Time-Off
VACATION
We value balance, and encourage you to take vacation days to spend time away from work.
New employees are entitled to book up to two (2) consecutive weeks of unpaid time-off for every year worked. Kotn reserves the right to approve and deny vacation times and requests. Vacation pay is not accrued and is paid out every pay schedule. Should your contract vary from the above, please defer to your employee contract.
Team Members are not eligible to take vacation during their probationary period or during Blackout Periods. The duration of vacation cannot exceed 10 consecutive business days. In the case of a extenuating circumstance, please speak to your direct manager.
How to Book a Vacation:
We currently use Sling to schedule and track time off for our retail team. We ask that you request time-off via Sling a minimum of 3 weeks in advance to the scheduled date. Though 3 weeks is the minimum for approval, you are encouraged to request time-off as early as possible to increase the likelihood of approval.
Additionally, please send an e-mail to your Market Lead using the following template and 3-week timeline:
Subject: [Your Name] – Time-off Request
Name:
Last Date Working:
First Date of Time-Off:
Last Date of Time-Off:
First Date Working:
Total # of Days Off:
Reason (Optional):
It is considered a time-off request when the request exceeds 3 consecutive days. Time-off requests cannot exceed 14 consecutive days unless otherwise approved by your Market Lead. As the submission in Sling and e-mail to your Market Lead are only requests, please note that if there are multiple requests at a time or if a request is made during a Blackout Period, your Market Lead may deny the request based on store needs.
The Senior Director of Retail will approve requests from Store Managers following the same template and timeline.
BLACK-OUT PERIODS
In anticipation of the influx of traffic in stores and team operations during the holiday season, Kotn implements a Black-out period, applicable for all store teams during this time frame.
Black-out dates generally run from mid-October to December 31. During this time, time-off requests (barring emergency leave, parental leave, bereavement leave and other exceptional life events) cannot be approved.
SICK DAYS
If you’re sick, we want you to take care of yourself and get better. Please don’t come into work! If you need to call in sick, please let your Market Lead know at least 2 hours in advance (although more notice is appreciated). If you are sick for more than 3 consecutive days, Kotn may request a doctor’s note. If you require an extended medical leave, please speak to your manager to discuss details and a return to work plan.
Each province has guidelines on the length of sick days to which employees are entitled. If you are unsure, please consult the relevant provincial Employment Standards Act.
The only official way you may notify your Market Lead of illness is through phone call. If you are unable to get a hold of your Market Lead after attempting to call, an e-mail copying your Market Lead and the Senior Director of Retail will take precedence of notification over the phone. If you do not notify your Market Lead prior to your shift, it will be counted as an absence and potentially subject to disciplinary action on a case-by-case basis.
BEREAVEMENT LEAVE
Kotn offers 2 days of paid leave due to the death of an immediate family member in any calendar year. Immediate family would be considered a parent, guardian, sibling, spouse, grandchild, grandparent, or any person who lives with you as a part of your family. Bereavement days are not required to be taken on the start or day of passing and do not need to be consecutive.
MATERNITY / PARENTAL LEAVE
Kotn is proud to be a parent friendly workplace. Team members are entitled to maternity and/or parental leave in accordance with the provisions of the Employment Standards of your province of employment. Parental leaves are also applicable to adoptive parents at Kotn.
Kotn Supplemental Top Up Policy:
Kotn provides parents with a Supplemental Benefit (SUB), also known as a top-up. We provide a top-up to bring the EI benefit to 100% of your salary or wages for a maximum of 4 weeks of maternity or parental leave for all team members. To be eligible for the Supplemental Top Up, team members should have enrolled for the provincial employment insurance benefits and may be required to provide Kotn with EI statements to process the top up.
For team members on hourly payroll, the top up amount will be determined by an average of the last 2 weeks worked. (For example, if you work 37 hours average per week over the past 2 weeks, you will be topped up at 37 hours per week for 1 month.)
To proceed on maternity or parental leave, a formal email using the template below, requesting parental leave should be sent to your direct manager, Director of Retail and Director of People Operations, at least four weeks prior to your leave, but in practice, we’d appreciate more notice when possible.
Re: <INSERT NAME, STORE LOCATION, LEAVE TYPE>
Please be advised my last working day will be <DATE>, with an expected return date of <DATE>. During this period, I will be taking the following leaves:
*List only the leaves that apply, and include as many leave periods as required for pre-placement adoption leave.
Pre-placement Adoption: <DATES of LEAVE PERIOD> delete if not required
Maternity: <DATES of LEAVE PERIOD> delete if not required
Parental: <DATES of LEAVE PERIOD>delete if not required
If my baby is born prior to the start date of the leave indicated above, I will notify you immediately of the birth date, so my leave dates can be adjusted.
Once approved, actual dates can be changed depending on the arrival or situation with the child, however, we would appreciate as much notice as possible to support processing of the top-up.
As your leave ends and you prepare to return to work, we will work with you on a return-to-work plan to get you reacquainted with current objectives and team developments. We recognize returning to work can be challenging and aim to support you in this.
JURY DUTY
If you are summoned for jury duty, you’re entitled to job protected (but unpaid) leave. Please see your manager to book this, and ensure you have a certificate from the court. As jury duty responsibilities are dependent on individual governing jurisdictions, it is your responsibility to comply with the jurisdiction applicable to you.
HOLIDAYS
Public holidays and other days for which Team Members will be paid vary by country, state, and province. Kotn will comply with all applicable local laws and regulations for provincial and federal holidays. Some positions, particularly customer facing, may require coverage on a holiday. We understand the holidays you celebrate may take place at different times than the statutory holidays above. Talk to management about the best way to ensure you have the time off that you need for the holidays that you observe.
TIME-OFF TO VOTE
If a Team Member’s work schedule does not accommodate voting time requirements, Kotn will make schedule adjustments and determine which hours will be used to accommodate voting. Team Members will be paid the same amount you would have been paid had you not exercised your right to vote.
OTHER TYPES OF LEAVE
Kotn will allow any other kind of job protected leave afforded to you under provincial law (and not covered above) should your situation call for it. Please contact your manager if you are in need.
Not sure what type of leave you need, or need time off for something else?
Requests for general unpaid leaves of absence (outside of provincial laws, emergency situations, and vacation time) will be reviewed on an individual basis.