The Ohio State University is invoking its Weather or Other Short-Term Closing Policy 6.15 as an academic recess to support the health, safety and well-being of the university’s workforce. All academic campuses will close December 27-30, 2022.
The university is able to use this time between the observed Christmas and New Year’s Day holidays to support health and well-being because classes are not in session, and there are fewer people on Ohio State’s campuses and reduced operations.
In accordance with the 6.15 policy, this closure does not include the Health System. Included in the university’s closure are The College of Medicine and Comprehensive Cancer Center.
Short-Term Closure time off will be automatically entered in Workday Absence for all eligible employees prior to December 3, 2022. If you are scheduled to work during the recess, follow the instructions in this job aid to remove the Short-Term Closure time off hours and report the shifts that you work.
Critical services will remain open, such as safety and security, meal preparation and dining services, utilities to university buildings and properties, Veterinary Medical Center and health science clinics, the Ohio State Wexner Medical Center, law enforcement and public safety, snow removal, transportation, critical research initiatives and others determined as critical during the closure.
Managers and college/unit HR business partners will provide information about who will work for areas considered a critical service.
Deans and vice presidents are asked to operate at a critical need staffing level and make every effort to allow most employees to take the time off. For colleges with clinical programs, it is the dean’s discretion to identify how their college participates in the academic recess to balance fulfilling scheduled clinic and patient care obligations.
Non-exempt employees who work during the closure will be paid and receive hour-for-hour compensatory time for the time they work to be used at a future date. Compensatory time for non-exempt employees will be documented in Workday and administered per university policy and applicable collective bargaining agreements.
Managers of exempt employees who are required to work during the closure should work with these employees to find time to flex their schedules later within the next year.
- For timekeeping purposes, the closure will be applicable to employees who work any shift that begins after 12 a.m. on Tuesday, Dec. 27, 2022, and through any shift that begins before 12 a.m. on Saturday, Dec. 31, 2022.
- Faculty and staff with pre-approved vacation, sick time, parental leave, or any other paid leave that falls during the closure will not be charged for usage. Employees NOT scheduled to work who have previously submitted or approved time off hours during the recess (i.e., vacation), should go to the Workday Absence Calendar and remove those hours.
For college or unit-specific requirements, including who is staffing critical services during the closure, contact your HR business partner. For questions about closure details or documenting time and absence, contact HR Connection at hrconnection.osu.edu, (614) 247-myHR (6947) or HRConnection@osu.edu.
HR Connection will remain available to employees during the university’s short-term closure from Tuesday, Dec. 27 through Friday, Dec. 30. On these four days, the HR Connection phone line will be available with reduced hours from 9 a.m. to 3 p.m. However, the HR customer service lobby will be closed. Regular HR customer service hours and operations will resume Tuesday, Jan. 3. Employees are encouraged to visit HR Connection online at hrconnection.osu.edu 24 hours a day to get answers to common questions and initiate requests for assistance.
While the policy offers detailed FAQs, the questions below address the most relevant topics for this short-term closure.
Frequently Asked Questions
1. Will student, intermittent, term and non-exempt temporary employees be paid for the closure period?
Per the university’s short-term closing policy, student, intermittent and non-exempt temporary employees will not be paid during the winter closure. Non-exempt students, intermittent employees and temporary employees will record any time worked during the recess as normal and will not record time not worked. Follow this job aid for more information.
Per university policy, term employees and graduate associates will be paid for the closure.
2. Can my unit change my essential designation for purposes of this closure?
Yes, deans and unit vice presidents may determine who is critical to work for purposes of this closure. Deans and vice presidents are encouraged to identify only those who must work to have only the staffing necessary to complete critical work during this time. This also means individuals who are typically essential may not be required to work.
This includes, but is not limited to, services that provide safety and security, prepare and serve meals, provide utilities to university buildings and properties, hospitals, law enforcement and public safety, snow removal, transportation and critical research initiatives. If you have questions about your designation, contact your manager or HR business partner.
3. I am a 9-month faculty member who has planned to receive off-duty pay over the closure. How does this impact me?
You may continue your off-duty pay, but you should not be on campus during the closure unless necessary. The university will be closed for business December 27-30, 2022.
4, Do employees who work an alternate schedule and were not scheduled to work on a day the university closes get paid for the day?
No. If a full or part-time employee’s schedule does not normally include the days the university closes, the employee is not paid for those days.
5. Can managers call in an employee in who is not working to replace someone who had been deemed essential but is no longer available to work?
Yes. The employees will be paid accordingly and, if they are non-exempt employees, they will receive compensatory time based on the above guidance.
6. If I am scheduled to work and call off, will I receive compensatory time?
No. Compensatory time is available only for non-exempt employees who work on the closure day(s).
7. If I have already arranged for paid time off (e.g., vacation, sick or parental time off) during the closure dates, will that time be deducted from my time off balance?
If you are eligible for the short-term closure, you will not be charged accrued vacation, sick or parental time off during the closure. Pending or Approved time off requests should be cancelled or corrected in Workday. Instructions are available in this job aid.
Short-term closure time off will be automatically added on the absence calendar for eligible employees by December 3, 2022.
8. What happens if I am on a leave of absence during the academic recess?
If you are on a leave of absence during the academic recess and are utilizing unpaid time off, you will not receive closure time off for those days.
If you are on a leave of absence and have submitted paid time off for every day of the recess at your full FTE, you will need to remove your paid time off and will receive pay for the academic recess. Instructions are available in this job aid for how to change your paid time off.
If you are receiving short- or long-term disability or workers compensation benefits during the academic recess and are supplementing with vacation time in accordance with the paid time off policy, you will be paid for the vacation hours used during those days.
9. If I am on a continuous Family and Medical Leave of Absence (FML), will I be charged FML time during the closure?
No. If you are on a continuous Family and Medical Leave of Absence during the entire week of the academic recess, you will not be charged FML time during the closure. If you are scheduled to begin a FML during the academic recess (and your position is not deemed critical), your Family and Medical Leave will begin the day after the closure concludes. If you are scheduled to return from FML during the closure period (and your position is not deemed critical), your Family and Medical Leave will end the day before the closure begins.
10. If I begin or end a continuous Family and Medical Leave of Absence (FML), or take intermittent FML during the academic recess, and my position is deemed critical, will I be charged FML time?
Yes. If you are deemed critical and would be expected to work during the academic recess, you will be charged FML time for any time that you are unable to work due to your FML qualifying condition.
11. What happens if an employee calls in sick on a day the university closes?
Employees who are deemed critical to work during the closure and call-in sick must follow their unit’s policies and procedures regarding the reporting of an absence and submit sick time off through the timekeeping process. If sick time off is approved, they will have the time charged to their sick leave balance. Employees who are not required to work during the closure do not need to call off work for illness and will have their time recorded as closure time off hours.
12. Can employees work partial days?
Yes, however it is recommended that only those who are working are required to do so to perform essential services. Non-exempt employees need to record actual hours worked via timekeeping.
13. What is the timekeeping process for non-exempt employees to reflect the short-term closure?
For detailed timekeeping steps related to the short-term winter closure, follow the instructions in this job aid.
14. I work third shift and my standard shift crosses over two calendar days. How will the short-term closure be applied to me?
The closure time off will apply to any shift starting on the following days: Tuesday, December 27; Wednesday, December 28; Thursday, December 29; and Friday, December 30. You will still be eligible for up to four days of time off, the same as any eligible employee. For any shift you work starting any of those days, you will receive hour-for-hour compensatory time. For any shift you can take off that would have started those days, you will receive the closure time.
15. If a non-exempt employee receives compensatory time for working during the short-term closure and exceeds the amount of compensatory time allowed, how will the additional time be treated?
The university’s Scheduling Work and Overtime Policy states that non-exempt staff may not maintain more than 240 hours of compensatory time. However, for purposes of this closure, an employee who reaches the maximum 240 hours will still earn compensatory time for each hour worked during the closure, and it will not be paid out in the next pay period. Further, the earned compensatory time must be used within 365 days from the day it was earned. Any earned compensatory time that is not used within 365 days will be paid out on a regular paycheck. If compensatory time earned during the closure is not used within 365 days, those hours will be paid out per the policy.