, 2023.
This informal time off may not be considered as Compensatory Time Off (CTO) and is not compensable in cash. For the purposes of absence management, this will be treated as a normal workday, so vacation, sick, or CTO balances need not be charged for the December 22nd campus closure. Please note that the granting of this time off by the Governor and President Coley is discretionary and, therefore, does not create a precedent.
Timekeeping: Governor’s Informal Time Off
The Governor’s Informal Time Off will be provided to Cal Poly Pomona employees subject to the provisions below. This informal time off may not be considered as CTO and is not compensable in cash.
- Full-time exempt and non-exempt employees, who are scheduled to work on December 22, 2023, may be allowed four hours of informal time off with pay.
- Less than full-time employees, who are scheduled to work on December 22, 2023, should be provided informal time off on a pro-rata basis.
- Hourly intermittent employees (excluding Retired Annuitants), other than those in Class Codes 1150, 1151, 1152, 1153, 1360, 1868, 1870, 1871, 1872, 1874, 1875, 1876, 2680, 2681, 7171, 7172 and 7930, who are scheduled to work on December 22, 2023 and who are still on active payroll status on that date, are granted informal time off based on the following table:
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Hours Scheduled in December Pay Period |
Hours Off |
|---|---|
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1-43 |
1 |
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44-87 |
2 |
|
88 or more |
4 |
- The following employees may be granted the equivalent informal time off to be used prior to June 30 of next year. The scheduling of informal time off should minimize disruption to campus operations. This informal time off shall not be considered as CTO and is not compensable in cash.
- Employees who are required to work all or part of December 22, 2023.
- Employees on alternate or compressed work schedules, whose regularly scheduled day off falls on December 22, 2023.
- Employees who would be scheduled to work but are on vacation, sick leave or CTO on December 22, 2023.
Except for essential services staff, the campus will be closed on the following dates when several paid University holidays are observed:
Monday, December 25, 2023 – Christmas Holiday (observed)
Tuesday, December 26, 2023 – Lincoln’s Birthday (rescheduled)
Wednesday, December 27, 2023 – President’s Day (rescheduled)
Thursday, December 28, 2023 – Admissions Day (rescheduled)
Monday, January 1, 2024 – New Year’s Day (observed)
For employees on an alternate or compressed work schedule, if a holiday falls on their non-workday, then they are entitled to the benefits summarized below.
|
Bargaining Unit |
Entitlements when a Holiday Falls on Employee’s Non-Work Day |
|---|---|
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Please refer to Article 21 “Holidays” (PDF) |
If an employee is on a compressed work schedule or an alternate work schedule and the holiday is observed on a non-workday, then the employee shall be entitled to a day equal to their normal workday. This holiday must be used on the employee’s next work day, subject to the operational needs of the campus, or within one hundred and eighty (180) days after the holiday was observed. (Article 21.4b) If an employee has been unable to take their holiday within one hundred eighty (180) days due to operational need, the employee shall be paid for the holiday. (Article 21.4c) |
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Please refer to Article 14 “Vacations and Holidays” (PDF) |
If an employee is on a compressed work schedule (e.g. 4/10 or 9/80) or an alternate work schedule (i.e., workweek begins on a day other than Monday), the employee shall be entitled to a day equal to their normal workday. This holiday must be used on the employee’s next work day, subject to the operational needs of the campus, or within one hundred and eighty (180) days after the holiday was observed. (Article 14.15b) If an employee has been unable to take their holiday within one hundred eighty (180) days due to operational need, the employee shall be paid for the holiday (Article 14.15c) |
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Please refer to Article 25 “Holidays” (PDF) |
For employees on a 4/10 or a 9/80 work schedule, if a holiday is observed on an employee’s non-workday, then they are entitled to the number of holiday hours equal to the hours of their normal workday. The employee must use these holiday hours within ninety (90) days after the holiday was observed on a day mutually agreed to by the employee and the University. (Article 25.4) |
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Please refer to Article 17 “Holiday” (PDF)
|
If an employee on an alternate or compressed work schedule is not scheduled to work on the day the holiday is observed, the campus may: Give the employee the number of holiday hours equal to their normal workday. This holiday credit shall be used within ninety (90) days after the holiday was observed on a day mutually agreed to by the employee and the appropriate administrator, OR Change the employee’s alternate work schedule back to an 8 hour per day 5 day per week schedule during the week in which the holiday falls to accommodate the observation of the holiday. The campus must notify the affected employee of this change at least 14 days in advance. (Article 17.13)
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Confidential (C99)
Please refer to HR 2018-06 (PDF) |
For non-exempt Confidential employees who work an alternate schedule (e.g., Sunday – Thursday), if a holiday falls on the employee’s non-workday (e.g., Friday), then the employee is entitled to the number of holiday hours equal to the hours of their normal workday. This holiday must be used within ninety (90) days after the holiday was observed or it will be forfeited.
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December 29, 2023 is a non-holiday campus closure day. Time off for this day may be charged to accrued Vacation, earned Compensatory Time Off (CTO) balances, or Personal Holiday (PH), as explained in the respective collective bargaining agreement or applicable policies summarized below. Please note, Sick leave credits cannot be used for this campus closure day.
Hourly intermittent employees can charge leave credits for December 29, 2023 only if this date falls on their normal work schedule.
Employees on jury service on December 29, 2023 who wish to receive their regular pay may use accrued vacation, personal holiday, and any earned compensatory time off. As a reminder, state employees no longer receive state jury fees.
|
Bargaining Unit |
Available Options to Cover Non-Designated Holiday Closure on December 29, 2023 |
|---|---|
|
Please refer to Article 21 “Holidays” (PDF) |
Use accrued vacation (Article 21.8) or personal holiday (Article 21.9) |
|
Please refer to Article 14 “Vacations and Holidays” (PDF) |
Use accrued vacation, personal holiday or compensatory time off (Article 14.20)
Employees without enough accrued vacation, personal holiday or compensatory time off must be provided sufficient work prior to the scheduled closure to prevent pay loss (Article 14.21). Non-exempt employees will be paid at the overtime rate for the time worked (Article 14.21). For example, if a non-exempt employee needs 8 hours of pay to cover wages that would be lost due to the closure on December 29th, the employee should be allowed to work 5.33 compensatory time off hours to make up the pay equivalent to 8 regular hours. For non-exempt employees, the employee’s manager shall record the worked time as compensatory time off in the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form. For exempt employees, the employee’s manager shall record the worked time in the Holiday Closure Advance Work Authorization & Log for Exempt Employees form (PDF).
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|
Please refer to Article 25 “Holidays” (PDF) |
Use personal holiday (Article 25.9), accrued vacation or compensatory time off or, if permitted, work extra hours in advance (Articles 25.7-25.8). Employees without enough accrued vacation or compensatory time off must be provided sufficient work prior to the scheduled closure to prevent pay loss. The employee will be paid the appropriate rate for the time worked. (Article 25.8). For example, if a non-exempt employee needs 8 hours of pay to cover wages that would be lost due to the closure on December 29th, the employee should be allowed to work 5.33 compensatory time off hours to make up the pay equivalent to 8 regular hours. For non-exempt employees, the employee’s manager shall record the worked time as compensatory time off in the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form. For exempt employees, the employee’s manager shall record the worked time in the Holiday Closure Advance Work Authorization & Log for Exempt Employees form (PDF).
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Please refer to Article 17 “Holiday” (PDF)
|
Use personal holiday (article 17.9), accrued vacation or compensatory time off (Article 17.7). Employees without enough accrued vacation or compensatory time off must be provided sufficient work no later than sixty (60) days after the campus closure to prevent pay loss. (Article 17.8). For example, if a non-exempt employee needs 8 hours of pay to cover wages that would be lost due to the closure on December 29th, the employee should be allowed to work 5.33 compensatory time off hours to make up the pay equivalent to 8 regular hours. The employee’s manager shall record the worked time as compensatory time off in the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form.
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Due to the 24/7 operations of the campus police, the campus closure does not apply to SUPA employees.
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Confidential Employees (C99)
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Use accrued vacation, compensatory time off or personal holiday. Employees without enough accrued vacation, compensatory time off, or personal holiday must be provided sufficient work prior to the scheduled closure to prevent pay loss. For example, if a non-exempt employee needs 8 hours of pay to cover wages that would be lost due to the closure on December 29th, the employee should be allowed to work 5.33 compensatory time off hours to make up the pay equivalent to 8 regular hours. For non-exempt employees, the employee’s manager shall record the worked time as compensatory time off in the Compensatory Time Off, Alternate Day Off, Holiday Credit Authorization form. For exempt employees, the employee’s manager shall record the worked time in the Holiday Closure Advance Work Authorization & Log for Exempt Employees form (PDF).
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MPP (M80) |
Use accrued vacation or personal holiday or work one (1) day’s worth of work. The employee’s manager shall record the worked time in the Holiday Closure Advance Work Authorization & Log for Exempt Employees form (PDF). |
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