For Current Employees

This policy applies to administrative staff members working regularly scheduled hours. This policy does not apply to faculty and sales associates working in the Juilliard store.

You must update your absence calendar and submit it to your manager for review and approval via the Juilliard Cadence system on a monthly basis or more frequently if you choose to do so. (A Juilliard login and password are required to access the Cadence system.)

As an administrative staff member, you are entitled to participate in the Julliard vacation plan each School Year. A “School Year” is the period starting on July 1 and ending on June 30.

Full-time administrative staff members are regularly scheduled to work 40 hours each week and should refer to the “full-time administrative staff members” section of this policy to determine their vacation benefit. Part-time administrative staff members are regularly scheduled to work less than 40 hours each week and should refer to the “part-time administrative staff members” section of this policy to learn about their vacation benefit.

Full-time administrative staff members

(Regularly scheduled to work 52 weeks during the School Year)
If you are a full-time administrative staff member regularly scheduled to work 52 weeks during the School Year you will earn, carry over, and be paid out earned, but unused vacation at termination as described here.

Earning vacation

If you have been working at Juilliard for less than 10 years, you will earn 60 hours (7.5 days) of vacation on July 1 and 60 hours (7.5 days) of vacation on January 1 of each School Year. If you have worked at Juilliard for at least 10 years, you will earn 80 hours (10 days) of vacation on July 1 and 80 hours (10 days) of vacation on January 1 of each School Year.

Carryover

You are encouraged to use all vacation earned each School Year. If, for whatever reason, you do not use all earned vacation, you may carry over the unused vacation into the next School Year as follows:

• If you have worked at Juilliard for less than 10 years, you may carry over a maximum of 120 hours (15 days) of earned vacation into the next School Year.
• If you have worked at Juilliard for at least 10 years, you may carry over a maximum of 160 hours (20 days) of earned vacation into the next

School Year

Payment of vacation at separation
If you separate from Juilliard, and have earned but unused vacation, you will be paid as follows:

• If employed less than ten years, up to a maximum of 160 hours (20 days) if employed for 52 weeks of the School Year in which your employment terminates.
• If employed at least ten years, up to a maximum of 200 hours (25 days) if employed for 52 weeks of the School Year in which your employment terminates.

Full-time administrative staff members

(Regularly scheduled to work less than 52 weeks during the School Year)

If you are a full-time administrative staff member regularly scheduled to work less than 52 weeks during the School Year, you will earn, carry over, and be paid out vacation at termination in proportion to the number of weeks you are regularly scheduled to work each School Year, calculated based on a 52-week schedule. Note, however, that if you work less than 52 weeks of the School Year your vacation will be earned on January 1 and September 1 (instead of July 1) of each School Year.

Part-time administrative staff members

Part-time administrative staff members earn, carry over and are paid out vacation when their employment terminates in proportion to the number of hours they are regularly scheduled to work each week, calculated based on a full-time schedule.

Administrative staff members may have unused vacation time as of 11:59 p.m. on June 30, 2022 (“legacy vacation”). Legacy vacation, if any, will be captured in the Juilliard Cadence system as your separate “legacy vacation plan balance”. All legacy vacation must be used no later than June 30, 2029.  

Administrative staff members may use any legacy vacation time, or their vacation under the Juilliard vacation plan. If you want to use your legacy vacation, you must enter the time in the Juilliard Cadence system against your legacy vacation plan balance. The carryover limits applicable to vacation leave under the Juilliard vacation plan effective July 1, 2022 do not apply to legacy vacation. 

If at the time of separation you have legacy vacation, you will be paid for that balance up to the maximums set forth in “Payment of vacation at separation.” Note that any payment for legacy vacation at separation is in addition to any payment you receive for your vacation plan balance at separation. [Part-time administrative staff members are paid out in proportion to the number of hours they are regularly scheduled to work each week, calculated based on a full-time schedule].

Newly hired staff members

If you are a newly hired full-time administrative staff member, you will earn 10 hours of vacation on the first day of each month until January 1 (if hired after July 1) or July 1 (if hired after January 1). Thereafter, you will earn vacation in accordance with this policy. For example, if hired on April 2, you will earn 10 hours of vacation on May 1 and 10 hours of vacation on June 1. On July 1, you will earn 60 hours of vacation. Newly hired part-time administrative staff members earn vacation in proportion to the number of hours they are regularly scheduled to work each week. 

Vacation must be earned before it is used

Administrative staff members may not use vacation before it is earned, unless prior arrangements have been made with their manager(s). Any request to take vacation must be made in the Juilliard Cadence system before the start of vacation. Your manager(s) will evaluate your request and, based on the staffing needs of the department, approve or reject the request in the Juilliard Cadence system.

The chart below summarizes the vacation benefits for full-time administrative staff members.

All employees [except faculty] receive Sick Leave on July 1 of each School Year (“Sick Leave”).

Sick Leave uses

Sick Leave may be used for any of the reasons set forth in the New York City Earned Safe and Sick Time Act or New York state’s sick leave law, including the following:

• The administrative staff member’s mental or physical illness, injury or health condition or need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventive medical care.
• The care of a family member (child, grandchild, spouse, domestic partner, parent, grandparent, child or parent of an administrative staff member’s spouse or domestic partner, sibling, including a half, adopted or step sibling, any individual related by blood, and any other individual whose close association with you is the equivalent of a family relationship) who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or who needs preventive medical care.
• In the event of school closure by order of a public official due to a public health emergency or an administrative staff member’s need to care for a child whose school or childcare provider has been closed by order of a public official due to a public health emergency.
• Any of the following reasons when the administrative staff member or the administrative staff member’s family member has been the victim of domestic violence, a family offense matter, sexual offense, stalking, or human trafficking:
  • To obtain services from a domestic violence shelter, rape crisis center, or other shelter or services program for relief from a family offense matter, sexual offense, stalking, or human trafficking
  • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the administrative staff member or administrative staff member’s family members from future family offense matters, sexual offenses, stalking, or human trafficking
  • To meet with a civil attorney or other social service provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding, including but not limited to, matters related to a family offense matter, sexual offense, stalking, human trafficking, custody, visitation, matrimonial issues, orders of protection, immigration, housing, discrimination in employment, housing or consumer credit
  • To file a complaint or domestic incident report with law enforcement
  • To meet with a district attorney’s office
  • To enroll children in a new school
  • To take other actions necessary to maintain, improve, or restore the physical, psychological, or economic health or safety of the administrative staff member or the administrative staff member’s family member or to protect those who associate or work with the administrative staff member

Sick Leave must be used in minimum increments of four hours.

Sick Leave accruals

On July 1 of each School Year (or your first day of employment with Juilliard) full-time administrative staff members will receive 84 hours of Sick Leave for use throughout the School Year. All others will receive the greater of 56 hours, or a pro-rata amount based on the number of hours the individual is regularly scheduled to work. For example, if you are regularly scheduled to work 24 hours each week, will receive 56 hours, because 56 hours is greater than 42 hours (which is the pro-rata number of hours you would otherwise receive). The following chart illustrates this point:

Administrative staff members may carryover unused Sick Leave from one School Year to the next and may use up to 45 days of Sick Leave per School Year. All others covered by this policy may use no more than 56 hours of Sick Leave per School Year.

Documentation of Sick Leave

For absences of more than three consecutive work days, Juilliard may require documentation to demonstrate that Sick Leave was taken for its intended purpose. You will have seven days from the date you return to work to submit any requested documentation. Juilliard will reimburse you in accordance with the New York City Earned Safe and Sick Time Act for any out-of-pocket costs incurred in obtaining requested documentation substantiating the first 56 hours of Sick Leave used each School Year. If you fail to provide documentation in accordance with Juilliard’s request, Juilliard may deny Sick Leave for the period at issue.

You may be subject to discipline if you use Sick Leave for other than its intended purpose.

NOTE: In accordance with the law, Juilliard will not require the disclosure of details relating to medical conditions or require the disclosure of details relating to an individual’s status as a victim of domestic violence, family offenses, sexual offenses, stalking, or human trafficking as a condition of providing Sick Leave. Health information or one’s status or perceived status as a victim of domestic violence, family offenses, sexual offenses, stalking or human trafficking obtained solely for the purposes of utilizing Sick Leave, shall be treated as confidential and shall not be disclosed except by the affected individual employed by Juilliard, with their written permission or as required by law. Juilliard may, however, consider information provided in connection with a request for Sick Leave in connection with a request for a reasonable accommodation pursuant to the New York City Human Rights Law.

Providing Notice

You must notify your supervisor if you cannot come to work because you are taking Sick Leave. If you are out of work for more than one day, you must keep your supervisor informed on a regular basis of the status of your absence and when you anticipate returning to work.

Please note that there will be no compensation (either salary or compensatory time) for unused Sick Leave, either while at Juilliard or when leaving.

Juilliard offers a Salary Continuation Benefit to full-time administrative staff members which provides up to 90 days of salary [each School Year] who (1) are on short-term disability leave due to a serious health condition as defined by the Family and Medical Leave Act (“FMLA”) or (2) are not on a short-term disability leave, but are on an approved intermittent leave of absence because of a serious health condition.  Administrative staff members need not meet the FMLA’s hours worked and length of service eligibility requirements to qualify for the Salary Continuation Benefit. 

In addition, the Salary Continuation Benefit is only available if you have used all Sick Leave, workers’ compensation benefits are not available to compensate you for the serious health condition, and you submit paperwork, if and as requested, to certify you condition to Juilliard’s satisfaction.

Juilliard will pay an eligible administrative staff member a Salary Continuation Benefit equal to his or her salary less any disability insurance to which the administrative staff member is entitled.  The Salary Continuation Benefit may be paid during absences of one or more continuous blocks (for example, while absent for 90 consecutive days, or during two absences of 45 consecutive days), or intermittently.  Intermittent Salary Continuation Benefits may be appropriate if working an approved reduced-hour schedule.  For example, if you usually work full time, but are working 20 hours per week because of your own serious health condition, you may recover up to 20 hours of Salary Continuation Benefits during the work week. 

Note that administrative staff members will not earn vacation while receiving the Salary Continuation Benefit.

For additional details, or to apply for the Salary Continuation Benefit, contact Human Resources.  

In addition to Juilliard’s regular holidays, all administrative staff members receive four personal days on July 1 of each School Year. If you start working for Juilliard after the School Year begins, you will receive four personal days on your date of hire. Personal days can be used during the School Year to observe religious holidays, or for any other personal reason. If you are observing a religious holiday, please let your supervisor know at least one week in advance. Personal days used for any other reason must be requested in advance and approved by your supervisor. Personal days must be used within the School Year in which you receive them and do not carry over. Please note that there will be no compensation for unused personal days, either while at Juilliard or when leaving.

The Family and Medical Leave Act entitles eligible administrative staff members to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for the following reasons:

• For the birth and care of the newborn child of an employee within one year of the birth;
• For placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
• To care for an immediate family member (spouse, child, or parent) with a serious health condition; or
• The employee is unable to perform the essential functions of his or her job because of a serious health condition.

Please note that any accrued vacation, personal and Sick Leave (if applicable) must be used concurrently during the FMLA leave period.

Amendments to the FMLA by the National Defense Authorization Act (N.D.A.A.) expanded the FMLA to allow eligible employees to take up to 12 weeks of job-protected leave in the applicable 12-month period for any “qualifying exigency” arising out of the fact that an employee’s spouse, son, daughter or parent is on, or has been notified of an impending call, to covered active duty. The N.D.A.A. also amended the FMLA to allow eligible employees to take up to 26 weeks of job-protected leave in a “single 12-month period” to care for a covered service member with a serious injury or illness if the employee is the servicemember’s spouse, son, daughter, parent or next of kin.

New York State Paid Family Leave (PFL) provides eligible administrative staff members with partially paid, job-protected leave in certain qualifying circumstances.

• New York State Paid Family Leave Policy

If you have been employed with Juilliard for at least six months you are eligible for four weeks of paid parental leave to be used at any time during the 12-month period immediately following the birth or adoption of your child. Parental leave will run concurrently with FMLA and New York Paid Family Leave, as applicable.

Requests for parental leave should be made at least 30 days in advance, or as soon thereafter as practicable in writing to your supervisor with a copy to Human Resources. Benefits will continue on the same basis as if you were actively working during this leave. Employee contributions (if applicable) must be made in order for benefits coverage to continue. Benefits linked to salary (i.e. retirement plan) will be discontinued during any period of unpaid leave.

You will be given all time off to comply with your Jury Duty obligations. You may keep your jury pay and will normally be paid your regular salary for a maximum of 10 days of jury duty per School Year. You should submit proof of jury duty attendance to Human Resources. After the proof has been submitted, the Jury Duty leave should appear on your Absence Calendar within 2-3 days. Please wait until this option appears before submitting any applicable calendars.

You may be absent with pay for up to three days for the death of an immediate family member, defined as your spouse, domestic partner, child, sibling, parent, grandparent, brother-in-law, sister-in-law, or parent-in-law. Contact Human Resources to request Bereavement Leave. After the request has been made, the Bereavement Leave should appear on your Absence Calendar within 2-3 days. Please wait until this option appears before submitting any applicable calendars.

If you are serving in any branch of the military, including the Reserve or National Guard and called for military duty, you will receive an unpaid leave-of-absence for the period of your duty. [You may use any or all of your earned but unused vacation or other paid time off during military leave.] You may be eligible for reemployment after military service leave in accordance with applicable law. If you would like to return to work, you must report to work or submit an application for reemployment to Human Resources, including your military discharge documentation, if available. You must provide Human Resources with reasonable notice of the required military duty and of your intention to return to work. [Under certain circumstances, you may be entitled to up to 10 days of unpaid leave if your spouse is a member of the armed forces, national guard or reserves and has been deployed during a period of military conflict, to a combat theater or combat zone of operations].

Juilliard has contracted with EthicsPoint, a confidential employee hotline service, to allow Juilliard employees to address instances of fraud, abuse, or other violations of Juilliard policies. EthicsPoint is a third-party, unaffiliated with Juilliard, which provides hotline services to numerous institutions of higher education throughout the United States. With EthicsPoint, an employee raising a concern has the ability to file a report via either the telephone or the Internet and may choose to remain anonymous.

For more information or to file a claim, please click here.