UToledo Human Resources

Winter Break Schedule 2020-21

The University of Toledo scenic winter shot on the mallIn response to employee feedback, a University of Toledo winter break schedule became effective in December 2017 to provide eligible UToledo employees extra days off to rest when most departments are operationally slow - from Dec. 25, Christmas Day, through Jan. 1, New Year’s Day.

Winter break dates are announced each February so faculty and staff may plan in advance to make the most of their holidays with family and friends.

Winter Break Policy

During winter break, certain essential services must still be provided on our campuses, such as hospital operations at UTMC, approved research activities and public safety. Therefore, winter break does not include UTMC employees nor certain required positions, which might vary annually depending on need.

If you are eligible for winter break but are required to work because you provide an essential service, your supervisor will notify you well in advance.

In addition to existing holiday pay, UToledo will provide enough additional paid days off to eligible employees, as indicated in the schedule below. For additional details, please review the Official UToledo Winter Break Policy.

The 2020-21 winter break DATES INCLUDE:

  • Thursday, Dec. 24 – Holiday (Columbus Day / floating holiday)
  • Friday, Dec. 25 – Holiday (Christmas)
  • Monday, Dec. 28 – Paid day off provided for winter break
  • Tuesday, Dec. 29 – Paid day off provided for winter break
  • Wednesday, Dec. 30 – Paid day off provided for winter break
  • Thursday, Dec. 31 - Paid day off provided for winter break
  • Friday, Jan. 1 –  Holiday (New Year’s Day)

Supervisors with employees who work during winter break should track hours using the Winter Break Hours Tracking spreadsheet. Please follow the instructions provided and contact your Human Resources consultant with any questions.

Winter Break Hours Tracking Spreadsheet
Instructions for tracking winter break hours

If you have questions after reading the Frequently Asked Questions (FAQs) below, please contact your Human Resources consultant.

Winter Break Schedule: FAQs


Q. What if I need to work during winter break, such as to conduct ongoing research that cannot be delayed until after the break?

A. Employees should take this time off to relax and recharge before spring semester commences. However, if you cannot take winter break because of research, for instance, you are not prohibited from working. All designated service areas must be pre-approved by senior leadership. If your work area cannot close during winter break, employees who work on a designated winter break day will have the opportunity to use the additional days off provided by the University at another time during the year. However, the winter break days must be used by June 30, 2021.

Q. Will administrative offices be open, in case there is some type of emergency during winter break?

A. Administrative offices will be closed; however, designated individuals will be on call to respond in the event that an urgent matter arises.

Q. Are there any departments or clinics on the Health Science Campus that will be closed during winter break?

A. While The University of Toledo Medical Center and its operations must remain open for our patients and guests, yes – there will be a limited number of offices closed on HSC during winter break because they are academic, non-hospital or non-patient care areas.  Leaders of those departments are responsible for ensuring their students, team members, customers, vendors and other stakeholders know in advance that they will be closed during winter break. Their email and voicemail messages also should inform customers of the specific closure dates.

Q. Before I leave my office for winter break, are there things I should do to safeguard my work area?

A. All faculty and staff are encouraged to leave their work areas clean, including taking food home. Also, please close all windows and doors, and shut down computers, monitors, printers and other similar equipment (except LAN servers and network devices). Portable space heaters, coffee pots, fans, radios and other non-essential equipment should be turned off and unplugged. If you notice any water fixtures that are leaking or dripping, or any other maintenance issues, please contact Facilities at facilities@utoledo.edu as far in advance of winter break as possible so these issues may be addressed appropriately.

Q. I work on Main Campus and don't have essential business to conduct during the winter break closure; however, I want to catch up on work before spring semester. May I work on campus?

A. You should not. Office access will be restricted and operations limited to help reduce utility costs and other related expenses. Unless you are pre-approved by your department leadership to be on campus because your work cannot be interrupted by winter break – for instance, because you have research that would be adversely impacted – you should not be on campus during winter break. This break was established to promote health and well-being, so please take advantage of it.

Q. If I must be on Main Campus and have been pre-approved by leadership to work during winter break, will there be lights and heating in my building?

A. Facilities and maintenance operations will be very limited on Main Campus during winter break. Therefore, if there is a reason why your work area must remain heated, maintain a certain level of humidity, etc., be sure your department leadership has made arrangements with Facilities (jason.toth@utoledo.edu) well in advance of winter break so these needs can be met.

Q. If there’s a snowstorm during winter break, will sidewalks and parking lots be cleared?

A. A limited crew will be available to clear walks and surface lots should there be severe weather during this time to help ensure the safety of those few individuals who must be on campus. However, these services will be limited and campus-wide plowing and maintenance will not be done to the full extent as when offices are open and classes are in session.

Q. Will students who stay on campus during winter break be impacted by this change?

A. No; serving students and helping to ensure their safety remain our top priorities. As with previous winter breaks, all residence halls are closed except International House and Ottawa West, with limited staff available to meet student needs, such as Front Desk employees (see the next question). Additionally, senior staff will be available to respond to any urgent student matters.

Q. What are the hours of operation for the Front Desk at International House?

A. International House’s front desk will be open for students 24 hours each day throughout winter break, except on the holidays – Dec. 25 and Jan. 1. However, there will be professional staff on call 24 hours a day throughout the break to adequately serve students. The Front Desk may be contacted at 419.530.1600; this phone will be answered 24/7, even when the desk is closed on both holidays.

Q. Will any restaurants be open in Thompson Student Union during winter break?

A. No. All of the restaurants, including Starbucks and other eateries in Thompson Student Union, will be closed during winter break. They will reopen the second week of January.

Q. If I need help activating a new phone or another type of phone service from Rocket Wireless during winter break, will I be able to reach someone?

A. Yes; however, Rocket Wireless will have very limited hours during winter break, with no in-person hours. Please call Rocket Wireless at 419.530.4807 or send an email; responses will be made only during half of the day (or two) after Christmas Day.

Q. Will the student bookstore at Gateway be open during winter break?

A. Yes, the University’s official bookstore at Gateway will be open to provide textbook service to our students; this operation is managed by the University’s service provider, Barnes & Noble. You may want to check with the bookstore for its hours of operation by calling 419.530.2516.

Q. Will students who want to enroll or receive information from various departments be able to talk with someone during winter break?

A. Nearly all offices will be closed on Main Campus during winter break; therefore, each department should ensure their telephone messages and out-of-office email replies reflect that their office is closed but resuming normal business hours after New Year's Day. They may also want to note their winter break closure on their webpage.

Q. Are there sample voicemail and out-of-office email messages that we should use?

A. To best serve your customers, whether its students, alumni, consumers or other UToledo stakeholders, all department/office and individual voicemail and out-of-office email messages should let them know that UToledo is closed for winter break. Examples of messages you may want to use are below.

Sample voicemail message for office or department: “Thank you for calling The University of Toledo’s (office/department). The University is closed for winter break. Please call back after New Year’s Day or visit our website at (website URL). Thank you and happy holidays.”

Sample voicemail for individual’s work phone: “You have reached the voicemail for (name) at The University of Toledo. The University is closed for winter break. Please leave your name, number and a brief message after the tone, and I will return your call after New Year's Day. Thank you and happy holidays.”

Sample out-of-office email message: “Thank you for your message. The University of Toledo is closed for winter break. If your message requires a response, I will reply after New Year's Day during normal business hours. Happy holidays!”

Q. Who should notify contractors, vendors and other individuals who work with various University departments that their services may not be needed during winter break?

A. It’s the responsibility of each College’s or department’s leadership to notify those vendors, contractors and other individuals who provide services, supplies or products directly to their departments that UToledo offices will be closed. (Please also see the next question.)

Q. Will Supply Chain, Purchasing, Receiving, Mail Services and other such departments be open during winter break?

A. The following supply chain operations will be impacted by the winter break schedule: Purchasing and Receiving for Main Campus, and academics on Health Science Campus, will be closed. Please plan your purchases accordingly and work with purchasing to ensure any deliveries occur the week prior to winter break. Be cognizant of perishable needs and do not place orders that may end up sitting until after New Year's Day in UPS or FedEx hubs.

Purchasing and receiving for The University of Toledo Medical Center and clinics will run operations as usual during winter break, with no interruption to service.

University-wide mail services will be running a reduced schedule, accepting all mail from both postal zones and sorting; however, deliveries will be made to only a few approved locations on Main Campus. Hospital and clinical operations will not be impacted and will receive normal mail pickup and deliveries during winter break.

Q. As an employee or faculty member, will I be able to use our on-campus recreation facilities during winter break?

A. On the Health Science Campus, Morse Center will be open. The Recreation Center on Main Campus will be closed during winter break, resuming normal business hours after New Year's Day.

Q. If I am not impacted by this winter break schedule (because I work at UTMC, for instance), do I receive additional paid days off per year?

A. No. Winter break is the shutdown of the University during a time when many activities are generally slow. Because our hospital must operate 24/7 every day of the year, UTMC employees do not have winter break. The same holds true for other essential operations, such as providing safety on all of our campuses.

Last Updated: 11/13/20