EMPLOYEE HANDBOOK

Message from the Board of Trustees 

The Board of Trustees is pleased to welcome you to the Staff of the Crawford County Library District.  We hope that you will find your work both interesting and satisfying. 

This handbook has been developed to respond to the many issues that are related to employment at the Library.  The rules in this handbook apply to all employees of the Crawford County Library District.  

This handbook may not include a description of all policies for all situations that may arise.  Nor does this handbook in any way constitute an employment contract.  The Library may, in its sole discretion, alter, reduce or eliminate the policies, practices and benefits described in this handbook, in whole or in part, without prior notice.

While efforts have been made to address all concerns, there may be occasions that will require action on a case-by-case basis. 

We hope that an atmosphere of mutual respect will govern us all as we endeavor to make the Crawford County Library District an integral and essential part of the community. 

The Board of Trustees 

Crawford County Library District

MISSION STATEMENT

Mission

            The Mission of Crawford County Library District is to strengthen our communities in Crawford County.  We provide free and equal access to quality materials, information, and technology that supports the life-long learning of all our patrons in an atmosphere that is welcoming and respectful.

Goals

  • To provide a diverse variety of books, programs, and other resources to the community
  • To promote education for all ages
  • To continually update and refine our collection of materials and programming to meet the needs of our community
  • To review our goals regularly to incorporate new ideas and emerging technologies

ADMINISTRATION

The Crawford County Library District is governed by a five (5) member Board of Trustees appointed by the Crawford County Commission.  Appointments are for a four year term and members may be reappointed.

The Library Director is the chief administrative officer of the Library District and is responsible for the operation and maintenance of the libraries. The Library Director implements policies of the Board and is responsible for establishing service standards for the District in keeping with our Mission Statement. 

The Board of Trustees maintains the ultimate authority to establish, interpret and administer policies and direct the operations of the Library. The Library may apply or not apply staff policies depending on facts and circumstances unique to each case. Through the administrative leadership of the Director, the Board of Trustees has the right to: 

                  A. Determine the goals, objectives, programs and services, and to utilize employees in a manner         designed to effectively and efficiently meet these purposes; 

                  B. Exercise complete control and discretion over the budget, organizational structure, and      method of performing the work required; 

                  C. Manage and determine the location, type and number of physical facilities and equipment to           be used; 

                  D. Determine the adequacy, size, composition and qualifications of the work force, staffing     patterns and organizational structure; 

                  E. Set standards of service and determine the procedures and standards of selection for           employment; 

                  F. Determine the hours of work and work schedules, and establish work rules, policies and      procedures for employees; 

                  G. Determine the necessity to schedule overtime and the amount required thereof; 

                  H. Manage and direct employees, including the right to select, hire, promote, transfer, assign,               evaluate, supervise, layoff, recall, reprimand, suspend, discharge, discipline and maintain order         among employees; 

                  I. Take necessary action to create and abolish positions; 

                  J. Determine when a job vacancy exists, the duties to be included in each position description,              and the standards of quality, productivity, and performance to be maintained; 

                  K. Determine and implement necessary actions in emergency situations; 

                  L. Implement and enforce rules on workplace safety; and, 

                  M. Maintain the security of records and other pertinent information.

AT-WILL EMPLOYMENT

Your employment with the Library is at-will. This means that neither you nor Crawford County Library District has entered into a contract regarding the duration of your employment. You are free to terminate your employment with the Library at any time, with or without reason. Likewise, the Library has the right to terminate your employment, or otherwise discipline, transfer, or demote you at any time, with or without reason, at the discretion of the Library. No employee of the Library can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without written approval from the Board of Trustees.

EQUAL EMPLOYMENT OPPORTUNITY

The Crawford County Library District is committed to providing a non-discriminatory employment environment for its employees. The policy of the Crawford County Library District is to fully comply with applicable federal, state and local laws, rules and regulations in the area of non-discrimination in employment.  Discrimination against employees and applicants due to race, color, religion, sex (including sexual harassment), national origin, disability, age, military and veteran status is prohibited.  Violations of this policy will be subject to discipline, up to and including termination. Equal employment opportunity and non-discriminatory commitments include, but are not limited to, the areas of hiring, promotion, demotion or transfer, recruitment, discipline, layoff or termination, rate of compensation and company sponsored training. 

All employees are expected to comply with this Equal Employment Opportunity Policy.  Managers and supervisors who are responsible for meeting the Library District’s objectives are expected to cooperate fully in meeting Crawford County Library District’s equal employment opportunity objectives. 

Any employee who believes he or she has been discriminated against must immediately report any incident to the Board of Trustees. The Trustees will not tolerate retaliation against any employee who reports acts of discrimination or provides information in connection with any such complaint.

BACKGROUND CHECK

It is the policy of the Library that prior to becoming an employee of the Crawford County Library District, a job-related background check may be conducted to protect the Library’s interest and that of its employees and patrons. The background check may consist of verification of prior employment, professional reference checks, and confirmation of educational credentials.

IMMIGRATION LAW COMPLIANCE 

It is the policy of the Library that offers of employment are contingent on verification of your right to work in the United States.  You will be asked to provide original documents verifying your right to work and, as required by federal law, to sign Federal Form I-9, Employment Eligibility Verification Form. If you at any time cannot verify your right to work in the United States, the Library may be obliged to terminate your employment.

CODE OF EMPLOYER-EMPLOYEE RELATIONS

It is the policy of the Library to implement fair and effective policies and practices. However, nothing in this Employee Handbook should be construed as altering the employment-at-will relationship or as creating an express or implied contract or promise concerning the policies or practices that the Library has implemented or will implement in the future. 

The Library’s goals include: provide equal employment opportunity and treatment regardless of religion, ethnicity, gender, sexual orientation, age, national origin, handicap, veteran status, or any other reason prohibited by law, provide competitive salaries and employee benefits, establish reasonable hours of work based on the Library’s service needs, monitor and comply with applicable federal and state laws and regulations concerning employee safety, provide training consistent with the Library’s requirements for those whose needs, capabilities, and interests warrant such training, accept constructive suggestions which relate to methods, procedures, working conditions, and the nature of the work performed, and establish appropriate procedures for employees to discuss matters of interest or concern with their immediate supervisors or department managers. 

The Library expects all employees to: give a productive day’s work, arrive at their department and begin work on time, demonstrate a considerate, friendly, and constructive attitude toward fellow employees and adhere to the policies adopted by the Library Board. 

The Library retains the sole right to exercise all managerial functions including, but not limited to, the right to: hire, discharge, assign, supervise and discipline employees, determine and change starting times, quitting times and shifts, transfer employees within departments or into other departments and classifications, determine and change the number and qualifications of the employee, establish, change and abolish policies, practices, rules and regulations at will and as it sees fit, determine and change methods by which its operations are to be carried out, and assign duties to employees in accordance with the Library’s needs and requirements and to carry out all ordinary administrative and management functions.

EMPLOYEE DEFINITIONS

It is the policy of the Library that the following terms will be used to describe employment categories and status: 

Exempt Employees–An exempt employee is a salaried employee earning at least $500 per week who holds an administrative, professional, or management position. Exempt employees are not subject to the overtime pay provisions of the federal Fair Labor Standards Act (FLSA).  

Non-Exempt Employees–Most hourly employees are non-exempt employees. Salaried employees who are not administrative, professional, or managerial employees (as defined by the U.S. Department of Labor) are generally not exempt from the FLSA overtime provisions. 

Probationary Employee–Probationary employees are those who are within their first six months of employment and all current employees transferred or promoted to a new job for their first six months. 

Regular Employee–Regular employees are those who have completed their Probationary period. 

Full-Time Employee–Full-time employees are those who are regularly scheduled to work at least 35 hours per week. 

Part-Time Employee–Part-time employees are those who are regularly scheduled to work less than 34 hours per week.  

Temporary Employee- Temporary employees are hired for an interim period of time, usually to fill in for vacations, leaves of absence, or projects of a limited duration (less than 6 months). Temporary employees include interns. 

Independent Contractors–Independent Contractors are persons the Library retains to perform a particular job, typically for a limited time period. These persons may be self-employed or they may work for an outside agency. Independent contractors are not employees of the Library.

PROBATIONARY PERIOD

It is the policy of the Library that your first six months of employment with the Crawford County Library District are considered a probationary period. This period will be a time for getting to know your fellow employees, your supervisor or the Director and the tasks involved in your job position, as well as becoming familiar with the Library’s products and services. Your supervisor will work closely with you to help you understand the needs and processes of your job. During your probationary period, we will evaluate your suitability for employment, and you can evaluate the Library as well. Please understand, however, that completion of the probationary period does not guarantee continued employment, as employment is always at-will. You are free to terminate your employment at any time, with or without reason, and we may choose to terminate your employment at any time, with or without reason. A former employee who has been rehired after a separation from the Library of more than six months is considered an introductory employee and is subject to the probationary period.

SEPARATION OF EMPLOYMENT

It is the policy of the Library to consider you to have voluntarily terminated your employment if you do any of the following: 

• Resign from the Library 

• Fail to return from an approved leave of absence on the date specified by the Library 

• Fail to report to work or call in for three (3) or more consecutive workdays 

It is the policy of the Library to separate employment because of an employee’s resignation, discharge, retirement, the expiration of an employment contract, position elimination, or reduction in the work force. In the absence of a specific written agreement, employees are free to resign at any time, and the library reserves the right to separate employment for any reason not prohibited by law. 

All employees are expected to give written notice to their manager of their intent to resign or retire.  Failure to give written notice may result in ineligibility for re-employment.  The following guidelines are suggested: managerial employees are requested to give at least four [4] week notice, all other employees are requested to give at least two [2] week notice. 

For policies and procedures governing discharge for cause see “DISCIPLINARY PROCEDURE”.  The Library Director will forward recommendations for discharge to the Board of Trustees for review.  These recommendations will be accompanied by a written performance appraisal, or disciplinary report for each employee involved.  The Library Director and the Library Board of Trustees will approve all discharge separations. 

The Library Director will conduct an exit interview not later than the employee’s last working day.  A written report of the exit interview will be prepared and placed in the employee’s personnel file.  Pertinent items requiring managerial review and possible change of policy will be brought to the attention of the Board of Trustees. 

The Accounting Department will have the final pay for separated employees available on the next regular payday following their last working day.  The Director will be responsible for the return by separated employees of all Library property in their possession, including keys, credit cards, tools, etc.

To the extent provided by law, if any Library property in the employee’s possession has been lost or damaged, the cost of replacing such property shall be deducted from the employee’s final paycheck.

ATTENDANCE

It is the policy of the Library that you to be ready to work at the beginning of your scheduled work hours, and to complete your daily tasks by the end of your work day.  The Library is aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside your work hours may arise. Regular full-time and part-time employees will be awarded three (3) days of sick leave per year after the probationary period, but temporary employees will not earn sick leave. Sick leave does not accrue. Sick leave will not be allowed when the illness/injury is due to or incurred while in the employ of others.  

If you are unable to report to work or if you will arrive late, please contact your supervisor immediately. If you know in advance that you will need to be absent, please request this time off directly from your supervisor.  If you’re arriving to work late, please let your supervisor know when you expect to arrive for work. If you are unable to call in yourself because of an illness, emergency or for some other reason, be sure to have someone call for you. 

Absence from work for three (3) consecutive days without notifying your supervisor or the Director will be considered a voluntary resignation.  If you are absent because of an illness for three or more consecutive days, the Director may request that you submit written documentation from your doctor stating you are able to resume normal work duties before you will be allowed to return to work.  

A consistent pattern of questionable absences can be considered excessive, and may be cause for concern. In addition, excessive lateness or leaving early without letting your supervisor know will be considered a “lateness pattern” and may carry the same weight as an absence. Other factors, like the degree and reason for the lateness, will be taken into consideration. Your supervisor will make a note of any absence or lateness, and their reasons, in your personnel file. Be aware that excessive absences, lateness or leaving early may lead to disciplinary action, including possible dismissal.

In the event of severe weather conditions or other emergencies, the Director may decide to close a facility.  If you decide to miss a normally scheduled day of work because of severe weather or hazardous travel conditions, you have the option of taking vacation that day.

On occasion, we may request that you attend a library-sponsored meeting. If this is scheduled during your regular working hours, your attendance is required. If you are a non-exempt employee and attend a meeting held during your non-working hours, you will receive compensatory time.

EMPLOYEE RECORDS

It is the policy of the Library to maintain personnel records and information for each applicant, employee and past employee.  The Library tries to balance each individual’s right to privacy with the Library’s need to obtain, use, and retain employment information.  

Personnel records contain information that is needed by the Library to conduct its business or which is required by federal, state, or local law. This information will normally include, but will not necessarily be limited to, the following: application forms, payroll information, performance appraisals, medical information, disciplinary records, and attendance and tardiness records.

The information contained in each personnel record will be obtained directly from the employee whenever practical.  When information is obtained from an outside source, the employee will be informed if it is feasible to do so. 

Employees have a responsibility to keep their personnel records up to date and are to notify the Director in writing of any changes in the following: name, address, telephone number, marital status and number of dependents [for tax withholding purposes only], and persons to be notified in case of emergency. In addition, employees who have a change in the number of dependents or marital status must complete new tax forms for withholding purposes within ten [10] days of the change if the change results in a change in the number of deductions. 

The Director should review the personnel records periodically to insure that they contain information that is relevant to each individual’s employment with the Library.  When practical, material that is irrelevant, inaccurate, or obsolete will be revised or deleted from the file. 

Employees are allowed to inspect their own personnel records.  A request to do so should be directed to the Director. 

Employees who, after inspecting their personnel files, feel that any material is inaccurate or irrelevant may submit a written request to the Director to have the material revised or removed from the file.  If such a request is not granted, the employee will be permitted to place a written statement of disagreement in the file and can pursue the matter further using the regular grievance procedure [see “GRIEVANCE”].

Employees are prohibited from inspecting any personnel files except their own. 

Employees are to refer all requests from outside the Library for personnel information concerning applicants, employees, and past employees to the Director.  The Director may verify wage and salary information along with employment dates and position held. The Director is to make provisions to retain certain personnel records as required by various federal, state and local laws.

GRIEVANCE PROCEDURES

It is the policy of the Library that employees should have an opportunity, when appropriate and practical, to present their work-related complaints and to appeal management decisions through a formal grievance procedure. The Library will attempt to promptly resolve all grievances that are appropriate for handling under the policy. 

An appropriate grievance is defined as an employee’s expressed feeling of dissatisfaction concerning any interpretation or application of a work-related policy by management or other employees.  Examples of actions that may be causes of a grievance under this policy include:  application of Library policies, practices, rules, regulations, and procedures believed to be to the detriment of an employee; treatment considered unfair by an employee, such as coercion, reprisal, harassment, or intimidation; alleged discrimination because of ethnicity, gender, age, religion, sexual orientation, national origin, marital status, and handicap or veteran status; and improper or unfair administration of employee vacations, holidays, performance review, salary or seniority. 

Employees must notify the Library in a timely manner, of any grievance appropriate for handling under this policy. As used in this policy the term “timely manner” will mean ten [10] working days. 

Employees are not to be penalized for proper use of the grievance procedure. However, it is not considered proper if any employee abuses the procedure by raising grievances in bad faith or solely for the purposes of delay or harassment or by repeatedly raising grievances that a reasonable person would judge have no merit. 

The grievance procedure has two steps, but grievances may be resolved at any step in the process.  Grievances are to be fully processed until the employee is satisfied or does not file an appeal in a timely manner or until the right of appeal is exhausted. A decision becomes binding on all parties whenever an employee does not file an appeal in a timely manner or when a decision is made in the final step and the right of appeal no longer exists. 

Employees who feel they have an appropriate grievance should proceed as follows:  Step One – Bring the grievance to the attention of the Director. The Director will investigate the grievance, attempt to resolve it, and give a decision to the employee in a timely manner.  The Director should prepare a written and dated summary of the grievance and proposed resolution for file purposes.  Step Two – If the employee is not satisfied with the Director’s decision, they may appeal the decision to the Board of Trustees.  Such an appeal must be made in writing and in a timely manner.  The Director is then to submit a similar written report providing their version of the grievance and decision.  The Board of Trustees will, in a timely manner, confer with the employee, the manager, and any other members of management they deem appropriate; investigate the issues; and communicate a decision in writing to all the parties involved. The Board of Trustees decision on employee grievances is final.            

Final decisions on grievances will not be precedent-setting or binding on future grievances unless they are officially stated as Library policy. When appropriate, the decisions will be retroactive to the date of the employee’s original grievance.  Information concerning an employee grievance is to be held in strict confidence.  Accordingly, there will be no retaliation against any employee filing a grievance.

DISCIPLINARY ACTION

It is the policy of the Library to apply disciplinary action in a progressive manner to assure efficiency, safety and consistency within the organization. The Library reserves the right to send an employee home with pay for the day to prevent an incident or behavior from escalating into a situation which might result in more severe disciplinary action.  A memo to that effect will be placed in the employee’s personnel file. Disciplinary action will be based on an evaluation of all the facts, including the nature and extent of the violation. 

Disciplinary action will be discussed with the employee at each step of the procedure. The employee may request another employee be present and the supervisor may request another supervisor be present at any meeting, which may result in disciplinary action. 

All disciplinary action documents will be placed in the employee’s personnel file.  At any step in the process, the employee may respond in writing, following appropriate GRIEVANCE procedures as outlined in the Employee Handbook. 

Examples of behavior that may result in disciplinary action are: 

Immediate Dismissal–Gross insubordination, grossly negligent conduct, theft or abuse of property of the Library, an employee or a customer, unlawful distribution, possession or use of controlled substances on Library premises, sexual, racial, ethnic or religious harassment, falsification or altering of any Library records, and physical or verbal abuse of an employee or Library customer. 

Progressive Discipline–Failure to follow Library policies and procedures, failure or refusal to fulfill duties as assigned, chronic tardiness, excessive absences, improper behavior towards customers or employees, unsatisfactory quantity or quality of work, and any violation of rules governing employee conduct. 

Progressive Discipline- When disciplinary actions are needed, supervisors should adopt a progressive approach to correcting the performance or behavioral issue. Outlined below are the steps of the Library’s progressive discipline policy and procedure. The Library reserves the right to combine or skip steps depending upon facts of each situation and the nature of the offense. The level of disciplinary intervention may also vary. Some of the factors that will be considered depend upon whether the offense is repeated despite coaching, counseling and/or training, the employee’s work record and the impact the conduct and performance issues have on the Library and customers.  Copies of all progressive discipline actions will be documented and signed by both the supervisor and employee to be retained as part of the employee file.

Coaching–Supervisors should provide consistent and timely coaching to employees outlining straightforward areas for improvement. Coaching will identify the specific issue for the employee with clear expectations the employee must take to improve or resolve the issue. 

Verbal Warning with Notation–If the performance of the employee is not corrected within a length of time as agreed upon by the employee and the supervisor through coaching, the supervisor will give the employee a verbal warning with notation signed and dated by the supervisor and the employee that will be placed in the employee’s personnel file. 

Written Warning– In situations where coaching and verbal warnings have not resulted in the expected improvement, the supervisor will give the employee a written warning detailing the problem and actions needed to correct the work behavior, and the time frame in which these actions must be taken. 

Suspension–The Library Director may, upon recommendation of the supervisor, suspend the employee without pay for up to three days, following a pre-suspension hearing held with the Library Director, Board of Trustees, supervisor and employee. 

Termination–If, after suspension, the performance is not corrected immediately, the employee will be terminated by the Board of Trustees.

CONFLICT OF INTEREST

It is the policy of the Library to prohibit its employees from engaging in any activity, practice, or act which conflicts with, or appears to conflict with, the interest of the Library, its customers, or its vendors. 

It is impossible to describe all of the situations that may cause or give the appearance of a conflict of interest.  Therefore, the prohibitions included in this policy are not all-inclusive and only include some of the more clear-cut examples.  Employees have an obligation to avoid conflicts of interest and to refer questions and concerns about potential conflicts to their manager. 

Employees are not to engage in, directly or indirectly, any conduct which is disloyal, disruptive, or damaging to the Library. 

Employees are not to accept full-time, part-time or temporary employment with any organization that does business with the Library. 

Employees must disclose any financial interest they or their immediate family have in any firm that does business with the Library.  The Library may require divestiture of such interest if it deems the interest to be in conflict with its best interests. 

Employees and their immediate family are not to accept gifts, except those of nominal value from any person or firm doing, or seeking to do, business with the Library.  The meaning of gifts for purposes of this policy includes the acceptance of lavish entertainment and free long-distance travel and lodging.

SOLICITATION AND DISTRIBUTION

It is the policy of the Library to prohibit its employees from engaging in solicitation of any kind or the distribution of literature during his/her working hours or the working time of the employees to whom the employee is attempting to solicit or distribute literature. 

Solicitation is defined, but is not limited to, the requesting or urging of anyone to give or pay, or obligate them to pay money to any cause for any reason. Solicitation also includes requesting anyone to sign any document indicating membership in any organization, association, or group, indicating support for or a pledge to any cause. 

Distribution is defined, but is not limited to the passing out of any type of advertising, handbills, circulars, authorization cards, or any other forms of memorabilia. 

The Library recognizes the value of charitable organizations and encourages employees to be active participants in organizations that support or contribute to the mission of the Library. Employees wishing to provide information to other employees on charitable opportunities must use non-work time. Employees providing information should respect the working time of their co-workers as well. 

PERFORMANCE APPRAISAL

It is the policy of the Library that the employee’s supervisor shall evaluate the job performance of each employee periodically.  

The Performance Appraisal is a written evaluation of the employee’s job performance. The performance appraisal will be used as follows, but not limited to: providing an environment for discussion of job goals, career goals and plans, employee guidance, and performance expectations, providing feedback, both positive and negative, on the performance of the job to which assigned, providing a periodic assessment of job performance and to develop a plan and timetable for action to be taken to improve performance, identifying training and development needs of employees, open communication between employees and managers at all levels, providing an opportunity for employees to express their views on work conditions and concerns, documenting performance, providing a mechanism for evaluation of performance to judge promotability, requests for job changes or transfers, and determining merit salary increases and/or continued employment. 

Performance Appraisals shall be completed upon the following occasions: after the first three months [90 days] of employment, after the second three months [180 days] of employment, in December of each year, and additional appraisals may be made prior to promotions, transfers or other important personnel actions. 

The Director and Branch Manager have the responsibility to review employee performance throughout the year, to keep informal written records of significant events concerning the job performance of individuals under their supervision, and to take positive action whenever appropriate. The Director and Branch Managers also have the responsibility to discuss an employee’s job performance with the employee on an informal basis whenever the need to do so arises, either to commend the employee for excellent work performance or to take appropriate action for negative work behavior and performance.  

When commenting on an employee’s overall performance during the Appraisal period supervisors should include, but are not limited to: knowledge of the job, quantity and quality of work, promptness in completing assignment, cooperation, initiative, reliability, attendance, judgment and acceptance of responsibility. The employee and manager will sign and date the Appraisal and forward it to the Director for his/her signature and inclusion in the employee’s personnel file.  The manager will present a copy of the final Appraisal results to the employee. 

After the written Appraisal has been completed, the manager and employee shall meet and discuss the Appraisal, assess the employee’s strengths and weaknesses in a constructive manner, and set goals and objectives for the period ahead. If this written Appraisal contains an unfavorable comment or rating which the employee believes is unfair or unjustified, and the matter has not been resolved to the employee’s satisfaction during the discussions with the manager, the employee may take further action by using the regular “GRIEVANCE” procedure. 

The Director will review the manager’s written Appraisal to help assure that the evaluation function has been properly completed in as fair and objective manner as possible. The Library Director will be evaluated by the Library Board of Trustees in a manner and time frame that they determine appropriate.

LAYOFF/RECALL

It is the policy of the Library to reduce the work force as necessary due to financial emergencies, changes in Library service, re-alignment of job positions, or other reasons deemed necessary by the Library Board. 

Reduction in the work force will be prioritized by the following: employees with below adequate work performance based on annual evaluations and/or disciplinary actions, employees with the shortest period of continuous service (Continuous service is defined as the employee’s length of continuous service to the Library in a full-time or part-time capacity), and positions that present the least impact on the essential operation of the Library while providing the minimum amount of employees to provide for the smooth operation of each department. Employees will be given at least thirty [30] days of notice prior to layoff except in emergency situations as designated by the Library Board.

Employees laid off shall remain on a recall list for a period of at least twelve [12] months.  When considering job openings during that period, employees will be recalled in the reverse order of reduction, i.e., the last employee laid off will be the first employee rehired. A notice of recall will be sent to the employee by certified mail. Employees are responsible for providing their current address information to the Director.  If the employee fails to respond to the recall notice within five [5] days, the employee shall be removed from the recall list and the next eligible employee will be notified.

EMPLOYEE SUPERVISION

It is the policy of the Library that the work of all employees shall be assigned, directed and reviewed by management personnel.  Each employee will ordinarily have only one manager to whom he/she is directly responsible. 

The Branch Manager is the link between branch employees and the Director. Branch Managers communicate to the employees under their supervision the goals and policies of administration. They also communicate to administration the attitudes, suggestions and concerns of employees. 

The responsibility of each Branch Manager includes the following: to treat employees as individuals, to give recognition for good performance as well as correcting mistakes, to explain in advance when changes are necessary, to recommend good employees for promotion even if it means losing them, to show their integrity by admitting mistakes instead of shifting the blame to others, to be impartial and let employees know the reasons for any decisions that might be interpreted as unfair, to communicate a desire for good performance by setting performance goals and standards for employees, to develop a feeling of teamwork among employees, to set good examples by holding themselves to the standards of conduct and performance that they expect of employees. 

It is the responsibility of each Branch Manager to ensure that the goals regarding conduct and performance established by administration are achieved and that the policies established by this Employee Handbook are implemented. Branch Managers are expected to be involved in: training employees in special job duties that are beyond what is normally expected and recommending such special training outside the Library when it conforms to the Library’s interests, keeping employees informed on factors relating to their work assignments, work progress, and opportunities for advancement, evaluating an employee’s job performance both formally [see “PERFORMANCE APPRAISAL”] and informally whenever the need arises, recommending salary adjustments, promotions, transfers, and separations of employees, scheduling, monitoring absenteeism and tardiness, and approving requests for time off, verifying employee time sheets, recommending the hiring of additional employees or the elimination of any job, complying with all applicable federal and state laws concerning employee safety, maintaining neat and orderly work areas, implementing suggestion, disciplinary and problem review procedures, insuring that employees follow all rules and regulations.

BEHAVIOR OF EMPLOYEES

It is the policy of the Library that certain rules and regulations regarding employee behavior are necessary for the efficient operation of the Library and for the benefit of all employees.  Conduct that interferes with operations, discredits the Library, or is offensive to customers or fellow employees will not be tolerated. All employees are expected to conduct themselves and behave in a manner that is conducive to the efficient operation of the Library.  Such conduct includes: reporting to work punctually as scheduled and being at the proper workstation, ready for work at the assigned starting time, notifying their manager in advance when the employee will be absent from work or is unable to report for work on time, complying with all Library policies and procedures, smoking only at times and in places not prohibited by Library rules or local ordinances, wearing clothing appropriate for the work being performed, maintaining work place and work area in a clean and orderly appearance, treating all customers, visitors and fellow employees in a courteous manner, refraining from behavior or conduct deemed offensive or undesirable, or which is subject to disciplinary action, performing assigned tasks efficiently and in accord with established standards, and reporting to their manager suspicious, unethical, or illegal conduct by fellow employees, customers or vendors. 

The following conduct is prohibited and will subject the individual involved to disciplinary action, up to and including separation of employment, reporting to work under the influence of alcohol and/or illegal drugs and narcotics or the use, sale, dispensing, or possession of alcoholic beverages and/or illegal drugs and narcotics on Library premises, the use of profanity or abusive language, the possession of firearms or other weapons on Library property, insubordination or the refusal by an employee to follow management’s instructions concerning a job related matter, fighting or assault on a fellow employee or customer, theft, destruction, defacement or misuse of Library property or of another employee’s property, gambling on Library property, falsifying or altering any library record or report, such as an application for employment, a medical report, a time record, an expense account, an absentee report, or shipping and receiving records, threatening or intimidating management, supervisors, customers or fellow workers, horseplay, pranks, or practical jokes, sleeping on the job, improper attire or inappropriate personal appearance, engaging in any form of sexual or other form of harassment, and violation of the Library’s policies on solicitation or distribution. 

The examples above are illustrative of the type of behavior that will not be permitted, but are not intended to be all-inclusive.  Any questions in connection with this policy should be directed to your Branch Manager or the Director. 

This policy is not intended to prevent employees from exercising their rights to engage in discussions of working conditions, wages, or other terms and conditions of employment.

PERSONAL APPEARANCE/DRESS CODE

It is the policy of the Library that an employee’s dress and grooming should be appropriate to the work situation.  Radical departures from conventional dress or personal grooming standards are not permitted, regardless of the nature of the job performed. 

Library employees often have contact with the public and therefore represent the Library.  Their appearance and actions must be appropriate at all times.  The properly attired employee helps to create a favorable image for the Library.  Accordingly, the personal appearance of Library workers is to be governed by the following standards: employees are expected to take appropriate hygiene measures to be inoffensive to fellow employees and customers and employees are expected to dress in a manner that is normally acceptable in business establishments. The wearing of provocative attire, shorts, thong sandals, T-shirts (unless library related) and similar items of casual attire is not permitted, as they do not present a business-like appearance. Hair should be clean, combed and neatly trimmed or arranged. Unkempt hair is not permissible regardless of length. Sideburns, moustaches and beards should be neatly trimmed.  If an employee reports for work improperly dressed or groomed, the supervisor will instruct the employee to return home to change clothes or to take other appropriate corrective action.  The employee will not be compensated during such time away from work, and repeated violations of this policy will be cause for disciplinary action.

PATRON RELATIONS

It is the policy of the Library to provide its patrons with the best possible service.  Employees are expected to treat patrons in a courteous, respectful manner at all times. 

Employees should always remember that the patron comes first.  Patrons should always be treated with the same common courtesy and respectful manner that each employee would want if their roles were reversed.  Employees with direct patron contact are expected to promote the Library’s best interest and to build customer goodwill.  Such employees should also report recurring patron-related problems to their supervisor and/or make suggestions or changes in Library policies or operating procedures. 

Employees should be prepared to listen carefully to patron inquiries and complaints and then deal with them in a responsive, professional manner.  If a controversy arises, the employee should attempt to explain Library policy in a clear, yet deferential manner.  If a patron becomes unreasonable or abusive and the employee cannot resolve the problem, the patron should be referred to the employee’s supervisor. 

Employees should be particularly careful to exercise courtesy and thoughtfulness in using the telephone.  A positive telephone contact with a patron can enhance goodwill while a negative experience can destroy a valuable relationship.  The following procedures should be observed whenever possible. When answering the telephone use a pleasant tone of voice, identify yourself, give the name of the Library and say “May I help you” or other appropriate greeting in a businesslike and professional manner.  Under no circumstances are employees to release, openly discuss, or disclose confidential patron records to anyone other than through the normal transaction of business between the individual patron and Library employees.

DRUG FREE WORKPLACE

The Library takes seriously the problem of drug and alcohol abuse, and is committed to providing a substance abuse-free workplace for its employees. Substance abuse of any kind is inconsistent with the behavior expected of our employees, subjects all employees and visitors to our facilities to unacceptable safety risks, and undermines our ability to operate effectively and efficiently.   

The Library recognizes alcohol and drug abuse as potential health, safety and security problems. The Library expects all employees to assist in maintaining a work environment free from the effects of alcohol, drugs or other intoxicating substances.  

All employees are prohibited from engaging in the unlawful manufacture, possession, use, distribution or purchase of illicit drugs, alcohol or other intoxicants, as well as the misuse of prescription drugs on Library premises or at any time and any place during working hours. While we cannot control your behavior off the premises on your own time, we certainly encourage you to behave responsibly and appropriately at all times.  All employees are required to report to their jobs in appropriate mental and physical condition, ready to work.  

Substance abuse is an illness that can be treated.  Employees who have an alcohol or drug abuse problem are encouraged to seek appropriate professional assistance. When work performance is impaired, admission to or use of a treatment or other program does not preclude appropriate action by the Library. 

WEAPON FREE WORKPLACE

To ensure that the Library maintains a workplace safe and free of violence for all employees, the Library prohibits the possession or use of perilous weapons on Library property.  

 A license to carry the weapon on Library property does not supersede Library policy. Any employee in violation of this policy will be subject to prompt disciplinary action, up to and including termination. All employees are subject to this provision, including contract and temporary employees. 

“Library property” is defined as all Library-owned or leased buildings and surrounding areas such as sidewalks, walkways, driveways and parking lots under the Library’s ownership or control. This policy applies to all Library owned or leased vehicles and all vehicles that come onto Library property. 

“Perilous weapons” include, but are not limited to, firearms, explosives, knives and other weapons that might be considered dangerous or that could cause harm. Employees are responsible for making sure that any item possessed by the employee is not prohibited by this policy.  

The Library reserves the right at any time and at its discretion to search all Library-owned or leased vehicles and all vehicles, packages, containers, briefcases, purses, lockers, desks, enclosures and persons entering its property, for the purpose of determining whether any weapon has been brought onto its property or premises in violation of this policy. Employees who fail or refuse to promptly permit a search under this policy will be subject to discipline up to and including a termination.

HARASSMENT 

It is the policy of the Library to provide a work environment that is pleasant, professional, and free from intimidation, hostility or other offenses, which might interfere with work performance. Harassment of any sort—verbal, physical, visual—will not be tolerated, particularly against employees in protected classes. These classes include, but are not necessarily limited to: race, color, religion, sex, age, sexual orientation, national origin or ancestry, disability, medical condition, marital status, veteran status, or any other protected status defined by law.  The Library prohibits harassment of its employees in any form by supervisors, co-workers, patrons, or business associates. 

Workplace harassment can take many forms. It may be, but is not limited to: words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact violence.  Such conduct may result in disciplinary action up to and including dismissal of the employee who harasses others. With respect to non-employees, offending Library patrons and business associates will be asked to leave and not to return. 

Harassment is not necessarily sexual in nature. It may also take the form of other vocal activity including derogatory statements not directed to the targeted individual but taking place within their hearing. Other prohibited conduct includes written material such as notes, photographs, cartoons, articles of a harassing or offensive nature, and taking retaliatory action against an employee for discussing or making a harassment complaint. 

Sexual harassment may include unwelcome sexual advances, requests for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile and intimidating working environment and prevents an individual from effectively performing the duties of their position. It also encompasses such conduct when it is made a term or condition of employment or compensation, either implicitly or explicitly and when an employment decision is based on an individual’s acceptance or rejection of such conduct. 

All Library employees, and particularly supervisors, have a responsibility for keeping our work environment free of harassment. Any employee who becomes aware of an incident of harassment, whether by witnessing the incident or being told of it, must report it to their supervisor or the Director. The offended employee may contact the Board of Trustees only if the complaint is against the Director. When management becomes aware of the existence of harassment, it is obligated by law to take prompt and appropriate action, whether or not the victim wants the library to do so. 

Any incidents of harassment from employees or the public must be reported to a supervisor or the Director immediately even if you are not sure the offending behavior is considered harassment. Appropriate investigation and disciplinary action will be taken. All reports will be promptly investigated with due regard for the privacy of everyone involved. However, confidentiality cannot be guaranteed. Any employee found to have harassed a fellow employee or subordinate will be subject to severe disciplinary action up to and including termination. Retaliation of any sort will not be permitted. No adverse employment action will be taken for any employee making a good faith report of alleged harassment. However, willfully false statements or allegations made by any individual will not be tolerated, and will result in disciplinary action, which may include termination.

COMPUTER AND ELECTRONIC MAIL USAGE POLICY

This policy is to advise those who use Library equipment on the subject of access to and disclosure of computer-stored information, and electronic mail (e-mail) messages created, sent or received by the Library’s employees with the use of Library equipment.  It also sets forth policies on the proper use of the computer and e-mail systems provided by the Library.   Any employee who violates this policy or uses the electronic communication systems for improper purposes may be subject to discipline, up to and including termination. 

The Crawford County Library District needs to be able to respond to requests resulting from legal proceedings that call for electronically stored evidence.  The contents of computers and e-mail, properly obtained for some legitimate business purpose, may be disclosed by the Library if necessary within or outside of the Library. 

Computer Software/Copyright Laws– The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U.S. Code states that “It is illegal to make or distribute copies of copyrighted material without authorization” (Section 106). The only exception is the users’ right to make a backup copy for archival purposes (Section 117).  The law protects the exclusive rights of the copyright holder and does not give users the right to copy software unless a backup copy is not provided by the manufacturer.   According to the U.S. Copyright Law, illegal reproduction of software can be subject to civil damages and criminal penalties, including fines and imprisonment. Library employees who make, acquire or use unauthorized copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include termination. Crawford County Library District licenses the use of computer software from a variety of outside companies. We do not own this software or its related documentation and, unless authorized by the software manufacturer, do not have the right to reproduce it.  With regard to use on local area networks or on multiple machines, Library employees shall use the software only in accordance with the software publisher’s license agreement. Library employees aware of any misuse of software or related documentation within the system must notify their supervisor or the Director immediately. 

Electronic Mail–Library computers and e-mail, should only be used for conducting Library business.  Incidental and occasional personal use of Library computers and e-mail systems is permitted when the employee is on break time, but information and messages stored in these systems will be treated no differently from other Library-related information and messages. Although we provide certain codes to restrict access to computers and e-mail to protect these systems against external parties or entities obtaining unauthorized access, employees should understand that these systems are intended for business use, and all computer information and e-mail messages are to be considered as library records. The Library maintains the right to enter into any of these systems and to inspect and review any and all data recorded in those systems, including e-mail messages left on or transmitted over the Library system. Employees should not assume that such messages are private and confidential. 

The Library’s e-mail system may not be used to solicit for commercial ventures, religious or political causes, outside organizations, or other non-job related solicitations. The e-mail system is not to be used to create any offensive or disruptive messages (see also sections on Harassment and Violence in this handbook).  The e-mail system may not be used to send or receive copyrighted materials, proprietary financial information, or similar materials without prior authorization.  Individuals using the Library’s computers should have no expectation that any information stored on their computer, whether the information is contained on a computer hard drive, computer disks or other type of data storage will be private. The Library has the right to, but does not regularly monitor e-mail messages. We will inspect the contents of computers or e-mail in the course of an investigation triggered by indications of unacceptable behavior or as necessary to locate needed information that is not more readily available by some other less intrusive means. Given our right to retrieve and read any e-mail messages, such messages should be treated as confidential by other employees. The Director will review any request for access to the contents of an individual’s computer or e-mail prior to access being made without the individual’s consent.

SAFETY

It is the policy of the Library to commit to the safety and health of all employees and recognizes the need to comply with regulations governing injury and accident prevention and employee safety. Maintaining a safe work environment requires the continuous cooperation of all employees. 

If you are ever in doubt about how to safely perform a job, it is your responsibility to ask your supervisor for assistance. Any suspected unsafe conditions and all injuries that occur on the job must be reported immediately. Compliance with these safety rules is considered a condition of employment. Therefore, it is a requirement that each supervisor make the safety of employees an integral part of her/his regular management functions. It is the responsibility of each employee to accept and follow established safety regulations and procedures. 

  • Safety is to be given primary importance in every aspect of planning and performing all Library activities. We want to protect you against occupational injury and illness.   Below are some general safety rules to assist you in making safety a regular part of your work.  
  • Safety is everyone’s responsibility. Remind your co-workers about safe work methods. Immediately report any suspected hazards and all accidents to your supervisor. 
  • Ask for assistance when lifting heavy objects or moving heavy furniture. Bend your knees, get a firm grip on the object, hold it close to your body and space your feet for good balance. Lift using your stronger leg muscles, not your weaker back muscles.  Stack materials only to safe heights.  Keep cabinet doors and file/desk drawers closed when not in use.  
  • Keep sharp objects and dangerous substances out of the trash can. Items that require special handling should be disposed of in approved containers. 
  • To prevent slips and tripping, clean up spills and pick up debris immediately.   
  • Do not stand on a wet floor while using any electrical apparatus. Do not overload outlets.  Don’t make unauthorized connections or repairs.   Use flammable items, such as cleaning fluids, with caution. 
  • Know where fire extinguishers are and how to use them.  

If you are ever in doubt regarding the safe way to perform a task, please do not proceed until you have consulted a supervisor. Employees will not be asked to perform any task which may be dangerous to their health, safety or security. If you feel a task may be dangerous, inform your supervisor at once. 

We strongly encourage employee participation and your input on health and safety matters. Employees may report potential hazards and make suggestions about safety without fear of retaliation. We appreciate, encourage and expect this type of involvement! The success of the safety program relies on the participation of all employees. Though it is the Library’s responsibility to provide for the safety, health and security of its workers during working hours, it is the responsibility of each employee to abide by the rules, regulations and guidelines set forth. Failure to adhere to these safety rules will be considered serious infractions of safety rules and will result in disciplinary actions. 

All accidents, injuries, potential safety hazards, safety suggestions and health and safety related issues must be reported immediately to your supervisor. If you or another employee is injured, you should contact outside emergency response agencies, if needed.  Federal law requires that we keep records of all illnesses and accidents which occur during the workday. If an injury does not require medical attention, a Supervisor and Employee Report of Accident Form must still be completed in case medical treatment is later needed and to ensure that any existing safety hazards are corrected.  

HOLIDAYS

It is the policy of the Library to observe holidays each year as determined by the Board of Trustees.  Our facilities will be closed for the following holidays:

New Year’s Day • Good Friday• Memorial Day • Independence Day • Labor Day • Thanksgiving Day • Day after Thanksgiving • Christmas Eve • Christmas Day

Holidays are not considered paid time off.  The Board of Trustees reserves the right to add additional days to this list as they might deem necessary.

VACATION 

It is the policy of the Library to award all employees, working more than thirty (30) hours per week, with five (5) days/forty (40) hours of paid time off per year, after the employee’s one year anniversary.  Temporary employees are not eligible for PTO. An employee is eligible for PTO after the completion of one full year of employment.  PTO can be used hourly, daily, or consecutively but notice must be given to and approved by the employee’s immediate supervisor at least two (2) weeks in advance. PTO does not accrue and will be forfeited if not used by the employee’s next anniversary date.  Every effort will be made to grant your request for vacation at the time you desire. However, vacations cannot interfere with Library operation and therefore must be approved by the Director in advance. If any conflicts arise in requests for vacation, consideration will be given to date of request, seniority, and work coverage. 

 SICK LEAVE POLICY

It is the policy of the Library to provide regular full-time employees and part-time employees working more than thirty (30) hours per week with three (3) days of sick leave beginning on January 1 each year after the first year of employment.  Temporary employees are exempt from sick leave. Sick leave does not accrue and will be forfeited if not used by December 31 of each year. You may use your sick leave in units of no less than one hour at any one time. Please let your supervisor know that you will be absent from work due to illness as early as possible. If you must leave during a workday for health reasons, notify your supervisor. 

In addition to utilizing sick leave in the event of your own illness, sick leave may also be used for the purpose of visiting doctors, dentists or other recognized practitioners. Sick leave may also be used for the purpose of tending to a medical need suffered by a member of your immediate family, in the event the illness requires your personal time and attention. For purposes of this policy, immediate family includes spouse, child, parent, or sibling. 

The Library may require a doctor’s certificate verifying the necessity for absence(s) and the specific illness, injury, or other disability to which the absence is attributed. 

Sick leave benefits shall begin on the first day of absence and continue until the employee returns to work or has used all accumulated sick leave.  

In the event of an illness or injury, which is covered by Workers’ Compensation insurance, this Sick Leave Policy will defer to state statutes.  If you are injured while in the employ of others, Library sick leave will not be allowed.

BEREAVEMENT

It is the policy of the Library to grant our employees two (2) days of paid leave following the death of an immediate family member.  (i.e. husband, wife, father, mother, son, daughter, brother, sister, father-in-law, mother-in-law, grandparent) A letter of attendance will be required for the employee personnel file.  Additional unpaid time off can be arranged for an employee wishing to attend the funeral of a close friend or other family member. All time off must be arranged through the Branch Manager or Director.

JURY DUTY

It is the policy of the Library to provide employees time off for necessary jury duty.  Employees notified to report for jury or witness duty must advise their Branch Manager or the Director as soon as notification is received, so work schedules can be arranged. Employees serving on jury duty or as a witness must report to work as soon as the court dismisses them when the dismissal occurs during the employee’s work schedule.

FAMILY AND MEDICAL LEAVE OF ABSENCE (FMLA)

The Library will not discriminate against employees as a result of the approved use of family care or medical leave or a proper request for such leave. Requests for family care and medical leave will be considered without regard to race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status or veteran status. 

A FMLA leave of absence is an official authorization to be absent from work without pay for a specified period of time. Eligible employees are entitled for a total of 12 weeks of unpaid leave per calendar year for use in any combination of the following categories: 

• For the birth or placement for adoption of a child. A leave that relates to the birth or adoption of a child must be completed within 12 months of the birth or adoption, if you qualify and are applying under federal law. If you qualify and apply under state law (actively employed for 12 months and worked at least 1000 hours) the leave must begin within 16 weeks of birth or adoption of the child. 

• For the employee’s own serious health condition, with healthcare provider certification of the condition.  Also, to care for an employee’s spouse, parent, or child with a serious health condition, with healthcare provider certification of the condition and of the employee’s need to provide care. 

To be eligible for FMLA: 

• Employees must have worked for the Crawford County Library District for at least 12 months and have worked at least 1,250 hours during the 12-month period preceding the leave request. 

 Other considerations: 

• Employees may request one or more family care or medical leaves, however, the total amount of leave taken cannot exceed 12 work weeks in any 12-month period. You may request an intermittent leave or reduced schedule leave to care for a seriously ill family member or if you have a serious health condition that warrants such a request.

 • Leave of absence rights available to you under other sections of our policy shall be counted towards the total time off available under this section. 

• Upon completion of a leave granted under this section, you shall be reinstated to your original position, or an equivalent one. 

• If, due to your own medical circumstances, you are no longer able to perform your original job, we will attempt to transfer you to alternate suitable work, if available. 

• If additional family care or medical leave is required you must, prior to expiration of the family care or medical leave, submit additional certification to the Director. 

• In appropriate circumstances, we may require you to be examined by a library-designated physician, at the Library’s expense. 

• In the event of a serious health condition to the employee or his/her child, spouse, or parent, creating a need for unforeseeable family or medical leave, the employee must provide us with notice, as soon as practicable, of any needed time off, and a written doctor’s certificate. The certification must include the date on which the health condition occurred, the probable duration of the condition, an estimate of the amount of time you need to be off work to care for the family member or for your own health condition, and confirmation that the nature of the condition warrants you to be away from work to care for yourself or your dependent. 

• Employees shall be required to give a thirty (30) day advance notice in the event of a foreseeable medical treatment. To assist us in arranging work assignments during your absence, we ask that you give us prior notice, to the extent possible, of an expected birth or adoption, as well as an indication, to the extent known, of your expected return date. To facilitate your return to work, we also ask that you provide us with two weeks advance notification of your intended return date. Failure to do so may delay your return date. 

Definitions: 

• A child is defined as a natural, adopted, or foster child, a stepchild or a legal ward. If the child is over eighteen (18), he/she must be unable to care for himself/herself due to a serious illness. • A parent is defined as the employee’s or his/her spouse’s natural, adoptive, or foster parent, stepparent, or legal guardian.

 • A serious health condition is defined as a disabling physical or mental illness, injury, impairment, or condition involving 1) inpatient care in a hospital, nursing home, or hospice; or 2) outpatient care requiring continuing treatment or supervision from a health care professional. 

 • At all times our disability leave policy will be in compliance with the laws of the State of Missouri

MILITARY SERVICE LEAVE

The Library is committed to protecting the job rights of employees absent on military leave. 

Employees who are inducted into the U.S. Armed Forces or who are reserve members of the U.S. Armed Forces or Missouri National Guard will be granted leaves of absence for military service, training or other obligations in compliance with state and federal laws.  

Employees on temporary or extended Military Leave may, at their option, use any or all accrued paid time off during their absence.  Employees are requested to notify their supervisors as soon as they are aware of the military obligation.  

At the conclusion of the leave, employees generally have the right to return to the same position held prior to the leave or to positions with equivalent seniority, pay and benefits.   The Library complies with all Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA) guidelines regarding employment, reemployment, and retention in employment, when employees serve or have served in the uniformed services. 

If an employee fails to return to work at the conclusion of an approved Military Leave the employee will be considered to have resigned.

EXPENSE REIMBURSEMENT  

You must have the Director’s written authorization (usually by way of a requisition or purchase order) prior to incurring an expense on behalf of the Library. To be reimbursed for all authorized expenses, you must submit an expense report or voucher accompanied by receipts and it must be approved by the Director. Please submit your expense report or voucher each week, as you incur authorized reimbursable expenses. In order for the Library to keep records and accounting accurate and current, expense reports or vouchers older than two months old may not be honored.

SALARY ADMINISTRATION POLICY 

It is the policy of the Library, subject to budgetary constraints, to pay wages and salaries that are competitive with rates being paid for like jobs by other libraries of similar size.  Salary increases are based on budget allocations, market conditions and job performance. 

The Library Board of Trustees has established a salary range schedule for each approved Library employee position and/or classification.  It is the responsibility of the Library Board to determine whether existing salary ranges are competitive and whether the salaries of individual employees accurately reflect their job responsibilities.  The Library Board will determine adjustments to the salary ranges.

In October of each year, the Library Board will analyze the market and recommend adjusting salary ranges, if necessary.  The purpose of these adjustments is to keep the salary ranges competitive with the market forces affecting new hires and employees.  The salary range adjustment will not affect an employee’s actual salary within the range. 

By December of each year, the Library Board, on the basis of funds available for the coming year, will recommend a Salary Package.   The Salary Package, when possible, will include a percentage increase in pay.  Total increases could not exceed the salary funds established by the Board.  In the event there are excess monies not distributed, these would be returned to the General Fund. 

New employees are hired at the minimum rate assigned to their position. However, the Director may recommend higher starting rates based on work experience, advanced education, or special education or training. Exceptions to the posted salary for a position must be authorized by the Library Board. 

Salary adjustments will take effect on January 1st of each year. Employees hired after October 1st of each year are not eligible for a salary adjustment until the following year. Salary increases for employees will be based on results of the regular performance appraisals.  The percentage of increase will be determined by the Library Board based on the amount of money available in the Salary Package.  

Employees who are already paid at the top of their salary range will not be eligible for salary increases until the market catches up (and salary ranges are adjusted). 

Policies regarding salary increases and salary schedules are at the sole discretion of the Library Board who may modify them at any time.

HOURS OF WORK 

It is the policy of the Library to establish the time and duration of working hours as required by workload, customer needs, and the efficient management of personnel resources.  Hours of work will be determined by the Library Board to best meet the needs of our communities.  

TIMEKEEPING AND PAYROLL POLICY

All Library employees are paid bimonthly on the 15thand 30th. If the regularly scheduled payroll date falls on a weekend or a holiday, employees will be paid on the last working day immediately preceding the regular pay date.   

On each pay date, employees will receive a statement [check stub] showing gross pay, deductions and net pay.  Federal and State taxes and will be deducted automatically. 

  • Salary Deductions and Withholding – The Library will withhold the following from employee paychecks:   Taxes – Federal, state, and local taxes, as required by law, as well as the required Medicare payments. Other Deductions – Other deductions including mandatory garnishments. Direct Deposit – Employees will have their paycheck deposited directly into a bank account.  An authorization form for deposit is available from the Director. 

Timekeeping – All employees (exempt and nonexempt) are required to use the timekeeping system to record their hours worked and paid time off. Nonexempt employees are required to record their clock in/out for payroll and attendance purposes. The timekeeping records will be used to track attendance and time off accruals for the exempt employee. Employees are to maintain an accurate daily record on their hours worked. All absences from work schedules should be appropriately recorded. Entries should be made daily.  Employees should record their time in no sooner than 10 minutes before/after the scheduled shift and time out no later than 10 minutes before/after the scheduled shift.  If the employee misses an entry into the timekeeping system, the employee must notify the supervisor as soon as possible for verification. Employees who consistently miss time clock entries will be subject to disciplinary action.  Employees must approve their time each pay period. Managers are responsible for ensuring that all of their direct reports have correct time entries.

MEDIA RELATIONS 

The Library will generally provide a response to media inquiries within 24 hours of receipt.  

All media inquiries, whether verbal or written, are to be directed to the Director who will evaluate the request and answer or direct it as appropriate. 

All press releases will be issued as deemed necessary and relevant by the Board of Trustees. The Board of Trustees will approve all press releases prior to distribution. In addition, press releases that include quotes by senior employee will be approved by the individual quoted.  

RECEIPT & ACKNOWLEDGEMENT

 On your first day at work you will receive a copy of this page. Please read the following statements, and sign at the bottom and return to the Director for inclusion in your personnel folder.  

Understanding and Acknowledging Receipt of the Crawford County Library District Handbook.

I have received and read a copy of the Crawford County Library District Employee Handbook. I understand that the policies and benefits described in it are subject to change at the sole discretion of the Library’s Board at any time. 

At-Will Employment Agreement 

I further understand that my employment is at will, and neither I nor Crawford County Library District has entered into a contract regarding the duration of my employment. I am free to terminate my employment with the Library at any time, with or without reason. Likewise, the Library has the right to terminate my employment, or otherwise discipline, transfer, or demote me at any time, with or without reason, at the discretion of the Library. No employee of the Library can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without the written approval from the Board. 

Confidentiality Policy Agreement 

I am aware that during the course of my employment confidential information may be made available to me, for instance, Library patron information, employee information, and other related business information. I understand that this information is proprietary of the Crawford County Library District and must not be given out or used outside of the Library’s premises or with non-Library employees. In the event of termination of employment, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual or group.