Requests for Time Off

There appears to be some confusion concerning requests for time off, and in some cases what is considered "adequately covered." So, to clarify -

• Everyone is responsible for CHECKING THE CALENDAR FOR COVERAGE before requesting time off. I simply cannot keep track of everyone, so my answer is always going to be "as long as we are covered," and it is your job to make sure that we are, indeed, covered.

1. During the summer season, "covered" means at least three people on a shift, generally.
2. Volunteers and seasonal staff MUST have a staff member on with them.
3. Volunteers and seasonal staff should NOT be left alone in the building, even when we are not open.

• AFTER you have checked the calendar, if it appears that we will be covered, please lightly (in pencil) cross your name off on the calendar (and if it's just a portion of the shift, pencil in the hours you will be working).  This will let people know that you have requested this date/time off.
  
• THEN give the request slip to Julie. Julie will cross-check the calendar with the other request slips. If we are indeed covered, your name will be crossed off the calendar (or hours changed) in RED PEN. This will let people know that you are definitely off.
  
• THE slip will then be signed by me, and you will get a copy in your mailbox.
  
• DON'T forget to write down the time/hours/comp/what-have-you on the payroll adjustment sheet.

Some things to keep in mind:

• If someone has already asked for the day off, and you taking the time will leave us short, you are welcome to ask someone to cover for you. People picking up extra hours will generally be paid in comp time (except on a SUMMER Saturday, when they have the choice of comp or pay).
  
• Be mindful of the amount of vacation and comp time you have accrued. Remember that you can't carry over more than 10 days vacation to the next year (at your anniversary), and that you can't carry more than your regular weekly total of hours in comp time (so if you work 17.5 hrs per week, then you can carry more than that in comp time). In these instances in particular, I have rules that I have to follow. So while I may not mind if you wrack up comp time, if I get called on it by payroll or administration, I am going to have to follow the rules, and you will lose accrued time.
  
• I HAVE NO IDEA WHAT ANYONE ELSE IS DOING! I do not know everyone's schedule off the top of my head, nor do I remember who is taking what day off. The calendar is the first place everyone should look when deciding to take time off.

If you have ANY questions regarding the time off procedure, please let me know!

More Info on Vacation and Sick Time

I just received the following from Town HR. If you have any questions, please feel free to ask! Thanks!

COMP TIME ACCRUAL AND LIMITS:

Effective immediately comp time must not be accrued without the permission of the department head.  If Collective Bargaining Contracts are silent departments who have earned comp time in the past are limited to 25 hours accrued comp time or the language in the collective bargaining contract.  If an employee has greater than the limit please meet with your department head and work out a plan on use of the overage. Please forward a copy in writing of the plan to HR.  (An e-mail to the Town Administrator and HR will suffice.) Comp time must adhere to the policy or union contract by June 30^th, 2011.

VACATION TIME ACCRUALS

According to most union contracts vacation time on the books on the employee’s anniversary date is limited to a carry forward of no more than 10 days of vacation from one years accumulation. Example:  An employee earns 20 days a year. He may have 30 (20 he has earned for that year and 10 carry forward from previous year) days on the books on his anniversary date.  If an employee has greater than the limit please meet with your department and work out a plan on use of the overage. Please forward in writing the plan to HR.   Vacation time must adhere to the policy or union contract by the employee’s next anniversary date or June 30^th, 2011 which ever works best for the department.   Copies of the accrual use plans will be forward to the Payroll Administrator.  Accrual reports are attached to the weekly time sheets. In order to limit the liability to the Town moving forwarded vacation carry forward will only be approved by Administration for extraordinary and unforeseen reasons.

 ALSO:

Please note employees who have been employed 12 months  or more can use Small Necessities Leave (up to 24 hours of leave per calendar year ) to care for an elderly relative, doctors appts etc., school activities  and charge it to sick time.  Please refer to your personnel guidelines on the HR website for more detail.  Please notify your payroll person if using Small Necessities Leave.  Have a great weekend!!!!

          Sandy Fife

Vacation, Sick, and Comp Time

Today at the Dept Head Meeting we had a rather pointed discussion about staying on top of staff time in terms of sick, vacation, and comp time. While no one in this dept is in danger of violating the rules - or "spirit" of the rules regarding comp time, I'd just like to cover the basics so that everyone is aware.

Comp Time - The general rule of thumb is that you are not allowed to carry any more than a week's worth of comp time for any length of time. Naturally, if the comp is the result of filling in for an absent co-worker and done at my behest, there is some leeway with this. But generally, if you have more than a week of comp banked, you should be planning on using some of it as soon as possible.

Vacation - No one is allowed to carry over (into the next fiscal year, July 1) more than the equivalent of ten days of vacation - without a memo from me requesting approval from the Town Administrator. People who accrue vacation time get a letter near their anniversary date which itemizes their accruals - please make sure that if you are in danger of going over your vacation time by July 1, that you use it.

Personal Days - Personal days are "Use it or Lose it." People who are benefited get three (equivalent) personal days a year. They do not carry over.

Sick Days - Sick days accrue and are banked from year to year - up to 525 hours. After that, even if you are not actually taking sick time, it will look like that on your paycheck because they will deduct the time from your accrual (all very complicated, and no one here is in danger of hitting that mark any time soon).

If you have any questions about your accruals, please let me know.

Thanks!

CLAMS and MILLENIUM Vacation Contact Info

From CLAMS:

Dear All,
John O'Hara is out of the office for the next two weeks, so there will be no
CLAMS Office coverage after 5pm from now until June 21st. CLAMS staff is available during regular hours from 8am to 5pm (M-F) at 508-790-4399, and on-call on Saturday from 9am to 5pm at 1-774-810-9420.   If you lose your Millennium connection when the CLAMS Office is closed, please call Atrion directly for support at 1-888-737-8288.

Extended CLAMS Office coverage (until 7pm, Monday - Thursday) will resume on
June 21st.

Gayle

If we have connection problems and I am not here, please call the number above.

Thanks!

VACATION

As most of you know, I am taking vacation time the rest of this week, Wednesday - weekend. Friday is the only day that I expect to be potentially unreachable, as we will be on the Vineyard. The rest of the time, I should be in range of my cell phone, if it's important. Otherwise, Cindy can handle most anything that comes up, and she will get in touch with me if she needs my help.

If Millenium goes down, call CLAMS ASAP, 508-790-4399 x 21 for John (on Saturdays, 1-774-810-9420).

Other numbers are posted on the door to the supply closet.

Thanks!