Prolonged Absence Policy For Library Staff

Purpose:
To establish clear guidelines for managing and supporting library staff during prolonged absences while ensuring continuity of library operations.

Scope:
This policy applies to all full-time and part-time staff employed at Ogdensburg Public Library

Article 1. Definition of Prolonged Absence

A prolonged absence is defined as any continuous period of leave lasting 10 or more working days, whether planned or unplanned.

Article 2. Types of Prolonged Absences

2.1 Medical Leave (short-term or long-term illness, injury, surgery recovery)

2.2 Family or Parental Leave (maternity, paternity, adoption, caregiver responsibilities)

2.3 Personal Leave (bereavement, personal hardship)

2.4 Sabbatical or Study Leave

2.5 Unpaid Leave of Absence

Article 3. Notification & Documentation

  • Staff must notify their supervisor as soon as reasonably possible.
    • For planned absences, a minimum of 30 days’ notice is required where feasible.
    • Supporting documentation may be required, such as:

3.3a Medical certificates

3.3b Legal or official notices (e.g., birth/adoption documents)

3.3c Educational leave approvals

Article 4. Approval Process

  • All prolonged absences must be approved by the Executive Director or designated administrator.
    • The Executive Director will be involved in cases requiring Family and Medical Leave Act (FMLA) or disability leave coordination.
    • A leave of absence without pay may be provided to supplement extended illness (after sick leave has been used up), maternity leave, or a period of bereavement. A leave of absence without pay may be allowed for educational purposes when the courses to be taken pertain to the employeeā€™s job.
    • An employee on approved leave of absence will be allowed to continue health insurance coverage, at the employee’s expense, for up to three (3) months.

Article 5. Coverage & Continuity

  • Supervisors will arrange temporary coverage, reassignment of duties, or use of temporary staff.
    • Cross-training of team members is encouraged to ensure service continuity.
    • In cases of critical positions, temporary replacements may be contracted.

Article 6. Communication During Leave

  • Staff are not required to check in regularly unless specified in an agreement.
    • The supervisor may reach out for essential updates (e.g., expected return date).

7. Return to Work

  • A medical release may be required after medical leave.
    • Staff returning from prolonged absence will be reintegrated into their role or a comparable position, in line with applicable laws and contracts.
    • A re-orientation or debriefing session may be scheduled as needed.

8. Confidentiality

All personal and medical information will be treated as confidential in compliance with applicable laws and policies.

9. Executive Director Leave

All leave will be requested in writing and approved by Board of Trustees.

Adopted by the Board of Trustees on: October 1, 2025