.

Credit for personal leave shall be computed as follows:

Hours

Years

Accrual

Fractional

Hours

worked

worked

Factor

Day

earned

per week

per month

20

0-3

1

0.53

4.25

4 to 8

1.25

0.66

5.5

9 to 15

1.5

0.79

6.5

15 plus

1.75

0.93

7.5

24

0-3

1

0.64

5.25

4 to 8

1.25

0.8

6.5

9 to 15

1.5

0.96

7.75

15 plus

1.75

1.12

9

26.5

0-3

1

0.71

5.75

4 to 8

1.25

0.89

7

9 to 15

1.5

1.07

8.5

15 plus

1.75

1.25

10

27

0-3

1

0.72

5.75

4 to 8

1.25

0.9

7.25

9 to 15

1.5

1.08

8.75

15 plus

1.75

1.26

10.25

30

0-3

1

0.8

6.5

4 to 8

1.25

1

8

9 to 15

1.5

1.2

10

15 plus

1.75

1.4

11

33

0-3

1

0.88

7

4 to 8

1.25

1.1

9

9 to 15

1.5

1.2

10

15 plus

1.75

1.4

11

35

0-3

1

0.93

7.5

4 to 8

1.25

1.16

9.5

9 to 15

1.5

1.5

10

15 plus

1.75

1.75

12

37.5+

0-3

1

1

8

4 to 8

1.25

1.25

10

9 to 15

1.5

1.5

12

15 plus

1.75

1.75

14

One day of earned leave equals 8 hours.  Fractional days are rounded UP to the next quarter hour.  Fourteen hours per month is the maximum personal leave earned by an employee.

Employees who work less than a full work week (37.5 hours) shall be allowed credit for personal leave computed on a pro-rata basis, as shown.  To qualify, the employee must work 20 hours or more per week.

Personal leave will accrue for qualified employees beginning with the first month of (re)employment.  Earned leave for the first month of (re)employment and the final month of employment will be prorated based on the number of days the employee worked during those respective months.  ‘Years worked’ is based on consecutive years of service and resets with any incident of (re)employment.

The earned personal leave of each employee shall be credited monthly after the completion of each month of service.  Personal leave will not be granted in an amount greater than was earned or accumulated by the employee.

All personal leave requests are subject to staffing availability.  

Non-emergency leave requests must be submitted to the supervising authority at least fourteen calendar days before the leave date.  All approved leave requests must be forwarded to the Director upon approval by the supervising manager. Emergency leave requests must be communicated to a supervising manager and/or the Director as soon as feasible.  “Emergency” is defined as an incident that could not reasonably be foreseen by the employee in order to prevent late notification of the need for leave benefits.  

An employee must be notified 14 days in advance of the first day of a non-emergency change to their scheduled number of hours listed on the employee’s Staff Notification of Payroll Status.  Non-emergency changes to work schedules should consider the employee’s activities outside of the workplace but, once established with the employee, does not negate the employee’s obligation to meet the adjusted schedule.

Emergency changes (i.e. less than a 14 day notice) to an employee’s schedule may be necessary to meeting staffing needs.  While consideration of the employee’s activities outside of the workplace is critical to good and fair employee relations, in such instances maintaining proper staffing levels to meet patrons’ needs must take precedence over non-critical employee activities.  For this reason, if an employee expresses an inability to work any portion of an proposed schedule adjustment and the manager is unable to make reasonable adjustments to compensate the employee’s expressed inability, the Director may be contacted by the supervising manager to determine if (1) the employee will be required to substantiate his/her inability to provide staffing for the timeframe in question and/or (2) if substitute employees are available and may be used to fill staffing requirements.  If an employee is required to but is unable to substantiate his/her inability to provide staffing for the timeframe in question, the employee will be required to report to work for the timeframe in question and appropriate disciplinary action will be taken in accordance with CJRL’s Discipline and Due Process policy.

Unapproved leave occurs when:

  1. an employee fails to report to work after exhausting his/her leave benefits, except where protected by FMLA or other regulatory benefits
  2. an employee fails to report to work claiming emergency leave for a non-emergency event
  3. the employee fails to report to work associated with an Offense defined in CJRL’s Discipline and Due Process policy.

All forms of unapproved leave are subject to disciplinary action as outlined in CJRL’s Discipline and Due Process policy.  

Leave requests submitted after the submission deadline must contain a full explanation of the need for the request so that the supervising authority can determine the appropriateness of the late submission’s request. An employee filing a late submission request may be required to provide evidence documentable events occurring within the leave period.  All leave requests are approved at the final discretion of the Director, based on the operational needs, budgetary restraints, and staffing requirements of the Library.

Recognizing that the Director and Branch Managers are responsible for keeping their assigned library facilities fully staffed and operational and in order to best meet those staffing requirements, the Director and Branch Managers are not required to file leave requests when making schedule adjustments for themselves within the same calendar week such that they achieve their scheduled number of hours worked within that same calendar week.  

Branch Managers must inform the Director within three (3) working days whenever schedule adjustments are made for themselves or any of their supervised employees.

There shall be a limit to the accumulation of personal leave, up to five days or 40 hours per fiscal year.  At the end of the fiscal year, any personal leave in excess of 40 hours will be rolled into the employee’s sick leave calculations. Upon termination of employment, each employee shall be paid for the current year’s accumulated personal leave, and accumulated leave of up to 40 hours from the previous year.

Example:  Employee carries five days personal leave from Year I into Year II.  Employee earns the maximum of twenty-one days, so in Year II employee has twenty-six days available for use.  Employee uses none of the twenty-six days.  If Employee retires at the end of Year II, Employee shall be paid for twenty-six days.  Employee can carry over only five days into Year III, so Employee must use twenty-one days.

An employee’s payroll cannot be processed until he/she has delivered an original copy of an accurate leave chart for the prior payroll period, even if the leave chart reflects that no leave was used.

The Director will keep records of leave earned and used by each employee.

<END OF POLICY>


Policy’s Procedural Implementation

Non-emergency leave requests must be submitted in writing or e-mail to the employee’s immediate supervisor for preliminary approval.  Emergency leave requests may be provided to either the employee’s immediate supervisor or the Director by any means necessary, but must also be submitted in writing or e-mail upon the employee’s return to work.  All leave requests must be forwarded to the Director for final approval and placement on the primary library calendar.

Leave requests that have been recognized by the Director will be included on the primary library  calendar. The Director will always notify the employee or employee’s supervisor via e-mail when leave requests are denied. If an employee’s leave request is not appearing on the calendar and the employee did not receive email notification that their request was denied, that employee should forward the original leave request to the Director with a request for resolution.

Reporting Monthly Leave Usage

At the end of each calendar month, leave charts are to be signed and dated by both the employee and delivered to the Director’s office by the 15th of the calendar month immediately following the reporting period. Only original and properly signed copies of leave charts will be processed. By signing the leave sheet, the employee and the Director are agreeing that the leave time reported accurately reflects the leave time used by the employee during the previous month. When discrepancies occur between the employee’s leave sheet and the Director’s records, the employee will be contacted via e-mail in order to obtain an explanation for the discrepancy.

Confirmation of Accrued Leave Usage and Balance

After all discrepancies have been resolved, the Director will update the employee’s annual leave chart and e-mail a copy to the employee with an optional ‘cc’ to the employee’s supervisor. Any questions regarding the employee’s annual leave chart should be sent to the Director via e-mail.

<END OF PROCEDURES>

<END OF DOCUMENT>

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