Library Board approved November 15, 2005. Revised July 19, 2011. Revised November 24, 2020 (to implement January 1, 2021).
Introduction
The Oak Park Public Library is committed to helping staff members achieve work-life harmony and recognizes the importance of time spent away from the library for rest, recreation, and personal activities. Therefore, the library provides paid vacation time to eligible staff members and will attempt to grant all staff vacation requests when they desire to take it.
Additionally, the library must maintain adequate staffing when open and serving the public. Therefore, vacations must be scheduled in advance and approved by the staff member’s immediate supervisor.
Eligibility
The library provides vacation time to all regular full-time and regular part-time staff members who work at least 20 hours per week consistently.
Vacation Rates
The library awards vacation based on a forty (40) hour workweek assuming eight (8) hours worked per day for five (5) days per week.
Eligible staff members in their first calendar year of service are awarded the following number of days/hours to be used in that calendar year based on their start of service date. See the start of service award rates for full-time, non-exempt and full-time, exempt staff below:
Full-time, non-exempt (hourly) staff
| Start of Service Date | Vacation Awarded |
|---|---|
| January 1 – March 31 | 10 days / 80 hours |
| April 1 – June 30 | 7 days / 56 hours |
| July 1 – September 30 | 5 days / 40 hours |
| October 1 – December 31 | 3 days / 24 hours |
Full-time, exempt (salaried) staff
| Start of Service Date | Vacation Awarded |
|---|---|
| January 1 – March 31 | 20 days / 160 hours |
| April 1 – June 30 | 15 days / 120 hours |
| July 1 – September 30 | 10 days / 80 hours |
| October 1 – December 31 | 5 days / 40 hours |
Eligible staff members in their second and all subsequent calendar years are awarded vacation hours annually on January 1. See the award rates for full-time, non-exempt and full-time, exempt staff below:
Full-time, non-exempt (hourly) staff
| Length of Service Completed | Vacation Awarded on January 1 |
|---|---|
| Less than 3 years | 12 days / 96 hours |
| At least 3 years | 15 days / 120 hours |
| At least 5 years | 18 days / 144 hours |
| At least 7 years | 21 days / 168 hours |
| At least 10 years | 25 days / 200 hours |
Full-time, exempt (salaried) staff
| Length of Service Completed | Vacation Awarded on January 1 |
|---|---|
| Less than 3 years | 20 days / 160 hours |
| At least 3 years | 22 days / 176 hours |
| At least 5 years | 23 days / 184 hours |
| At least 7 years | 24 days / 192 hours |
| At least 10 years | 25 days / 200 hours |
Part-Time Proration
Part-time staff members who work at least 20 hours per week consistently are eligible for a prorated vacation award amount, depending on their number of hours budgeted to work per week.
For example, a part-time, non-exempt, hourly staff member with two years of service budgeted for 20 hours per week is eligible for the percentage (50%) of what a full-time, 40-hour staff member is eligible for per year. In this example, the part-time staff member would be awarded 48 hours of vacation on January 1 (50% of 96 hours of vacation for a full-time, non-exempt staff member).
The total budgeted weekly hours factor into proration. The scheduled number of days worked per week and the scheduled hours per day worked are not factors determining the prorated vacation allowance.
Scheduling
Staff members may use their vacation time at any point during the calendar year. Regarding vacation time, it is each staff members’ responsibility to:
- Obtain their immediate supervisor’s approval in advance
- Schedule their time away from the library in advance
- Use their annually awarded amount of hours through the calendar year
- Take time away from the library in increments of at least one hour
Unused Vacation Time
Staff members are encouraged to use their vacation in the calendar year of eligibility. However, all vacation-eligible staff members may carry forward vacation hours from one calendar year to the next calendar year. The following is the maximum carry-over amount for full-time staff members:
| Length of Service | Maximum Carry-Over Amount |
|---|---|
| Any | 10 days / 80 hours |
The library will prorate the maximum amount of hours allowed to be carried forward for part-time staff members based on their budgeted weekly hours.
Vacation time not used or carried forward will be lost. The library will not pay staff members for unused vacation except upon termination of their employment.
Termination of Employment
Upon termination of employment, the library will pay out all accrued but unused vacation time at the rate of pay applicable at the time of termination.
