Vacations, Holidays, Office Hours, Records, Etc.

Executive Bulletin:
June 1, 1926.

1. To Whom Applicable -- All divisions and departments of this institution will until further notice observe the following regulations as to holidays and vacations for all employes who are paid on a twelve months’ salary basis, except as noted below. Employes paid by the hour, day, or week, and temporary employes and farm laborers employed by the month, will be subject to the conditions imposed by the head of the department employing them and do not come within the provisions here set forth. Salaried employes in the service departments (shops, printing, power plant, dining hall, laundry, tailor shop, farm, creamery, barns, electric service, plumbing and heating service, grounds and buildings) will be allowed only the vacations as stated in the exceptions in paragraph 3, but all other paragraphs except paragraph 8 apply to them in full.

2. Authority to Grant Leave -- Heads of departments are authorized to grant leave strictly in accordance with these regulations, at such times as the employes may be absent without serious interference with the work they are engaged to do. It is, however, advised that the dean or director concerned be consulted, and in case of the general administrative offices of the college, the president, in order that vacations may be arranged in such a way that substitutes may be provided where needed.

3. Length of Vacations -- Vacations will be counted by calendar years, January 1 to December 31, and not by appointment or budget years. Vacation leave with pay may be granted in each calendar year as follows:

(1) For employes who have been employed by this institution for one year or more prior to January 1 of the year in which the leave is to be taken -- 30 days; except salaried employes in service departments (see par. 1) -- 15 days.

(2) For employes who have been employed by this institution for less than one year prior to January 1 of the year in which the leave is to be taken -- at the rate of 1½ days for each month from the beginning of employment to the date the vacation is to begin, provided this shall in no case exceed a total of thirty days during the entire period since employment; except salaried employes in service departments (see par. 1) -- 15 days.

(3) Sundays and Saturdays as whole days will be counted in the vacation period, but stated holidays will not be so counted as explained in paragraph 4.

4. Holidays -- Heads of departments may excuse salaried employes from duty, provided the work of their departments will not be seriously interrupted thereby, on the following holidays without the same being deducted from the annual vacation provided for in paragraph 3, and without being counted in the annual leave in cases where the said holidays may fall within the period of the annual leave:

No holiday other than the above may be allowed with pay, but holidays other than the above may be allowed without pay, or may be deducted from the annual leave, if in the judgment of the head of the department such additional holidays may be granted without detriment to the service. Where a stated holiday falls on Sunday the day preceding or the day following may be observed according to custom.

5. Time of Taking Vacation -- The annual leave as explained in paragraph 3 will in most cases be taken during the summer months (June 1 to September 1) but the time must be approved by the head of the department with due regard to providing against any detriment to the service. The proper number of days in any calendar year may be taken in one period or they may be distributed thruout the year, with the approval of the head of the department (e. g., extra holidays such as February 22, memorial day, commencement day, armistice day, or additional days at Christmas, may be allowed and deducted from the annual leave), provided that in no case shall the total allowed during any calendar year be more than the leave provided for in paragraph 3.

6. Deductions for Sickness or Other Cause -- Time lost by reason of sickness or for other cause shall be deducted from the annual leave in each calendar year; but in special cases such as protracted disability, confinement to home because of quarantine or other extraordinary situations, request for extension of leave may be made to the president.

7. Leave Without Pay -- Leave without pay may be allowed when the head of the department is sure that the work of the department will not be interrupted or the efficiency of the service lowered thereby. When this involves more than a day or so, however, it is best to take it up with the president, as it may be a case for the Board to consider.

8. Office Hours -- The minimum requirement for office employes of this institution is seven hours of actual work net after deducting all the time taken for lunch. The time of beginning and ending may be set by each head of department to suit his particular needs best, but it is suggested that the following hours have been found most satisfactory in most cases: 8:15 to 12 and 1:15 to 4:30, Saturdays 8:15 to 12. The nature of the work in some offices is such that it cannot be properly completed within the hours set on every day, and all employes are expected to do the work that is to be done regardless of the fact that they may have to work overtime to do it. Our requirements as herein stated are very liberal as compared with those of the business world, and it is but reasonable to expect that our employes will have enough interest to work overtime whenever necessary without receiving extra compensation for it. One who fails to show such interest cannot expect to receive promotion or increase in salary.

9. Records to be Kept -- An act passed by the last session of the General Assembly of Virginia requires that a record be kept of all absences “from duty for more than one day whether on official or personal business.” This act requires that the record show “the date of leaving, the reason for such absence, and the probable date of return.” It also states that employes upon their return “shall likewise register the date thereof, the reason for such absence, and, if delayed in returning, the reason for such delay; but whenever any such officer or employe shall have been absent from duty on account of sickness or otherwise, and he has had no opportunity to so register before leaving, his registration upon his return shall be sufficient compliance with this act.” It is further provided that “any officer or employe refusing or failing to comply with this act shall be subject to a fine of five dollars for each offense.” This law becomes effective June 23, 1926. All employes of the institution, in whatever capacity, if employed on a salaried basis, will please note carefully the requirements of this law and register by filling out and filing the prescribed form as follows: extension division, at the office of the director; experiment station, at the office of the director; all others, at the office of the president. Printed cards may be secured from these offices. These cards when filed will be kept in these offices in an alphabetical index by names. These records of absence are to be referred to in estimating the number of days of leave that may be granted to any employe during any calendar year. These cards must be filled out and filed for all absences of as much as one half day, regardless of the law as quoted above. Records of leave granted should be kept in like manner in these offices, these records to show date of employment, number of absences other than in the performance of official duties, amount of leave granted, with dates, and total number of days absent during the calendar year.

10. Resignations -- Any employe wishing to resign should notify the head of his department not less than 30 days prior to the date on which he desires to give up his work. Any employe not doing this shall forfeit all right to any vacation due him for the year. On its part, the college will notify employes who are to be discontinued at least 30 days in advance of discontinuance. Exceptions may be made only under very extraordinary conditions and by authority obtained from the president in each case.

Julian A. Burruss, President.