UTSA Winter Break Reduced Operations Information

Winter Break

This year, winter break begins Monday, Dec. 25, 2023 and continues through Monday, Jan. 1, 2024. Many university offices and departments will be closed during this time, with the exception of areas that provide critical services that must remain available.

Skeleton crew days are Dec. 27 and 28. Supervisors should consult with their appropriate division/college leadership to determine necessary staffing for their area.

The winter break schedule provides employees with an opportunity to take a meaningful break from work to focus on personal wellbeing, while many campus operations are slow. This period of reduced operations also allows the university to reduce costs while ensuring necessary functions remain available.

Normal operating schedules resume on Tuesday, Jan. 2, 2024.

Winter Break Resources

Follow the checklist below for guidance when preparing for reduced operations. As a reminder, you must consult with your division/college leadership when determining skeleton crew needs.

  1. Review the Winter Break Reduced Operations FAQ .
  2. Notify your staff about winter break reduced operations plans.
  3. Inform Security Services via email if your office will be closed Dec. 25–Jan. 1. If applicable, provide suite/office numbers to ensure doors do not unlock automatically during normal business hours.
  4. Update your office phone tree. Provide it to your office emergency contact person(s) and copy your vice president’s office. VP offices will provide an emergency contact list for key representatives to UTSA Police.
  5. Update your voicemail greetings.*
  6. Set an automatic out-of-office email response.*
  7. Before leaving your on-campus office for the winter break, unplug electronics (heaters, fans, coffee makers, etc.) to conserve energy.

   *Reference the "Sample Out of Office Messages" section below.

This FAQ will be updated as needed.

The period of time for the winter break reduced operations is 12:01 a.m. on Monday, Dec. 25, 2023, through midnight on Jan, 1, 2024.

Employees should take this time off to relax and recharge before spring semester begins. If for any reason you cannot take winter break (for example, due to necessary research), you are not prohibited from working. Coordinate with your department head and inform your division/college leadership.

Designated individuals will be on call to respond if an urgent matter arises. In the event of an emergency, contact UTSA Police at (210) 458-4911.

Facilities and maintenance operations will be limited during winter break. If there is a reason why your work area must remain heated, maintain a certain level of humidity, etc., be sure that your division/college leadership has approved your office to remain open. Notify Facilities well in advance of winter break so these needs can be met.

The thermostat will be adjusted in areas that are scheduled to be closed during winter break. If you come to campus and your area is not scheduled to remain open, your workspace may not be cooled/heated to a comfortable level. Facilities and maintenance personnel available to respond to service requests will be very limited.

You are strongly encouraged to leave your work area(s) clean, including disposing of or taking food home. Shut down computers, monitors, printers and other technology. Portable space heaters, coffee pots, fans, radios and other non-essential equipment should be turned off and unplugged.

Sample messages are available in the "Sample Out of Office Messages" section below.

It is the responsibility of each office or department’s leadership to notify vendors, contractors and other individuals who provide services, supplies or products directly to their departments that UTSA will be closed.

This year, skeleton crew days are Dec. 27 and 28. Texas law requires that the university have enough employees on duty to conduct business during designated skeleton crew days. Technology allows many employees to work virtually while still being considered on duty. While there are some responsibilities that require someone to be in the office, if employees can fulfill the business requirements from any location, supervisors are encouraged to consider allowing them to work remotely. 

Supervisors should consult with their appropriate division/college leadership to determine how their departments will handle skeleton crew. For example, if the work of the department involves conducting business with students, employees or the public, then a skeleton crew would likely be necessary. Depending on the type of work, the division/college leadership might allow the skeleton crew to work from an off-campus location or by phone. Based on recommendations from the supervisor, division/college leadership will determine the minimum number of staff required for an on-site skeleton crew.

Benefits-eligible employees who serve as a member of a skeleton crew will be granted state compensatory time in accordance with the HOP 4.27 State Compensatory Time.

The following are suggested messages to use during the winter break. Feel free to modify as needed to best fit your needs.

Voicemail Message

Office or Department
Thank you for calling UTSA (office/department). Our office is currently closed for winter break and will reopen on Tuesday, January 2, 2024. Messages will be returned at that time. For information about our services, please visit our website at (website URL). If this is an emergency, please contact the UTSA Police Department at 210-458-4911.

Individual Work Phone
You have reached the voicemail for (full name) at UTSA (office/department). Our office is currently closed for winter break. Please leave your name, number and a brief message, and I will return your call when our office reopens on Tuesday, January 2, 2024. Thank you and happy holidays.

OR

You have reached the voicemail for (full name) at UTSA (office/department). Our office is currently closed for winter break. For immediate assistance, please contact (name and phone/email). Thank you and happy holidays.

OR (for individuals using accrued leave to extend their winter break)

You have reached the voicemail for (full name) at UTSA (office/department). I am currently out of the office for winter break and plan to return on (date). Messages will be returned at that time. Thank you and happy holidays.

Outlook Automatic Response

Thank you for your message. I am currently out of the office and will return on Tuesday, January 2, 2024. Messages will be answered at that time. For more information on our services, please visit our website at (website URL).

Thank you and happy holidays.

(your email signature)