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About . Employee Handbook . Paid Time Off 

4. Paid Time Off

4.1 Holidays

The Cleveland Institute of Art provides the following paid holidays each calendar year to full-time and part-time benefits-eligible employees, upon hire:

  • New Year’s Day
  • Martin Luther King Day
  • Memorial Day
  • Juneteenth 
  • Independence Day
  • Labor Day
  • Thanksgiving Day 
  • The day after Thanksgiving 
  • Christmas Eve
  • Christmas Day
  • New Year’s Eve 

Each year the academic calendar with current holiday dates is adopted and made available on myCIA to all employees. Employees will receive their regular rate of pay for each scheduled holiday. If a holiday falls on a weekend it is officially observed on the closest weekday for the purposes of the day off. If if falls on a Saturday that means it would happen on the Friday before and if it falls on Sunday the Monday after.

The College reserves the right to schedule work on an observed holiday. If employees are required to work on those days, they will be paid for time worked on the recognized holiday, plus the holiday pay. *see floating holiday policy

4.2 Floating Holidays

Whenever working on a designated holiday becomes necessary, we will offer employees an additional day off to be taken within ninety (90) days after the holiday.  This time will be added to your time off accruals and will be equivalent to your regular work day.  Floating holidays must be scheduled in advance and are subject to approval by your manager.

If a non-exempt (hourly) employee is required to work on a holiday, they will have the option of being paid for time worked on the recognized holiday, plus the holiday pay or they may be paid for their regular hours worked on the holiday and receive a floating holiday to use on a future date.

An exempt employee will receive a floating holiday, there is no option for additional pay for exempt employees. 

4.3 Vacation

Because we recognize the importance of vacation time for rest, recreation, and personal activities, the College provides annual paid vacation to its administrative employees based on classification and years of service as shown in the schedule below. Vacation time is based on a 35 hour work week, seven hours equals one full day of vacation.

of Service
per year
per Pay
President, Deans & VPs   140 5.833 hours

0–5 years

5 years +



4.375 hours

5.833 hours

Full-Time Administrative Employees

0–5 years

5–9 years

10 years+




2.916 hours

4.375 hours

5.833 hours

Part-Time Benefits-Eligible Employees
(work at least 30 hours/week for the academic year)



1.458 hours

New employees begin accruing vacation time from date of hire. Employees accrue vacation time at the higher rates as of their 5th and 10th anniversary dates of hire. Vacation time is to be scheduled with an employee’s supervisor and can be taken in increments of full hours for non-exempt employees and full or half days for exempt employees.

Unused vacation accumulates from year to year (July 1–June 30), but the maximum amount of vacation that a full-time employee can accrue is 210 hours (30 work days); part-time benefit-eligible employees can accrue a maximum of 105 hours (15 days). If an employee has accrued the maximum, vacation ceases to accrue. Vacation time will again accrue after the employee uses vacation time and the balance falls below the maximum hours. The employee is not credited any vacation not earned due to having reached the hour accrual maximum. New accruals will not exceed the hour maximum.

Using Vacation Not Yet Accrued
At the discretion of the supervisor, an employee may take up to 5 days of vacation that has not yet been accrued.

4.4 Personal Days

In addition to paid holidays, full-time and part-time benefits-eligible employees are entitled to three personal days per fiscal year. Personal days do not carryover from year to year, nor will employees be compensated for unused personal days upon termination per full fiscal year. An employee who is hired between July 1–December 31 will receive 3 full personal days for that current fiscal year. Employees hired between January 1–March 31 will receive 1 personal day. Employees hired after April 1–June 30 will not receive any until the following fiscal year. 

Vacation and personal time should be requested at least two weeks in advance and is subject to supervisor approval. Supervisors may establish longer advanced notice policies in their own departments for operational efficiency. While every effort is made to accommodate vacation and personal time requests to ensure that staffing and operational needs are met at all times, CIA reserves the right to deny requests at its discretion. Requests and approvals must be documented on the employee’s time sheet. 

4.5 Paid Sick Time 

Full-time administrative employees recieve 7 sick days per fiscal year, and part-time benefits-eligible employees recieve 3 paid sick days per fiscal year. 

Paid sick time may be taken in increments of full hours.

Unused sick time does not accumulate more than the annual maximums stated above, does not carry-over from year to year, and is not paid out upon separation. Employees are expected to only use sick time when they are absent due to personal or family illness and/or medical appointments.

An employee who is hired between July 1–December 31 will receive 7 full sick days for that current fiscal year. Employees hired between January 1 – April 30 will receive 3 sick days. Employees hired after May 1 – June 30 will not receive any until the following fiscal year. 

All absences are to be reported to the employee’s supervisor prior to the employee’s regular start time. The employee is expected to keep their supervisor informed of their anticipated return time/date during the absence. 

Formal records are required in connection with time off and will be maintained for each employee in the payroll department. It is the employee’s responsibility to accurately and promptly record sick time. 

Employees cannot use sick time for vacation purposes. For foreseeable use of sick time, such as for a doctor’s appointment, the employee should submit the request for time-off at least 24 hours prior to the time-off requested. For unforeseeable use of sick time, the employee must notify his or her supervisor of the absence as early as possible on the day that he or she is going to be absent. For illnesses spanning longer than one day, the employee must notify his or her supervisor prior to each day of anticipated absence. After an employee has been absent from the office more than three days due to personal or family illness, the absence will be reported to Human Resources for evaluation of whether the employee is eligible for FMLA leave. An employee must provide documentation from a health care provider when utilizing three or more consecutive sick days.

All vacation, sick and personal time must be exhausted before an employee can request unpaid time off.

4.6 Payout upon Separation

Vacation payout for separating employees will be limited to the lesser of employee’s earned but unused vacation (which includes any vacation carryover from the prior year) or the employee’s annual vacation entitlement. In no event will a vacation payout exceed the amount of an employee’s annual vacation allowance. 

Personal and sick days are not eligible for payout upon separation.