📘 Vacation Policy – Panda Cub House Childcare Centre
1. Purpose
This policy ensures vacation scheduling supports the well-being of staff while maintaining smooth operations and consistent quality of care for children and families.

2. Entitlement
Employees accrue vacation entitlements in accordance with the Alberta Employment Standards Code:

2 weeks after 1 year of employment
3 weeks after 5 years of employment
Vacation must be taken within 12 months of being earned.

3. Vacation Blackout Periods
To ensure stable operations during high-demand times, vacations will not be approved during:

The last week of August
The entire month of September
Any scheduled licensing inspections, audits, or compliance visits
Other critical periods as identified by management with minimum 30 days’ notice

4. Vacation Request Procedure
Employees must submit vacation requests at least 6–8 weeks in advance in writing (via BrightWheel or staff form).
Approval is based on:

Operational needs
Fair distribution among staff
Order of request submission (first-come, first-served)
Only one staff per room may be on vacation at a time.

5. Length of Vacation
During peak periods (June–August, December), vacation requests may be limited to one week at a time.
Longer vacation blocks (2–3 weeks) should be scheduled in quieter months (October–May).

6. Mandatory Scheduling
If vacation is not scheduled voluntarily, management reserves the right to assign vacation periods to ensure compliance with employment standards.

7. Exceptions
Special circumstances (family emergencies, weddings, religious observances, etc.) may be considered on a case-by-case basis with proper documentation.

8. Accountability
Employees are responsible for ensuring lesson plans, classroom transitions, and communication with families are prepared prior to vacation.
Staff must coordinate with their team to ensure smooth handover of responsibilities.

✅ Acknowledgment
I have read and understood the Panda Cub House Vacation Policy.

Employee Name & Signature ___________________________
Date _____________________

📘 Days-Off (Personal Leave) Policy
Panda Cub House Childcare Centre

Employees should submit personal day-off requests at least 48 hours in advance where possible. Requests for two or more consecutive days should be submitted at least 7 days in advance. Pre-planned events should be submitted as soon as known. Emergency and illness-related absences are exempt from notice requirements.

1. Purpose
This policy ensures that employee requests for personal days off support staff well-being while maintaining consistent staffing, compliance, and high-quality care for children and families.

2. Entitlement
Employees are entitled to request unpaid or paid personal days off in accordance with their employment agreement and the Alberta Employment Standards Code.

Personal days off may include, but are not limited to:

• Appointments
• Family obligations
• Religious observances
• Personal matters
• Mental health and wellness days

3. Days Off Blackout Periods
To ensure safe ratios, licensing compliance, and smooth operations, personal days off will not be approved during:

• The last week of August
• The entire month of September
• Any scheduled licensing inspections, audits, or compliance visits
• Other critical operational periods as identified by management, with a minimum of 30 days’ notice

4. Days Off Request Procedure
Employees must submit personal day-off requests at least this many weeks in advance in writing this staff request form.

Type of Leave | Notice Period 

• Single personal day: 48–72 hours notice
• 2–3 consecutive days: 5–7 days notice
• Pre-planned events (weddings, travel, religious days): 2–3 weeks notice
• Same-day illness/emergency: As soon as possible

Approval is based on:

• Operational and licensing needs
• Staff-to-child ratio requirements
• Fair distribution of time off
• Order of submission (first-come, first-served)
• Only one staff member per room may be approved for a day off at any given time.

Sick Leave & Return-to-Work Standard
Employees who are ill must not report to work and may only return after being symptom-free for a minimum of 24 hours without the use of fever-reducing or symptom-masking medication.

This applies to symptoms including, but not limited to:

• Fever
• Vomiting
• Diarrhea
• Persistent cough
• Sore throat with fever
• Unusual fatigue
• Contagious rash
• Flu-like or COVID-like symptoms

This standard exists to:

• Protect infants and immune-vulnerable children
• Protect coworkers
• Maintain AHS and Licensing compliance
• Prevent outbreaks and closures

Medical Documentation Requirement

Management may request medical documentation, including a doctor’s note or other appropriate medical verification, at any time when illness-related absences occur, particularly where absences are frequent, prolonged, or impact operational staffing requirements.

5. Limits on Days Off

• During peak periods (June to September, January to December), personal days off may be limited or restricted.
• Multiple consecutive days off may be declined if they would negatively impact staffing stability or program continuity.

6. Scheduling Authority
If excessive unscheduled absences occur or staffing coverage becomes a concern, management reserves the right to limit or deny future personal day-off requests in order to meet licensing and operational obligations. 

7. Exceptions
Emergency situations (medical, family, or religious) will be reviewed on a case-by-case basis and may be granted with appropriate documentation. A 

8. Accountability
Employees are responsible for ensuring:

• Classroom duties and routines are prepared in advance
• Communication with their team is completed
• Transitions are smooth and uninterrupted
• Failure to plan appropriately may affect future approval of day-off requests.

✅ Acknowledgment
I have read and understood the Panda Cub House Days Off (Personal Leave) Policy.

Employee Name & Signature ___________________________
Date _____________________

📘 Attendance & Reliability Policy
Panda Cub House Childcare Centre

1. Purpose
Panda Cub House is a licensed early learning and child care program governed by Alberta Child Care Licensing and Alberta Health Services. Consistent staff attendance is essential to:

• Maintain required staff-to-child ratios
• Protect children’s safety and emotional well-being
• Ensure continuity of care and relationships
• Prevent room closures, licensing violations, and parent disruption
• This policy establishes clear expectations and a fair, supportive process for managing attendance.

2. Core Principle
Panda Cub House supports staff health, family needs, and well-being. At the same time, reliable attendance is an essential job requirement in a regulated childcare environment.

Both statements are true and respected.

3. Definitions

• Scheduled shift – Any shift listed on the approved staff schedule.
• Unscheduled absence – A missed shift without advance approval.
• Late notice – Less than 48 hours’ notice for a personal day.
• Same-day absence – Calling in sick or unavailable on the day of a shift.
• Early departure / half-day – Leaving work before the end of a scheduled shift.

4. Notice Expectations
Personal Days

• At least 48 hours’ notice where possible
• Two or more consecutive days: at least 7 days’ notice
• Pre-planned events should be submitted as soon as known

Illness

• No advance notice required
• Staff must notify management as soon as possible
• Staff may only return after being 24 hours symptom-free without medication

5. When Attendance Becomes a Concern
An attendance pattern review may be triggered when any of the following occur:

• 3 or more unscheduled absences within 90 days
• 2 or more same-day call-offs within 60 days
• Frequent early departures or half-day absences
• Repeated late notice for personal days
• Patterns around busy periods, inspections, or key staffing days
• This is based on operational impact, not judgment.

6. Progressive Attendance Management Process
Step 1 — Attendance Support Meeting
A private meeting will be held to:

• Review attendance history
• Discuss underlying challenges
• Explore support options (schedule changes, temporary reductions, accommodations, etc.)
• This step is supportive, not disciplinary.

Step 2 — Attendance Improvement Plan (AIP)
If attendance issues continue, a written plan will be issued outlining:

• Required notice expectations
• Attendance targets
• Medical documentation requirements (if applicable)
• Review period (typically 60–90 days)
• Failure to meet the plan may lead to further action.

Step 3 — Final Warning or Role Adjustment
If improvement does not occur, management may:

• Issue a final written warning
• Reduce shifts
• Change role (e.g., to casual or float staff)

Step 4 — Termination
If reliability cannot be achieved after support and intervention, employment may be ended due to inability to meet the attendance requirements of a licensed childcare position.

7. Medical Documentation
Management may request medical verification (such as a doctor’s note) when illness-related absences are:

• Frequent
• Extended
• Or impacting operational stability
• This ensures fairness, licensing compliance, and workplace integrity.

8. Accountability
Employees are expected to:

• Communicate absences promptly
• Avoid patterns of last-minute changes
• Support smooth transitions when leaving early
• Respect the impact of attendance on children, families, and coworkers

9. Policy Alignment
This policy complies with:

• Alberta Employment Standards Code
• Alberta Human Rights Act
• Alberta Child Care Licensing Standards
• Alberta Health Services communicable disease requirements

10. Shift Coverage & Approval of Time Off
All vacation, (days-off) personal days, early departures, and schedule changes are subject to the availability of qualified substitute coverage.

Approval of time off is not guaranteed unless:

• A qualified substitute educator is confirmed or
• Management confirms that coverage has been secured.

Employees may:

• Arrange shift coverage directly with qualified colleagues
• Inform the Director once coverage is secured
• Or request that the Director initiate the search for a substitute

However, final approval rests with management to ensure:

• Licensing ratios are met
• Staff qualifications are appropriate
• Program safety and continuity are maintained
• Time off is not approved until confirmation of coverage has been provided.

Acknowledgment
I have read and understood the Panda Cub House Attendance & Reliability Policy.

Employee Name & Signature ___________________________
Date _____________________

Just a quick note to let you know that the decision regarding your vacation request will be sent to your email. Please check your inbox soon, and feel free to reach out if you have any questions!