Vacation
Purpose
This policy establishes vacation eligibility and other related procedures as they affect administrative staff.
Eligibility
This is applicable only to non-union administrators of the university. Vacation eligibility, accruals, and procedures for union employees are set forth in their respective collective bargaining agreements.
Part-time employees who work under 1,000 hours per calendar year, temporary and student employees are not eligible for vacation.
Policy
The University grants vacation with pay to administrative employees each year to afford them the opportunity for rest and relaxation. As a practical matter, vacation generally should be scheduled to accommodate both the needs of the employee and the department.
Vacation Year
The vacation year begins on July 1st and ends the following June 30th.
Vacation Accrual and Eligibility
A full-time member of the administrative staff shall earn vacation at the rate of 5.93 hours per pay period (or 22 days per calendar year). A part-time employee working on a continuing basis for at least 1,000 hours per year shall earn vacation in a ratio of hours equivalent to a percent of full-time employment.
Individuals begin accruing vacation on their start date with the university. If an employee’s first pay cycle covers only a portion of a full pay period, the vacation accrual will reflect the proportion of the accrual for the full pay period. However, vacation should not be taken during the first six months of employment.
Although employees are encouraged to take vacation on concurrent days, individual days may be scheduled with the supervisor's approval.
Scheduling of Vacations
Vacation may be taken throughout the year by most employees (schedules permitting). Supervisory staff should balance the desires of employees in regard to vacation scheduling with the needs of the University and the ability of other employees to accomplish the resulting extra work. However, they also should make every effort to ensure that each employee has the opportunity to schedule and take vacation.
Vacation requests must be submitted to and approved by the employee's supervisor prior to taking vacation.
Vacation Accrual Carry Over
Vacation leave is among The New School's most generous benefits, designed to give hard-working administrative employees a well-deserved break. The maximum number of vacation days you may roll over to the following vacation year is 15 days. Beginning in 2019, the cutoff date will be August 31 of each year.
Part-time administrators' vacation carry over will be pro-rated.
Vacation Carryover for Approved Family Medical Leave
In addition to the carryover outlined in the section prior to this one, if administrative employees have any excess vacation days above the 15 days allowable on the cutoff date, those days will be placed in a special “leave” bank to be used by the employee if and when the employee has an event that qualifies under the Family and Medical Leave Act (FMLA). Events include (but are not limited to) birth or adoption of a child and care for a parent, child or spouse with a serious health condition. The maximum balance for the special leave bank will be 22 days (pro-rated for part-time employees). The employee can receive pay by using these days during an otherwise unpaid FMLA period.
Administrative employees must apply for and be approved for FMLA in order to use days in the special leave bank. Note that circumstances that may not be explicitly spelled out in the FMLA policy, may in fact be eligible for special leave bank days, so the employee should consult with a member of the Benefits Office.
Work in Lieu of Vacation (Payout)
Since the purpose of the university's vacation policy is to allow an opportunity for rest and relaxation, there is no provision for pay in lieu of earned vacation except at termination from employment, and then only to a maximum of 15 days (the carryover amount). There will also be no waivers of the annual cutoff dates end carryover policy, so all administrative employees are encouraged to speak with their supervisors and plan their vacation time to avoid the loss of any earned time.
Procedure
Please consult your supervisor and refer to Scheduling of Vacations (above) for guidelines on vacation time. Vacation also should not be taken during the first six months of employment.
Initiate your request for vacation time off in MyDay (Workday) following the procedure for Request Time Off. Your supervisor must approve the request prior to your taking vacation days.
Additional Vacation Information
- Effects on Vacation (Holidays, Leaves of Absence, Transfer of Position or Employee Status)
- Vacation Pay Upon Termination of Employment
- Special Leave Bank Days Upon Rehire
Related Topics
Return to Time Off Summary.