Article I - Holidays & Leave

Title: ARLS Personnel Policy: ARTICLE I.1. Holidays  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.1. Holidays

The library observes nine official paid holidays each year. They are:

  • New Year's Day
  • Martin Luther King, Jr. Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Holidays (24, 25 and 26 of December)

Other holidays may be designated by the Library Board.

Traditionally, all ARLS libraries are closed on Easter Sunday, but that is a System-wide closure, not a paid holiday.

Full-time salaried employees receive 8 hours of pay for each holiday. Part-time salaried employees receive holiday pay on a pro-rated basis, based on the number of hours they are regularly scheduled (i.e., 30-hour employees receive 6 hours, 25-hour employee receive 5 hours, 20-hour employees receive 4 hours for each holiday).

Except for the Christmas holidays, whenever a holiday falls on Saturday, the library will be closed on Friday and Saturday. When the holiday falls on Sunday, the library will be closed on Sunday and Monday.

When any of the Christmas holidays fall on the weekend, the library will normally be closed on those three days, December 24, 25 and 26. When a holiday falls on a Saturday or Sunday when salaried employees are not usually scheduled to work, they will receive a day off during the same pay period to be counted as the holiday.

Salaried employees must work their scheduled day both before and after a holiday or be on pre-authorized leave in order to be paid for the holiday, or the employee must submit a physician's certificate of illness for payment of sick leave.

Salaried employees who are members of religious groups which have special observances on days other than legal holidays may use personal or annual leave for observances. Hourly part-time employees may request scheduling accommodations from their supervisors in advance. Every effort will be made by the supervisor to accommodate these requests.

If a mandatory 6:00 pm closing is authorized prior to a holiday, all employees are expected to flex their schedules to accommodate their normal hourly shifts. Employees also have the option to use accrued or unpaid leave to make up any lost hours. Timesheets should not record any time worked after 6:00 pm on those days.

Title: ARLS Personnel Policy: ARTICLE I.2. Annual Leave Overview  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.2. Annual Leave Overview

Athens Regional Library System provides paid annual (vacation) leave to eligible employees, within established guidelines.

Title: ARLS Personnel Policy: ARTICLE I.2.a. Eligibility for Annual Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.2.a. Eligibility for Annual Leave

Salaried employees accrue annual leave. Hourly and temporary employees do not earn annual leave.

Title: ARLS Personnel Policy: ARTICLE I.2.b. Status of Annual Leave at Separation or Rehire  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

I.2.b. Status of Annual Leave at Separation or Rehire

As of the date this policy was approved, employees are compensated for all eligible accrued leave upon termination of service from the library for any reason. The library will not be obligated to compensate annual leave hours for employees separated during the probationary period. The library will not be obligated to compensate separating employees for more than 240 annual leave hours. The compensation will be paid at the employee's current regular pay rate.

Title: ARLS Personnel Policy: ARTICLE I.2.c. Rate of Accrual  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.2.c. Rate of Accrual for Annual Leave

Full-time salaried employees earn annual time at the rate of 10 hours per month during the first five years of employment, 12 hours per month during the second five years, and 14 hours per month after 10 years of continuous service. 

Part-time salaried employees earn and accrue on a pro-rated basis as indicated in the chart below.  Temporary and permanent reductions in hours worked will reduce the annual leave hours accrued.

Title: ARLS Personnel Policy: ARTICLE I.2.c. Annual Leave – Appendix A - Annual Leave Chart  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017
Appendix A - Annual Leave Chart
Hours Worked per week Hours of Vacation Due / per Month Hours of Vacation Due / per Month Hours of Vacation Due / per Month
  1-5 years 6-10 years 10+ years
20 5 6 7
21 5.5 6.5 7.5
22 5.5 7 8
23 6 7 8
24 6 7 8.5
25 6.5 7.5 9
26 6.5 8 9
27 7 8 9.5
28 7 8.5 10
29 7.5 9 10.5
30 7.5 9 10.5
31 8 9 11
32 8 10 11.5
33 8.5 10 11.5
34 8.5 10 12
35 9 10.5 12.5
36 9 11 13
37 9.5 11 13
38 9.5 11.5 13.5
39 10 12 14
40 10 12 14

Employees on probation accrue annual leave during the probationary period, but may not use it during the first three months of employment.

Annual leave is accrued while employees are on approved annual leave, sick leave, and during Family Medical Leave Act phases. Employees do not earn annual leave while on approved personal leave without pay.

Title: ARLS Personnel Policy: ARTICLE I.2.d. Annual Leave Limits  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

I.2.d. Annual Leave Limits

Effective the date this policy was approved by the Athens Regional Library System Board of Trustees, employees may carry annual leave balances over from year to year, up to a maximum of 240 hours. No additional leave will be earned after reaching 240 hours until leave time is used and the balance falls below 240 hours. (Note: Supervisors may not be able to, and are not required to, approve time-off requests that are made without adequate notice, regardless of whether the employee's annual leave balance is at or near the maximum accrual.)

Title: ARLS Personnel Policy: ARTICLE I.2.e. Using Annual Leave subsection  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.2.e. Using Annual Leave

Employees must use earned annual leave at times that are mutually acceptable to the employee and his/her immediate supervisor. The time off must be pre-approved by the supervisor and will be approved according to staffing requirements. Requests for lengths of time off that constitute a staffing or fiscal burden on the library may be denied.

Annual leave must be taken in one-half hour or hourly increments.

Annual leave must be earned before it is taken, and is available for use in the pay period after it is accrued. There will not be any advances made or taken on annual leave.

A previous employee who is rehired into a leave-eligible position will begin accruing annual leave from a zero balance and with no credit for previous years of service.

Title: ARLS Personnel Policy: ARTICLE I.3. Sick Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3. Sick Leave

Sick leave is accumulated to be taken as time off for illness, injury, other medical-related necessities, and for purposes covered by the Federal Family and Medical Leave Act. Employees may use sick leave for immediate family members who require the employee's care for injury, illness, and other medical-related necessities. For the purposes of sick leave, the immediate family is defined as parent, child, spouse, domestic partner, or legal dependent. Pets or other animals are not included.

Title: ARLS Personnel Policy: ARTICLE I.3.a. Eligibility for Sick Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3.a. Eligibility for Sick Leave

Salaried employees accrue sick leave. Hourly and Temporary employees do not earn sick leave.

Title: ARLS Personnel Policy: ARTICLE I.3.b. Rate of Accrual for Sick Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3.b. Rate of Accrual for Sick Leave

Full-time salaried employees earn and accrue sick leave at the rate of 10 hours per month.

Part-time salaried employees earn and accrue on a pro-rated basis as indicated in the chart below. Temporary and permanent reductions in hours worked will reduce the annual leave hours accrued.

Title: ARLS Personnel Policy: ARTICLE I.3. Sick Leave -  Appendix B - Sick Leave Chart  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

Appendix B - Sick Leave Chart

Hours worked per week Hours sick leave due per month
20 5
21 5.5
22 5.5
23 6
24 6
25 6.5
26 6.5
27 7
28 7
29 7.5
30 7.5
31 8
32 8
33 8.5
34 8.5
35 9
36 9
37 9.5
38 9.5
39 10
40 10

Sick leave is accrued while employees are on approved annual leave, sick leave, and during Family Medical Leave Act phases.

Employees do not earn sick leave while on approved unpaid leave.

Title: ARLS Personnel Policy: ARTICLE I.3.c.  Sick Leave Limits  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3.c. Sick Leave Limits

Sick leave may be accrued according to the Teachers Retirement System of Georgia's rules pertaining to the maximum number of days allowed, but not beyond.

Employees will not be paid for unused sick leave upon separation from library employment. Employees may apply sick leave toward retirement benefits under the regulations of the Teachers Retirement System of Georgia.

Title: ARLS Personnel Policy: ARTICLE I.3.d. Using Sick Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3.d. Using Sick Leave

Employees must report, according to established procedures in the libraries and/or departments, the need to take sick leave prior to their scheduled work times, or, if they have already reported to work, the need to leave prior to the end of their shift.

Sick leave must be taken in one-half hour or hourly increments.

Title: ARLS Personnel Policy: ARTICLE I.3.e. Medical Certification  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.3.e. Medical Certification

A medical excuse signed by a licensed health care professional may be required to substantiate use of sick leave under the following conditions:

  • If sick leave is claimed for three or more consecutive working days.
  • Certifying employees' fitness for work before returning to work following a lengthy illness, surgery, or injury.
Title: ARLS Personnel Policy: ARTICLE I.4. Family Medical Leave  
Prepared by: Date:
Submitted to: Date:
Approved by: Date:

I.4. Family Medical Leave

NOT YET REVISED

Title: ARLS Personnel Policy: ARTICLE I.5. Bereavement Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.5. Bereavement Leave

Bereavement leave will be reported, with explanatory notes, as proscribed by the current time-keeping procedures.

Upon approval by the supervisor, ARLS will grant salaried employees up to three workdays of paid bereavement leave annually for the employee's absence in the event of a death of a family member. For the purposes of bereavement leave, family is defined as parent, child, spouse, domestic partner, or legal dependent, including step-family relationships and is expanded to included grandparents, aunts, uncles, nieces, nephews, cousins, and all corresponding in-law and step-family relationships. Pets or other animals are not included. The numerical value of each day is based on the number of hours the employee was scheduled to work on each of the days taken off. Documentation of bereavement circumstances may be required by one's supervisor.

If the time allowed off is not sufficient, salaried employees may request use of other types of accumulated leave, in accordance with established departmental procedures.

Bereavement leave benefits are available only at the time of a death in the family. Bereavement leave does not accumulate and is not payable at termination of employment.

Title: ARLS Personnel Policy: ARTICLE I.6. Civil Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.6. Civil Leave

All civil leave will be reported, with explanatory notes, as proscribed by the current time-keeping procedures.

Title: ARLS Personnel Policy: ARTICLE I.6.a. Court Duty  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.6.a. Court Duty

Salaried employees called for jury duty will be granted leave with pay for time serving this duty. Upon receiving a summons, the employee must present a copy of the summons to the supervisor as soon as possible so that departmental work schedules can be modified. Employees must report to work when the jury is not meeting, as well as before and after the daily tour of jury duty, as time and circumstances warrant. In all cases, employees must keep their supervisors informed of their status.

Salaried employees will be paid their regular wages while serving on jury duty. However, to avoid double payment by taxpayers, salaried employees must turn over to the ARLS Business Office any jury duty compensation paid by the court. Non-salaried employees are not eligible for civil leave while serving jury duty and may keep any compensation paid to them by the court.

Title: ARLS Personnel Policy: ARTICLE I.6.b. Court and Other Civic Appearances  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.6.b. Court and Other Civic Appearances

Employees who are subpoenaed or ordered to appear before a court, public body, commission, or board in connection with library business will be granted paid civil leave for such period as required by the summoning body.

For personal court appearances resulting from private litigation not associated with ARLS, or for any case in which the employee is charged with a crime, salaried employees must use annual or personal leave. Any employee who files a legal action against ARLS may not use civil leave for the pursuit of such a lawsuit; salaried employees can request use of annual or personal leave for this purpose.

Title: ARLS Personnel Policy: ARTICLE I.6.c. Military Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.6.c. Military Leave

Athens Regional Library system complies with the applicable State of Georgia law (O.C.G.A. § 38-2-279) and federal law (Uniformed Services Employment and Reemployment Rights Act, or USERRA) for public employees. An employee who receives orders for active military duty shall be entitled to be absent with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of 18 working days in any one federal fiscal year (October 1 – September 30). The employee is required to submit a copy of orders to active military duty. After an employee has exhausted paid military leave and is still in military service, the Executive Director may allow use of accrued annual leave. At the expiration of the maximum paid leave time, the employee can request personal leave without pay. Updated orders to active military duty will be required at each change in status.

Title: ARLS Personnel Policy: ARTICLE I.6.e. Military Leave - Emergency Military Leave subsection  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017
Emergency Military Leave

Notwithstanding the foregoing leave limitation of 18 days, in the event the Governor of Georgia declares an emergency and orders an employee into state active duty, such employee, while performing such duty shall be paid his or her salary or other compensation for a period not exceeding 30 days in one federal fiscal year.

Title: ARLS Personnel Policy: ARTICLE I.6.e. Military Leave - Benefits During Military Leave subsection  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017
Benefits During Military Leave

Military leave time with pay shall be considered as continuous employment with ARLS, and will count towards all seniority rights and eligibility for leave. Military leave time does not count as hours worked for the purpose of determining overtime.

Title: ARLS Personnel Policy: ARTICLE I.7. Administrative Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.7. Administrative Leave

Athens Regional Library System may grant employees administrative leave with pay for an absence involving an administrative decision or a situation for which other leaves do not apply. Use of administrative leave is strictly at the discretion of ARLS Administration. Administrative leave will be reported, with explanatory notes, as proscribed by the current time-keeping procedures.

Title: ARLS Personnel Policy: ARTICLE I.8. Educational Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.8. Educational Leave

Athens Regional Library System may grant up to two hours per week administrative leave with pay to full-time salaried employees who are enrolled in an ALA-accredited library school program. Requests for such leave must be approved in advance by the Executive Director, upon recommendation by the appropriate supervisor. The employee must have been employed with ARLS for a minimum of two years to be eligible for educational leave.

Educational leave is not guaranteed and must be requested for each school term for which the employee is enrolled in classes. It may not be used between terms or during any week in which a paid holiday occurs.

Educational leave will be reported, with explanatory notes, as proscribed by the current time-keeping procedures.

Title: ARLS Personnel Policy: ARTICLE I.9. Personal Leave  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.9. Personal Leave

Personal leave will be reported, with explanatory notes, as proscribed by the current time-keeping procedures.

Salaried employees earn one personal leave day annually, during each calendar year. Part-time salaried employees earn personal leave on a pro-rated basis as indicated in the chart below. This leave may be used at the employee's discretion, with supervisor's approval. Personal leave may not be carried forward into the next calendar year and is not payable at termination of employment.

Title: ARLS Personnel Policy: ARTICLE I.9. Personal Leave - Appendix C - Personal Leave Chart  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017


Work hr / wk Vac < 5 < 10 > 11 Holiday
20 5.0 6 7 4
21 5.5 6.5 7.5 4
22 5.5 6.5 7.5 4.5
23 6.0 7 8 4.5
24 6.0 7 8.5 5
25 6.5 7.5 9 5
26 6.5 8 9 5
27 7.0 8 9.5 5.5
28 7.0 8.5 10 5.5
29 7.5 8.5 10 6
30 7.5 9 10.5 6
31 8.0 9 11 6
32 8.0 9.5 11 6.5
33 8.5 10 11.5 6.5
34 8.5 10 12 7
35 9.0 10.5 12 7
36 9.0 11 12.5 7
37 9.5 11 13 7.5
38 9.5 11.5 13.5 7.5
39 10.0 11.5 13.5 8
40 10.0 12 14 8


Title: ARLS Personnel Policy: ARTICLE I.10. Personal Leave Without Pay  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

I.10. Personal Leave Without Pay

Personal leave without pay is not considered an employee right and will be granted only in exceptional cases.

Requests for personal leaves of absence without pay may be considered in certain circumstances that are not covered by other leaves discussed in this policy. Leave without pay requests must be submitted in writing to the immediate supervisor as early as possible before the proposed leave dates, the request will be forwarded to the Executive Director. If the Executive Director decides to consider the request, it will be forwarded to the Local Library Board, which will approve or disapprove the request. The Business Office must be notified of granted personal leave without pay as quickly as possible after its approval.

The length of the requested absence must be for more than two weeks, but not more than three months. If requested in advance of expiration of the three month leave, the Executive Director may consider granting an additional period extending leave without pay for up to an additional three months.

During any period of personal leave without pay, salaried employees will not accrue paid leave benefits and will not be entitled to other fringe, retirement, or insurance benefits. An employee may be eligible to continue certain insurance coverages under the Consolidated Omnibus Budget Reconciliation Act (COBRA), based on individual provider eligibility guidelines, but ARLS will not continue paying the employer's share of Teacher Retirement System (TRS) or Georgia Global Health Insurance (GHI).

The library approves personal leave without pay without agreeing to hold the employee's exact position open during the absence. There is no guarantee that the employee will be able to return to the same position or pay level; the returning employee will be offered a position from those open at the time.

Employees are expected to return to work promptly at the end of the approved leave period. An employee who fails to return to duty following expiration of an approved leave of absence will be deemed to have abandoned his/her position and to have resigned without notice as of the end of that day. Employees who wish to return to work earlier than originally approved should submit a written request to the supervisor.

Leave without pay will not be approved for the purpose of permitting employees to engage in work elsewhere. Employees may not engage in other employment during personal leave without pay. If it is determined that an employee violates this policy, the leave will be cancelled and employment with ARLS will be terminated.

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