Monday, January 8 2018
TO: Deans, Department Heads, and Business Officers
FR: Cynthia Señeriz, Director, Human Resources
RE: HR Guidelines for Implementing Administrative Pay In Response to the Effects of the Thomas Fire
In follow-up to the Chancellor’s email dated December 13th, the following guidelines are intended to clarify questions that may arise with the implementation of paid administrative leave available for those staff unable to report to work begining December 5th due to the effects of the Thomas fire. These guidelines are intended to explain and supplement the Absence from Work Policy, PPSM 2.210, Section III.F.1. for policy-covered staff as well as the applicable collective bargaining agreements for represented staff where similar provisions exist.
1. Implementing Procedures for Administrative Pay for Emergencies
Purpose of Administrative Leave for Emergencies (Absence from Work Policy, PPSM 2.210, Section III.F.1.): The one-time use of up to two days of paid administrative leave is intended to alleviate some of the personal hardships resulting for staff unable to report to work, who otherwise would have to utilize accrued leave balances or leave without pay during this time.
Eligibility and Approvals: Staff unable to report to work, or who were instructed not to report to work beginning December 5th due to the effects of the Thomas fire, may be eligible for two days of paid administrative leave for emergencies. This policy applies to both policy-covered and represented staff. For the Division of Academic Affairs, determination of eligibility will be made by the Executive Vice Chancellor or Deans. For the remaining divisions, determination of eligibility will be made by the Vice Chancellors. Administrators are asked to exercise maximum flexibility for staff who have endured hardships as a result of the Thomas fire.
Approval Process: Staff should consult with their supervisors/managers. Supervisors/Managers should review the requests for paid administrative leave for emergencies and submit the requests for approval to the Executive Vice Chancellor, Dean or Vice Chancellor through their appropriate control point. To expedite the approval process, multiple requests may be submitted as a group for departments/administrative units. For departments with Kronos timekeeping, separate instructions to record administrative leave in Kronos will be provided separately.
Consideration of Exceptional Hardship or Circumstances
Requests for administrative leave beyond two days in cases of exceptional hardship (or in exceptional circumstances), or after December 31st will be considered on a case by case basis, and must be individually approved by the Executive Vice Chancellor, Dean or Vice Chancellor as applicable.
2. Extension of Campus Curtailment Policy
In addition to the above guidance, the campus curtailment policy that has been in effect since Friday, December 8 will be extended to Friday, December 15. Where departments have curtailed operations due to the impacts of the Thomas fire, the following guidance may also be applicable.
1. If a department has curtailed operations due to these circumstances, staff employees who request time off from work will have the choice of using one of the following options, in accordance with University personnel policies, and existing collective bargaining agreements, subject to discussion and/or collective bargaining where applicable.
a. Vacation (employees may utilize vacation time in advance of their actual accrual as specified in University personnel policies and existing labor agreements; newly hired employees may utilize vacation accruals prior to six continuous months on pay status);
b. Compensatory time off; or
c. Leave without pay.
Under these circumstances, policy-covered staff are eligible to participate in the advancement of up to six days of vacation leave. For represented staff employees, the advancement of vacation days is limited to three days, pending collective bargaining. The University has received agreement from the applicable unions for employees in the following collective bargaining units to receive advancement of up to six days of vacation leave: Clerical (CX), Patient Care Technical (EX), Skilled Trades (K8) and Service (SX).
3. Applicability of Sick Leave
a) If personal or family health reasons prevent a staff member from reporting to work due to the effects of the Thomas fire, policy-covered employees also may utilize sick leave consistent with PPSM 2-210 Absence from Work (http://policy.ucop.edu/doc/4010406/PPSM%202.210 ), Section III.C. and local procedures. Please refer to the applicable collective bargaining agreement for represented employees.