To: All Full Time Employees and Part-Time Employees Working 20+ Hours Weekly
From: Christine Hill, Library Director
Date: April 1, 2016
Subject: Annual Leave Requests
The library’s paid annual leave policy applies to all full-time employees and part-time employees who regularly work 20 or more hours weekly.
Requests for annual leave to be used between May 1 and Dec. 31 are due on April 29. Submission instructions are specified below.
Annual Leave Allowances
1st Calendar Year: 1 day per month or 7 hours.
Years 2-7: 15 days or 105 hours.
Years 8-12: 18 days or 126 hours.
Years 13+: 23 days or 161 hours.
You will have received your annual allowance along with your first timesheet of the year in January, 2016. If you have any questions about your allowance, please direct them to your supervisor. Supervisors will consult with the director to resolve questions or disagreements.
The library advances you your full amount of leave for the year. If, however, you should separate from library employment before the end of the year, your actual earned annual leave will be calculated, and if you have used more than you earned that amount will be deducted from your final paycheck.
New employees with less than six months service may not use annual leave until their seventh month. They may, however, request personal time, compensatory holidays, or comp time, if applicable, before the seventh month.
Submitting Your Annual Leave Request
Your annual leave request should not leave more than 35 hours unscheduled. If you do not know exactly when you would like to take annual leave by April 29, you must schedule it anyway. You can change or cancel your initial request at a later date. A maximum of 14 hours may be carried over to 2017.
If you have already used some annual leave by April 29, you must still include it on your request form.
If you wish to take annual leave on a day that you would normally work till 9 p.m. or on a week when you are scheduled to work Saturday, it is your responsibility to switch days with a co-worker so that your evening or weekend assignment is covered. The library does not provide coverage by supervisors or part-time employees. If you fail to do so, you may be subject to disciplinary action. Indicate the coverage you have arranged on your annual leave request by means of brackets with the initials of the person who will cover for you. For example:
May 1 [CH]
Employees who do programming should not request annual leave on days when they have programs scheduled.
All library assistants, except the children’s assistant, should submit their annual leave requests to the head of circulation, who will coordinate their requests along with the director.
All librarians and library associate, with the exception of the head of children’s services, should submit their annual leave requests to the head of reference, who will coordinate their requests along with the director.
The children’s assistant should submit her annual leave request to the head of children’s services, who will coordinate their requests along with the director.
The bookkeeper, systems administrator and full time custodian should submit their annual leave requests to the library director.
Resolving Annual Leave Request Conflicts
While every attempt will be made to accommodate employee requests, adequate coverage for the purpose of customer service is the first consideration in the granting of annual leave.
No more than one librarian or two library assistants will be granted annual leave for the same full week.
Normally no more than one librarian or two library assistants will be granted annual leave for the same day. Only one full-time circulation assistant will be granted annual leave on any given day. The library director may make exceptions to this rule for one or more days if there is a good reason and sufficient coverage is available.
The head and assistant head of circulation should not request annual leave for the same day. The head of children’s services and the children’s assistant should not request annual leave for the same day.
All employees are encouraged to discuss their annual leave requests with each other to negotiate and resolve conflicts before submission. Conflicts which cannot be resolved will be settled by the director after they are submitted. An attempt will be made to negotiate the conflict through discussion with the employees involved. If this is unsuccessful, seniority will be invoked, with the more senior employee(s) having priority.
Once the April 29 submission deadline has passed and the annual vacation schedule has been posted, further requests will be granted on a first come, first served basis. Seniority will not hen come into play unless conflicting requests are submitted on the same day.