---
title: "Vacation"
transition_status: "updated"
transition_comment: "update"
---
System: [veda](https://fs.cloud.veda.net/horizon/)
**E-Mail template:**
```markdown
Subject: Out of the office
Thank you for your email. I am out of the office and will return on 26 October 20XX.
I will answer your inquiry as soon as possible upon my return.
If urgent, please contact Mr/Mrs XYZ. Phone: +49 69-154008-XYZ or email X.XYZ@fs.de.
Vielen Dank für Ihre Nachricht. Vom 19. bis zum 23. Oktober 20XX bin ich nicht im Hause.
Gern beantworte ich Ihre E-Mail nach meiner Rückkehr. In dringenden Fällen wenden Sie
sich bitte an meine/n Kollegen/ in Herr/Frau XYZ unter Telefon 069-154008-XYZ oder
EMail X.XYZ@fs.de.
Herzliche Grüße / Best regards,
```
<!--
Welcome to the vacation section for the digital-work lab! This guide streamlines the administrative process for requesting and managing vacation time. Enjoy your time off and return refreshed 🌴 ✈️ 🏖️
## 1. Take vacation
- To take vacation, coordinate your responsibilities (such as teaching and project work), decide when to take vacation, and *inform* Gerit in advance via e-mail (ideally, at least 2 weeks in advance)
- If there are any additional scheduling constraints, Gerit will respond and ask for a meeting to discuss possible adjustments
- If you do not receive a response within **3 days**, the request is approved (following the principle of "[lazy consensus](https://openoffice.apache.org/docs/governance/lazyConsensus.html){target=_blank}").
- Add your vacation to the agenda repository and/or internal shared calendar (**TODO**). If students need to know about your availability, you may add your vacation to the [Calendar](index.html).
**E-Mail template:**
```markdown
Subject: Vacation Notice
Hi Gerit,
I will be on vacation on the following dates:
Start: [Date]
End: [Date]
I have coordinated my responsibilities and ensured that teaching, project work, and
other duties are covered during my absence.
If there are any scheduling issues, please let me know. If I don’t hear back within
three days, I will assume that my vacation request is approved, as outlined in our
guidelines.
Cheers,
[Your Name]
```
**Scientific Staff**
Fill out the official vacation request form, available on the HR page of Uni Bamberg (Urlaubsantrag für wissenschaftliche Beschäftigte) **[Link](https://www.uni-bamberg.de/abt-personal/formulare-infos-und-merkblaetter/){target=_blank}** and send it to your supervisor or just send an informal e-mail with the requested vacation date.
**Non-scientific Staff**
Send your vacation request via **[BayZeit](https://www.uni-bamberg.de/intranet/arbeitsplatz/zeiterfassung/){target=_blank}**. Specific instructions can be found in the manual, which is available under the same link.
**Student Assistants**
Send an informal e-mail to your supervisor with the requested vacation date. To calculate your vacation days you can use this **[form](https://zuvportal.uni-bamberg.de/Hilfskraftvertraege/urlaubsanspruch_hk_ber.jspx){target=_blank}**.
::: callout-note
**Calculation**
With flexible working hours, which are the norm, the vacation entitlement is calculated as follows: <br>
→ ((monthly hours / 4.348 ) / 5) x 1.66 x months; the result must be rounded commercially!
:::
## 2. Documentation - Vacation Balances Tracking:
- The remaining vacation days for **non-scientific staff** are stated in **[BayZeit](https://www.uni-bamberg.de/intranet/arbeitsplatz/zeiterfassung/){target=_blank}** (Urlaubsbogen für aktuelles Jahr)
- **Student assistants** are requested to track their current balance of vacation days/hours on their monthly timesheet.
## 3. Communication - Notification to Colleagues:
- **Notify your immediate colleagues personally and state vacation/absence days in your outlook calendar.**
- **Inform your students (if applicable):** If you're a teacher, notify your students about your absence. Depending on their age and the nature of your classes, you can either inform them verbally or send a written communication. Include the dates of your vacation and any instructions or assignments they need to complete in your absence.
- **Set up an out-of-office message:** Configure an out-of-office email auto-responder, clearly stating the dates of your vacation and providing an alternative point of contact for urgent matters.
```markdown
Sehr geehrter Absender,
vielen Dank für Ihre Nachricht.
Bis einschließlich XXX befinde ich mich außer Haus
und habe bis dahin leider keinen Zugriff auf eingehende E-Mails.
Bitte wenden Sie sich in dringenden Fällen während
meiner Abwesenheit an meinen Kollegen XXX
unter XXX oder telefonisch
unter +49 (0) 123 456 789.
Mit freundlichen Grüßen
XXX
```
## 4. Handover Procedures
- **Communication and briefing:** Prior to the researcher's holiday, they should schedule a meeting with the team members to discuss the ongoing projects, tasks, and any pending deadlines. They should communicate any critical information, potential challenges, and specific instructions for handling various scenarios.
- **Documenting project details:** The researcher should ensure that all project-related information is documented and organized in a central location. The team members should have access to this documentation. Additionally, the researcher should clearly outline the responsibilities and roles of each team member during the handover period.
## 5. Exceptions and Special Circumstances
**Emergency Situations**
- During emergency situations when an important team member is on vacation, it is crucial to have a plan in place. The first step is to identify a designated **backup or point of contact** who can assume the responsibilities and decision-making authority of the absent team member.
- This backup should be well-informed about the ongoing projects, possess the necessary expertise, and be able to make critical decisions in the absence of the vacationing team member.
**Changes in Vacation Plans**
- When changes need to be made to the vacation plan, **open and transparent communication is the key**.
The team member should promptly notify their supervisor about the change, providing a clear explanation and any necessary documentation.
## 6. FAQs and Additional Resources
**How far in advance should vacation requests be submitted?**
* Vacation requests should be submitted at least two weeks in advance, to allow for proper planning and coordination.
**What is the policy for carrying over unused vacation days to the next year?**
* It is recommended to take all vacation days in the same year. You may be required to take your vacations before a certain date in the following year (other regulations may apply).
Note: see [lazy consensus](http://ivory.idyll.org/lab/philosophy.html#lab-details){target=_blank}
-->