BCH Supervisor/CPP Group Vacation and Holiday Guidelines

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  1. Vacation planning is done in Smartsheet in a yearly format. The Smartsheet for the upcoming year is opened in August. Requests for popular weeks should be entered by October 1 of the preceding year. These weeks include President’s week in February, school Spring Break weeks, and all weeks in June, July, and August.
    1. All requests should be entered as a full week, Sunday to Saturday only.
    2. Requests for multiple consecutive weeks should be broken into multiple one-week requests following the Sunday to Saturday format.
    3. Single day PTO requests should be done in the schedule planner/Clairvia and not in Smartsheet.
    4. Pre-blocking may be requested in the schedule planner, not in Smartsheet. The group will make every effort to honor pre-blocking, but it is not guaranteed as part of a vacation request.
    5. Vacation requests for the weeks of Thanksgiving, Christmas and New Year are considered an exception and require pre-approval from leadership.

 

  1. The following guidelines apply to all requests. Exceptions must be approved by leadership prior to approval.               
    1. A maximum of two weeks in the months of June, July and August may be requested per staff member during the initial request period (before October 1 of the prior year).
    2. A maximum of four shifts per week may be approved per week for the group (one 90% FTE or two 60% FTE).
    3. All efforts will be made within the group to submit a balanced vacation request. If overlapping requests cannot be resolved, leadership will review the request and use seniority based on UCSF hire date to allocate the request.
    4. For high-request weeks (ex, President’s Week) when multiple staff request the same week, priority will be given to the staff member who was not awarded that week in the prior year(s).
    5. After the initial request period (October 1), the calendar is open for requests on a rolling basis.

 

  1. Holiday Coverage Rotation
    1. The following rotation applies to the group of eight Supervisor/CPPs. Adjustments will be made to accommodate changing staffing numbers.
    2. Each staff member will be assigned to a day or night winter holiday rotation. This may or may not be the primary shift worked by that staff member. Allocation for holiday rotation shift preference (A or P) will be granted based on role seniority.
    3. Each staff member will work one full holiday (or be off) each year in the following order: Thanksgiving, Christmas, New Year, Off. **Trialing a request based system with Christmas rotating beginning in 2022.**
    4. Summer holidays will be requested via the schedule planner/Clairvia without rotation but with the expectation that each staff member usually works one of the summer holidays.
    5. Non-University holidays (ie, Mother’s Day, Easter, Halloween) will not be rotated or pre-assigned, but priority for the day off will be given to those who worked the prior year.

 

 

             Revised October 25, 2021

             Approved by Unit Director Tamara O’Connor