STATEMENT OF POLICY AND PROCEDURE

Section: NLLS Employee(s) | Chapter: Conditions of Employment | Page(s): 3

Subject: SICK/PERSONAL DAYS and SHORT-TERM DISABILITY | Sec 1, 1M Appendix G/H/I

Reviewed 2023-04-21 | Revised: 2023-08-25 | Effective: 2017/05/13

SECTION 1 - 1.M Appendix G/H/I

SICK/PERSONAL DAYS

Northern Lights Library System (NLLS) provides sick/personal leave for the health and well-being of its employees. Staff experiencing a potentially contagious illness should refrain from exposing others to their illness.

1. Permanent full-time employees with three (3) months service shall be allowed eighteen (18) sick/personal days with pay each calendar year.
2. Any unused portion shall not be carried over to the next year.
3. Permanent and temporary employees with less than three (3) months service accumulate 1.5 sick/personal days per month.
4. Any employee absent because of sickness should inform their immediate supervisor as soon as possible before their scheduled shift.
5. Sick/personal days can be used for illness of an immediate family member of the employee.
6. Sick/personal days can be used for medical, dental, and mental wellness appointments falling on a regular working day.
7. An employee is expected to inform their supervisor with a minimum of twenty-four (24) hours in advance of (unless emergency) any medical, dental, and mental wellness appointments they have made.
8. A medical certificate may be required for any sick leave beyond three (3) days, or if misuse of this policy is suspected.

Public Emergency Leave

1. If a public emergency is declared, the current sick leave policy may not address the needs of staff.  
2. Refer to Sec 1, 2D Emergency Management
3. NLLS will follow protocols and procedures as dictated by relevant authorities during an emergency.  
4. Specialized leave beyond the eighteen (18) days generally provided may be required to address emergencies. The Executive Director is authorized to approve additional sick/personal time during such times.

SHORT TERM DISABILITY/SICK PAY BENEFITS - (When not using Extended Health Plan program)

1. Employees who have completed three (3) months of continuous employment with NLLS, and who suffer a nonoccupational illness or injury which causes an absence from work, may become entitled to receive short-term disability/sick pay benefits, up to a maximum period of fifteen (15) weeks commencing on the date of disability.
2. Short term disability/sick pay benefits are shown in the table below and are calculated as:
   1. One (1) week of regular base pay for each year of continuous employment with NLLS, and sixty (60)% thereafter until the maximum benefit period of fifteen (15) weeks is reached.
   2. Short term disability/sick pay benefits are not paid if
      1. The employee is not under the care of a licensed physician
      2. The employee is engaged in employment outside of NLLS for a wage or profit
      3. The illness or injury:
         • Is covered by Workers Compensation
         • Is intentionally self-inflicted
         • Results from war, service in the armed forces, or participation in a riot or disorderly conduct
         • Results from the commission of criminal offences
         • Occurs during an unpaid leave of absence
         • Results from the use of drugs or alcohol and the employee is not receiving continuing treatment for such use or is not compliant with medically recommended treatment
      4. The employee is not eligible for EI payments by reason of not being in Canada
         • Already receiving pay from NLLS for another reason during the period of illness or injury, such as vacation
         • Not compliant with medically-recommend treatment or fails to cooperate in providing medical information to NLLS, including participation in independent evaluation by medical and para-medical professional
         • Absent from work because of cosmetic plastic surgery, except where surgery is attributable to an illness or injury
3. Short term disability/sick pay benefits commence on the first day of absence provided that within seven (7) days of the first day of absence, the employee provided a certificate to NLLS that they are under the active care of a licensed health practitioner. Benefits are not paid beyond seven (7) days unless such a certificate is provided to NLLS.
4. An appropriate medical certificate must indicate that the employee is under the active care of a licensed health practitioner and indicate an estimated or expected return-to-work date. The employee is required to comply with medical advice. If the required medical certificate is not received within the time limits, benefits payable under this policy will be discontinued until such a certificate is provided to the department manager or Executive Director.
5. Employee and management shall work together on a return-to-work schedule based on medical professional recommendations.
6. In consultation with the employee, the Executive Director will make a recommendation to accommodate the appropriate leave or benefits are used to suit the employee’s circumstances based on the table below.