Holiday Schedule | HR | Hobart and William Smith

Typically, the Colleges do not completely close for holidays during academic terms. If an office, service, or program must remain open on a holiday, salaried employees who are scheduled to work on a holiday will be entitled to schedule a substitute full day off during the same academic year. Scheduling is subject to the supervisor’s approval. These substitute days will not carryover nor will they be paid out at time of separation. Certain offices, such as Campus Safety, may have a different holiday schedule or holiday obligations. Employees in these areas will receive information regarding holiday schedules from their supervisors. Administrative staff shall not be eligible for holiday pay unless they have worked their scheduled work day immediately before and immediately after the holiday, except in cases of pre-approved vacation or personal time off, a demonstrated illness, or other emergency not permitting such work.

Administrative salaried employees will receive 20 days of vacation per year. Administrative salaried employees may carry over a maximum of ten vacation days each July 1 into the new academic year. Carryover amounts will be applied to vacation balances once they are verified by Human Resources. Hourly administrative employees accrue time that carries over year-to-year.
Employees will also receive personal days each year that must be used by June 30 or they shall be forfeited.

Time off due to the death of a close family member may be granted. A close family member is defined as parent, spouse, domestic partner, child, brother, sister, grandchild, grandparent, current mother/father/sister/brother/grandparent-in-law and step or foster children/parents. Up to three days with pay will be given for the above situations. Requests for additional time will be addressed on an individual basis with the Senior Dean of Faculty (faculty only) and the Office of Human Resources.

Faculty and Salaried Administrative Employees
If called to serve as a juror, faculty and salaried staff will have their regular pay continued during the period of service. If a per diem is offered by the court system to the juror for their service, then the per diem should be waived. A copy of the initial summons and evidence of the dates of service must be provided to your supervisor and the Office of Human Resources. Faculty members and administrative employees are asked to try to defer jury service to times which will not conflict with the academic year.
Hourly, Staff Employees
When an hourly employee is required to serve as a juror, HWS will pay the regular straight time pay, based on the regularly schedule hours of work, for the first three days of jury duty. Thereafter, the employee will be paid the difference between the jury or court pay and their regular straight time pay provided the employee has notified their supervisor and submitted proof of service and payment to the Office of Human Resources.

HWS provides eligible employees with robust paid time off benefits. It is expected that employees will maintain adequate time off balances should extended time away from work ever become necessary. However, HWS recognizes that a situation may arise in which an employee experiences a catastrophic event and has exhausted their paid time off benefits. Where able, HWS wants to support these employees and, on a case-by-case basis, may offer additional, supplemental leave hours to an eligible employee. Employees must review the Supplemental Leave Policy, ensure eligibility, and submit an application in order to be considered. Email hr@hws.edu with any questions.

Hobart and William Smith Colleges