The period between the Christmas Day and New Year’s Day holidays is a time when the university can reduce operations in keeping with the inherent slowdown in demand for many services and to accommodate faculty and staff in taking time off. Especially as a result of this unprecedented year, I encourage managers to consider reducing operations, to the extent possible, so employees may consider taking time off during the period of Monday, Dec. 28, through Thursday, Dec. 31, 2020. While the University will remain open during this time, I encourage faculty and staff to enjoy time with families and friends and relax over the holidays.

OSU will be closed Friday, Dec. 25, 2020, and Friday, Jan. 1, 2021. The reduced operations period is Monday, Dec. 28 through Thursday, Dec. 31, 2020. 

Additional details:

  • This period of reduced operations applies to all OSU operations, including in Corvallis, at OSU-Cascades, the Hatfield Marine Science Center, in Portland, and within all OSU Extension Service offices and Experiment Stations.
  • Offices and functions do not need to be staffed during this period, unless they are deemed operationally necessary by departmental supervisors.

  • Unit heads and directors should consult with their dean or division head to determine the minimum necessary operational level for their unit to facilitate maximum leave opportunities for faculty and staff.

  • Managers and supervisors are encouraged to be as flexible as possible when determining staffing levels and schedules during this period. Managers are encouraged to grant leave requests when operationally feasible.

  • Employees should discuss their work schedule and leave options with their supervisors and managers as soon as possible.

  • Employees who choose to not work during the reduced operations period should use their accrued vacation leave, Special Day, COVID-19 and/or other leave, as appropriate, subject to supervisor approval. Employees who do not have sufficient leave balances may request personal leave without pay (LWOP) in accordance with departmental guidelines.      
  • If employees request to work during the reduced operations period, managers are encouraged to allow those employees to work. Employees who are scheduled to work during reduced operations period should coordinate with their supervisor to establish work schedules and assignments.

  • Faculty will retain access to their offices and labs during the reduced operations period. Facilities Services operations staff will be available to assist with building access. Contact information is here. Thermostats may be turned down in buildings that are otherwise closed.

  • Employees may check their leave balances at MyOregonState.edu and remain responsible for submitting their time through EmpCenter, as well as complying with the leave procedures as established by the University.  General information on related topics can be found here:

Thank you for your hard work and dedication to OSU during this unprecedented year. I wish you happy, restful and healthy holidays.

Mike Green
Vice President
Finance and Administration

FAQs

Flexibility is encouraged and supported by the OSU administration to the extent that it works for both managers and employees. Units should carefully consider and be as flexible as possible when reviewing requests for time off or requests to work. Units need to consider staffing requirements to meet deadlines for grant submittals, payroll and personnel processing.

Yes, employees are required to report their leave, per normal processes, during the reduced operations period. Employees who do not have sufficient accrued vacation leave, Special Day, COVID-19 and/or other leave balances, as appropriate, available, may request leave without pay (LWOP) in accordance with University guidelines*.

*Note: LWOP may affect eligibility for holiday pay and/or those enrolled in the WorkShare program. For more information about your particular situation, please reach out to AskHR@oregonstate.edu.

Employees should discuss work options with their supervisor/manager. If there is no work to be performed during the reduced operations, employees are strongly encouraged to use leave during this time. However, employees may request to work during the holiday reduced operations period. Such requests will be evaluated by the department and approved based upon business needs.

If an employee is permitted to work, it does not mean the office/department has to be open to the public. The Vice President or Dean of a given area determines which business operations and services under their jurisdiction are required to remain staffed and open to the public. If it is determined the unit is not required to be open to the public, employees may still request to work in their physical office space.

The university encourages departments to approve leave requests whenever possible. However, be aware that to ensure adequate staffing levels in certain business operations and services, departments may not be able to accommodate all leave requests during the holiday reduced operations period. Employees whose employing departments are open or considered an essential operation may request to take leave. However, as per normal processes, leave requests must be approved by the supervisor.

Upon prior authorization from the supervisor and if business operations allow, employees who are currently assigned to on-site work may be allowed to work remotely. Faculty members should seek approval from the appropriate department chair or director.

You will be compensated at your regular rate of pay. For employees, whose positions are overtime eligible, time worked in excess of 40 hours in a workweek is compensated at time and one-half and may be approved for compensatory time.

Yes, faculty members will retain access to their individual offices and/or laboratories during the holiday reduced operations period. However, if the building housing the office/laboratory is otherwise closed during this period, the thermostats may be turned down.

For academic faculty on less than 12-month appointments, a break in the academic calendar when classes are not taught is not considered a holiday unless the break coincides with a designated university holiday.

The university expects academic faculty with ongoing responsibilities to perform those duties during academic breaks. Additionally, an academic faculty member may request to use leave without pay (LWOP)* during the holiday reduced operations period if they will not be performing work-related duties during this time.

*Note: LWOP may affect eligibility for holiday pay. An employee must be in pay status the work day prior to the holiday in order to receive pay for the holiday.

 If you have no available paid leave options, consider the following:

  • If your unit is open, request to report to work; or
  • If your unit will not be open, request if arrangements may be made remote work, temporary work location change, or alternative assignments. (A formal telework agreement is not required for this period.); or
  • Request leave without pay (LWOP)*.

*Note: LWOP may affect eligibility for holiday pay and/or those enrolled in the WorkShare program. For more information about your particular situation, please reach out to AskHR@oregonstate.edu.

Yes. It impacts both. Health benefit eligible employees must continue to meet eligibility requirements each month to earn health insurance coverage for the following month. If you do not meet the hours eligibility requirement in a month, you will lose coverage the following month. The monthly hours requirement is:

  • Staff (classified) employees must work or be in a paid leave status for at least 80 hours in the month.
  • Faculty (unclassified) employees must work or be in a paid leave status for at least one half of the available work hours in the month. For example, if the month has a total of 22 possible workdays, you must work or be in a paid leave status for at least 88 hours to earn health insurance coverage for the following month.

LWOP also has an impact on retirement contributions as retirement contributions are based on a percentage of employee pay. If employees have questions regarding health or retirement benefits and LWOP please contact employee.benefits@oregonstate.edu.

Contact your supervisor. You may also email AskHR@oregonstate.edu.