Chapter 3 – Personnel, Training, and Employee Relations

31080.8.1 Vacation

• The following process shall be followed for requesting and/or approving vacations:
  (a) Correctional Officers

  • The Personnel Assignment Office shall publish a schedule of available vacation periods by October 1 of each year. The length of vacation periods may vary from institution to institution (e.g., one week, two weeks, or three weeks). Each institution will determine the vacation periods based on the number of Correctional Officers (COs) and the number of vacation relief positions established in the budget.

  • Vacation request forms shall be made available to COs by October 1 of each year, which must be completed and returned to the site designated on the form within 30 calendar days of issuance. It is the responsibility of all employees to complete and submit a vacation request form each year. COs shall make their selections on the vacation request form by numbering the periods they desire in descending order of priority (e.g., first choice is numbered “1,” second choice is numbered “2”).

  • COs shall be assigned vacation on a seniority basis as specified in Bargaining Unit 6, Collective Bargaining Agreements. The Personnel Assignment Office shall assign any remaining vacation periods, without consideration of seniority, to COs who fail to submit a vacation request form or improperly completed the form.

  • The approved vacation schedule will be posted by December 1 of each year. Once an employee has been given an approved vacation period, they may not trade that vacation period with another employee as a mutual swap.

  • COs may notify the Personnel Assignment Office if they wish to cancel approved vacations by submitting a written request no less than 30 calendar days prior to the scheduled vacation.

  • After the annual vacation bidding process is completed, COs may submit requests for additional vacations should additional vacation periods, known as “standby vacations,” become available due to cancellations, retirements, promotions, separations, transfers, or other circumstances.

• (b) Correctional Sergeants and Correctional Lieutenants

  • The Custody Captain shall publish a schedule of available vacation periods for all Correctional Sergeants and Lieutenants by October 1 of each year.

  • Vacation request forms shall be made available to Correctional Sergeants and Lieutenants by each October 1. These forms must be completed and returned to the site designated on the form within 30 calendar days of issuance. It is the responsibility of all employees to complete and submit a vacation request form each year. Correctional Sergeants and Lieutenants projected to exceed the maximum accrual of vacation or annual leave credits in the scheduled calendar year must complete a vacation request form with a leave reduction plan.

  • Correctional Sergeants and Lieutenants assigned to posts for which there is no budgeted vacation relief shall participate in the vacation bidding process along with all other Correctional Sergeants and Lieutenants. No later than 30 calendar days before the time of the approved vacation, if it is determined that they will still be assigned to such posts at the time of their approved vacations, those vacation periods will open up as standby vacations for other institutional employees.

  • Correctional Sergeants and Lieutenants shall be assigned vacations on a seniority basis. Remaining vacation periods shall be assigned without consideration of seniority to Correctional Sergeants and Lieutenants who fail to submit a vacation request form or improperly complete the form. The approved vacation schedule shall be posted by December 1 of each year.

  • Correctional Sergeants and Lieutenants may request to cancel approved vacations by submitting a written request to the Custody Captain through the normal chain of command no less than 30 calendar days prior to the approved dates. Correctional Sergeants and Lieutenants projected to exceed the maximum accrual of vacation or annual leave credits in the scheduled calendar year shall not be permitted to cancel vacations unless alternate vacation periods can be accommodated.

  • After the annual vacation bidding process is completed, institutional employees may submit requests for additional vacations should additional vacation periods, known as “standby vacations,” become available due to cancellations, retirements, promotions, separations, transfers, or other circumstances.

• (c) Standby Vacations for Correctional Officers, Correctional Sergeants, and Correctional Lieutenants

  • Standby vacations for which there are no existing bids shall be offered to employees in the following priority order:

    • Employees whose vacation or annual leave credits are over the established maximum limits or are projected to go over these limits by the end of the calendar year, shall be notified by and required to submit a leave reduction plan to the designated manager or supervisor. These employees shall have first priority for standby vacation periods with the highest priority being given to employees with the highest leave balances.

    • Employees who had not been awarded vacations during the bidding process (transfers-in, employees who had not yet completed six months of state service, employees who were off on long-term sick leave, NDINon-Industrial Disability Insurance, or IDLIndustrial Disability Leave, etc.).

    • Employees who had requested additional vacations during the applicable vacation period, on seniority basis.

• (d) All Other Employees

  • By January 15 of each year, or in accordance with the employee’s MOUMemorandum Of Understanding, all employees (except Correctional Officers, Sergeants, and Lieutenants) shall submit to their managers or supervisors, in writing, their vacation requests for the remainder of that calendar year through February of the following year. Employees projected to exceed the maximum accrual of vacation or annual leave credits in the scheduled calendar year must submit a leave reduction plan utilizing CalHRCalifornia Department of Human Resources (formerly DPA and SPB) Form 138 with their completed vacation request form.

  • On or before February 15 of each year, managers and supervisors shall review the vacation requests.

  • Vacations shall be awarded based on operational need, the safe and/or efficient operation of the work area, and the number of employees by classification that may be on vacation at the same time in the designated work area.

  • When the number of employees requesting vacation for a specific time exceeds the number that can be on vacation at the same time, vacations shall be awarded by State service seniority.

  • Employees shall be informed of the approved vacation schedule by February 20 of each year.

  • An employee may submit additional requests for vacation throughout the year. These shall be considered on a timely basis by the designated managers or supervisors and granted whenever possible based on operational need and the safe and/or efficient operation of the work area.

  • Employees who wish to cancel scheduled vacations must notify their designated managers or supervisors in writing no less than 30 calendar days prior to the scheduled vacation.