Appreciative Time Off

Title: Appreciative Time Off
Approved by
Date Approved:
Effective Date: 06/03/2019
Responsible Official
Responsible University Office
Revision History: N/A
Related Legislation and University Policies
Review Period: 5 years
Date of Last Review
Relates to: senior staff, and staff
Exclusions: executive staff

Policy Statement

The university appreciates its employees. The university has therefore implemented different programs providing employees paid time off throughout the year in appreciation for employees’ hard work.

CWRU Take 2

Unless otherwise announced, the university provides two (2) hours of paid time off each week in the months of June and July. Employees in departments participating in this program will generally be able to depart their offices at 3 p.m. on Fridays during the months of June and July. Administrative offices must maintain coverage until 3 p.m.

Certain essential services must maintain regular coverage and hours. This policy does not supersede the university’s obligations with regard to areas such as safety and maintenance. In addition, offices or units that customer service functions or otherwise engage with constituents outside their office or unit – either within the university or beyond it – must continue some staffing coverage until 5 p.m. on those Fridays.

Employees who regularly work until 5 p.m. and leave before 3 p.m. must take vacation time in full or half day increments. Anyone who leaves before 3 p.m. without taking vacation time, or allows another to do so, may be placed in corrective action, up to and including termination. If the employee's regular hours are different from the university's standard hours of 8:30 a.m. until 5:00 p.m., they should "take 2" and leave 2 hours earlier than their regular ending time.

Not all schools and departments take part in “CWRU Take 2.” However, for those schools and departments that do take part, when it is not feasible for a non-exempt employee to leave at 3 p.m on “CWRU Take 2” days, the supervisor is expected to work with the non-exempt employee to arrange for equivalent paid time off on other days. Non-exempt employees unable to leave early on the designated days due to departmental demands either may take off two (2) alternative hours during that work week (at days and times designed by their supervisors) or, upon approval of their supervisors, will receive straight overtime pay for the two (2) hours they are required to work instead.

Supervisors should try to work with exempt employees who are unable to leave early on “CWRU Take 2” days about equivalent paid time off on other days. However, if operational demands require that exempt employees be present, there is no guarantee that alternative time off will be offered.

The time provided on the afternoons of these early dismissals is not considered vacation time, therefore, an employee’s vacation time does not decrease. Employees should leave their timesheet in HCM as REG during these hours. Similarly, the time does not accumulate, or nor is it paid out when an employee leaves the university. 

Employees who call off sick on any of the early dismissal days will be required to take a full sick day of either 7.5 or eight (8) hours. Similarly, any employee wishing to leave before 3 p.m. must use vacation time in full or half day increments. Finally, employees who have scheduled a vacation day on any of the early dismissal days will be required to take a full vacation day of either 7.5 or eight (8) hours, depending on whether an employee works 37.5 or forty (40) hour workweek.

Holiday Early Dismissal

Unless otherwise announced, administrative offices will be able to close at 3 p.m. on up to two (2) additional days each year:

  • the Wednesday before Thanksgiving, and
  • on December 23 (limited to years when staff work on December 23).

Certain essential services must maintain regular coverage and hours. This policy does not supersede the university’s obligations with regard to areas such as safety and maintenance.

On Holiday Early Dismissal dates, administrative offices must maintain coverage until 3 p.m. Employees who leave before 3 p.m. must take vacation time in full or half day increments. Supervisors may not permit employees to leave before 3 p.m. without taking vacation time. Anyone who leaves before 3 p.m. without taking vacation time, or allows another to do so, may be placed in corrective action, up to and including termination.

When it is not feasible for a non-exempt employee to leave at 3 p.m. for Holiday Early Dismissal, the supervisor should either (1) arrange for equivalent paid time off in the same workweek (at days and times designed by their supervisors) or (2) receive straight overtime pay for the two (2) hours they are required to work instead.

Supervisors should try to work with exempt employees who work on campus and are unable to leave early on Holiday Early Dismissal days about equivalent paid time off on other days. However, if operational demands require that exempt employees be present on campus, there is no guarantee that alternative time off will be offered.

The time provided on Holiday Early Dismissal is not considered vacation time, therefore, an employee’s vacation time does not decrease. Employees should leave their timesheet in HCM as REG during these hours. Similarly, the time does not accumulate, or nor is it paid out when an employee leaves the university. 

Employees who call off sick on Holiday Early Dismissal days will be required to take a full sick day of either 7.5 or eight (8) hours, depending on whether an employee works 37.5 or forty (40) hour workweek. Similarly, any employee wishing to leave before 3 p.m. must use vacation time in full or half day increments. Finally, employees who have scheduled a vacation day on any of the early dismissal days will be required to take a full vacation day of either 7.5 or eight (8) hours.

Winter Recess

Unless otherwise announced, the university offers paid time off for the workdays between Christmas and New Year’s Day that are not already designated as holidays.

Certain essential services must maintain regular coverage and hours. This policy does not supersede the university’s obligations with regard to areas such as safety and maintenance. Certain essential employees will be required to work over Winter Recess.

Essential non-exempt staff who work on campus during Winter Recess will be paid time and one-half and will receive equivalent paid time off on a later date. 

Essential exempt staff who work a significant amount of time on campus during Winter Recess may receive equivalent paid time off on a later date, if approved by the supervisor.  Essential exempt staff who work off campus will not receive equivalent paid time off.  

The time provided on Winter Recess is not considered vacation time, therefore, an employee’s vacation time does not decrease. Employees should leave their timesheet in HCM as REG during these hours. Similarly, the time does not accumulate, or nor is it paid out when an employee leaves the university. Employees who do not work at least one day into January will not receive Winter Recess time.

Responsible Official: Vice President of Human Resources and University Controller 
Responsible University Office: HR Benefits Office and Payroll Office