Winter closing policies announced

In a cost-saving move, the university will close the week of Dec. 22-26, except where operations are essential, and department heads have been strongly encouraged to close the following week, Dec. 29-Jan. 2, 2004. Randy Livingston, vice president for business affairs and chief financial officer, asked that department heads decide on a winter closing schedule by the end of last week.

Employees will receive an extra day off during each of the two weeks that their departments remain closed all week, in addition to scheduled holidays on Dec. 25 and 26 and Jan. 1. In departments that decide to close down for two full weeks, employees will be asked to take five days of vacation or a combination of personal time off (PTO), vacation and approved leave without pay.

The closing will save the university money in two ways -- in utility costs and by employees using their accrued vacation time, Livingston said.

With students on break and dormitories closed, the last two weeks of December are traditionally a time when many employees take vacation anyway, Livingston said. "Given that so much of the university population was going to be absent, it appeared to make sense to close whole buildings and departments rather than to keep them open for just a few employees."

Although most employees are believed to have adequate reserves of vacation and PTO to cover the closing, "we realize this may not be optimal for every employee," Livingston said. "This was a decision we made in the interests of the overall university."

By announcing winter closing policies now, administrators hope to allow time for staff to plan the use of PTO and vacation and minimize the need to take leave without pay, Livingston said.

During the week of Dec. 22-26, in addition to designated holidays scheduled for Dec. 25 and 26, employees who work in departments or units that close down for the full week will receive a day off with pay on Dec. 24. Employees must use accrued vacation, PTO or approved leave without pay on Dec. 22 and Dec. 23. The decision to keep a department open during Dec. 22-26 requires the approval of the dean, vice president or vice provost heading the department.

While departments are encouraged to close for the week of Dec. 29-Jan. 2 where possible, that decision is being left to department managers. During that week, Jan. 1 is a scheduled paid holiday. Employees in departments that close for the entire week of Dec. 29-Jan. 2 also will receive a day off with pay on Jan. 2. Employees must use accrued vacation time, PTO or approved leave without pay the remaining three days that week.

Although administrators plan to continue the winter closing during the week that includes the Dec. 25 winter holiday until further notice, this will be the only year that additional days off with pay are awarded. The decision to close during the week that includes the Jan. 1 winter holiday will be made each year.

Additional paid days off do not apply to employees covered by any collective bargaining agreement. Workers covered by the collective bargaining agreement with United Stanford Workers who are required to use more than three days of vacation, PTO or approved leave without pay are required to receive two weeks' advance notice of a temporary or seasonal layoff, said Keith Smith, manager of labor relations.

During both weeks, employees whose jobs require that they report to work in a department that otherwise is closed may be given an alternative paid day off at the discretion of the dean, vice president or vice provost heading the department.

Employees with questions about the winter closure can call the Employee and Labor Relations office at 723-2191 or their human resources officers.