November 2012 Holiday Letter
November 12, 2012
TO: Deans, Directors and Department Heads
FR: Cindy Bontrager, Interim Vice President for Administration and Finance
RE: Plans for Reducing Normal University Activity for the 2012/2013 Holiday Season
During the 2012/2013 Holiday Season, the University will close its normal operations from Monday, December 24, 2012, through Tuesday, January 1, 2013, and will reopen for business on Wednesday, January 2, 2013. Following is further information pertaining to this period of reduced university activity. Please share this information with your employees.
USE OF LEAVE
Officially observed state holidays during the holiday period are Monday, December 24, 2012, Tuesday, December 25, 2012 and Tuesday, January 1, 2013. The normal workdays affected during this period of campus closing are December 26, 27, 28 and 31, 2012.
Classified and unclassified non–exempt employees not required to work during this period may use a combination of the following types of leave:
(a) 1-1/2 days of holiday time earned for working the Veterans Day holiday
(b) calendar year 2013 discretionary holiday, or
(c) accumulated vacation or compensatory time
If no leave is available, or if the employee prefers, he/she may use leave without pay with supervisor’s approval.
Twelve-month unclassified employees who do not perform their duties during this period may use vacation, 2013 discretionary holiday, equivalent time earned for working the Veterans Day Holiday or leave without pay.
Questions about classified and unclassified employee leave should be directed to the Division of Human Resources at 532-6277.
The Division of Human Resources will be closed during the holiday break (December 24, 2012, through January 1, 2013). Departments will be required to enter and correct time and leave data and update payroll funding in HRIS for the pay period ending December 22, 2012, by 5:00 P.M. on Friday, December 21, 2012.
Faculty/staff should refer to http://www.k-state.edu/isis/help/faculty/isisGradingInfo.html. Term grades for the Fall 2012 term are due in KSOL by 4 p.m. on December 18th and in iSIS by 5 p.m. Students will be able to view term grades in iSIS on December 19th, 8:00 a.m.
OFFICES PROVIDING SERVICES DURING HOLIDAY PERIOD
Facilities: Limited services will be available during the days that are not State holidays (December 26, 27, 28, and 31, 2012). The minor repair office (532-6389) will be open from 8:00 am to 5:00 pm. For emergency service, please call 532-6389.
E-mail your request to firstname.lastname@example.org or fax requests to 532-7939.
Hale Library: http://www.lib.k-state.edu/ (click on hours under About the Libraries)
Information Technology Services: http://www.k-state.edu/its/helpdesk/
K-State Union: http://union.k-state.edu/hours
Lafene Health Center: http://www.k-state.edu/lafene/breakhours.htm
University Police: Essential services will be provided during the entire holiday period.
Vice President for Research: PreAward Services and the Office of Research and Sponsored Programs plan to be closed during the holiday break. If you find that you will have a proposal submission deadline during this period and are unable to finalize the required materials to submit on or before December 21, 2012, you are asked to contact PreAward Services at (785) 532-6804 or the Office of Research and Sponsored Programs at (785) 532-6195 prior to the 20th. Arrangements can be made to have adequate staffing available to meet your proposal submission needs. Phone messages left at either number during this period will be monitored. Email messages may be sent email@example.com.
The University Research Compliance Office, the National Agricultural Biosecurity Center, the Electronics Design Laboratory, the Biotechnology Core facility and the BRI will be closed only on the three official University holidays, Monday, December 24, 2012, Tuesday, December 25, 2012 and Tuesday, January 1, 2013. They will remain open on December 26, 27, 28, and 31, 2012.
HOLIDAY MAIL SERVICE
Federal Mail Delivery by Facilities Central Mail Services - To ensure continued delivery of Federal mail to your building, the Mail Delivery Requirements form must be completed and returned to Central Mail Services by Friday, December 7, 2012 (http://www.k-state.edu/facilities/forms/pdf/maildelivery.pdf). Before completing the form, please coordinate with all departments housed in your building to determine if the building will remain open during the holiday closing. In previous years, Central Mail has received conflicting information for a building; i.e. one department reporting the building would be open, another department in the same building saying it would be closed. If notification has not been received, mail will be stored at Central Mail Services and delivered by campus carriers on Wednesday, January 2, 2013. Mail sorting and delivery within the building is the responsibility of the building users.
Central Mail Services – Normal operations will be conducted through 5:00 p.m. Friday, December 21, 2012. All outgoing mail will be collected, processed and dispatched to the USPS, UPS and FedEx by the end of the business day. No building pickup or delivery service will be available between 5:00 p.m. on Friday, December 21, 2012, through Tuesday, January 1, 2013. Normal operations resume on Wednesday, January 2, 2013. Department representatives can stop by the Mail Distribution Center north of Dykstra Hall from 11:00 a.m. to 12:00 noon on December 26, 27, 28 and 31, 2012, to pick up campus mail and/or drop off metered mail. Departments wishing to receive Federal mail delivered to Central Mail Services, but are located in a building that will be "closed" during the holiday break, must fill out the lower portion of the "mail delivery requirements form" and return it by Friday, December 7, 2012.
PLEASE NOTE: When a Federal mail building bag is taken, it must be kept locked up in your department at all times. On January 2, 2013, when the normal work schedule resumes, the responsible department/individual is to sort and distribute the remaining Federal mail to the appropriate department(s).
There will be no mail pickup or delivery by campus carriers during the holiday period; therefore, any mail sent by campus mail on Friday, December 21, 2012, will not be delivered untilWednesday, January 2, 2013.
Contract Post Office - No counter service will be available in Dykstra Hall from 3:30 p.m. on Friday, December 21, 2012, through Tuesday, January 1, 2013. Normal schedule will resume on Wednesday, January 2, 2013.
If you have any questions about the holiday mail service, please contact Loleta Sump, Facilities Support Services Manager, at 532-1718.
Thank you for your cooperation.