Employee time-off/Leave Policy

Employees are to schedule all time off (vacation, personal time, volunteer time) using our time off form. Because [Company] delivers services directly to clients and because one person’s work might affect another’s within the team, we ask all employees to consider the stakeholders affected by their absence and notify them as appropriate to the absence (further details are outlined in the sections below).

Vacation

Vacation shall be scheduled in the calendar year in which it is earned. Every employee will be eligible for a minimum of three weeks’ vacation throughout the year, in addition to the annual office shut down during winter holidays. In the first calendar year of employment, any vacation entitlement can only be taken after the completion of the three month probationary period. Vacation will accrue based on the employee's start date during their first calendar year.

As a courtesy to colleagues and to assist with planning, employees are asked to provide ample notice ahead of vacation requests; please note the following timelines for notice:

• 1 week vacation, minimum 4 weeks’ notice.

• Between 1 and 2 weeks’ vacation (consecutive), minimum 8 weeks’ notice.

• Between 2 and 3 weeks’ vacation (consecutive), minimum 12 weeks’ notice.

• >3 weeks’ vacation (consecutive), minimum 16 weeks’ notice.

While trying to accommodate all requests for the vacation period selected, [Company] reserves the right, based on business activities, to limit the number of employees taking vacation at the same time. The decision about which employees will receive approval of their vacation selection will be determined on a first come basis.

The full vacation entitlement must be taken each calendar year and it cannot be carried over into the next calendar year. Exceptional circumstances preventing the full vacation entitlement being taken should be discussed with the employee's immediate supervisor, who must review and approve the request.

If an employee is to leave during the year, any unused accrued vacation time will be paid out at the employee’s current rate of pay. If the employee has taken more time than has accrued by the date of departure, the difference will be deducted from the final pay at the employee’s current rate of pay.

Volunteer

Volunteer time shall be scheduled in the calendar year in which it is available. Every employee is eligible for three business days per calendar year that can be dedicated toward volunteer time within the community. In the first calendar year of employment, volunteer time eligibility becomes available after the completion of the three month probationary period.

As a courtesy to colleagues and to assist with planning, employees are asked to provide ample notice ahead of requests for time off. ; please note the following timelines for notice:

• Up to 1 day, minimum 1 weeks’ notice.

• 1-3 days, minimum 4 weeks’ notice.

While trying to accommodate all requests for the time period selected, [Company] reserves the right, based on business activities, to limit the number of employees taking time off at the same time. The decision about which employees will receive approval of their time selection will be determined on a first come basis.

Volunteer time cannot be carried over into the next calendar year. As this is a non-cash benefit, if an employee is to leave during the year, any unused accrued volunteer time will not be paid out.

Personal/Sick Time

Personal/Sick time is available for illness and the unexpected. Every employee is eligible for ten personal/sick days per calendar year.

As a courtesy to colleagues and to assist with planning, please also note time off in the #ooo Slack channel.

Personal/sick time cannot be carried over into the next calendar year. If an employee is to leave during the year, any unused accrued personal/sick time will not be paid out.

Compassionate Leave

We believe in our team's wellness, which includes being able to support their loved ones when needed. We also recognize the ferocity with which grief can overtake our everyday lives when we lose loved ones.

• Upon notification of a loss, we offer a up to 5 business days personal time off (in addition to vacation/personal days) for team members who require the time to handle arrangements, participate in ceremonies or comfort loved ones.

• We are willing to negotiate further disbursement of sick days or personal days, consider part-time hours, and offer direction to professionals trained in grief counselling.

• We can further provide alternate working arrangements (WFH, different hours) to accommodate productivity during a difficult time if need be.

We pledge to actively support our team members through the loss of a family member. We recognize that our team members may have different definitions of family, which may include: close personal friend, extended relative, mentor, or pet.

Parental Leave

Parental leave is offered to mothers and fathers who become parents through childbirth, surrogacy, adoption, or foster care in accordance with the Government of Canada’s EI Maternity and Parental Benefits.

Employees who take parental leave will have their job guaranteed upon return for a period of one year following the start date of the leave.

Domestic or Sexual Violence Leave

As per the Employment Standards Act, domestic or sexual violence leave is a job-protected leave of absence. It provides up to 10 days and 15 weeks in a calendar year of time off to be taken for specific purposes when an employee or an employee’s child has experienced or been threatened with domestic or sexual violence. The first five days of leave taken in a calendar year are paid, and the rest are unpaid.

Alternative Leave Arrangements

In addition to the formal leave guidelines we have in place, we understand that an employee may wish to take a leave of absence that is not covered by this policy. These may include:

• Short-term leave: unpaid leave of up to 6 months, with a reasonable guarantee that their job will remain available upon their return.

• Long-term leave: unpaid leave of between 6 and 12 months, wherein effort will be made to provide employment upon their return.

• Work sabbatical leave: an opportunity to work or undertake a special project outside of [Company], unpaid, for a period of six months or less.

Should such an opportunity arise, [Company] is committed to working with the employee to arrive at an agreement for the leave (including duration, paid vs. unpaid, negotiation of benefits, and job protection) as suits the employee’s circumstances and in accordance with Ontario labour law / guidelines at the time of the request.

Approved by:

__________________________ ______________

[Signing Officer] Date