To All Staff and Faculty Chairs:
During the past few months, the Staff Advisory Council and Human Resources have reviewed the Bereavement Policy, the Grievance Policy, and the Support Staff Vacation Policy. Recommendations were submitted to senior staff this summer for review and approval. I am writing today to inform you about changes to these policies.
The changes to the Bereavement Leave Policy and Grievance Policy are minimal. The Bereavement Leave policy has merely been revised for clarity. The Grievance Policy has been edited to better define the range of issues that fall under this policy and to streamline the overall process.
The Vacation Leave Policy has been more extensively revised, following a review of peer leave policies and the collection of staff feedback.
Here are the highlights:
- Staff will now earn additional vacation time more quickly. This brings Williams’ practices more in line with those of our peers. (see chart below)
- Effective October 1, 2017, vacation and sick leave will be earned (accrued) rather than granted at the employee’s service anniversary date. It now matches the vacation time policy implemented in summer 2017 for administrative staff. Personal leave will continue to be granted on the anniversary.
- Leave time will now be reported in Time and Labor and on pay statements as it is earned. (see examples below)
- Employees will be allowed to borrow leave time before it is earned, up to the employee’s maximum amount of leave for that year. This will show up as a negative balance in Time and Labor and on the employee’s paycheck until enough time has been accrued to replace the amount used.
These changes will be effective as of October 1, 2017, and will first be reflected on the October 20, 2017 paycheck.
Following is a side-by-side comparison of vacation time allocated under the current and new policies. The listed amounts are based on a full-time, twelve-month appointment, so must be prorated for appointments that are less than full-time.
|Vacation Days Earned: Former Policy||Vacation Days Earned: New Policy|
|0 to 59 months of service: 10 days/year||0 to 35 months of service: 10 days/year|
|60 to 119 months of service: 15 days/year
(increases at 5th anniversary)
|36 to 83 months of service: 15 days/year
(increases at 3rd anniversary)
|120 months of service or more: 20 days/year
(increases at 10th anniversary)
|84 months or more of service: 20 days/year
(increases at 7th anniversary)
Employees will still be able to carry over up to 12 months of accrued time, as previously. This means staff members can accrue a maximum balance of 24 months of time: 12 months for the current year, plus 12 months carried over from the prior year.
The method for reporting leave time in the Human Resources System will remain the same.
For more detailed information, please refer to the revised Vacation Leave Policy in the Staff Handbook.
Examples of balance adjustment:
Ephelia has been at the college for 15 years. She is full-time, so earns 20 days (160 hours) of vacation per year.
Scenario 1: Ephelia’s pay statement currently reflects 200 hours, consisting of a 40-hour carryover plus 160 hours granted on her July 1 anniversary. She hasn’t taken any vacation since July 1.
- Her vacation will be adjusted to reduce the 160 hours annual grant on 7/1 to 40.33 hours actually earned 7/1-9/30 (160 hours per year / 365 days per year * 92 days since anniversary).
- Her new balance will be 80.33 hours (40.33 hours + 40 hours carried over).
- She will see 92.64 hours on the check dated 10/20. This is 80.33 hours earned + 6.1538 hours earned in the current pay period (10/1-10/15).
Ephelia will continue to earn 6.1538 hours vacation/pay period, so that by June 30th she will have earned 160 hours.
Scenario 2: Ephelia’s pay statement currently reflects 80 hours, consisting of 160 hours granted on her anniversary of July 1st minus 80 hours of vacation taken in August. She had no carryover balance from the previous year.
- As above, her vacation will be adjusted to reduce the annual grant (160 hours) to the amount actually earned 7/1-9/30 (40.33 hours).
- Her new balance will be -39.67 hours (40.33 hours earned minus 80 hours taken). She plans to take another week off in December and can take time off until she reaches -160 hours balance.
- She will see -33.52 hours on check dated 10/20. This is -39.67 hours earned + 6.1538 hours earned in the current pay period (10/1-10/15).
Ephelia will continue to earn vacation during the year at 6.1538 hours/pay period, so by June 30th, she will have earned 160 hours.