Wauconda
Area Library
Personnel
Policy
Approved
by the Board of Library Trustees, May 12, 2003
Last revised and approved February 13, 2006
I. GENERAL
A. PURPOSE
The following personnel policies are established to:
1. Govern the Library Director, or her/his designated representative, in the administration of the library and interaction with library employees.
2. Inform
and guide
B. EMPLOYMENT AT WILL
All personnel are employees at will. This Personnel Policy does not represent a binding employment contract. Personnel policies are subject to change by the Library Board.
C. ORGANIZATION AND MANAGEMENT
The library is organized by Departments. These are as follows:
1. Administration - The department primarily responsible for handling the business end of library operations.
Library Director - Implements Board established policy; serves as advisor to the Board in professional library matters; responsible for operation of the library, including staff selection, collection development, library services and activities; develops and implements Board-approved budget; represents the library at the local, state, and national level; assists the Board as required, and other functions.
Board of Trustees - Composed of seven people elected to staggered four-year terms. Responsible for hiring the Library Director; establishing library policy; identifying goals and objectives of the library; monitoring the library budget; serving as the liaison with the community; and other functions. The Board is the legally responsible body for the library, and volunteers its services.
2. Adult Services - The department responsible for reference services, selection of materials and electronic resources, and loaning and retrieving of all materials and information in the adult departments. The Adult Services Department is also responsible for promotion of its materials and services.
The Reference section provides up-to-date resources to meet the informational needs of a clientele which is primarily middle school age and older.
3. Children's Services - The department responsible for reference services, selection of materials and electronic resources, and the retrieving and re-shelving of all materials and information for children through the fifth grade and parents. The Children's Services Department is responsible for promotion of its materials and services. The Children's Reference section provides up-to-date resources to meet the informational needs of children from pre-school through the fifth grade.
4. Technical Services - The department responsible for ordering, receiving, and processing of all materials for the library. The Technical Services Department is responsible for maintaining the online public access catalog and periodicals collection, and processing of interlibrary loans.
5. Circulation Department - The department
responsible for the lending and retrieval of all
Management Team - The "management team" consists of the Library Director and heads of or representatives from each department. This team meets regularly to discuss library operations and policy, plan and coordinate departmental activities, and troubleshoot. Attendance of these meetings by designated staff members is mandatory.
Organizational Chart - See Appendix A for organizational chart.
II. EMPLOYMENT PRACTICES
A. RECRUITMENT
Sources to be used to locate qualified professional personnel may include but are not limited to advertisements in the NSLS Blue Sheets, professional library publications, local newspapers, the system newsletter, the state job line, and accredited library schools.
Non-professional staff positions may be advertised in local newspapers.
Notice of all
job openings will be posted in the
B. EQUAL
EMPLOYMENT
The Wauconda Area Library is an "equal opportunity employer". The library will not discriminate because of race, age, sex, color, religion, marital status, national origin, ancestry, handicap unrelated to acuity or other non-merit factor in hiring, managing, or dismissing employees. The Library Board intends that there be a uniform policy which will provide fair and equal treatment for all employees in similar employment situations.
Persons fourteen and fifteen years of age will be considered for employment within the restrictions of federal and state child labor laws.
C. APPLICATIONS FOR EMPLOYMENT
Professional Positions - Applicants will be required to submit a letter of application, resume, and three references.
Staff Positions - Applicants will be required to complete the appropriate library application form.
D. APPLICANT SELECTION
The selection of staff members is based primarily on merit, with appropriate attention to educational and technical qualifications, background and experience, as well as personality and temperament. Children, spouses, or other relations of board members will not be hired for any position other than Page.
Library Director - The applicant to be hired will be selected by the Library Board.
Professional Positions - Based upon information from the job application, the employment interview, and reference checks, the Library Director, or her/his designee, and other appropriate personnel will select the applicant to be hired.
Staff Positions - Based on information from the job application, the employment interview, appropriate skills tests, and reference checks, the Library Director, or her/his designee, and the supervisor of that position will select the applicant to be hired.
E. CRIMINAL HISTORY BACKGROUND CHECK
A criminal history background check is required for all applicants who are 18 years of age or older. If any consent form is required by a particular law enforcement agency to release the information, the applicant will be required to provide such a consent form.
If the criminal history provided by the applicant does not conform with the information obtained, the applicant will be given an opportunity to explain any inaccuracies. If a satisfactory explanation is not given, the applicant will not be considered further for the position.
Disqualification
of Employment
An employee or candidate can be disqualified from employment for any of the
following reasons:
a. Conviction of a criminal drug offense. Such conviction shall disqualify the person for not less than two years from the most recent date of conviction. Any person convicted of a subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five years from the most recent date of conviction.
b. Any false statement of material fact in the application materials.
c. Conviction of a felony or a crime involving moral turpitude, unless pardoned. “Moral turpitude” is defined as an act of baseness, vileness or depravity in the private and social duties which a person owes another member of society, or society in general, and which is contrary to the accepted rule of right and duty between persons including, but not limited to theft, attempted theft, murder, rape, swindling and indecency with a minor.
d. Refusing to submit to a criminal records / background check
e. Conviction of an act of violence in a previous workplace.
If after
employment any employee is discovered to have lied regarding his or her
criminal history, that individual is subject to immediate discharge.
F. APPOINTMENT
Each person hired or reassigned will receive an appointment form or letter signed by their supervisor and/or the Library Director which will provide the following information:
1. Title of position
2. Department to which assigned
3. Beginning salary or hourly wage
4. Explanation of benefits and value of benefits
5. Name and title of immediate supervisor
6. Date and time new employee will begin work
In the case of the Library Director, the President of the Library Board, or designee, will issue the letter of appointment.
Each new employee will receive a copy of the Library's Personnel Policy to read and will be required to sign a form included (Appendix C) acknowledging receipt and reading of the manual. This signed form will be placed in the employee's personnel file.
G. FORMS
In conformance
with the law and requirements of the
H. NEW EMPLOYEE PERIOD
All employees
must complete a new employee period. The
length of the period will be one year for exempt positions and six months for non-exempt
positions. This is a time during which
the individual is trained for effective performance on the job. The new employee period is designed to give
the
The Library Director may extend an individual's new employee period at her/his discretion.
Satisfactory completion of the new employee period does not assure continued employment. All library personnel are employees at will.
I. PERFORMANCE EVALUATIONS
In order that library employees will know how well they are doing in their job, the employee's supervisor will formally review her/his progress periodically. If the employee has no designated supervisor other than the Library Director, the Library Director is to be considered the supervisor and will conduct the performance evaluation. During the performance evaluation, the supervisor will discuss with the employee the areas in which s/he is doing well and also those areas where improvement is required. The employee will also have an opportunity to discuss any questions or difficulties s/he may have.
Each written evaluation will be forwarded to the Library Director. All written evaluations are subject to the review and approval of the Library Director. Should the Library Director disagree with or request further clarification of the Performance Evaluation, s/he will schedule a meeting with the supervisor and/or employee.
Non-Exempt Employees: The original, completed performance evaluation will be signed and dated by the employee, supervisor, and Library Director and given to the Office Manager to be placed in the employee's personnel file in the Office Manager’s office. The employee may request a copy.
Exempt Employees: The original, completed performance evaluation will be signed and dated by the employee, supervisor, and Library Director and given to the Library Director to be placed in the employee's personnel file in the Library Director’s Office. The employee may request a copy.
The Library Board will evaluate the Library Director annually. After discussion, the Library Board will meet with the Library Director to review the evaluation and discuss accomplishments, future goals, and areas requiring attention. The original, completed Performance Evaluation will be placed in the Library Director's personnel file.
1. Frequency
Written evaluations of employee's work will be made at the following times:
(a) Part-time and full-time staff – the entire review process shall be performed annually, within thirty days of the anniversary date if possible.
(b) Staff whose most recent evaluation was unsatisfactory – as needed until performance is satisfactory or employment is terminated.
Employees are evaluated informally at all times and may receive commendations or reprimands at any time. Supervisors should make a written record of noteworthy commendations and reprimands. In each instance, a copy will be forwarded to the Library Director and to the employee.
2. Employee's Right to Counter
If an employee disagrees with any of the statements in a written evaluation, s/he will be allowed 14 calendar days to write her/his own statement which will then be forwarded to the Library Director. Such a statement will be attached to the evaluation in question and will be filed in the employee's personnel record.
3. Use of Evaluations
Performance Evaluations are confidential - those authorized to see them are the employee, her/his supervisor, the Library Director, and the members of the Library Board. Performance Evaluations will be reviewed and weighed when an employee is being considered for one of the following: promotion, salary raise, reassignment, demotion, dismissal, or layoff.
III. EMPLOYMENT STRUCTURE
A. TYPES OF EMPLOYMENT
1. Full-time
a.) Regular - A regular full-time employee is one who is scheduled to work 35 to 40 hours per week. The employee will be entitled to all library staff benefits.
b.) Temporary - A temporary full-time employee is one who works 35 to 40 hours per week, but not on a regular basis. The employee will receive vacation, sick leave, and holiday benefits, but will not receive other benefits provided by the library.
2. Part-time
a.) Regular - A regular part-time employee is one who works throughout the year on an hourly basis as needed by the library. The regular part-time employee, who works at least 15 hours per week on a regular basis, or 780 hours in the previous calendar-year, may be eligible for pro-rated vacation leave if the hired workweek hours equal or exceed 15 hours. The hired workweek is the number of hours per week the employee is expected to work on average each week and is determined at hiring.
b.) Temporary or seasonal - A temporary part-time employee is one who works on an hourly basis, but is not needed the entire year. A seasonal employee may be a one-time need or employment may recur each year.
3. Supplemental Staff
Supplemental staff is defined as (a) volunteers, or (b) staff provided by federal or state supported programs such as the Summer Youth Employment Training Program.
B. POSITION DESCRIPTIONS
Position descriptions, as approved by the Library Board, are included in Appendix B.
C. POSITION CLASSIFICATION AND SALARY
Library wages
and salaries are intended to provide fair and equitable compensation for all positions,
considering rates of pay for comparable positions in the north/northwest
suburban area of
Reevaluation of the wages and salaries, including creation of new positions and classifications, will be performed when needed at the discretion of the Library Director in conjunction with the Library Board.
At any given time that an employee's duties and responsibilities change significantly, the supervisor may complete and submit to the Library Director a revised position description and request consideration for a position upgrade.
D. ADJUSTMENT OF THE SALARY BUDGET
Changes in the average annual overall salary budget will normally become effective at the beginning of each fiscal year.
E. SALARY ADVANCEMENT DUE TO MERIT
Regular
employees may be eligible for pay increases based on job performance, within
the limits of the salary budget and subject to the prior approval of the
F. SALARY ADVANCEMENT DUE TO COMPARABILITY
Regular
employees may be eligible for pay increases based on comparable pay at other
public libraries within the North Suburban Library System, within the limits of
the salary budget and subject to the prior approval of the
F. DEPARTMENTAL AND INTERDEPARTMENTAL TRANSFERS OR PROMOTIONS
The pay of an employee transferred to a position of higher or lower complexity level may be raised or reduced to a level commensurate with the classification of her/his new position. In the case of departmental crossovers, the supervisors of both departments must discuss the transfer and agree to the scheduling of the transfer before the offer is finalized for the employee. Each supervisor must be given a minimum of two weeks notice before any transfer of an employee from one department to another. Any transfer or promotion is subject to the approval of the Library Director.
G. CONVERTING FROM PART-TIME TO FULL-TIME
When an employee switches from part- to full-time status, a new anniversary date will be established as of the date full-time status becomes effective. All full-time benefits will begin as of the new anniversary date, including accrual of sick-time and vacation. Vacation time accrued during part-time status will carry over. The date of the annual review will coincide with the new anniversary date.
H. CONVERTING FROM FULL-TIME TO PART-TIME
When an employee switches from full- to part-time status, a new anniversary date will be established as of the date part-time status becomes effective. The date of the annual review will coincide with the new anniversary date. All full-time benefits will end as of the new anniversary date. Accrued sick time unused as of the date part-time status becomes effective will be lost. Vacation time accrued during full-time status will carry over – it may be used within the first 30 days of the new anniversary date (subject to supervisor’s approval), or it may be taken in pay.
I. RESIGNATION
The library requests that the resigning employee inform her/his supervisor in writing of the intention to leave at least two weeks prior to the last day of work. Department Heads and those in professional positions are asked to give at least 30 days written notice if they intend to resign.
IV. HOURS OF WORK, ATTENDANCE, AND ABSENTEEISM
A. WORK HOURS
Full-time non-exempt employees must work 35 to 40 hours per week, depending on individual work schedules and varying days off. All exempt employees must work a minimum of 37.5 hours per week. In a normal week a non-exempt employee may not work more than 40 hours without the prior approval of the Library Director. If, due to staff shortages or special program needs, some non-exempt staff work more than 40 hours in one week, they will be paid time and one half for the excess hours, but these arrangements must be approved in advance by the Library Director. If overtime payment is not authorized, compensatory time should be accrued for use during that pay period at a rate of one and one half times the amount of time worked in excess of 40 hours (see "Compensatory Time").
For part-time employees, the number of
hours per week will vary depending upon the availability of the employee, the
needs of the
Participation in the Illinois Municipal Retirement Fund is obligatory for all personnel working 1,000 hours per year of employment (600 hours if employed prior to 1982). See the IMRF manual for details of benefits and retirement.
The Library Board will set the number of hours the library will be open by determining the schedule that best serves the public within the Library's resources of money and staff. A minimum of four staff members will be on duty during hours the library is open to the public - two at the Circulation Desk and one person each in Adult and Children's Services.
Supplemental staff, provided by volunteers or federal programs, will be used as supplemental help only and will not be considered regular employees on the work schedule. Requests to use a supplemental staff employee as the only person on duty in a department will be considered only in emergency cases and the decision must be made the Library Director.
The hours of duty, during which attendance of an employee will be required, will be arranged by that employee's supervisor or, in absence thereof, as is agreed upon by the employee's co-workers within her/his department.
Due to the number of hours that the library is open to the public, all employees of the public services departments may be required to work up to two evenings per week, every other Saturday, and at least one Sunday, as assigned, unless such requirement has been waived by the Library Director because of extenuating circumstances or because of inappropriateness of such hours based on the employee's responsibilities. Actual schedules may vary with the needs of the library.
To the extent possible, supervisors will assign work hours so that full-time employees follow a regular schedule. Supervisors will also attempt to schedule regular hours for part-time employees. However, all employees will be expected to be flexible in adjusting schedules or working additional hours to cover such needs as substituting, providing additional staff for public service, and meeting project deadlines. At any time, supervisors may need to adjust the hours of an employee to provide the necessary services in the library.
The library work week will run from Monday through Sunday. Sunday hours pay double time and are scheduled over and above the normal work week.
The lunch/dinner period for employees is unpaid and will normally be 30 minutes or one hour, primarily depending on the staffing requirements during meal times and secondarily depending on the employee's preference. The time for using this period will be scheduled by the supervisor in order that all public service desks are adequately covered. Normally, the lunch/dinner period will be scheduled so that the employee will be free from public service responsibilities during that time.
Each staff
member will be allowed a relief period of 15 minutes of paid time for each
continuous working schedule of four hours or 10 minutes of paid time for each
continuous working schedule of three hours.
Generally, employees should remain in the
B. LEAVE - GENERAL
Paid leave time will be earned by full-time and eligible part-time employees. In all types of leave, the leave must be earned before it is taken. Except in emergencies, leave must be approved by the supervisor, in writing on the "Request for Leave" form (Appendix C), in advance of the requested time off. Failure to receive prior written approval of leave time may be considered absence without leave and deduction of pay may be made for the period of absence.
C. VACATION LEAVE
Vacation leave
will, so far as practical, be granted at a time most desired by the employee;
however, there must be minimal disruption of
Holidays which fall within an employee's vacation period will not be considered as part of her/his vacation leave.
1. Full-Time Employees
Vacation with pay is granted to all full-time employees. One vacation day for a regular full-time employee is equal to the number in an average workday for that employee. A week's vacation is five days, but may vary from 35 to 40 hours, depending on employee’s regular work week.
Vacation time of non-exempt staff may be used in blocks of one-half hour. Vacation time of exempt staff must be taken in no less than one-day increments.
Each employee's
vacation year begins on date of employment or anniversary of employment in. Vacation time must be used up within the employee's
anniversary year. A 30-day grace period
will apply, subject to approval
of the employee's supervisor.
The employee’s date of employment and anniversary date is based on the first date of the status and classification of the employee’s current position.
Five days of vacation must be used during the first year of employment after the first six-month period. At the employee's anniversary the employee will have earned the amount of vacation as specified by their position description to be used during their next year of employment.
Full-time non-exempt library staff members are eligible for five working days after the first six-month period of employment which must be used before their first anniversary. After they reach their first anniversary of employment they will receive ten working days vacation per year. After employees reach their fifth anniversary they will receive fifteen working days vacation each year. After their tenth anniversary they will receive twenty working days vacation each year.
Full-time exempt
employees are eligible for twenty working days vacation per year, effective as
of their first anniversary date and each anniversary date thereafter. Full-time exempt
2. Part-time
Employees
The amount of vacation leave for regular part-time staff shall be based on the hired workweek (the average number of hours worked per week as specified at hiring). The regular part-time employee, who works at least 15 hours per week on a regular basis, or 780 hours in the previous calendar year, shall be eligible for pro-rated vacation leave only if the hired workweek hours equal or exceed 15 hours. For each part-time employee there shall be a "Hired Workweek Form" on file signed by the Library Director upon hiring. No Sunday hours shall be considered hired workweek hours.
An employee’s hired workweek hours may be changed only upon approval of
the Library Director.
The employee’s date of employment and anniversary date is based on the first date of the status and classification of the employee’s current position.
To be eligible for the vacation leave benefits, the part-time employee must meet the following four criteria:
(1) Have successfully completed the first six months of the new employee period;
(2) Have a hired workweek of 15
hours or more;
(3) Be an active employee (i.e., currently included on the monthly schedule).
Eligible part-time employees will receive prorated paid vacation based on the following formula:
Prorated hours allowed per year = (HIRED WORKWEEK HOURS) x 2
For example, if the employee was hired to work and average of 15 hours per week, s/he would earn two 15-hour weeks or 30 hours per year of paid vacation.
The exception is the first year. After completing the 6-month new employee period, an employee shall be entitled to one-half of the first year's vacation leave based on the hired workweek hours. These hours must be used before that employee's first anniversary. Vacation pay for eligible part-time staff may be used in one-half hour units.
3.
Accumulation of Vacation Time
Vacation time may not be accumulated beyond the anniversary date nor may an employee draw vacation pay in lieu of vacation.
Employees will be paid for unused vacation time upon resignation, not to exceed their vacation accumulation limit.
It is intended that employees will use their vacation leave each year. It will be the responsibility of supervisors to work with employees to scheduled leaves of absence so that employees can use vacation leave earnings on a yearly basis while ensuring continuity of library operations.
Vacation leave is intended to provide a real break from work routines for the employee. No salary or wage payment will be made in lieu of vacation not taken except at termination of eligible work status.
As of the employee's anniversary date, the employees may only have an accumulation of one year's worth of earned vacation leave as follows:
Non-exempt Positions Accumulation Limit
1st through 4th
anniversaries 2 work weeks
5th through 9th anniversaries 3 work weeks
10th anniversary and beyond 4 work weeks
Exempt Positions Accumulation Limit
1st anniversary and each thereafter 4 work weeks
Part-time employees’ maximum limits will be based on the chart above but pro-rated based on the percentage earning rate:
Vacation Accumulation Limit = (HIRED WORKWEEK HOURS)
x 2
Any accumulation over the allowed limit will automatically be lost. However, a 90-day grace period will apply, subject to approval of the employee's supervisor.
Resignation - All employees who have been granted regular status will be paid for unused vacation leave accrued to the date of their resignation.
D. SICK LEAVE
Sick leave may be applied to hours of work scheduled for Monday through Saturday.
Sick leave for full-time employees will be earned at a rate of one regular work day for each completed calendar month of service. Full-time employees may accumulate sick leave up to 60 work days (12 weeks). The accumulated amount may be used in any year after the current year's allowance has been used. Unpaid, unused sick leave may be applicable to the Illinois Municipal Retirement Fund benefit; specific information is available from IMRF.
Sick leave shall be allowed for personal illness, including quarantine, injury, pregnancy, temporary physical or mental incapacity, or serious illness or death of a member of the immediate family of the employee. Serious illness is defined as the person being incapacitated or unable to care for oneself. The immediate family includes: parents, step-parents, wife, husband, sister, brother, children, step-children, primary care giver, wards, guardians of the employee or employee's spouse, and any relative living in the household of the employee. Use of sick leave for family illness is to be limited to 24 hours (3 consecutive days) and 48 hours (6 days) during a calendar year.
The library carries liability insurance to cover accidents on the job, and accidents should be reported immediately to the Library Director.
Employees are encouraged to schedule doctor's and dentist's appointments during non-working hours for themselves and immediate family members. However, should this prove impossible, the following options are available:
1. Make up the time during the work week in which it was missed within the parameters set forth by the Fair Labor Standards Act. No hours may be worked by non-exempt staff in excess of 40 hours in any pay period.
2. Use vacation leave.
3. Use sick leave.
4. Use personal leave.
For sick leave in excess of five consecutive days, or if otherwise deemed appropriate by the Library Director, verification by a proper medical authority may be required. In the absence of a required physician's statement, vacation leave will be charged for the entire period. In some instances, prior to returning to work an employee may be required to provide her/his supervisor with a physician's certificate verifying ability to return to normal duty. Where abuse of sick leave is suspected, a supervisor may require a physician's statement for absence of less than three days.
A pregnant employee shall notify her immediate supervisor of her anticipated date for commencement of leave of absence at least six weeks prior to such date.
Sick Leave Procedure
An employee will be required to notify her/his supervisor as soon as possible but at least within one hour of the beginning of her/his work day, stating the reason for the absence, and if possible, the approximate duration of the sick leave.
E. HOLIDAYS
The library will be closed and full-time employees granted holiday time on the following days:
New Year's Day (January 1)
Martin Luther King Day (Floating holiday - library remains open)
Easter (this is not a paid holiday, but library will be closed)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Veteran's Day (Floating holiday - library remains open)
Thanksgiving Eve, as
of
Thanksgiving Day (fourth Thursday in November)
Christmas Eve (December 24)
Christmas Day (December 25)
New Year's Eve (December 31)
One general floating holiday*
*This floating holiday is to be determined by the employee and may be taken any work day of the year, subject to the approval of the employee's supervisor. The employee should notify supervisor at least two weeks in advance of the planned date for using this holiday in order to avoid problems in scheduling the staffing of the department.
If the holiday falls on Sunday, the library will observe Monday.** If there is a choice between the traditional date of a holiday and a Monday observance, the library will close the same day observed by the schools.
** Proposed revision pending board approval is currently in effect: “Library will remain open on Monday if closing would result in 3 straight days of being closed.”
When a legal holiday falls on a day which is a regular day off for a staff member, s/he will be given equivalent time off as directed by the Library Director. Staff members who work on an hourly basis will be paid for their regularly scheduled hours on a holiday.
Employees eligible for legal holidays are those at work or on an authorized paid leave their last scheduled working day before and their first scheduled working after the holiday. If a holiday falls on a Sunday, the following Monday will be observed as a holiday.
F. PERSONAL LEAVE
In recognition
that many institutions are closed for additional holidays and that certain
events and circumstances arise that require an employee's full attention and
presence outside of
G. COMPASSIONATE LEAVE
A paid leave of absence not to exceed one week (5 working days) may be taken by an employee following the death of a member of the immediate family. The immediate family includes: parents, step-parents, wife, husband, sister, brother, children, step-children, primary care giver, wards, guardians of the employee or employee's spouse, and any relative living in the household of the employee. One day leave of absence may be taken following the death of a relative beyond the immediate family. One day equals 1/5 of the work week. The amount of leave is left to the discretion of the Library Director as each case is dependent on travel time and individual circumstances. Schedules permitting, employees may attend funerals of friends on their own time.
H. CIVIL LEAVE
Employees subpoenaed for jury duty or as a court witness (for other than personal cases) may be absent without loss of pay provided that a copy of the subpoena shall be transmitted to the Library Director's Office and payment for civil duty is surrendered to the Library Director. If an employee is involved in a personal case, either as a plaintiff or as a defendant, s/he will not be granted leave other than compensatory, personal, vacation, or leave without pay. If released from court service during normal working hours, employees are required to report to work on that day.
I. MILITARY LEAVE
Employees required to fulfill a military obligation will be granted a leave of absence. Employees with accrued vacation shall utilize their vacation during their military leave. Employees drafted for military service shall have the right to return to the same position at the same rate of pay providing they do not voluntarily extend their military service, and they report for work within 120 days or discharge. Employees who volunteer for military service shall have no vested re-employment rights.
J. EDUCATIONAL LEAVE
The Library Board encourages employees to continue their formal education and retains authority to approve educational leave subject to the following conditions:
1. Educational leave will be requested in advance in writing for review and approval each educational period (quarter or semester).
2. Educational leave will, at the discretion of the Library Director, be considered leave without pay or will be worked at another time.
3. The educational leave must be such that it will expand the employee's knowledge of her/his work with the library and the library must stand to gain from the experience.
4. The normal routine of work must not be disrupted, and if some stand-in work must be authorized, it must be performed by an employee at a similar level of work. (A supervisor may not be relegated to a non-supervisory position.)
K. EMERGENCY LIBRARY CLOSING
The Library Director, or designee, and President of the Library Board, or at least one other Trustee, after consultation, may make the decision to alter the Library's operating schedule, on any given day, due to inclement weather conditions or due to extenuating circumstances such as roof leaks, floods, mechanical failures, etc. Some of the factors to be considered in the decision-making process include:
present weather conditions, predicted weather conditions, closing of other area agencies such as local governments and schools, the health and safety of library employees and patrons, and overall condition of the facility.
For guidelines and procedures related to the closing of the library during regular hours, the library’s Emergency Prevention and Preparedness Manual should be consulted. In any case, it is essential that the Library Director be consulted before on-duty staff makes any decision about closing.
It will be up to the discretion of the Library Director as to whether the staff continues to work or is dismissed early. Dismissed staff will not be paid unless the entire staff is dismissed due to weather or extenuating circumstances.
It is the Board's philosophy that, if at all possible, the library should be open, at least for a few hours, even under severe weather conditions. Procedures for closing are provided in the library's Emergency Prevention and Preparedness Manual.
When the Library Director declares a Severe Weather Day, all employees will be paid for their normal working hours whether they get to the library or not. Those employees who do get to the library will be paid their regular hourly rate for the hours they work in addition to their usual full day's pay. Note: Since Severe Weather pay for hours not actually worked is a benefit the time-and-one-half rule does not apply.
L. FAMILY MEDICAL LEAVE
In accordance with the Family and Medical Leave Act of 1993 (FMLA), employees may be granted up to twelve weeks of unpaid leave for the following reasons:
(a). The birth of a child.
(b). The placement of a child with the employee for adoption or foster care.
(c). The care of a spouse, son or daughter under 18 years of age, parent or dependent of the employee with a serious health condition or the child of the employee 18 years of age or older and incapable of self-care because of a mental or physical disability.
(d). The employee's own serious health condition which makes him/her unable to perform the functions of his/her job.
A "serious health condition" is defined as an illness, injury, impairment, or physical and/or medical condition requiring 1) inpatient care in a hospital, hospice, or residential care facility, or 2) continuing treatment by a health care provider and prohibiting the individual from attending school or carrying out normal daily activities.
When possible, the employee desiring to take a leave that is in accordance with the reasons outlined in the FMLA shall provide the Library Director with a 30-day prior notice of such expected leave. If a leave under this act is foreseeable because of planned medical treatment or supervision, the employee shall make a reasonable effort to schedule the treatment or supervision so as not to disrupt unduly the operations of the employer, subject to the approval of the health care provider of the employee's son, daughter, parent, or dependent and shall provide the employer with a two-week written notice of the treatment or supervision.
The Library Director may require the employee to provide certification by a health care provider that the child, dependent, parent or employee himself/herself has a serious health condition, the date the condition commenced, its probable duration, and other pertinent medical facts regarding the serious health condition. All such leaves as outlined in the preceding paragraphs will be granted by the Wauconda Area Public Library District in compliance with the regulations and guidelines of the FMLA.
M. LEAVE WITHOUT PAY
The following will
apply to leave without pay for reasons other than those covered by the Family
and Medical Leave Act:
If not detrimental to
However, should an employee on leave of absence without pay request to exceed the limits of the leave as granted and return to work at a later time, s/he may apply for employment in any vacant position for which s/he is qualified.
All accumulated vacation leave, personal leave, and compensatory leave time must be taken before a leave of absence without pay will be granted.
No employee leave benefits will accrue during the period of a leave of absence without pay. A leave of absence for the Library Director must be approved by the Library Board.
N. COMPENSATORY LEAVE ("COMP TIME") FOR NON-EXEMPT STAFF
Compensatory leave (“comp time”) is authorized absence with pay for hours necessarily worked at the job site on a holiday, rest day, or beyond the 40 hour work week (other than Sunday hours). Accrual of such leave must first be approved by the employee's supervisor and is subject to final approval by the Library Director.
Compensatory leave earned in lieu of overtime pay will be accrued at the rate of one and one half times the amount of hours worked beyond the 40-hour work week.
Paid leave hours, which are not hours physically worked, do not count toward the accrual of overtime pay.
Pay in lieu of
compensatory leave must be authorized by the Library Director.
Comp time should be used within a reasonable time period (i.e., within 6
weeks), subject to approval of supervisor.
Comp time should not accumulate in excess of three work days without
prior approval of the
Upon termination of employment, the non-exempt employee shall be paid for all accrued compensatory leave at the rate of pay at time of termination.
Comp time is not to
be confused with time which is worked in order to make up for absence. Such "make-up" time may be
sometimes be used in lieu of vacation or sick time, depending on circumstances,
within the parameters set forth by the Fair Labor Standards Act. No hours may be worked by non-exempt staff in
excess of 40 hours in any work week. Such
"make-up" time must first be approved by the employee's supervisor
and is subject to final approval by
the Library Director.
O. INSURANCE BENEFITS DURING ABSENCE
Employees on civil leave, military leave,
compassionate leave, vacation leave, holiday leave, personal business leave, or
sick leave will continue participation in the Library's insurance benefit
program.
Employees on unpaid maternity, paternity,
disability or personal leave in excess of thirty (30) days may continue
participation in the Library's insurance benefit program at their own expense,
paying the entire insurance premium.
The Library will resume contributing
payments for insurance premiums thirty (30) days after an employee has returned
to full-time work following an unpaid leave of absence.
Employees on jury duty leave, reserve
service leave, compassionate leave, vacation leave, holiday leave, personal
business leave, or sick leave will continue to accrue vacation, holiday, sick,
and personal business leave credits in accordance with their regular schedules.
P. OVERTIME AND SUNDAY HOURS
Every attempt will be made to minimize overtime worked, but the non-exempt employee will be expected to work as needed when conditions temporarily require work beyond the normal 40 hour week at one and a half times the employee's current rate of pay. Except in an emergency, overtime must be approved by the Library Director in advance.
Sunday hours are considered for rate of pay purposes only as overtime for non-exempt staff regardless of hours worked in the work week. Wages are paid at a rate of twice regular pay. Although not considered as overtime for exempt staff, as a benefit for working Sunday hours, Sunday wages for exempt staff are paid at a rate of twice regular pay. This double-time benefit for Sunday workers does not apply to employees who have a designated “workweek” of less than 12 hours per week.
Q. EXEMPT AND NON-EXEMPT EMPLOYEES
Provisions of the Fair Labor Standards Act regarding overtime pay and compensatory leave do not apply to certain employees, identified as exempt employees. These are bona fide executive, administrative, and professional employees. All other employees are non-exempt and overtime pay and compensatory leave provisions of the Fair Labor Standards Act apply.
Exempt positions
are: Library Director, full-time professional librarians, and specified full-time
departmental managers (Adult Services, Children’s Services, Technical Services,
and Circulation).
All other positions are non-exempt.
V. EMPLOYEE RESPONSIBILITIES
A. PERSONAL APPEARANCE AND CONDUCT
The library expects its employees to be honest, truthful, and of good character. Employee's habits should not reflect unfavorably on the library.
The
Particular attention should be paid to day-to-day contact with the general public. The employee is a representative of the library. It is extremely important that the employee perform her/his job as efficiently as possible and extend every courtesy and consideration to the public. The image each employee presents to the public affects the image of the library as a whole. Co-workers are entitled to the same courtesy as the general public.
It is the responsibility of the library employee to create a library atmosphere which is welcoming, helpful, and pleasant. No employee should ever be so engrossed in other work that a patron is given only superficial attention.
All work will be conducted as quietly as possible. Personal telephone calls, either incoming or outgoing, must be brief and infrequent.
Courtesy on the telephone is extremely important. Answers to inside calls should include the answering person's name when appropriate. Telephone lines should be kept clear for library business. Personal calls should be kept to a minimum and should be brief.
The library is a smoke free environment.
Eating in the
public areas is not allowed.
Reading
Each employee will be expected to present a professional and businesslike appearance in both dress and manner during scheduled hours. Neatness and cleanliness are essential, and all extremes should be avoided.
B. USE OF LIBRARY PROPERTY AND EQUIPMENT
An employee has a positive duty to protect and conserve all library property. Employees are responsible for all library equipment used in their work and for its proper use and maintenance. Any defects should be reported to the employee's supervisor as soon as possible. Any library-owned property which is lost or mislaid must be reported to the supervisor immediately upon discovery that it is missing.
C. RETURN OF LIBRARY PROPERTY
Employees leaving the service of the library, whether temporarily or permanently, through resignation, layoff, suspension, or dismissal are responsible for returning any library property.
D. CONFIDENTIAL NATURE OF RECORDS AND INFORMATION
Employees must always remember that information and records about individuals and families - whether patrons or staff - are confidential. Personal data is to be utilized only as necessary to conduct library business, and every individual's privacy is to be respected and protected at all times.
Confidentiality
regarding any library-patron transaction is to be respected at all times.
An employee is prohibited from directly or indirectly using or allowing the use of official information, obtained through or in connection with employment by the Library and which has not been made available to the general public, for furtherance of a private interest.
E. GIFTS
No employee will accept any gift in the form of a service, a loan, a thing, or a promise from any person, firm, or corporation, with an estimated value of $50 or more, which to her/his knowledge is interested directly or indirectly in any manner whatsoever in business dealings with the library. No employee will accept any gift, favor, or thing of value that may tend to influence her/him in the discharge of her/his duties. No employee will grant an improper favor, service, or thing of value in the course of her/his duties. No gift with an estimated value of $50 or more may be accepted under any circumstances without reporting the gift to the Library Director.
F. POLITICAL ACTIVITIES
1. Employees will not be required to contribute to nor participate in any political fund.
2. Employees will not participate in any political activities while on library premises.
VI. DISCIPLINARY PROCEDURES
All library personnel are employees at will. Discipline or dismissal of the Library Director is the prerogative of the Library Board. For all other library employees, the Library Director has the sole discretion to determine when and under what circumstances discipline and discharge are appropriate.
It is the policy of the Library that an employee who violated any of the Library's rules and regulations or standards of employee conduct and behavior shall be subject to disciplinary action. In cases involving serious misconduct the supervisor may suspend the employee immediately and, if appropriate, recommend termination of the employee.
A. Termination
If a supervisor recommends that an employee be terminated, a complete investigation of the situation shall be conducted by the Library Director. The employment of any employee may be terminated by the Library Director.
B. Benefits during suspension
No employee benefits, with the exception of IMRF and Health Insurance, shall be paid or accrued to any employees while they are suspended or terminated from work.
VII. DRUG FREE WORKPLACE
A. USE OF ALCOHOL AND DRUGS
The library intends to maintain a drug free workplace. The library recognizes that substances such as alcohol and drugs are used by individuals, sometimes to an extent that they are "under the influence" and their abilities and sense may be impaired. This policy is implemented because the library believes that any employee under the influence increases the risk of injury to the employee, other employees, or third parties, such as patrons or the public in general.
In accordance with the Illinois Drug Free Workplace Act, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance, including cannabis, is prohibited on library premises or work sites (including any private vehicles parked on library premises or work sites). "Controlled substance" means a controlled substance as defined in the Illinois Controlled Substances Act or cannabis as defined in the Cannabis Control Act.
Entry upon library premises or being at work with drug paraphernalia or under the influence of alcohol, drugs, or controlled substances, or any combination thereof is prohibited. "Under the influence" means that an employee is affected by alcohol, illegal drugs, or controlled substance or combination thereof in any detectable manner. The symptoms of influence may be demonstrated by misbehavior, impairment of physical and mental ability, such as slurred speech or difficulty in maintaining balance, or other observable factors. A determination of influence can be established by a professional opinion, a scientifically valid test, and/or by a lay person's opinion. Whenever there is reasonable suspicion of drug or alcohol abuse, the employee may be required to submit to a test to ascertain whether there has been such abuse.
The employee who
begins work under the influence or becomes under the influence while at work is
guilty of a major violation of
All employees will be made aware that the Library's Employee Assistance Program offers services which address drug abuse problems.
When it has been determined that an employee is involved in the use, possession, transfer, or sale of illegal drugs in violation of this policy, the library will notify the appropriate law enforcement authorities. Such notice will be given by the Library Director.
B. TREATMENT
If any employee feels that drug or alcohol usage has become a problem, s/he is strongly urged to speak with her/his supervisor or contact the Library Director. The employee must ask for help. The library will not require it. A request for assistance, however, cannot be used to avoid discipline. If an employee requests help, the library will assist in selecting a course of action. Monetary assistance will be limited to whatever assistance is available through the Library's current health insurance program to employees covered by such insurance.
Employees participating in a rehabilitation program will be expected to meet existing job performance standards and established work rules. Employees who participate in a rehabilitation program due to substance abuse are subject to dismissal for failure to successfully complete the program.
It will be the responsibility of all supervisors to implement this policy and to assure that no person with a substance abuse problem will have her/his job security or promotional opportunities jeopardized by a request for diagnosis and treatment. Nothing in this statement of policy is to be interpreted as constituting a waiver of management's responsibility to maintain discipline, or the right of take disciplinary measures in the case of poor performance or misconduct that may result from alcohol or drug dependency.
The confidential nature of the medical records of Individuals with alcohol or drug dependency will be preserved.
C. REPORTING OF CONVICTIONS
Any employee who
is convicted of any criminal drug statute shall notify her/his supervisor of
such conviction within five days after such conviction. "Conviction" means
a finding of guilt, including a plea of nolo contendre, or imposition of sentence,
or both, by any judicial body charged with determining violations of the Federal
or State criminal drugs statutes.
Failure to report as required shall be grounds for dismissal from employment.
VIII. SEXUAL HARASSMENT
A. POLICY STATEMENT
It is the policy of the
B. DEFINITION
Sexual harassment includes, but is not limited to:
* Verbal conduct, such as lewd or sexually suggestive comments, slurs directed against members of the opposite sex, off-color language or jokes of a sexual nature
* Unwanted sexual advances, invitations, or comments
* Visual conduct such as the display of derogatory posters, cartoons, drawings or gestures whether aimed at specific co-workers or members of the opposite sex.
* Physical conduct such as touching, assaulting, blocking normal movement, or interfering with a person's work
* Threats or
demands to submit to sexual requests to keep a job or avoid some other loss
* Retaliation for reporting sexual harassment
C. REPORTING PROCEDURES
Any library employee who believes that s/he has been the victim of sexual harassment in the workplace is strongly encouraged to report the matter to the employee's supervisor or the Library Director. If the incident involves the Library Director, the complaint should be sent to the President of the Library Board.
D. DUTY TO INVESTIGATE AND TAKE CORRECTIVE ACTION
When an employee
reports or complains of harassment, the Library Director will immediately
conduct a thorough, objective and complete investigation of the alleged
harassment, in accordance with the Disciplinary Procedures listed in this Personnel
Policy (Section VI). The library will
review its findings with the complainant at the conclusion of its investigation. If the investigation reveals that the
complaint appears to be valid, immediate and appropriate corrective action, up to
and including termination of employment, will be taken to stop the harassment and
prevent its recurrence. If the validity
of the complaint cannot be determined, immediate and appropriate action will be
taken to assure that all parties are reacquainted with this sexual harassment
policy and to avoid sexual harassment in the future.
The privacy of the employees will be respected.
IX. COMPLAINT PROCEDURES
Should an
employee have complaints about a
X. EMPLOYEE RECORDS
A. PERSONNEL RECORDS
The employee's
master personnel file will be maintained and stored securely in the Office
Manager’s office. Annual evaluations of
exempt employees will be stored in the Library Director’s office. So
that the
B. DISCLOSURE OF INFORMATION
When information on an employee is requested by banks or other establishments requiring employment checks, written permission will be needed from the employee before the information will be released. Supervisors may only verify that an individual is employed by the library. All other questions of this nature should be referred to the Library Director.
Information regarding employees' addresses, telephone numbers, or other personal data is not given out by fellow employees. When a staff list is prepared for in-house use, the information is to remain confidential.
C. REFERENCES
Upon written request, an employee will be given a non-confidential letter of reference. Upon request from a prospective employer for a reference, an appropriate consent form signed by the former employee must be presented.
XI. MISCELLANEOUS
A. PAYROLL DEDUCTIONS
Certain deductions from each employee’s paycheck will be made as required by both federal and state law. These deductions are as follows:
1. Federal Income Tax - The amount is based on the number of exemptions claimed by the employee.
2. State Income Tax - The amount deducted is based on the number of exemptions claimed by the employee.
3. Social Security - Employees are automatically enrolled in the federal social security program and the payment is deducted from the employee's paycheck. The amount of the deduction depends on salary and the current federal requirements.
4. Retirement Plan - All regular, full-time employees and part-time employees who work 1,000 hours or more in a calendar year (600 hours if employed prior to 1982) are required to participate in the Illinois Municipal Retirement Fund. Descriptive literature is available from the bookkeeper.
5. Optional Benefits - Employees may take advantage of automatic payroll deductions in making contributions or payments to a the library's 457 Plan, the Library's Credit Union, or for supplemental life insurance. Information on each of these options is available through the library bookkeeper.
B. INSURANCE
1. Health Insurance - The
2. Life Insurance - Active employees covered by the health insurance plan also have life insurance paid by the library equal to one year's base salary raised to the next multiple of $1,000 if not already an even $1,000 figure. In addition, employees covered in the Illinois Municipal Retirement Fund (IMRF) have life insurance as outlined in IMRF publications. Additional life insurance is available at cost to the employee. Descriptive literature is available from the bookkeeper.
3. Employee Assistance Program - The library subscribes to an EAP which is available to all full-time and part-time staff members.
C. PAY PERIODS
Employees are paid bi-weekly on the first Friday following the end of each pay period. Each pay period consists of 14 days, beginning on Monday and ending on Sunday. This pay schedule is subject to change, depending on the requirements of the payroll service if such service has been hired.
Hours worked or leave taken must be noted by the employee each day on her/his time sheet.
D. END OF EMPLOYMENT FORM
An End of Employment Form (Appendix C) must be submitted for each employee upon resignation or termination.
E. FINAL SETTLEMENT
When an employee terminates, s/he will receive her/his final paycheck on the next regular pay day. Unused vacation will be paid for in the final paycheck. Unused personal days and holidays will be forfeited. Unused sick time will be forfeited, but may be applied to IMRF employment period as IMRF regulations allow.
F. BOOK ORDERS
Library employees and Library Board members may order books and related materials for personal use through the Library's ordering system.
G. SAFETY
For questions
regarding safety hazards or safety rules, contact the Library Director, who
will take appropriate action. The
H. CONFERENCES AND TRAINING FOR EMPLOYEES AND TRUSTEES
Expenses for
trustee training will be paid by the
Expenses or partial expenses for attendance at conferences of professional associations
will be paid by the
Expenses for attendance at one-day workshops or programs will be reimbursed, upon prior approval by the Library Director.
The library will reimburse staff members for one-half the tuition at state-supported schools for library science courses, or courses directly related to receiving a library science certificate or degree. The Library Director must approve the courses, and reimbursement will be made upon successful completion of the courses with the equivalent of a grade of B or better. If the employee terminates her/his employment within six months of successful completion of the courses, the amount reimbursed will be deducted from her/his last paycheck.
I. REIMBURSEMENT FOR GAS MILEAGE
The library will reimburse employees for use of a private car for library business at the current standard mileage rate for automobile deductions set by the Internal Revenue Service.
J. EMPLOYEE INJURY
All part-time and full-time employees are covered by Worker's Compensation. As such, the employee and library have certain responsibilities to process a claim.
First, and foremost, any accident will immediately be reported to the employee's supervisor or the Person-In-Charge. The supervisor will take appropriate action. The supervisor will be responsible for notifying the Library Director as soon as possible and for completing a written report of injury that shall be forwarded to the Library Director. Failure to report and/or deliver this report within 4o hours of the accident may delay medical and compensation payments. Upon receipt of the report of injury, the Library Director or designee thereof will notify the appropriate authorities.
K. SAVING CLAUSE
If any article, section, or portion of these policies is found to be invalid by duly constituted authority, it will not affect the validity of the balance of these rules and regulations.
L. SUGGESTIONS
The
M. AMENDMENT TO PERSONNEL MANUAL
The Personnel Policy may be amended at any regular Library Board meeting.
N. ANNUAL STATEMENT OF RATES
A statement of rates relevant to personnel policies (i.e., gas mileage, insurance, etc.) will be prepared and updated annually.