Adopted by the Board of Trustees 3/16/2021
COVID-19 Paid Leave Policy PDF

Purpose

The Purpose of this policy is to promote the health of the library employee, their co-workers, and their families by helping them make the decision to avoid the library when they or their dependents are quarantined/isolated or when they or their dependents have symptoms and are awaiting test results. This policy is intended to be a “short-term” policy and will be reviewed intermittently by the Board to determine its necessity.
Effective Date: January 1, 2021

Eligibility

All employees unable to work (or telework) due to one of the following reasons for leave:

  1. The employee is subject to a quarantine or isolation order issued by a government authority related to COVID-19.
  2. The employee has been advised by a health-care provider to self-quarantine due to concerns related to COVID-19.
  3. The employee or another person in their household is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
  4. The employee is caring for a dependent who is subject to either number 1 or 2 above.
  5. The employee is caring for their child if the school or place of care for the child has been closed or the childcare provider is unavailable due to COVID-19 precautions.
  6. The employee is obtaining a COVID-19 vaccination.

Amount and Reasons for Leave

  • All eligible full-time employees will have up to 105 hours (14 days) paid leave, annually, available to use for a qualifying reason listed in items 1-5 above.
  • Hours for part-time employees will be calculated based on the average number of hours worked in a 14-day period. Hours of paid leave are calculated based on the number of hours an employee is normally scheduled to work. If the hours are unknown, or if the part-time schedule varies, a six-month average can be used to calculate the average daily hours.
  • Employees taking leave for the reason listed in item 6 will be granted a sufficient period of time, not to exceed (4) hours per vaccine injection.

Amount of Pay

  • Leave will be paid at the employee’s regular rate of pay for reasons 1-4, and 6 above with the following exception; if they have engaged in non-essential travel as designated by New York State as ineligible for paid sick leave.
  • Employees taking leave for reason 5 will be compensated at two-thirds of their regular rate of pay, subject to the following caps. Pay will not exceed: $200 per day and $2,000 in total per employee for leave taken for reason 5 above.

Interaction with Other Paid Leave

The employee may use leave under this policy before using any other accrued paid time off for the qualified reasons stated above. Use of this leave shall not have any impact on an employee’s rate of pay or other terms/conditions of employment.

Notice and Documentation Required

When requesting COVID-19 paid leave, employees are required to provide the following (in writing)
as soon as practicable:
Name, Date(s) for requested leave, statement of the COVID-19 related reason the employee is requesting leave as well as written support for such reason; and a statement that they are unable to work or telework because of the above reason.

If the employee is requesting leave due to a quarantine, the employee must also include: the name of the government entity that issued the order or the healthcare professional advising self-quarantine; and if the person subject to quarantine or advised to self-quarantine is not the employee, that
person’s name and relationship to the employee. If an employee has tested positive for COVID-19, then the employee must submit documentation from a licensed medical provider or testing facility attesting that the employee has tested positive for COVID-19.

If the leave request is based on school closing or child-care unavailability, the statement from the employee should include: the name and age of the child (or children) to be cared for; the name of the school that has closed or place of care that is unavailable; and a statement that no other suitable person is available to care for their child (children). If the request is based on the employee’s inability to work or telework because of a need to provide care for a child older than fourteen, the employee should also include a statement that special circumstances exist requiring the employee to provide care.

Carryover

Any unused paid leave under this policy will not carry over to the next year or be paid out to employees. Eligible hours will reset each fiscal year.

Intermittent or Reduced Schedule Leave

In most circumstances, paid leave must be taken in full-day increments. It cannot be taken intermittently
if the leave is being taken because:

  1. The employee is subject to a quarantine or isolation order issued by a government authority related to COVID-19.
  2. The employee or another person in their household has been advised by a health-care provider to self-quarantine due to concerns related to COVID-19.
  3. The employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
  4. The employee is caring for a dependent who is subject to either number 1 or 2 above.

Exceptions

  1. Employees may take leave on a reduced schedule for the above reasons if they are able to, and want to, telework, with the agreement of the Library. Unless the employee is teleworking, once the employee begins taking leave for one or more of these qualifying reasons, the employee must continue to take such leave each day until the employee either (1) uses the full amount ofCOVID-19 paid leave or (2) no longer has a qualifying reason for taking COVID-19 paid leave.
  2. The employee may take such leave intermittently, if the employee wants to, with the agreement of the Library, if the employee is taking emergency paid sick leave to care for the employee’s child whose school or place of care is closed, or whose child care provider is unavailable for COVID-19 related reasons.

Job Protection

Employees who take COVID-19 Paid Leave will not be retaliated against or discharged for doing so.

Extenuating Circumstances

The Board of Trustees has the collective authority to grant individual modifications to this policy in the case of extenuating circumstances. If requesting an individual modification to the policy, employees should provide written notice to the library director who will review (with the Board) such requests on a case-by-case basis. Accepting an extenuating circumstances claim is at the discretion of the Board of Trustees and the library Director.

Subject East Greenbush Card UHLS Card UHLS MyCard
Library Card Registration Free to any individual who resides or pays taxes in the East Greenbush Community Library taxing district or Town of Schodack. Cards expire and must be renewed every three years.

Free to any individual who volunteers or works at the EGRN Library. Cards expire and must be renewed yearly.

Free to partner educational agencies with verified employment. Cards expire and must be renewed yearly.

Those that live outside the UHLS area may purchase a temporary card at the price established by our Table of Fines and Fees. Cards expire and must be renewed yearly.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

Free to residents residing in a community served by a UHLS library.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

UHLS library cards expire and must be renewed every three years.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

The UHLS MyCard is a fine-free, limited-access library card for youth. It is intended to address multiple barriers to serving youth and families, including:

  • Barriers to access related to fines (e.g. computer access, checking out materials)
  • Parents not present for a child’s library card registration
  • Previous fines on a child’s card

Free for youth residing in a community served by a UHLS library.Applicants 18 and under who are applying for a limited use, UHLS Youth Only MyCard, need to provide name, address, and date of birth.UHLS library cards expire and must be renewed every three years.Youth ages birth to 18 can register unaccompanied, or with the help of a caregiver or relative who is not the child’s parent/guardian.This card may be used at all UHLS Libraries except for the Colonie Town Library.

Card blocked at $10 or more in replacement costs.

No fines for late items

Limits on # of Materials Borrowed Unlimited checkouts Unlimited checkouts Limited total items: Can only have 3 items checked out on their card at a time
Types of Items All eligible item types. All eligible item types except Museum Passes, ILL, and Hot off the Press. Active paid members of the Friends of the East Greenbush Community Library have access to all lending collections. Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Databases/Digital Content EGRN and UHLS subscription databases and digital content UHLS subscription databases and digital content Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary Loan Nationwide UHLS Libraries UHLS Libraries
Program Registration Unlimited except by limited program capacity Preference given to resident cardholders Preference given to resident cardholders

Notary

A notary is available during some of the hours the library is open. Please call ahead to ensure availability.

Accessibility Services

Vision

Large print books and audiobooks are available for those who find conventional print too small to read easily.

Low-vision equipment is available for magnification of print materials. Inquire at the Reference Desk.

The NYS Library maintains a free Talking Book and Braille Library service for qualified patrons.

Hearing

Assistive listening devices are available upon request for events held in the large meeting room.

Printing

Printing costs 15¢ per page for single-sided black & white, 30¢ per page for double-sided black & white and 50¢ per page for color. Wireless printing is also available in or to the library from any location, using any device. More info

Copy/Scan/Fax

A self-service color photocopier is available for public use, located outside the children’s room. The charge is $.15 per side for black & white copies and $.50 per side for color copies. Duplexing (double-sided) is available for both color and B&W.

The copier also has the ability to scan color or black & white to an email account. There is no charge to scan documents.

Sending a fax costs $1 per page.

Drive-thru

All materials, excluding “Stories to Go” kits, Library of Things items, and technology items, may be returned in the drive-thru book drop any time. Did you know you can set the drive-thru or checkout desk as your default pickup location?  Find out more