Hours

Years

Accrual

Fractional

Hours

worked

worked

Factor

Day

Earned

per week

per month

Up to 8

0-3

1

0.20

1.5

4 to 8

1.25

0.25

2.0

9 to 15

1.5

0.30

2.50

15 plus

1.75

0.35

2.75

8-12

0-3

1

0.30

2.5

4 to 8

1.25

0.375

3.0

9 to 15

1.5

0.45

3.5

15 plus

1.75

0.525

4.25

12.25-15.00

0-3

1

0.375

3.0

4 to 8

1.25

0.45

3.5

9 to 15

1.5

0.55

4.5

15 plus

1.75

0.65

5.25

15.25-19.75

0-3

1

0.50

4.0

4 to 8

1.25

0.60

4.75

9 to 15

1.5

0.75

6

15 plus

1.75

0.85

6.75

“Hours worked per week” are based on the number of hours listed on the employee’s Staff Notification of Payroll Status.

One day of earned leave equals 8 hours.  Fractional days are rounded UP to the next quarter hour.  6.75 per month is the maximum unpaid leave earned by an employee.

To qualify for unpaid leave, the employee must work less than 20 hours per week. Unpaid 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 unpaid 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 what was earned or accumulated by the employee.

All leave requests are subject to staffing availability.  Workers may swap shifts with co-workers within the same calendar week with the prior approval of their supervising manager.

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 authority. 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 a 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 of medical appointments and similar documentable events.  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.

At the end of the fiscal year, any leave in excess of the equivalent of the employee’s scheduled work week will be revoked. Upon termination of employment, all unpaid leave benefits are revoked without pay.

An employee’s payroll cannot be processed until he/she has delivered an accurate leave chart for the associated payroll period, even if 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 the Director.  Originals and/or photocopies of the signed leave charts must delivered to the Director’s office along with the employee’s timesheet associated with the reporting period. Original copies must be 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 and/or the employee’s supervisor 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>