University Closure Policy for Staff

Purpose:

At the discretion of the University President, Willamette University schedules closures at certain times of the year to provide University employees with additional time away from work. This policy establishes protocols for university closures and expectations for attendance during university closures, among other matters.

Definitions Related to this Policy:

Eligible Employee means an employee who works at least 24 hours per week on average all year or 60% of a full time schedule.  Campus Safety officers are not eligible employees for purposes of this policy due to the nature of Campus Safety’s staffing needs.  Campus Safety employees’ work hours and pay are covered under a separate policy available through the Director of Campus Safety or Human Resources. 

University Closure means a temporary closure of certain university operations to allow for time away from work at the direction of the President. University closures may be for partial or full days.  Examples of university closures include Winter Break and the 2-hour early closure the day before Thanksgiving.

Policy:

1. An official schedule of University Closures is typically established annually with the publishing of the university holiday schedule.  However, University Closures are not guaranteed and may be scheduled,  changed, or canceled at the discretion of the President.
2. All employees must be available to work during any University Closure should a business need arise.* Certain departments may be required to remain open during all or part of a closure.  All employees will be paid at their regular rate of pay for hours worked during a closure. 
3. Eligible Employees will be paid their regular pay for hours they do not work, but would normally be scheduled to work during closures. Eligible Employees will not need to use vacation or sick time.
4. Eligible Employees who are required to work any day(s) during Winter Break may select another paid day(s) off during the fiscal year with the approval of the employee’s supervisor. These days must be taken before July 1, and cannot be carried over to the following year.  Employees required to work during other closures will not receive another paid day(s) off unless specifically noted in the closure announcement.    
5. Eligible Employees must work and/or be in paid leave status on the last workday before, and the first workday after an official University Closure and must work at least 50% of their regularly assigned work schedule in a given month to receive paid time off.

Work requirements will differ for employees that are on protected leave.

Effective Date: November 16, 2023
Responsible Person/Primary Contact: AVP for Human Resources
Responsible University Office: Human Resources