For Current Employees
Staff Holidays 2018-2019
|Summer Fridays (2018)||May: 25
June: 1, 8, 15, 22, 29
July: 6, 13, 20, 27
August: 3, 10, 17
|Independence Day||Wednesday and Thursday, July 4 and 5, 2018|
|Labor Day||Monday, September 3, 2018|
|Election Day||Tuesday, November 6, 2018 (One half day, am or pm, to be arranged with Supervisor)|
|Thanksgiving||Wednesday, Thursday and Friday, November 21, 22, and 23, 2018|
|Winter Break||Monday, December 24, 2018 through Tuesday, January 1, 2019|
|Commencement||Friday, May 24, 2019 (Offices will close at 3pm)|
|Memorial Day||Monday, May 27, 2019|
Absence Tracking and Leave Policies
Staff members must update their absence calendars and submit them to their managers via WebAdvisor on a monthly basis. (A Juilliard login and password are required to access WebAdvisor.)
Staff members are entitled to vacation time based on length of service. Full-time employees accrue 1 ¼ days (10 hours) of vacation each month, for a total of 15 days per year. New employees who begin employment on or before the 15th of the month will receive vacation credit for that month. Staff members who have been at Juilliard for 10 years accrue 1 2/3 days (13.33 hours) per month for a total of 20 days per year. Please note that vacation time must be accrued before it can be used, unless arrangements have been made in advance with the supervisor. All requests to take accrued vacation time must be made in advance. The supervisor will evaluate the request and, based on the staffing needs of the department, approve or reject the request.
Part-time salaried employees receive vacation on a pro-rated basis.
Staff members are encouraged to take all the vacation time due them each year. If, for whatever reason, an employee does not use all of his/her vacation time, s/he is permitted to carry over one week into the next fiscal year.
It is the School’s policy not to allow its employees to receive payment in lieu of vacation time not taken. If, however, it is judged by the Senior Staff member that the department reports to that there are extraordinary work demands within the department which make it impossible for an employee to take all of his/her vacation time between July 1 and June 30 of any fiscal year, the employee may receive one week pay in lieu of each week of vacation time not taken, up to a maximum of two weeks. Please note that such requests will be reviewed by the appropriate Senior Staff member on a case-by-case basis.
If employment terminates, the employee will be paid vacation time accrued but not taken. Employees terminating service before the 15th of the month will not receive vacation pay for that month. The maximum number of days for which an employee can be paid at termination is 20 days for individuals who have been at Juilliard less than ten years, and 25 days for individuals who have been at Juilliard 10 years or more. Please note that individuals employed less than six months at the time employment terminates are not eligible for any paid vacation.
Administrative staff members accrue sick leave based on their regularly scheduled hours of work. Full-time, 40 hour/week employees accrue 7 hours of sick leave for each month of completed service. Salaried staff members who work fewer than 40 hours/week accrue sick days on a pro-rated basis. The maximum sick leave accumulation for administrative staff is 45 days.
Accrued sick leave may be taken when an employee is incapacitated by illness or injury or when the presence of the employee at work may expose other employees to a contagious disease. Sick time may also be used for doctor appointments that cannot be scheduled outside of the employee’s regular work hours.
If an employee is ill and cannot come to work, it is his/her responsibility to notify the supervisor at the beginning of the workday. If the employee is out of work for more than one day, it is his/her responsibility to keep the supervisor informed, on a regular basis, of the status of the absence and when the employee anticipates being able to return to work.
Illnesses lasting more than one week will need to be processed under the Family Medical Leave Act and appropriate paperwork will need to be completed.
Please note that pay for sickness refers only to the employee's own illness and not that of a family member requiring the employee's absence from work. Also please note that there will be no compensation (either salary or compensatory time) for unused sick days, either while at Juilliard or when leaving.
In addition to the regular staff holidays, each employee receives four personal days per school year. These days can be used to observe religious holidays, or for any other personal reason. If you are observing a religious holiday, please let your supervisor know at least one week in advance. Personal days used for any other reason must be requested in advance and approved by the supervisor. Personal days must be used within the school year (July 1 - June 30) and do not carry over to the next year. Please note that there will be no compensation for unused personal days, either while at Juilliard or when leaving.
Employees who are at Juilliard for an entire fiscal year (July 1 through June 30) can take their personal days at any time during that period. If employment terminates before June 30, personal days will be pro-rated at the rate of one per quarter. If the number of personal days has been exceeded at the time of termination, the excess days will be charged to vacation or, if no vacation days remain, deducted from the final salary check. If employment begins after the first quarter of the year (July 1-September 30) personal days will also be pro-rated at the rate of one per quarter.
Family and Medical Leave Act (F.M.L.A.)
The Family and Medical Leave Act entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons. The law requires that eligible employees be given up to twelve (12) weeks of unpaid, job-protected leave during any 12-month period for the following reasons:
- For the birth and care of the newborn child of an employee;
- For placement with the employee of a child for adoption or foster care;
- To care for an immediate family member (spouse, child, or parent) with a serious health condition; or
- To take medical leave when the employee is unable to work because of a serious health condition.
Please note that any accrued vacation, personal and sick (if applicable) leave must be used concurrently during the F.M.L.A. leave.
Amendments to the F.M.L.A. by the National Defense Authorization Act (N.D.A.A.) expanded the F.M.L.A. to allow eligible employees to take up to 12 weeks of job-protected leave in the applicable 12-month period for any “qualifying exigency” arising out of the fact that a covered military member is on active duty, or has been notified of an impending call or order to active duty, in support of a contingency operation. The N.D.A.A. also amended the F.M.L.A. to allow eligible employees to take up to 26 weeks of job-protected leave in a “single 12-month period” to care for a covered service member with a serious injury or illness.
Employees who have been employed at least six months will receive four weeks of paid leave, to be used at any time during the first six months after the birth of the child. During pregnancy, an employee may continue to work as long as the doctor certifies that it is safe. The period of disability begins after the last day worked and continues until the doctor certifies that it is safe to return to work.
A disability form (available in Human Resources) should be completed by the doctor and the employee, and returned by the employee to the Department of Human Resources for processing. Since pregnancy and childbirth is a qualifying event under the Family and Medical Leave Act (FMLA), the employee will be allowed 12 weeks total time off from work. After using the applicable amount of sick leave, the employee must then use any accrued vacation, compensatory time (if applicable) and/or personal time, at which point the remainder of the 12 weeks will be unpaid leave. Requests for additional unpaid leave should be submitted to the Director of Human Resources and will be considered, in collaboration with the supervisor, on a case-by-case basis.
Requests for maternity leave should be made in writing to the supervisor with a copy to Human Resources. Benefits will continue on the same basis as if the employee was actively at work during this leave. Employee contributions (if applicable) must be made in order for benefits coverage to continue. Benefits linked to salary (i.e. retirement plan) will be discontinued during any unpaid leave.
Employees who have been employed at least six months will receive four weeks of paid leave, to be used at any time during the first six months after the birth or placement of the child. Under the Family and Medical Leave Act (FMLA), employees are eligible for up to 12 weeks of leave for the birth or adoption of a child. The employee must also use any accrued vacation, compensatory time (if applicable) and/or personal time, at which point the remainder of the 12 weeks will be unpaid leave.
Requests for parental/adoption leave should be made in writing to the supervisor with a copy to Human Resources. Benefits will continue on the same basis as if the employee was actively at work during this leave. Employee contributions (if applicable) must be made in order for benefits coverage to continue. Benefits linked to salary (i.e. retirement plan) will be discontinued during any unpaid leave.
Employees called for Jury Duty should check with their supervisor to determine optimal timing. Jury Duty is a paid absence and employees may keep their jury pay. Jury Duty is normally limited to 10 days per year. Proof of Jury Duty attendance is required.
Please note that the employee should submit proof of attendance to Human Resources. After the proof has been submitted, the Jury Duty leave should appear on your Absence Calendar within 2-3 days. Please wait until this option appears before submitting any applicable calendars.
Full-time and part-time employees are permitted to be absent from regularly scheduled hours of work with pay for up to three days in the event of the death of an immediate family member, defined as spouse, domestic partner, child, sibling, parent, grandparent, brother-in-law, sister-in-law, parent-in-law.
Employees should contact Human Resources to request Bereavement Leave. After the request has been made, the Bereavement Leave should appear on your Absence Calendar within 2-3 days. Please wait until this option appears before submitting any applicable calendars.
An employee who is serving in any branch of the military, including the Reserve or National Guard, who is called for military duty, shall receive an unpaid leave-of-absence for the period of such duty. The employee will be reinstated to his/her former position, or a comparable one, at the conclusion of that leave. The employee is required to provide the Department of Human Resources with reasonable notice of the required military duty and of his/her intention to return to work.
Information for Managers
Juilliard has contracted with EthicsPoint, a confidential employee hotline service, to allow Juilliard employees to address instances of fraud, abuse, or other violations of Juilliard policies. EthicsPoint is a third-party, unaffiliated with Juilliard, which provides hotline services to numerous institutions of higher education throughout the United States. With EthicsPoint, an employee raising a concern has the ability to file a report via either the telephone or the Internet and may choose to remain anonymous.
For more information or to file a claim, please click here.