To: Wellesley College Administrative Staff
From: Carolyn Slaboden, Chief Human Resources Officer
Re: Administrative Staffing for Spring and Summer, 2021 and Vacation Policy Changes
Date: March 10, 2021
As we begin the spring term, we know that many of you have questions about some of the temporary measures the College implemented last spring, including the salary freeze and changes to vacation accrual and the 403(b). This announcement includes important information about the 403(b), spring and summer staffing, merit increases, vacation, and summer hours.
Contributions to the 403(b)
As we have shared previously, it has never been the College’s intention to keep the College contribution to the 403(b) at 3 percent beyond June 30, 2021. The board of trustees will make a final decision related to the 403(b) plan this spring and it will be communicated thereafter.
Spring and summer staffing
The College is anticipating a full return for students this fall, but of course we will also make contingency plans in case the pandemic requires a shift in our current thinking. To the extent necessary, remote work will continue for staff this spring and will extend into mid-summer. Department heads will continue to assess departmental needs and they will inform employees directly about the plans. We will continue to communicate regarding the dates of remote work, as we know how important this information is for staff.
Merit program for staff in FY22
We expect to resume the merit program for staff at the start of the new fiscal year. The merit pool amount will be voted on by the trustees as part of the overall budget in April, after which we will provide information and launch the program. Salary increases will go into effect on July 1, 2021.
Vacation policy
Wellesley offers a generous administrative vacation allowance, and we will continue to do so. Our current policy allows for accruals that are significantly higher than many of our peers. An unintended consequence of the policy is that it can cause employees to postpone taking vacation, which is an unhealthy work practice for individuals and results in a large liability for the College.
It is our hope that a new vacation policy will encourage employees to use their earned vacation time throughout the year. We understand that this has been a difficult time for staff to take time off, and so we are announcing this policy change now even though it will not take effect until July 1, 2022 so that employees have plenty of time to plan and to take advantage of their vacation benefits.
- On June 30, 2021, as in past years and under our current policy, vacation balances in excess of the maximum carryover of 175 hours for full-time, full-year exempt employees and 140 hours for full-time, full-year nonexempt employees (with fewer than 10 years of service) will roll back to the maximum carryover amount. Carryover maximums are prorated for employees who work less than full time, full year.
- On June 30, 2022, maximum accruals will roll back to 140 hours (four weeks) for full-time, full-year exempt employees and 105 hours (three weeks) for full-time, full-year nonexempt employees. These maximums are prorated for employees who work less than full time, full year.
After July 1, 2022, your weekly/monthly accrual will stop if your total vacation balance reaches your annual award and will resume once you use enough vacation that your balance falls below your annual award. For example, a full-time, full-year exempt employee will have no more than 140 hours of accrued vacation at any one time. Accruals will stop until vacation is taken.
Your total vacation leave benefit will remain unchanged. If you separate from employment with the College, you will receive payment for any vacation you have accrued but not used as of your separation date.
Summer hours
Beginning this summer, the College will discontinue the designated summer hours program. We are making this change because when coupled with summer vacations, the program has made it difficult for many departments to remain adequately staffed, accomplish critical work, and serve the needs of internal and external stakeholders. While we recognize that many administrative staff members appreciated this opportunity, the burden it placed on some departments and individuals and its impact on overall effectiveness led us to conclude that it could not be sustained. However, as we noted above, we encourage employees to take vacation time and personal time during the summer months and throughout the year.
Continuing to work in a time of COVID-19
We know that the pandemic will be with us for some time. This is a good opportunity to consider ways in which we can accomplish the work ahead while honoring the complexities it has created in people’s lives. We have also developed a list of tips for managers and employees on working during the pandemic.
As always, if you have any questions, please feel free to reach out to me directly or to members of the Human Resources team.
