Please read the policies and fill out the form at the bottom of this page.
The Himalayan Institute provides for vacation/time-off, as well as holiday time off, for Residents. Time-off includes absences due to illness.
Requests for Vacation & Time-Off (VTO)
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Plan your VTO for less busy times in your department. VTO may not be available at exceptionally busy periods or deadline times in your department.
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We try to accommodate Residents requested dates for VTO. Requests will be evaluated by supervisors based on various factors, including anticipated department needs and other staffing considerations.
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Discuss your VTO plans with your supervisor at least one month in advance of your anticipated time away.
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After your VTO plans have been approved by your supervisor, complete an electronic Resident Absence Request Form, available on the HI Inside Page.
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Resident Absence Request Forms are required for VTO, including absences due to illness. They are also required anytime you will be away from the Institute campus overnight, even if you are not using VTO time. They are also required for Himalayan Institute business trips. They help us know who is not on campus in case of an emergency, help us reach you in an emergency, and inform us when you will return. If you have trouble accessing the HI Inside page or Absence Request Forms, contact the IT Department for assistance.
VTO Accrual and Use Information
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VTO is calculated on a calendar year basis as described below. Incremental VTO increases, based on years of Residency, are made on January 1 of the calendar year in which the Residential Program anniversary date occurs.
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*VTO for new Residents in the first 12 months of their stay, and the remaining calendar year in which their 12 month anniversary occurs, is explained later in this section.*
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VTO accrues on a calendar year basis, and does not carry over to the next calendar year.
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Early use of VTO within the calendar year will be permitted.
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VTO may be taken in half or full day increments. We do not calculate VTO in smaller increments.
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If a Resident needs to take an unplanned day off, such as for illness, they must notify their supervisor as soon as possible on the absent day, and submit the electronic Resident Absence Request Form on return to their assignment.
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Occasional short times of 1-3 hours away from your assignment to tend to personal matters can be arranged with the approval of the employee’s supervisor; this time may be made up within the week in which it occurs.
Years of Residency | Vacation/Time Off Per Calendar Year | Calendar Year Accrual |
1-6 years | 14 days | 2 days on Jan. 1, Feb. 1, then 1 day per month |
7-11 years | +2 days=16 days | 2 days on Jan. 1, Feb. 1, Mar. 1, April 1, then 1 day per month |
12-16 years | +2 days=18 days | 2 days on Jan.1, Feb.1, Mar.1, April 1, May 1, June 1, then 1 day per month |
17 years+ | +3 days=21 days | 2 days on Jan.1, Feb.1, Mar.1, April 1, May 1, June 1, July 1, Aug.1, Sept. 1 then 1 day per month |
*New Residents Vacation and Time-Off policy
In the first 12 months:
In the first 3 months of Residency, there is no VTO. Beginning in the 4th month after Residency starts, VTO is provided 1 day per month, on the first day of the month, through the first year of Residency. This gives the Resident 9 days of VTO in the first 12 months of Residency. VTO must be used in the calendar year it is provided.
In the remaining calendar year, after 12 months completed:
After the Resident completes 12 months in the Program, VTO days accrued in that calendar year are tallied. On the first day of the 13th month of Residency, additional VTO is given to equal 14 total days off available in that calendar year, accrued evenly for the remaining months in the calendar year. VTO must be used in the calendar year it is provided. If Residents continue in the program, in the following calendar year, Residents are provided VTO days, accrued as described in the chart above, to be used in that calendar year, and so on in subsequent years.
New Resident VTO examples:
Residential Program begins 1/27/2015
January, February, March no VTO. Beginning with April 1, accrue 1 day on the first day of the month for the remainder of calendar year. All accrued days to be used before Jan 1, 2016. Beginning January 1, 2016, Resident has 14 days to be used in that calendar year.
Residential Program begins June 5, 2015
June, July, August, no VTO. Beginning September 1, accrue 1 day on the first day of the month for the remainder of the calendar year. All 4 accrued days are to be used before January 1, 2016. Employee continues to accrue 1 day on the first day of the month through May 2016 (5 total days). On June 1, 2016 an additional 9 VTO days are added, totaling 14 days off to be taken before January 1, 2017. Beginning January 1, 2017, employee is granted 14 days of VTO per calendar year.
Holidays
The Institute provides holiday time off for Residents. The holiday schedule is published annually.
If a holiday falls on a Resident’s regular day off, an alternate day off will be scheduled by the Resident’s supervisor.
If a holiday falls at a particularly busy time for the Institute, Residents may be required to be available for assignments on the holiday. If that occurs, your supervisor will give you advance notice whenever possible, and will schedule an alternate day off.
Bereavement Leave
If a death occurs in a Resident’s immediate family, the Institute will grant 3 additional days of leave to attend to the family. Additional time away may be taken using VTO if available, or if no VTO is available, a leave of specified time period may be granted.
Immediate family is defined as the Resident’s spouse, parents, siblings, children, grandparents, grandchildren, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, and daughter-in-law.
Jury Duty
The Himalayan Institute encourages Residents to accept their civic obligation when called for jury duty.
Inform your supervisor if you are called to jury duty, and provide a copy of your jury duty summons.
If you are chosen to sit on a jury, inform your supervisor how long the trial is expected to last. You must also check in with your supervisor periodically during your jury service, so the organization knows when to expect you back for assignments.
On any day when your jury service ends before the end of your usual department schedule, you must check in with your supervisor to find out whether you need to return to the department for that day.