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Winter break office closures to become permanent money-saving measure

BY BARBARA PALMER

The practice of closing the university as much as possible during the last two weeks in December, instituted as a cost-cutting move two years ago, will become a policy beginning this year, administrators have announced.

The 2003 closing saved more than $300,000 in utility costs, an amount that alone would justify the decision to make the winter closure a permanent practice, Provost John Etchemendy and Randy Livingston, vice president for business affairs and chief financial officer, wrote last week in a memo to senior staff. Administrators also took into account employee feedback about the winter closing that "suggests a widespread break allowed staff a real opportunity to rest from the extraordinary pace we all keep through the school year," the memo said. "Generally, when some work, the rest feel compelled to work, or come back to more work than they left behind."

In order to make adjustment to the policy easier, in 2004 only, employees in departments and offices that close the full two weeks will be provided two additional days off with pay. Beginning in 2005, employees in offices that close the maximum amount possible will be given one additional day off with pay during the last week of December to supplement their existing vacation, personal time off and floating holidays.

Operations must continue in some areas of the university and "we are grateful to those staff members who work through the break," the memo noted. Any decision to keep a department open will be left to the appropriate dean, vice president or vice provost. Those administrators also will have the discretion to approve an alternative day off for those employees whose jobs require them to work.

Many employees have communicated to her that they liked the two-week-long winter closing in 2003, said Diane Peck, executive director of Human Resources. "I'm sure some people will view it as a hardship, but for most people this is a real positive."

The fact that entire departments -- including bosses -- take a break at the same time is a plus, she said. Many employees feel compelled to call in, check e-mail or otherwise stay connected even while on vacation, she said. "In the world we live in today, truly getting a break from work is worth a lot."

Etchemendy announced that the winter closing would become permanent at last Thursday's Faculty Senate meeting. At the meeting, Etchemendy also announced a new energy conservation program that will allow schools and administrative units to pocket reductions they may make in energy costs, based on the amount of energy that buildings have used in the past. Beginning in September of this year, schools and administrative units will be charged for additional energy consumed, compared with baseline amounts.

Human Resources staff are preparing detailed information about the winter closing policy to be distributed to employees through human resources officers. Employees with questions about the winter closing policy also can call the Employee and Labor Relations office at 723-2191.