Limited Floating Holiday Q&A

How are the Laboratory's holidays determined?

Our holidays are specified in Appendix A to the DOE/UC contract for management of the Laboratory. The current holidays are New Year's Day, third Monday in January (Martin Luther King Day), third Monday in February (President's Day), last Monday in May (Memorial Day), Fourth of July, Thanksgiving Day), Friday following Thanksgiving Day, December 24th, Christmas Day, December 31st, and one additional holiday to be selected by the President of the University (delegated to chancellors and laboratory directors).

Are these the same holidays as the rest of the University has?

LLNL has the same holidays. LANL has a slightly different list but the same number of holidays. The campuses have the same list and an additional holiday on Veterans' Day.

Do all the University locations have the same administrative holiday?

No. Each location sets the holiday that meets their particular needs. For instance, many of the campuses use the holiday in the Spring. Some, mainly the medical centers, use it as a floating holiday. LBNL has used it during the winter holiday shutdown so that employees need use only two days of vacation or leave-without-pay during that time.

What is happening now with the holidays? Why?

In 2000, the California Legislature established the fourth Friday in March as a paid holiday for state employees in honor of Cesar Chavez. As a State institution, the University Office of the President (UCOP) proposed observance of this holiday by renaming the "additional holiday" Cesar Chavez Day and observing it as established by the Legislature. All UC locations would have to observe this as the official holiday, including those that used the administrative holiday as a floating holiday. This change would take place over a period of time in order to make any necessary adjustments to the academic calendars.

What happened next?

In January 2002, the proposal was sent to all University locations with the request that employees be asked for comment with feedback to UCOP. On February 6, 2002, LBNL issued a level-1 memo on the proposed change, and asked employees to comment on the proposal as put forward by UCOP.

How did employees respond?

The Human Resources Department received 158 employee comments. This is the largest number of comments received to a proposed policy change in recent memory. Of the 158, 148 were against the proposal and 10 were in favor.

While the majority of the negative responses dealt with the issue of being forced to use a third vacation or leave-without-pay day during the winter holiday shutdown, a number of other reasons were also cited. Included in the list were family reasons, displeasure that the Lab already has fewer holidays than the campuses (Veterans' Day), sentiments that we should honor our veterans before a local personage, and unhappiness that UCOP is forcing employees to pay with a vacation day for its desire to be politically correct. (It must be noted that none of those who expressed negative opinions were against honoring Cesar Chavez with a holiday; the feelings were against giving up a vacation day to do so.)

How did the Laboratory respond to UCOP as a result of the employee comments?

Director Shank wrote a letter to then Assistant Vice President Levin with the results of the comments and his concern that imposing this change on the Laboratory would have negative consequences on morale. A cross-section sampling of the comments (both for and against) were included as an attachment. He noted that several employees had suggested a floating holiday that could be used on either Cesar Chavez Day or during the shutdown and that he supported the suggestion.

What was the result?

The Lab requested an exception to allow employees to use a floating holiday that could be use on on Cesar Chavez Day, Veterans' Day, or during the winter holiday shutdown. The choice would be up to the individual employee

UCOP approved this exception and the proposed policy change was then disseminated for employee comment and implementation is schedule for January 1, 2003. The new policy can be found at (link to new policy)

Do all Lab employees get this limited floating holiday?

No, the policy change in the RPM is for non-represented employees only. Employees represented by AFSCME-SX and UPTE-TX units already have a floating holiday as provided in their respective bargaining agreements. Employees represented by other exclusive bargaining agents will continue to observe the Administrative holiday during the winter holiday shutdown.

Why did the Lab ask for a limited floating holiday and not one that could be used at any time?

Lab management felt that Laboratory had a good case for an exception based on the employee comment. Since the policy enacted system-wide would force those locations with a floating holiday that could be used at any time to give it up, it was felt that the Lab would have a better chance to get the exception if its used was limited.

Why didn't the Lab just keep the administrative holiday during the winter holiday shutdown and let those people who wanted to take Cesar Chavez or Veterans' Day as a holiday use their vacation?

Management felt the limited floating holiday proposal was the most likely exception to receive UCOP approval while providing employees with the ability to manage the use of their vacation in the way most meaningful to them as individuals.

Won't this be hard to manage? How do we enter time?

See the Implementation guidance, which includes LETS time entry instructions and eligibility criteria.

When is the first day an eligible employee can use his/her floating holiday?

March 28, 2003.