The following FAQs are intended to help COTC employees understand Winter Recess Policy 2.6.55, including eligibility, pay, work expectations and timekeeping.

1. What is Winter Recess?

Winter Recess is a designated period between December 26 and December 31 when classes are not scheduled and college operations are reduced. Most eligible employees receive paid time off during the designated Winter Recess days.

2. What days will be designated as Winter Recess?

Winter Recess occurs between December 26 and December 31. The specific number of Winter Recess days is determined each year by Human Resources.

3. Who is eligible for Winter Recess paid time off?

Regular, temporary, term, and seasonal staff members who meet the policy requirements are eligible. Seasonal employees must be in an active position at the time of Winter Recess. Employees with multiple eligible positions will have the positions combined to determine the amount of Winter Recess time based on their total FTE.

4. Who is not eligible for Winter Recess paid time off?

Intermittent or contingent staff and student employees are not eligible. Faculty are not eligible for Winter Recess paid time off because Winter Recess is a scheduled break for faculty; regular faculty continue to be paid normally based on their appointment. Certain employees on a continuous unpaid leave of absence are also not eligible.

5. How many hours of Winter Recess will I receive?

Winter Recess hours are based on your FTE and the number of business days designated as Winter Recess. For example, if there are four Winter Recess days, a 100% FTE employee receives 32 hours and a 50% FTE employee receives 16 hours.

6. Will everyone be off during Winter Recess?

No. Although most employees will be off, some employees may be required to work to maintain critical services or operationally necessary services.

7. How will I know if I am required to work?

Your supervisor/manager will communicate your department’s staffing and coverage expectations. Staffing plans should generally be communicated by November 1. If additional needs arise after November 1, affected employees should be notified as soon as possible.

8. What happens if I am required to work during Winter Recess?

You will be paid for the time you work and will retain an equivalent amount of Winter Recess time to use later, based on the applicable days worked and your FTE.

9. How long do I have to use Winter Recess time that I earn because I worked during the recess?

Banked Winter Recess time must be used by December 23 of the following year. Time not used by that date is forfeited.

10. Do I need approval to use banked Winter Recess time later?

Yes. The time must be scheduled in advance and approved by your supervisor/manager using an Application for Leave form.

11. What if I already requested vacation or other paid leave during Winter Recess?

If you are eligible for Winter Recess paid time off, your vacation or other paid time off should not overlap with the designated Winter Recess dates. Existing requests for those dates must be removed or corrected.

12. What happens if I am scheduled to work during Winter Recess but need to call off?

You must follow your department’s normal call-off procedures. Winter Recess hours cannot be used for an unplanned absence when you were scheduled to work. You must use applicable vacation or sick time.

13. How do non-exempt employees record Winter Recess time?

Non-exempt employees should select Winter Recess from the appropriate drop-down list on their timesheet for designated Winter Recess hours, similar to recording holiday, vacation, or sick leave.

14. What if I am a non-exempt employee and work during Winter Recess?

Record your actual regular hours worked on your timesheet. The Winter Recess hours associated with the time you worked will remain in your Winter Recess balance for later use.

15. What if I am an exempt employee and am required to work?

You must notify Payroll by email and provide the hours worked, dates worked, and supervisor approval. This allows Payroll to maintain the correct Winter Recess balance.

16. What if a Winter Recess day falls on my normal day off?

You do not need to use Winter Recess time for a day you would not normally work. You may retain that Winter Recess time for future use, but you will need to make the appropriate timekeeping adjustment.

17. Can my work schedule be adjusted during a week that includes Winter Recess?

Yes. At the discretion of the unit, employee schedules may be adjusted during a week in which Winter Recess occurs. Winter Recess time cannot cause your total paid hours to exceed your normally scheduled hours for the pay period.

18. Does Winter Recess time count toward overtime?

No. Winter Recess time does not contribute toward the calculation of overtime and cannot be used in a way that results in compensation exceeding your normally scheduled hours.

19. What happens if I am on approved FMLA during Winter Recess?

FMLA time will not be deducted for an employee who is on approved FMLA and is not expected to work during Winter Recess.

20. What happens if I am on a continuous leave of absence?

If you are on a continuous leave of absence and are not using paid time off, such as sick or vacation time, you are not eligible for Winter Recess paid time off.

21. Can I receive a payout for unused Winter Recess hours?

No. Winter Recess hours are not eligible for cash payout upon separation from the college. If you separate from the college or transfer to a position that is not eligible for Winter Recess, unused Winter Recess time is forfeited.

22. What happens to my Winter Recess balance if I transfer to another COTC position?

Your Winter Recess balance will transfer with you if there is no break in service and your new position is also eligible for Winter Recess.

23. Is Winter Recess the same as a weather closure?

No. Winter Recess is a planned period of reduced operations. It is not a weather or short-term closure. Weather and emergency closures are addressed under the college’s Short-Term Closing Policy.

24. Will HR and Payroll be available during Winter Recess?

HR and Payroll will be available on an emergency, as-needed basis during Winter Recess.

25. What should I do before Winter Recess begins?

Employees should remove previously requested paid time off that overlaps with Winter Recess, review their centrally loaded Winter Recess time to make sure the hours accurately reflect their schedule and any hours worked, and contact Human Resources with questions.

Questions?

Employees should first discuss work schedules and coverage expectations with their supervisor/manager. Questions about the Winter Recess policy may be directed to Human Resources, while payroll and timekeeping questions may be directed to Business and Finance.

Published: November 2026