Winter Recess Extension FAQ
Throughout 2021, we recognized the continued Fight On! spirit our community exhibited, which resulted in the return of 44,000 students back onto campus and the resumption of our in-person mission of academic excellence. To ensure you have the opportunity for a well-deserved respite, we are providing an additional week to our paid Winter Recess. Our closure will now begin on Monday, Dec. 20 and end on Sunday, Jan. 2 for those units that can shut down operations.
Eligible staff will receive double their normal allocation of Winter Recess hours. To check your normal allocation of hours, refer to the Paid Winter Recess policy.
When will the additional Winter Recess hours be loaded into Workday, Kronos, and other timekeeping systems?
Normal and Extended Winter Recess hours will be reflected in Workday and Kronos by Wednesday, Dec. 15. If your area uses a different timekeeping system, please speak to your HR Partner or Payroll representative.
All eligible staff are encouraged to check with their supervisor to see if their department will suspend operations during some or all of the Winter Recess period and to establish how best to coordinate time off schedules.
The Paid Winter Recess policy is a staff workplace policy that does not apply to resource employees, per diem employees, student workers (including teaching and research assistants), academic staff, and faculty. For faculty and academic staff in most undergraduate programs, the recess from teaching will be Thursday, Dec. 16, 2021 through Sunday, Jan. 9, 2022, without a loss in compensation, with the usual expectations as to grading, course preparation, research, and service.
As in past years, after confirming with your manager, you must submit your Winter Recess time off request in Workday or Kronos before the Winter Recess period so your manager can approve the request.
When entering time off, request Extended Winter Recess for Dec. 20-23 and Winter Recess for Dec. 27-30. Remember that Friday, Dec. 24 and Friday, Dec. 31 are paid university holidays and should not be entered as Winter Recess time.
All units are encouraged to close unless the nature of the business requires them to remain open (e.g., the hospitals do not close). We ask leaders with direct reports to assess their operations so departments may close as much as possible.
Eligible staff who must work during Winter Recess will not lose this paid time off, but you must use it within the designated periods below:
- Use Extended Winter Recess hours – as early as Wednesday, Dec. 15 of this year and as late as Thursday, Jun. 30, 2022.
- Use “regular” Winter Recess hours – as early as Dec. 15 of this year and as late as Wednesday, Dec. 14, 2022.
Please note that approval of time off is always dependent on business needs, so be sure to discuss your time off requests with your manager as early as possible.
No. All pay dates and payroll deadlines remain the same.
Refer to the Paid Winter Recess policy. Or, you may contact your HR Partner or the HR Service Center at firstname.lastname@example.org or 213-821-8100. The HR Service Center will be open for the following limited hours during Winter Recess:
- Monday, Dec. 20 - Wednesday, Dec. 22 from 10 a.m. to 3 p.m.
- Monday, Dec. 27 - Wednesday, Dec. 29 from 10 a.m. to 3 p.m.
Normal hours resume Monday, Jan. 3 (8 a.m. to 6 p.m.).
Keck Medicine employees will receive an email with further details soon.