Section: Time Off
Policy Number: 403
Responsible Office: HR/HR Services
Effective Date: 4/1/01
Revised: 1/1/04; 7/18/18; 2/22/26
Personal Time Policy for Full-time Administrators
Full-time administrators accrue 22 vacation days each calendar year, up to two (2) of which may be used as personal days. In addition, if a special situation of a personal nature arises during the course of a workday, an administrator may request additional personal time off during the day. This personal time is not to be interpreted as a day or days off, but instead may mean the administrator’s arrival at work is delayed or the administrator leaves work early to handle the situation. The University’s expectation for administrators is that they will complete their work so that there is no negative impact on the department as a result of the absence. Personal time is an exception and any pattern of absence may be cause for disciplinary action.
It is the responsibility of every supervisor to maintain a record of absences for his or her employees.
For illustrative purposes, "special situations of a personal nature" could include a home repair, a transportation issue, or a personal appointment.
Personal Time Policy for Full-time Staff
Full-time staff may use a maximum of two (2) of the 10 days of sick time coverage per year for special situations of a personal nature. All requests for personal days must be approved in advance by the supervisor.
For illustrative purposes, "special situations of a personal nature" could include a home repair, a transportation issue, or a personal appointment.
Temporary Work Schedule Changes for Covered Personal Events
Employees can request temporary changes to their work schedule for certain covered personal events listed in the University’s Safe and Sick Time policy. A temporary change means an adjustment to the usual work schedule and can include swapping or shifting work hours, working remotely, or using paid or unpaid leave. While the University is not obligated to approve requests for temporary work schedule changes, it shall respond to employee requests as soon as practicable and either grant or deny the request or propose alternative options.
Employees are protected from retaliation for exercising their rights under the law.
Supervisors are responsible for maintaining a record of temporary work schedule changes for all direct reports, including staff and administrators. For employees who complete timesheets, supervisors should annotate the temporary schedule change in the ‘comments’ section. For employees who do not complete timesheets, supervisors should maintain a separate record.
For questions about this process, please contact your HR Services representative at (718) 990-1502 or 2445.
St. John's University, New York
Human Resources Policy Manual