Knowledge Base: NLLS Policies

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

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.