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.
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