Policy 403 - Personal Time

Section: Time Off
Policy Number: 403
Responsible Office: HR/HR Services
Effective Date: 4/1/01
Revised: 1/1/04; 7/18/18

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 who have at least 120 days of employment with the University and have worked at least 80 hours in the calendar year may request two (2) temporary work schedule changes per calendar year to attend to certain “personal events,” which are defined below. A temporary work schedule change includes a limited alteration in an employee’s work hours, a temporary alteration to the ordinary work location, using paid time off, working remotely, swapping or shifting work hours, and using short-term unpaid leave. Read the notice of rights posted to our website.

Covered personal events include:

  • the need to provide care to a minor child or “care recipient” (a care recipient is defined as a person with a disability who is a family or household member and relies on the employee for medical care or to meet the needs of daily living);
  • the need to attend a legal proceeding or hearing for public benefits to which the employee, a family member or the employee’s minor child or care recipient is a party; and
  • any circumstance that would constitute a basis for the permissible use of safe or sick time under the New York City Earned Safe and Sick Time Act. (See policy #402C)

To request a temporary work schedule change:

  1. Employee notifies the supervisor of the request as soon as practicable and provides the reason for the request (for example, the need to provide care to a minor child).
  2. Employee proposes the type of temporary change (swap shifts, work remotely, etc.), unless the employee is requesting unpaid leave.
  3. The supervisor is obligated to respond to the request within 14 days. 

Documentation requirements for temporary work schedule changes:

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