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Payroll Institutional Policies

Holiday Schedules

Smith observes a number of holidays throughout the year. Whenever possible, department heads are encouraged to grant time off for the observance of religious and other holidays that are not official college holidays. This time off may be taken as personal time, vacation or short-term absence without pay. See the Employee Handbook for terms and eligibility.

Administrative & Administrative Support Staff with 12-Month Appointments

(updated 1/5/2023)

Independence Day (2 days)
Monday, July 3, 2023
Tuesday, July 4, 2023

Labor Day (1 day) Monday, September 4, 2023
Fall Break (1 day) Monday, October 9, 2023

Thanksgiving (3 days)
Wednesday, November 22, 2023
Thursday, November 23, 2023
Friday, November 24, 2023

Winter Break (8 days)
Friday, December 22, 2023
Monday, December 25, 2023
Tuesday, December 26, 2023
Wednesday, December 27, 2023
Thursday, December 28, 2023
Friday, December 29, 2023
Monday, January 1, 2024
Tuesday, January 2, 2024

Martin Luther King Jr. Day (1 day) Monday, January 15, 2024
Memorial Day (1 day) Monday, May 27, 2024
Juneteenth (1 day) Wednesday, June 19, 2024

Holidays are considered paid holidays only if they fall within your regular work schedule.

Summer office hours begin Tuesday, May 28, 2024 - (Due to holiday)

Regular office hours resume Monday, August 19, 2024

Administrative & Administrative Support Staff with LESS than 12-Month Appointments (academic year)

(updated 1/5/23)

Labor Day (1 day) Monday, September 4, 2023

Thanksgiving (3 days)
Wednesday, November 22, 2023
Thursday, November 23, 2023
Friday, November 24, 2023

Winter Holidays (8 days)
Friday, December 22, 2023
Monday, December 25, 2023
Tuesday, December 26, 2023
Wednesday, December 27, 2023
Thursday, December 28, 2023
Friday, December 29, 2023
Monday, January 1, 2024
Tuesday, January 2, 2024

Martin Luther King Jr. Day (1 day) Monday, January 15, 2024

Spring Break (5 days)
Monday, March 18, 2024
Tuesday, March 19, 2024
Wednesday, March 20, 2024
Thursday, March 21, 2024
Friday, March 22, 2024

Memorial Day (1 day, if scheduled to work) Monday, May 27, 2024

Holidays are considered paid holidays only if they fall within your regular work schedule

Recess Period (7 days)
Fall Break (2 days) Monday and Tuesday October 9, 10, 2023
Spring Break (5 days) Monday–Friday March 18–22, 2024

Work Schedules for Academic Year Staff
39-Week Schedule Monday, August 21, 2023 through Friday, May 24, 2024
Other 9, 10 or 11 Month Schedules Work schedule dates vary; specific dates are listed in employee’s salary letter.

Americans with Disabilities Act (ADA)

Smith College is committed both philosophically and legally to assuring access to all college programs and services. The college pursues the goal of equal access through proactive institutional planning and barrier removal, as well as through the provision of reasonable and appropriate accommodations to students, staff, and faculty with documented disabilities.

Smith College is prepared to modify or adjust a position or the work environment to make a reasonable accommodation to the known disability of an otherwise qualified employee to enable them to perform the essential functions of the job, unless:

  1. The accommodation would impose an undue hardship on business operations, i.e., an accommodation would be unduly costly, extensive, substantial, or disruptive, or would fundamentally alter the nature or operation of the business, or
  2. Even with a reasonable accommodation, the individual would still pose a direct threat of substantial harm to the health or safety of him/herself or others.

Determining What Is Reasonable

In determining whether a requested accommodation is reasonable, the College, specifically Human Resources, in consultation with the Office of Disability Services and with the employee’s supervisor as needed, will consider on a case-by-case basis whether such a request is feasible and effective, and does not create undue hardship and/or would fundamentally alter the nature of the college’s operation of its business.

Accommodation Request Policy

  1. Meet with your supervisor, Human Resources, the Office of Disability Services, or the Associate Dean of Faculty to discuss the disability and resulting needs.
  2. Complete a Voluntary Request for Reasonable Accommodation formVoluntary Request for Reasonable Accommodation form and submit it to Human Resources.
  3. Have your healthcare provider submit the Attending Physician’s Statement to Human Resources. Additional documentation may be needed if there is an ongoing need for the accommodation.
  4. Human Resources will determine if a disability exists as defined under the American with Disabilities Act (ADA).
  5. If a disability exists, Human Resources will gather additional information, as needed, to determine if the accommodation requested is reasonable.
  6. Human Resources or the Associate Dean of Faculty will communicate the results of the inquiry to you.
  7. If an accommodation is determined reasonable and necessary, Human Resources or the Associate Dean of Faculty will assist in either providing the requested accommodation or an equally effective alternative. Human Resources or the Associate Dean of Faculty will work with your supervisor or chair to facilitate the accommodation when appropriate. Reasonable accommodation does not negate requirements for good job performance or adherence to generally applicable standards of productivity or conduct.
  8. In the event there is a dispute concerning the disposition of the requested accommodation, you may appeal the decision to the Associate VP of Human Resources, the Director of Non-Discrimination Initiatives/Title IX Coordinator, or to the VP of Equity and Inclusion.

The College will be unable to provide an accommodation if an individual with a disability does not disclose and provide documentation of a disability and/or does not make a request with enough time to provide the accommodation. Every effort will be made to provide for requests determined reasonable, but an alternative may also be provided.

A workplace accommodation is a modification or adjustment to a job, the work environment, or the way in which a job is usually done that enables an individual with a disability who is otherwise qualified to perform a job to attain the same level of performance and to enjoy the same benefits and privileges of employment.

Generally speaking, accommodations are services, resources, adaptations, and restructuring which allow an individual with a disability to have equal access to something someone without a disability has access to. The umbrella term  “accommodation” refers to auxiliary aids terminology often used for student accommodations) and employment-based services, resources, and adaptations. An institution is obligated to provide accommodations and/or auxiliary aids to individuals with disabilities as defined by the ADA. However, the accommodation must be reasonable.

Although the ADA provides examples of different kinds of auxiliary aids and accommodations, all accommodations are determined on an individual basis after an examination of pertinent medical documentation or other appropriate documentation.

You may initially meet with your supervisor, Human Resources or the Office of Disability Services to discuss your accommodation request individually and to gain an explanation of the process. Once you have submitted the appropriate forms and Human Resources receives the verification of the medical or psychological condition from your health care professional, we will determine whether the condition is a disability under the ADA.

If the condition is protected by the ADA, Human Resources or the Office of Disability Services will then determine whether the requested workplace accommodation is appropriate and whether it will be effective in assisting you with your essential job functions. Supervisors and department chairs will be involved on an as-needed basis to assure implementation of proper accommodations. Accommodations cannot be provided retroactively.

The full Accommodation Request Process is posted on both the Disability Services and Human Resources websites.

Unfortunately, the college will not be able to guarantee either reasonable accommodations or auxiliary aids to anyone who is unable to provide necessary medical documentation. Please speak to Human Resources, the Office of Disability Services, or the Associate Dean of Faculty for advice on acquiring documentation of your disability.

Documentation of a medical condition from a doctor does not automatically guarantee that you are covered by the ADA or that you will receive an accommodation. The determination of a disability and any reasonable accommodation under the law are made by the College.

Disability-related information, including medical documentation, is treated as confidential and access is limited to protect an employee’s privacy. Request for workplace accommodations and accompanying documentation will be kept in a confidential file separate from your personnel file.

Worksite Lactation Policy

Smith College is committed to creating a safe and a supportive environment to enable Smith community members time and space to express milk during business hours as needed. 

For up to one year after the child’s birth, employees will be provided with reasonable break time as required to express breast milk during the workday. Employees who are returning from parental leave should speak with their manager or Human Resources Partner regarding these needs. 

Smith College will provide a private area for community members to express milk. Community members must request/reserve a room by contacting hr@smith.edu. Rooms can be reserved in advance. Due to the limited number of designated lactation rooms on campus, please plan to reserve in advance to accommodate your specific needs.

Breaks to express milk will be paid for up to one year after the child’s birth. Time required for pumping should be covered by pumping breaks. Employees may not be required to use scheduled breaks or lunches to accommodate pumping needs.

Contact

For more information or if you have question about this policy, please contact Human Resources at hr@smith.edu

Smith College has two designated lactation rooms on campus so that community members may express milk during business hours. The designated lactation rooms are located in the following locations: Lilly Hall room B06, and Neilson room 302. The lactation rooms provide an electrical outlet, comfortable chair, and nearby access to hot running water and soap. The doors lock from the inside for privacy so you will not need a key for entry. Please leave the door open when you leave so that it is clear the room is available. Users are responsible for keeping the lactation rooms clean for the next user. If preferred, community members may also express their milk in their own private offices or other private spaces, or in other comfortable locations agreed upon in consultation with the employee’s manager.

If you are planning on using one of the lactation rooms on campus please contact hr@smith.edu and the calendar for that location will be shared with you. In order to avoid multiple people attempting to use the room at the same time we ask that you book the space on the calendar and display the calendar time as busy. 

Employees shall be granted flexible and reasonable breaks to accommodate milk expression. Employees who wish to express milk during their workday should keep their manager informed of their needs so that appropriate accommodations can be made to satisfy the needs of both the employee and the department. Employees who feel their accommodations are not being supported are encouraged to contact their Human Resources Partner.

The Worksite Lactation Policy shall be disseminated to new employees during orientation. Information about breastfeeding support after returning to work shall also be provided to employees when they return from their Parental leave via the Human Resources website.