POLICY 4.15.8 - Vacation For 12-Month Faculty

Beginning July 1, 2025, Faculty will begin accruing vacation leave on a fiscal year basis (i.e., July 1 through June 30), and may take vacation leave (if they have been employed at Shenandoah for at least one year as of the applicable July 1) of up to 26 Working Days per fiscal year (i.e., July 1 through June 30), all of which, subject to an approved exception in special circumstances, must be taken by the end of the fiscal year in which the vacation days accrued.

The following definitions and conditions apply:

• “Working Days” is defined as days when the university’s administrative offices are open. Personal time off on these days will be counted as vacation or personal days.

• As noted above, effective July 1, 2025, vacation days will accrue on a fiscal year basis beginning July 1 and ending June 30 each year. Vacation for the 2024-2025 academic year will accrue from September 1, 2024 – June 30, 2025.

• Vacation days must be at times not in conflict with the Faculty member’s assignment and must be approved in advance by the dean or their designee.

• Until June 30, 2025, vacation days are available as the days are accrued, within limits specified in this policy, from the date of initial employment. Faculty will earn two days of vacation for each month of continuous employment starting the first of the month following hire. (For the purpose of vacation accruals, a day is equal to 8 hours of leave time earned).  In addition, as noted above, beginning July 1, 2025, Faculty will receive two additional vacation days at the beginning of each fiscal year.

• Effective June 30, 2025, Faculty will no longer be permitted to “carry over” accrued vacation days to a new year. Any accrued but unused vacation days held by a Faculty member on June 30 of each year will be forfeited.  However, beginning July 1, 2025, Faculty will be able to “borrow” from future earned vacation. Vacation may be used prior to accrual, up to the number of vacation days a Faculty member is eligible to earn in that fiscal year. The use of borrowed vacation time must be coordinated with the Faculty member’s supervisor, respective dean, and/or the Provost. For example, even though a Faculty member will have no accrued vacation on July 1, an employee may take a summer vacation using borrowed vacation time in coordination with the Faculty Member’s supervisor, dean, and/or the Provost. Faculty who leave the University before earning back borrowed vacation time will be required to repay the University for the used but unearned vacation days. 

• Shenandoah will not pay Faculty whose employment with the University ends on or after December 16, 2024 for accrued but unused vacation or other paid time off.  A Faculty member whose last day is on or before December 15, 2024, is entitled to receive payment for any unused vacation leave. If the contract is not fulfilled, vacation will be earned and paid only through the last day of employment. 

• Records on vacation leave time are maintained through SU Timekeeper. 

• A Faculty member’s Dean, or the Provost, may approve a Faculty member’s request to make an exception to this Policy in the event of a special circumstance.  

Revision Dates: (Revision developed by Academic Cabinet; reviewed by Faculty Senate; approved by the Provost and Finance and Administration and by the president. Presented to President’s Executive Council as information May 18, 2000; approved by PEC October 18, 2000. Further revised by University Cabinet on September 26, 2024.)