Article P - Other Types of Leave

Administrative Leave

Employees attending conferences and meetings in the course of the regular work day either on-site or away from the library will use Administrative Leave on the Attendance Report form.

Eligible employees with permission to attend ALA accredited library school classes may use up to two hours of Administrative Leave per week.

H.6.f. 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.

(1-19-2017)

Court Duty

Regular employees called for jury duty or witness duty when the case is job related will be granted leave with pay for time lost from the job. This leave will be granted by the Director upon presentation of official orders from the appropriate court. Annual leave must be used if a court appearance results from personal activities. Part-time employees will not receive leave with pay for jury duty. If the employee is not selected or is dismissed early, that employee shall report back to work to complete the scheduled shift. If a holiday falls on a day when the employee has jury duty, the employee will not receive an extra day as compensation. This leave is shown as “Other” on the Monthly Attendance Report form.

H.6.e. Civil Leave

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

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.

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.

Funeral Leave

Funeral leave of up to five (5) working days will be granted for an employee absent from duty as a result of death in the immediate family. It is intended that the library’s employees only use the time required, not that each employee will automatically receive five (5) full days. Funeral leave is shown as Sick Leave on the Monthly Attendance Report form.

An employee attending the funeral of a colleague’s relative will take only the time required to attend the service. Administrative leave will be used on the Attendance Report form to note the time away from work.

H.6.d. 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.

(1-19-2017)

Personal Leave Day

Regular salaried employees will earn one Personal Leave Day annually. This day may be used at the employee's discretion with approval of the team leader. Personal Leave Days may not be carried forward to a new calendar year. Personal Leave Days are entered as "Other" on the Monthly Attendance Report form.

H.6.h. 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.

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

Job Related Accident or Injury of Employee

Employees who suffer work-related injury or illness on the job must report it immediately to their supervisor. Leaving a workstation for medical reasons without notifying your immediate supervisor can result in discharge. Employees are covered under the Workmen’s Compensation Act of the State of Georgia.

Family and Medical Leave Act of 1993

Full-time employees with 12 months experience or part-time employees who average at least 25 hours per week during the 12 months before the leave are eligible to take up to 12 weeks of unpaid leave per year for the following reasons:

  • the birth or placement for adoption or foster care of a child
  • the serious health condition of a spouse, child or parent
  • an employee’s own serious health condition
  • Active Duty Leave: eligible employees with a spouse, child, or parent who is on, or has been called to, active duty in the Armed Forces may take leave upon experiencing a “qualifying exigency.”
  • Caregiver Leave: eligible employees who are the spouse, child, parent, or nearest blood relative: of a service member who has incurred a “serious illness or injury” while on active duty in the Armed Forces are permitted to take up to 26 weeks of unpaid leave in a single 12-month period to care for the injured service member.

These provisions apply equally to male and female employees. A father as well as a mother can take family leave because of the birth or serious health condition of his child. A son as well as a daughter is eligible to leave to care for a parent.

Certification

Employees must provide certification explaining their own serious health condition or that of a family member or if experiencing a qualifying exigency either because of active duty or to care for service member incurring a serious illness or injury. It should detail the date on which the condition began; the probable duration of the condition; appropriate medical facts regarding the condition; a statement that the employee is needed to care for a spouse, parent or child; a statement that the employee’s own health condition makes it impossible for him or her to work.

If the library is not satisfied with the certification, it may require a second opinion at its own expense. In the event of conflicting opinions, a third provider will be retained, also at library expense, to render a binding decision.

Notification

Employees are expected to provide at least 30 days’ notice of the need for leave for birth, adoption, or planned medical treatment. No notice is required for unforeseen events such as premature birth or sudden changes in a patient’s condition that require a change in scheduled medical treatment. The library also recognizes that parents who are waiting to adopt a child are often given short notice. Notice is waived for employees who face emergency medical conditions or unforeseen changes.

Employment and Benefits Protection

An employee who completed a period of leave is to be returned either to the same position he or she had before or to a position equivalent in pay, benefits and other conditions or employment. Under no conditions will an employee returning from leave be assigned to a lower paying or less desirable job. In those instances when it is not possible to return the employee to the exact position, an equivalent position must be found.

The library will pay health benefit costs for employees who are on family leave. If the employee fails to return to work after the completion of the leave, he or she must repay the library for health care benefit premiums.

Employees do not earn annual or sick leave while under the provision of the Family Medical Leave Act.

Communications During Family Medical Leave

All employees on family leave will be required to report periodically during the leave period on their status and intention to return to work. Managers and supervisors will communicate with employees during the leave to determine the employee’s intention to return to work. Personnel should be informed immediately if the medical condition changes or the employee states that he or she will not be returning to work.

Reduced or Intermittent Leave

The employee and the library may work out an agreement by which leave may be taken intermittently or on a reduced leave schedule. While this would not reduce the employee’s 12-week entitlement for the full year period, it would enable him or her to spread the leave over a longer period of time.

Employees who take intermittent leave may be transferred to another position that would better accommodate a part-time schedule. They would receive equivalent pay and benefits during the temporary transfer.

Reduction-In-Force

Employees who are on family and medical leave during a layoff will be treated in exactly the same way as they would have been treated if they were not on leave. They will not be given preferential treatment because of the leave, nor will it be held against them in the layoff selection. They will be recalled to work in the same order as they would have been under normal circumstances.

Married Employees

Married library employees are limited to a combined total of 12 weeks of leave for the birth or adoption of a child or for the care of a sick parent.

Certification for Return to Work

All employees returning from medical leave caused by their own illness will be required to obtain medical certification from their own doctor that the employee is able to resume work.

Pregnancy

Any employee who becomes pregnant should report the pregnancy as soon as it is known, and she must notify the Director by the fifth month of pregnancy. Such notification shall include a written statement from her physician specifying the conditions upon which the employee may continue working and the length of time she may work safely. An employee may return to work upon presentation of a doctor’s certificate stating her fitness to work. Neither sick nor annual leave shall accrue during maternity/pregnancy leave.

Military Leave

A regular employee who has completed the probationary period and who is a member of any reserve component of the United States Armed Forces will be allowed leave of absence for required training or duty without loss of pay for a period not exceeding two weeks in any calendar year. The loss of pay provision within this paragraph will mean that if there is a difference between military pay for such duty and the employee’s salary, the library will pay the difference between the regular compensation and the amount received as base pay from the military service. In the event that the time of such training is optional, the time may be designated at the discretion of the library. Employees must furnish a statement from the military unit setting forth the requirement of training, the dates of training, and the amount of the employee’s base pay.

In the event that the military unit is activated for service, the library will comply with the Universal Military Training Service Act and any other laws dealing with military service to insure reemployment for employees who leave for duty without pay.

Military Leave

Athens Regional Library system complies with the applicable State of Georgia law (O. C. G. A. § 38-2-279 http://www.lexisnexis.com/hottopics/gacode/) 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 Library 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.

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.

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.

(1-19-2017)

Leave without Pay

An employee may need an extended leave due to problems such as illness, education, maternity leaves, or other important personal concerns. The library board may grant this request for a leave of absence without pay for a period of up to one year.

Each employee seeking extended leave must submit a request to the library board through the library director. The request must indicate the reason for and the starting and ending dates of the leave.

An employee unable to return to work after using up all accumulated sick leave and accrued vacation time may be granted leave without pay for a period not to exceed one year, including the accrued sick leave and vacation.

At the end of the extended leave period, the employee will be offered whatever position is available, for there can be no assurance that it will be the same as the one occupied before the leave or at the same pay level. Seniority does not accumulate during leaves of absence; nor do fringe benefits. The Business Manager will provide information about continuing insurance benefits.

It is the responsibility of the employee to inform the library of his intent to return to work. If the approved leave expires and the employee has not returned to work nor requested in writing an extension of that leave, it will be assumed that the employee has resigned his position.

A leave of absence is limited and shall not be approved for the purpose of permitting employees to engage in work elsewhere. A leave of absence is not a right, and will be granted only in exceptional cases.

H.6.i. 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 Director. If the 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 Library 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.

(1-19-2017)

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