Directives

PURPOSE

To ensure employees use  the vacation leave they have accumulated each year. 

SCOPE

All full-time employees

DEFINITIONS 

POLICY 

1. The College believes that employees benefit from using fully the vacation period they have earned during the year. 

2. Employees are to schedule their vacation in a timely fashion, and in accordance with the relevant articles of the respective Collective Agreements and Terms and Conditions of Employment for Administrative Staff.
3. Requests to modify the use of vacation period  will require the approval of the President on the recommendation of the appropriate Vice President.

   
   Vacation Entitlement
   

4. Vacation credits must be earned before they can be taken.
5. For Academic staff, vacation accumulation is based on a September 1 to August 31 reference period.  Academic staff are entitled to a vacation of two months (43 working days) upon completion of one full academic year of  service.  Vacation credits will be earned on a monthly basis.  The employee’s vacation entitlement will be pro-rated if less than one full academic year’s service has been completed.
6. For Support staff, vacation accumulation is based on a July 1 to June 30 reference period.  Vacation credits are earned on a monthly basis.  The employee’s vacation entitlement will be pro-rated if less than one full year’s service has been completed.  Support staff are entitled to fifteen (15) working days after one (1) year of service to a maximum of thirty (30) working days after twenty-five (25) years of service as per the Support Staff Collective Agreement. 
7. For Administrative staff, vacation accumulation is based on a September 1 to August 31 reference period.  Vacation credits are earned on a monthly basis.  The employee’s vacation entitlement will be pro-rated if less than one full academic year’s service has been completed. Administrative staff are entitled to twenty-two (22) working days after one (1) year of service up to a maximum of thirty (30) days after eight (8) years of service as per the Terms and Conditions of Employment for Administrative Employees.

   
   Establishing the Vacation Period
   

8. Employees are to schedule their vacation period after discussion with their immediate supervisor and having received  a written approval.  Once the vacation period has been set, any changes to the schedule will require the written approval of the supervisor.
   8.1  For Academic staff teaching in post-secondary programs, the vacation period will be assigned as forty-three (43) working days, normally between mid-June to mid-August.
   8.2  For Academic staff teaching in non post-secondary programs (continuous intake), the vacation period will be assigned as forty-three (43) working days during non-teaching periods.
9. If there is no written approval to change the vacation period, the original period will stand and the appropriate vacation days will be attributed to the employee’s vacation account.

   
   Recording and Monitoring Vacation Entitlement and Usage

10. Human Resources will maintain a record of each employee’s vacation entitlement on the      Human Resources Information System (HRIS).
11. The departments will enter all leave activity taken by their employees on the Leave System of the HRIS.  Procedures for entries are contained in the HRIS Users’ Manual.
12. All supervisors will be responsible for monitoring the approved vacation usage on the HRIS  for each of their employees.
13. Employees will be provided with a leave update on their electronic pay statement every pay period.  The information on the stub provides the employee with an opportunity to reconcile the College’s leave information (including vacation entitlement and usage) with their own personal leave            records.  Discrepancies can be verified with their supervisor or the Human Resources and should be done within ten (10) days of the pay date in which the information was printed.

     

    Carry over Credits

14.  Academic staff cannot carry over or accumulate vacation days based on the Academic Collective Agreement.
15.  Support staff may carry-over  up to fifteen (15) vacation  days to the immediate  subsequent vacation year according to the conditions outlined in Article 11.6 of the Collective Agreement.  This is to be granted in special circumstances only and is to be used by the next vacation year.
16.  With the approval of the President, Administrative staff can carry over an additional fifteen (15) vacation days.  Administrative staff can accumulate as vacations days up to, but not exceeding, forty-five (45) working days in any one (1) year, as per the Terms and Conditions of Employment.  Reference to the forty-five (45) working days includes the accumulation for the current vacation period.

    
    Professional Development Leave

17.  Employees on professional development leave will not accumulate vacation during the period of leave.

    
    Temporary Assignments or Secondments
    

18. When employees are temporarily assigned to another department, the receiving department must ensure the employee takes the vacation days accrued during the assignment so that no  carry-over vacation days are created.   Exceptions are to be approved in writing by the immediate supervisor of the temporary assignment, the immediate supervisor of the permanent position, and the appropriate Vice President.
19. Individuals seconded to external agencies will use their full annual vacation entitlement unless the financial responsibility for the vacation entitlement is assumed by the external agency.

PROCEDURE

SUPPORTING DOCUMENTATION
None

RELATED POLICIES
None

RELATED MATERIALS

 Academic Staff Collective Agreement

 Support Staff Collective Agreement

  Terms and Conditions of Employment for Administrative Employees