VACATION POLICY

VACATION POLICY

 

1. Purpose

Northern Lights Library System (NLLS) supports the health and well-being of employees by providing annual vacation leave in accordance with Alberta’s Employment Standards Code. This policy outlines vacation entitlements, accrual, scheduling, and related procedures.


2. Eligibility and Accrual

  • Permanent employees shall be entitled to annual vacation days with pay.
  • Temporary employees shall receive vacation pay on each pay cheque, in accordance with the Alberta Employment Standards.
  • Vacation time and payment will not accrue during unpaid leaves of absence, including job protected leaves of absence such as maternity, parental, short-term and long-term disability etc.
  • All regular full-time employees begin accruing vacation upon hire.
  • Part-time employees are paid out vacation as per Alberta labour standards.
  • Vacation is accrued based on paid hours worked, excluding unpaid leave.
  • A common anniversary date of January 1 is used to standardize accruals and entitlements for all staff.
  • Vacation for new employees is pro-rated in their first year.

3. Vacation Entitlements

Employee Group

Years of Service

Annual Vacation Entitlement

Non-management Employees

0–4 years

15 days (3 weeks)

 

5–10 years

20 days (4 weeks)

 

10+ years

20 days (4 weeks) + 1 additional day per year to a maximum of 5 weeks.

Management Employees

0–4 years

20 days (4 weeks)

5+ years

25 days (5 weeks)

Executive Director

All years

As per contract

Note: Considering experience and qualifications and to attract qualified employees, the Executive Director has the discretion to offer additional vacation entitlement up to one additional week.


4. Vacation Scheduling

  • Vacation is granted based on:
    • Operational needs
    • Timely requests
    • Fairness across departments
  • Requests should be submitted:
    • By March 31 for summer vacation (July–August)
    • By September 30 for December vacation
  • Vacation may be taken in half-day increments or broken into smaller periods with approval.
  • If multiple requests conflict, preference is given on a first-come, first-served basis.

5. Use of Vacation & Carryover

  • Employees must take at least 10 vacation days (2 weeks) annually.
  • Employees may carry forward up to 10 vacation days into the next calendar year with supervisor approval.
  • Any carried-over days must be used by June 30 of the following year or will be paid out unless otherwise authorized.

6. Vacation and Illness

  • If an employee becomes ill or injured during scheduled vacation:
    • Vacation may be converted to sick leave with supporting medical documentation.
    • A doctor’s note must specify the dates of illness.
    • Sick leave will be deducted from available sick time and vacation days restored.

7. Vacation on Termination

  • Upon termination, unused accrued vacation will be paid out in the employee’s final pay.
  • If the employee used more vacation than accrued, NLLS may recover unearned days from the final pay.

8. Related Policies

  • [Compensation Policy – Sec 1, 1B]
  • [Leaves Policy – Sec 1, 1L]
  • [Statutory Holidays – Sec 1, 1I]

9. Policy Review

This policy shall be reviewed at least once every three years or as required by changes in legislation.




Answered By: Terri Hampson
Last Updated: Oct 08, 2025