Vacations shall be scheduled and taken in accordance with each employee's respective Collective Bargaining Agreement (CBA). For library faculty, Article 34 of the CFA CBA pertains to vacations. For CSUEU employees, Provisions 14.9 and 14.10 of the CSUEU CBA reference vacations. Please consult your respective CBA for complete details.
The expected process is that each faculty member will submit vacation requests, in writing, to the Library's Associate Dean.
According to the Unit 3 CBA, November 12, 2014-June 30, 2017, Extended until June 30, 2018, Tentative Agreement Contract Extension to June 30, 2020:
34.10 Requests for scheduling vacation shall be submitted in writing to the appropriate administrator at least thirty (30) days in advance. The scheduling of vacation may also arise from the needs of the institution. Vacations shall be taken as authorized by the President. Vacations shall be scheduled by mutual agreement of the faculty unit employee and appropriate administrator whenever possible. When authorized to do so by the appropriate administrator, a faculty unit employee may take vacation without submitting such a request.
The expected process is that each staff member will submit vacation requests, in writing, to his/her appropriate administrator in the Library.
According to the Unit 7 CBA, January 31, 2018 – June 30, 2020:
14.9 Based upon the operational needs of the campus, vacation schedules shall be determined by the appropriate administrator. Vacations shall be scheduled and taken only as authorized by the appropriate administrator. If a conflict in vacation requests arises, the appropriate administrator shall give consideration to the employee(s) with the most seniority, provided that operational needs are met.
Once approved in writing, vacations shall not be rescinded without the mutual consent of the employee and the appropriate administrator, except in cases of emergency as determined by the appropriate administrator.
In all cases the appropriate administrator shall respond in writing, either approving or denying the request. The response shall be provided as soon as possible, but no later than fourteen (14) days after the submission of the employee’s written request. If the appropriate administrator has not provided a response to an employee’s vacation request within fourteen (14) days, the employee may elevate his or her request to the next level appropriate administrator. The next level appropriate administrator shall respond in writing, either approving or denying the request. The response shall be provided as soon as possible, no later than seven (7) days after employee’s elevation of the request.
Requests with less than thirty (30) days’ notice for vacation shall be submitted in writing to the appropriate administrator who will determine whether or not to approve or deny the request based on the operational needs of the campus. Submission with less than thirty (30) days’ notice shall not, by itself, be a basis for denying the vacation request. If the request requires an immediate determination, then the decision may be communicated orally to the employee, and thereafter confirmed in writing within seven (7) days of the date of the oral response.
Planning your Vacation Time - All Employees of the Library:
In terms of planning for your vacation time, please note that vacation requests for the beginning of the semester, which is an important and busy time of year, will not be granted to any library employee (i.e. administrators, faculty and staff alike). For the fall semester, the beginning of the semester includes the first three weeks starting with the week of the start of classes. For the spring semester, the beginning of the semester includes the first two weeks starting with the week of the start of classes. Exceptions to this policy may be made in writing to the Library Dean who will consider them on a case-by-case basis.
This scheduling restriction that has been in place for the last four years enables library employees to be both proactive and responsive to student and faculty needs and to seize opportunities that might arise, as we welcome new and returning students and faculty to the semester.