Memo

To: All Staff
From: Greg Fryer, Executive Director
Date: July 15, 2018
Re: Policy Revision: Personal Emergency and Unpaid Leaves

The Board of Directors recently approved revisions to the policy on Personal Emergency and unpaid leaves.

POLICY
As per the Employment Standards Act, 2000 (ESA) employees have the right to take up to 10 days of job-protected leave each calendar year due to illness, injury, death and certain emergencies and urgent matters. This is known as Personal Emergency Leave (PEL). Full-time employees are eligible for these 10 days to be paid. For part-time employees PEL pay is only payable for the first two days of leave taken in a calendar year.

1. Employees who are ill and unable to work must notify their immediate supervisor as soon as possible of their pending absence.
2. PEL taken in less than a full day will be deducted in units of one (1) hour rounded up to the nearest hour.
3. Employees seeking leave for medical or dental appointments must notify their immediate supervisor as soon as possible following the arrangement of the appointment. When a full-time employee is absent from work for medical and dental appointments, accumulated lieu time will be used. If the full-time employee does not have
accumulated lieu time vacation time must be used or an equivalent pay reduction will be utilized.
4. Employees are not paid for unused PEL days including upon resignation or termination.

Unpaid Leaves
In accordance with the Employment Standards Act, 2000 (ESA) all employees including part-time and permanent or term contract employees have the right to take unpaid time off work for leaves not included in the PEL. Approval for unpaid leaves will be given based on the criteria stated in the ESA.

Unpaid Leaves Not Covered by ESA
Full-time employees who have obtained at least ten (10) years of service with HFHGB may request an unpaid leave of absence. Requests must be submitted in writing at least two months before beginning an unpaid leave and include the reason(s) for requesting an unpaid leave, to their supervisor with a copy to the Executive Director.

Approval will be given with the following conditions:
1. The duration of an unpaid leave of absence shall not exceed six (6) months.
2. An employee shall be considered to have submitted their resignation on the date on which the leave commenced:
a. if the employee uses the leave of absence for reasons other than those for which the leave was granted;
or
b. if the employee does not return to work at the end of the leave, unless an authorization to extend the leave has been received or unless he/she is prevented from returning by forces beyond his/her control.
3. Upon return to work the employee will be reinstated in his/her previous position. If the position no longer exists, a position similar in responsibility and with the same compensation will be provided to the employee.
4. All benefit plans shall be discontinued for an employee for the duration of the unpaid leave unless the employee agrees in writing before commencing the leave to pay the full cost of any benefits during the leave.

An employee will not receive credit for service while on an unpaid leave of absence.

If you have any questions regarding this policy revision please speak to either Rachelle or myself.

Thank you,

Greg Fryer
Executive Director