The Stevens County Library welcomes you to the staff.  Good employee relations require plans and policies. This manual contains information you will need to know to do your job to the best of your ability.  Please take the time to read it carefully.  Thank you.

The Stevens County Library operates to provide efficient and effective library services to the community and area.  Providing quality service and access to information is a priority.  High standards of efficiency, effectiveness, and loyalty are required of the staff.  A work environment in which employees can contribute in the most effective manner is the responsibility of every person on the staff.  Employees are encouraged to express themselves concerning improvement of work methods and working conditions.  Common goals shared by all staff members must remain as priorities.  These goals are patron satisfaction, equal access of information to all, and the timely supply of appropriate information.  Achievement of these goals requires cooperation among staff members.

The mission of the Stevens County Library is to provide resources and services necessary to meet the evolving educational, recreational, technological, and informational needs and interests of the community.

The Stevens County Library was formed in 1914 by the young people of Stevens County and the Hugoton Woman’s Club.  It was housed in empty buildings, churches, courthouse and newspaper office before the first permanent facility was built as an N. Y. A. project in 1934.  The present building was completed in 1961, expanded in 1976, expanded again in 1985, and enlarged and remodeled in 2000.

The Stevens County Library is affiliated with The Southwest Kansas Library Systems, which was established in 1965 by the Kansas Legislature to provide services to libraries in the twenty-one counties in the southwest corner of Kansas.  “The System” operates under the authority of the K. S. A. 75-2547 to 75-2552.

The information contained in this personnel policy manual applies to all employees of the Stevens County Library.  Its contents are not to be interpreted as a contract between the Library and any of its employees.  This personnel policy is not intended to and does not constitute any sort of contract employment, either expressed or implied.  Although these policies do not constitute any type of employment contract, all employees are expected to be knowledgeable of such policies and abide by such policies.

The Board of Trustees of the Stevens County Library expressly reserves the right to change any of their policies without prior notice, including those covered here, at any time.  Employees will be notified of any changes by appropriate means.  Amendments or new policies will be effective on dates determined by the Board of Trustees.  Only the Board of Trustees in consultation with the Director has the authority to change any policy.  Final interpretation of policy resides with the Board of Trustees.  This policy supersedes all previous personnel policies.

The Board of Trustees of the Stevens County Library assigns responsibility to the Library Director for supervision of the work force.  This supervision includes the responsibility to hire, lay off, and terminate personnel; to schedule the staff; to authorize procedures; and to carry out the customary functions of management.  The director will be responsible for carrying out the personnel policies approved by the Board of Trustees.

Required notices relating to federal, state or local employment regulations will be posted in the business office.  It is the responsibility of each employee to read these notices.

All requests for information about current or former library employees should be referred to the Director.  This includes requests for verification of employment, credit checks, government investigations and routine references.  Supervisors should not discuss current or former employees or answer questions concerning such, no matter how harmless these questions appear to be.  The institution will comply with the right to privacy provisions and Kansas open record statutes, which require that only hire date, term of employment, position and verification of salary within range need be disclosed.  Additional employee information disclosable in accordance with State and Federal law may be released at the discretion of the Director upon receipt of a proper request.  All requests for employment references must be referred to the Director and must be submitted on official letterhead of the requesting entity.

 

Job descriptions will be provided for all staff positions.  The job description for each position will be reviewed for changes or updates at least annually.

Each employee is classified in one of the following categories based on the conditions under which he or she is employed.

An individual who has satisfactorily completed a training period and works a full time 40-hour-per-week job.

An individual who has satisfactorily completed a training period and whose workload is less than 40 hours per week.

An individual who is in a training period for six months.  Formal evaluations will be made at the end of three (3) months and again at the end of six (6) months.  If the employee’s service is acceptable, his or her status is changed to full- or part-time at the end of the six-month training period.  If the employee’s service is not acceptable, he or she may be subject to dismissal or an extension of the training period.

An individual who is hired under special circumstances at the discretion of the Director

The employees job classification or a change in classification, in no way affects the employee’s status as an “at will employee.”  Consequently, any employee may be terminated, with or without cause or prior notice, at any time regardless of the employee’s job classification or job performance.

 

Recruitment to fill open positions may be made through open application.  Available positions will normally be advertised in the local paper and an internal notice will be posted at the circulation desk.  Advertisement for full-time and professional positions may be advertised in professional journals and other recruitment publications and services, as needed.  The Director reserves the right in unusual situations to fill positions without posting or advertisement.

Persons interested in employment will fill out official library employment application forms that are available in the Director’s office or at the circulation desk.  Such forms will include information regarding residence, training, experience, references, and other pertinent information.  Interviews and/or tests may be administered to measure the relative capacities of the person to perform the responsibilities of the position.

Applications will be held on file for at least sixty (60) days.

Upon acceptance of a position, an employee is required to complete the employment forms by contacting the Director. (See Appendix)

Employees shall notify the Director promptly of a change of name, address or telephone number.

Any change in number of dependents or change in marital status must be reported to the Director so that Federal Withholding Exemption Certificate files can be updated and maintained.

All employment records and personal information are the exclusive property of the library.  Employee review of such records or information may be granted at the sole discretion of the Director and under such terms and conditions as may be established by the Director.

 

The Stevens County Library maintains a policy of nondiscrimination with employees and applicants for employment.  No aspect of employment with the organization will be influenced in any manner by race, color, religion, gender, age, national origin, disability, veteran status, or any other basis prohibited by applicable law.

Nothing in the previous paragraph is meant to limit or expand the library’s obligation beyond that required by state, local and federal laws, rules and regulations in all phases of employment including but not limited to, recruitment, hiring, training, promotion, compensation, benefits, transfer and dismissals.

It is the policy of the Stevens County Library that two or more employees who are related as immediate family will not be employed within the organization unless the Board of Trustees has reviewed and approved the proposed employment of such relative. “Immediate family” will be defined as: spouse, child/stepchild, mother/father, sister/brother, foster parent, mother-in-law/father-in-law, sister-in-law/brother-in-law, daughter-in-law/son-in-law, grandparent, grandchild, foster child, or any person residing in the employee’s household, regardless of legal relationship.

In the event an “immediate family” relationship develops between employees after employment, the Director is authorized to take whatever action appears to be in the best interest of the organization including but not limited to transfer or reassignment of either or both employees or dismissal of either or both.  Direct supervision of an immediate family member by another family member will not be allowed except under unusual and exceptional circumstances.

Employment of a member of the immediate family of a Board of Trustees member of the organization, although not prohibited by the above policy, will be carefully reviewed by the Board of Trustees and is subject to said Board of Trustees approval.

Employees of the Stevens County Library are “employees at will.” An employer of the Stevens County Library may terminate the employment relationship at any time and for any reason.  This includes termination with or without cause and also with or without advance notice.  Likewise, the employee may terminate the employment relationship at any time with or without reason or advanced notice.

 

Harassment is contrary to basic standards of conduct between individuals and is prohibited by federal and state law. It will therefore constitute a violation of library policy for any employee to engage in any form of harassment based upon race, color, religion, gender, age, national origin, or disability.  Any act, whether physical, verbal or visual that has the effect of unreasonably interfering with a person’s work performance or creates an intimidating, hostile or offensive work atmosphere is prohibited.

The Stevens County Library will not tolerate sexual harassment in any form.  No employee will threaten or imply that an employee’s refusal to submit to sexual advances will adversely affect an employee’s employment, evaluation, pay promotion, job assignment, or any other aspect or condition of employment.  Any employee who violates this policy will be subject to disciplinary action up to and including dismissal.

Personnel will report immediately any harassing behavior or incident to the Director (or Board of Trustees member should the Director be involved) in writing with the date, location, and name(s) of individuals involved.  If, after the investigation by the Director (or Board of Trustees), the issue is not resolved the matter may be presented in writing to higher authority (Board of Trustees, Human Relations Commission, etc.).  An employee may ask the city or county human relations resource person, another employee, or Supervisor to be present at a complaint discussion with any level of management.  In its effort to prevent discrimination or harassment of any kind, the Stevens County Library will maintain an open-door policy.  All complaints will be investigated as promptly and confidentially as possible under the circumstances.

Each employee is urged to develop skills in his or her present position and to learn as much as possible about the operations of the library and their policies to be better qualified for promotion when opportunity presents itself.

The library reserves the right to transfer or reassign any employee at any time when such action is determined by the Director to be in the best interest of the institution.  Transfer or reassignment of the employee may constitute an adjustment in wages or salary.

Performance evaluations provide the opportunity to discuss job strengths, job tasks, identify and correct weaknesses, encourage and recognize achievements, o determine goals and to discuss the best approach for meeting those goals.  Formal evaluations of each employee’s performance of his or her duties and responsibilities will be made by the Director. In the case of the Director the evaluation will be made by the Board of Trustees. The formal evaluation will be in writing on forms authorized by the Director.  The Director will complete at least one formal annual evaluation during the month of the anniversary date of the employee’s initial hire.  Other formal evaluations may be conducted at any time.  Employee evaluations will be considered in determining salary, promotions, disciplinary actions and continuation of employment.

Whenever a layoff of personnel is determined by the Board of Trustees or Director to be necessary, those employees affected will be given as much advance notification as possible under the circumstances.  The institution reserves the right to reduce hours or reassign job tasks as deemed necessary by the Director.

An employee of the Stevens County Library who desires to terminate his or her service with the library is required to submit a written resignation to the Director.  The library would appreciate, but does not require, at least two- (2) week’s notice of the employee’s resignation.

Employees planning to retire are requested to give thirty (30) days notice to insure that retirement forms are submitted in a timely manner.  This will allow prompt payment of benefits.

Under current regulations employees covered by KPERS may receive full retirement benefits through KPERS at age 62 with 10 years of service credit or when age plus years of service equals 85 points or in the event of permanent disability.  Reduced benefits may be received at age 55 with 10 years service.

Employees who are mentally and physically able to adequately perform their job responsibilities and wish to continue employment may do so past the traditional age of eligibility for KPERS retirement.

An employee, who is leaving employment, whether through resignation, retirement or dismissal, is responsible for returning any institution property which is in the employee’s possession at the time of termination.  Such property may include but is not limited to keys, institution owned equipment, etc.

 

It is the policy of the Stevens County Library to establish and maintain compensation programs that are equitable, personally motivating and effectively administered under federal and state law.  Salary levels are recommended by the Director and Board of Trustees and are approved in the budget document.  The salary classifications and compensation ranges are available from the Director upon request.

The Board of Trustees at its discretion may annually establish a determined percentage of the employee’s total salary to be given to full- and part-time employees who have completed one full year of service.  Library aides and employees with less than one year of service will be paid a flat amount to be determined by the Library Board of Trustees.

Under the federal Fair Labor Standards Act (FLSA), employers must pay overtime to employees who work in excess of 40 hours per week.  However, the law exempts certain kinds of jobs from overtime requirements if the employee is paid at least a prescribed minimum salary and the job meets special criteria established by the U. S. Department of Labor.  Administrative employees are among those classified as exempt from federal overtime requirements along with professionals, executives, and sales personnel.

Employees in non-exempt positions are expected to adjust weekly work schedules to avoid working more than forty (40) hours in one week.   Every effort should be made to adjust the weekly schedule at times that are least critical to public service.  Overtime may be authorized in writing by the Director, but only under extreme and unusual conditions. Overtime hours shall not be worked except as authorized in writing by the Director All full-time positions have been reviewed for Fair Labor Standards compliance.  Paid overtime for non-exempt positions working more than forty (40) hours per week shall be compensated at one and one half (1 1/2) times the employees’ regular hourly rate of pay. Accrual of compensatory time is discouraged and will only be allowed upon prior written approval of the Director.

Exempt personnel may be permitted to take flexible time when they can do so without affecting the organization and the performance of duties within the department.  Exempt personnel should view flexible time as a privilege rather than a right.  Employees should be aware that proper performance of their duty and the operations of the organization will take priority over the use of “flex-time.” The following job classifications have been exempted from overtime in accordance with the Fair Labor Standards Act:  Director; Assistant Director (Revised 4/14/2008)

Other positions may be determined by the institution to be exempt and will be treated as such.

 

Employees are required to maintain an accurate time card noting hours worked and all types of leave earned and taken.  Business office personnel will keep all official payroll records and may call for time cards at any time.  The first payroll period begins on the first working day of each calendar month and ends on the fifteenth day.  The second payroll period begins on the sixteenth day of each calendar month and ends on the last working day of the calendar month.  Employees are paid twice per month.

The following are mandatory deductions by state or federal law:

a)                  State and federal income tax withholding

b)                  FICA (Social Security) and Medicare

c)                   Kansas Public Employment Retirement System (KPERS) – This deduction applies to all employees working more than 1000 hours annually.

d)                  Court ordered withholdings

The following are voluntary deductions from paychecks and must be authorized in writing by the employee:

a)                  Health insurance premiums not provided by the organization

b)                  Charitable contributions

c)                   Others upon request and approval of the Director

The Stevens County Library will attempt to budget funds for representation at state or regional meetings by employees charged with responsibility in specialized areas.  All such attendance must be approved in advance by the Director.  Travel costs, lodging, meals and compensatory time for travel will be granted for attendance at these meetings.  Time will be computed at one (1) hour for each hour of travel and actual time in attendance.  Meal receipts including appropriate tip will be reimbursed at an amount not to exceed $25.00 per day.  Mileage will be reimbursed at the current IRS rate.  The “per mile” compensation paid by the organization to an employee for the use of his/her personal vehicle in the interest of the organization is considered reimbursement for wear, tear, use, gas, depreciation, liability and physical damage insurance.  The organization will therefore not be responsible for any damage to an employee-owned vehicle while it is being used in the interest of the organization.

 

Personal leave is accrued at the end of the last pay period of the month.  Leave must be earned before it is taken and will be granted on a first-come first-served basis.  No more than 25% of the hourly staff may take holiday leave at the same time.  The use of all leave except sick leave must be approved by the Director on an official form available from the Director’s office or on the time clock table in the staff workroom.  Except for sick leave, it is the employee’s responsibility to be sure assigned tasks are covered by substitute personnel on a pre-arranged schedule posted in the work area before approved leave is taken.  Approved leave will be noted on the calendar in the staff workroom.  Employees will consult that calendar before applying for leave to determine that their absence will not be a detriment to the organization. An Employee Substitution Slip will be filled out and signed by each person who must cover the time taken by the employee.  The use of any form of leave which establishes a pattern of absence over a period of time, which causes undue burden on other staff, or which deviates from the standard work schedule is discouraged and may result in disciplinary action.

Leave of less than two hours within one week may be handled as a schedule change if approved by the Director and does not require a signed leave form.  Appointments will be scheduled during non-working hours whenever possible.

Under this policy, when an employee earns a “working day” or “normal working day” of leave, the leave day earned is of the same duration as the employee’s normal workday.

Revised 9/11/2007

The following leave is available to full-time employees:

Full time employees receive the total hours equivalent of one (1) work week paid vacation after one (1) year; the total hours equivalent of two (2) work weeks paid vacation after two (2) years; and the total hours equivalent of three (3) work weeks paid vacation after ten (10) years; Vacation time in excess eighty (80) hours may not be taken concurrently. Vacation leave does not accrue.  Vacation leave will be figured on a calendar year basis.  Vacations are scheduled and taken with the approval of the director.

Employees upon resignation will receive compensation for any accrued vacation time at the rate of $10.00 per day to the total hours’ equivalent of three work weeks. A person whose employment is not continued as a regular employee will not be reimbursed for accrued annual leave upon discharge.

 

Medical leave is granted to full-time employees at one working day per month. An employee will report all instances of illness requiring absence from work prior to his scheduled work time.  Medical leave is granted:

a)                  In the case of actual sickness or disability of the employee

b)                  For medical, dental, or eye examinations or treatment which cannot be scheduled outside working hours.

c)                   When the employee is required to care for a sick or injured member of the employee’s immediate family (spouse, child, parent or dependant relative)

Use of medical leave that appears to be unusual or follows a recognized pattern may be grounds for administrative review.  A medical certification signed by a physician may be required by the Director to substantiate a request for medical leave.

Medical leave may accrue to the equivalent of thirty (30) working days.  Employees leaving employment in good standing will be reimbursed for accrued but unused medical leave days at the rate of $10.00 per day.  Terminated employees will not be reimbursed for accrued medical leave.

The Family and Medical Leave Act (FMLA) 29 U. S. C. 2601-2654 allows employees to take up to twelve weeks per twelve months of unpaid, job-protected leave to care for a new baby, an ailing family member, or the employee’s own illness.

The maximum of 12 weeks of leave may be taken during any 12-month “rolling” period measured backward from the date the employee uses an FMLA leave.

Employees are required to exhaust all paid leave before taking the remaining time as unpaid leave.  The entire leave period (both paid and unpaid) will be counted toward the employee’s 12-week FMLA leave entitlement.

a)                  To be eligible for Family and Medical Leave an employee must have worked for the library a minimum of twelve (12) consecutive months immediately preceding the requested leave and must have worked at least 1,250 hours during the preceding twelve (12) month period.

 

b)                  Eligible employees are entitled to request such leave for any of the following reasons:

(1)                Birth of a child

(2)                Adoption of a child

(3)                Caring for a spouse, child or parent with a serious health               condition

(4)                The serious health condition of the employee

A serious health condition is defined as inpatient care at a hospital, hospice, or residential medical care facility, or continuing care by a doctor of medicine or osteopathy.  The Director or Board of Trustees may require an employee to provide a doctor’s certification of the serious health condition.

c)                   The Stevens County Library will continue the employee’s health benefits (if applicable) during the leave period at the same level and conditions as if the employee had continued to work.  Employees will be responsible for their contribution to such health care coverage, if any.  If the employee chooses not to return to work for any reason other than a continued serious health condition, the organization may recover from the employee those premiums that the organization paid for the employee’s health coverage during the leave period.

d)                  “Spouse” will be defined as the employee’s husband or wife as defined by state law.  A common-law marriage spouse is included but domestic partners are not.

e)                  While an employee is on unpaid family and medical leave, all other benefit accrual will be interrupted.

f)                   An employee returning from family and medical leave will be entitled to return to his/her position or to a position with equivalent benefits, pay, and other terms and conditions of employment provided, however, that if the employee would not otherwise have been employed at the time reinstatement is requested, the organization is not obligated to reinstate the employee.

g)                  The Director will communicate with employees during the leave to determine the employee’s intention to return to work, and they will be informed immediately if the medical condition changes or the employee’s status changes so that he or she will not be returning to work.

h)                  Reduced or Intermittent Leave.  The employee and the library may work out an agreement by which leave may be taken intermittently or as a reduced work schedule.  This would not reduce the employee’s 12-week entitlement but would enable him or her to spread the leave over a longer period of time.  Employees who take Intermittent Leave may be transferred to another position that would better accommodate a part-time schedule.  They would receive equivalent pay and benefits during the transfer.

i)                    The employee requesting leave must provide a minimum of 30 days advance notice for leaves that are foreseeable, and notice as soon as practicable for unforeseen or emergency leaves.

Maternity leaves of absence for up to 12 weeks will be granted automatically to any full-time employee who has completed at least one year of service to the organization according to FMLA standards.  Employees of less than one year will be considered on an individual basis.  Accrued sick and vacation time must be used during maternity leave.  Leave will not accrue during the employee’s absence.

Pregnant employees are expected to continue working as close to the anticipated delivery date as deemed medically appropriate by their physician.  A written statement from their physician is required to be exempted from functions listed in the employee’s job description.

Employees are eligible for four (4) personal leave days per year.  Personal leave may not be taken to extend annual leave or any other specified leave except sick leave.  Personal leave will be taken when it will be least disruptive to the mission and operations of the library.  Personal leave does not accrue.

Employees may be granted leave with pay upon the death of a close relative.  Such leave will be granted up to three (3) days leave with pay per calendar year.  To insure consistency regarding the use of bereavement leave, “close relative” will be defined as: spouse, children, parents, parents of spouse, grandparents, grandchildren, brothers, sisters, aunts, uncles, nieces, nephews, spouses of brothers and sisters of the employee and spouse and also any person whose regular residence is in the home of the staff member.

It is the civic duty of every employee to serve on a jury if called.  While on jury duty or appearing as a legally required witness, the employee may retain court compensation or turn it in to the organization to receive his/her regular salary.  The Director may require a copy of the letter calling for jury duty to be filed with the time sheet for the affected pay period. Employees may be requested to come in before or after jury duty to direct operations or supervise a substitute’s work.

 

Employees called to military service in the Military Reserve or National Guard will receive a choice of the following pay options for up to thirty (30) days while on active duty:

a)                  Present military pay to the library and receive full pay from the organization

b)                  Use accumulated annual leave and retain military pay

c)                   Take leave without pay and retain military pay

A schedule of duty time will be given to the Director with as much advance notice as possible.

Any employee who leaves the library service for active military duty will be placed on military leave without pay.  Such leave will extend through a date of thirty (30) days after release from active duty.  An employee returning from military leave will be entitled to reinstatement to the former position or a position of like pay and responsibility.  The employee must make application for reinstatement within thirty (30) days after release from active duty.  He or she must be physically and mentally capable of performing the duties of the position.

Special leave with or without pay may be granted in unusual circumstances and when it is to the mutual benefit of the organization and the employee.  Application for special leave must be made in writing to the Director and approved by the Director.  Insurance benefits may be continued upon written authorization of the Director.

Leave without pay may be requested in writing to the Director and will be granted only when other forms of leave are inappropriate.

 

The Stevens County Library Board of Trustees supports the guidelines in the currently approved Measurement of Quality, Public Library Standards for Kansas.

To encourage lifelong learning for professional development, the Stevens County Library Board of Trustees encourages staff to participate in continuing education.

The organization attempts to see that funds are budgeted each year to assist employees in attending continuing education offerings.  Priority is given to attendance at Kansas Library Association, American Library Association, and Mountain Plains Library Association. Normally the organization will pay registration, travel costs and compensatory time for travel.  A meal allowance and pre-conference registration is considered when finances are available.

If the institution pays registration, travel, lodging, and paid leave for the employee on a regularly scheduled day off, no additional day off will be granted.

Any absence in which the employee has failed to secure prior approval or, in the case of illness or emergency, has failed to notify the Director will be construed to be an absence without leave.  An employee who is absent without leave and who fails to return to duty within twenty-four (24) hours after having received notice to do so, or who is absent without explanation for three (3) work days will be deemed to have abandoned his or her employment as of the first day of such absence.  Such abandonment shall be deemed to be a resignation with employment not in good standing.

If the library is closed due to weather conditions or for other reasons, employees will be notified.  The employee will be paid for the number of hours scheduled for that day.  Employees not appearing on the work schedule for that day will not be compensated.  Employees unable to attend work when the library is open will be charged for vacation leave.

 

The library will be closed for the following holidays:

January 1                                                             New Year’s Day

Friday before Easter Sunday                       Good Friday

Last Sunday/Monday in May                      Memorial Day

July 4                                                                     Independence Day

First Monday in September                         Labor Day

Fourth Thursday in November                   Thanksgiving

Friday Following Fourth Thursday             Thanksgiving

December 25                                                     Christmas

Day before or after Christmas, depending on the day of the week on which Christmas falls.

All other building closings relating to holidays will be decided by resolution of the Stevens County Library Board of Trustees and announced as soon as possible.  Employees may adjust schedules during the week of the holiday to compensate for the early closing or take the time without pay.

Full-time employees are paid for the number of hours normally worked on the day on which the holiday occurs.  When a holiday falls on a scheduled day off, full-time employees will receive a floating holiday which may be used at the discretion of the individual and with the approval of the director at any time during the month in which the holiday falls.

Revised 4/14/2008

 

A group health insurance policy is available for full-time employees.  If an employee declines the health insurance offered, a waiver will be signed by the employee.  (See Appendix)  For more information, contact the Director.

Upon separation from employment, group insurance coverage can be continued under specified circumstances.  Contact the Director.

Supplemental health care is available to full-time employees through a cafeteria plan.  This pre-tax plan will be customized and paid by the employee.

Employees who work more than 1000 hours annually will be enrolled in KPERS after one year of employment.  New employees already enrolled in the KPERS system through another employer will be covered immediately.

Employees injured on the job are covered by the Kansas Workers Compensation Act.  This law provides specific statutory benefits, which are paid by the organization’s Workers Compensation Insurance carrier.  The cost of this insurance benefit is paid entirely by the employer.  To initiate a claim, please file with the Director.

Any injury, however slight, occurring on the job must be promptly reported to the Director.  This is for the employee’s protection under Kansas Workers Compensation regulations and a requirement under the Occupational Safety and Health Act Regulations.

The employee, who is absent due to a work-related compensable injury, may use sick and/or annual leave before Workers Compensation benefits become effective but not while the employee is receiving temporary total benefit payments from the insurance carrier.  Personnel of the Stevens County Library are covered under the Stevens County Library Workers Compensation Insurance program.

All employees receive the benefits of the Kansas Employment Security (unemployment compensation) Act, in accordance with such law and guidelines.  The cost of this benefit is paid entirely by the employer.

 

The image of an organization is conveyed through the attitudes and working relationships of its staff.  Employees are expected to work in a courteous and cooperative manner with all individuals.  It is the responsibility of each employee to make every effort to solve the problems through open, positive communication.

In all dealings with the public, employees must remember that “the public” is the “employer” in a tax-supported organization. Any problems or complaints from the public should be brought to the attention of the Director as soon as possible.

Violations of Staff Attitude and Conduct Policy will result in disciplinary action or dismissal.

The orientation of new employees is to be conducted by a supervisor and includes time to complete required paperwork.

All staff members are expected to attend staff meetings.  Staff members are paid for this time at their regular hourly rate.  Repeated and/or unexcused absences at staff meetings may result in disciplinary action.  Special circumstances must be approved by the Director at least 48 hours prior to the staff meeting.

Employees, upon realizing that a delay in their arrival for work is unavoidable, will call the Director.  Late arrival should be made up during the day in which it occurred. Unexcused lateness may be penalized by deductions from vacation or personal leave or other disciplinary action, including dismissal.

 

The image of an organization is conveyed by each employee.  Employees are expected to take pride in their appearance and pay close attention to neatness, appropriate dress and personal hygiene.  Employees are expected to dress in a manner that will reflect professionalism and inspire respect in their ability to perform their job functions.

The Director may authorize dress-down days as temporary exceptions because of special events, air conditioning failure or cleaning days.  On these days, blue jeans and library t-shirts may be worn.

The Director has the responsibility and the right to send an employee home to change his/her clothing (without pay) if he/she is not creating an acceptable image for the organization due to inappropriate clothing.

Violations of the dress code will be documented and placed in the employee’s file.

Employees will respect the privacy of fellow employees and the confidential nature of issues within the organization.  Gossip and complaints do not solve problems and will not be tolerated.  Conjecture or spreading rumors will be cause for disciplinary action, including dismissal.

Employees working three (3) consecutive hours or more may take a scheduled fifteen- (15) minute break during such period.  Breaks may not be added to lunch or supper periods.  Breaks may not be used to leave work early or arrive late and may not be accumulated.  The library will not be held liable for any incident that occurs if an employee leaves the premises on his/her break time.

 

Employees who leave their work area for any reason during regularly scheduled work hours will notify the Director and the telephone receptionist how long they expect to be out of the area.

Snacks may be kept in desk drawers if wrapped or in sealed containers.  All food and drink must be handled responsibly near computers or office machine equipment.

The Stevens County Library equipment (computers, telephones, fax machine, typewriters, copiers, etc.) and supplies are the property of the library and are provided for the purpose of conducting and expediting library business.

Employees will use the telephone as a tool for effectively transacting library business.  Personal calls will be kept as brief as possible and made during break or mealtime whenever possible.  A telephone for staff use is provided in the staff offices.  No personal long distance calls will be charged to the library phone.

a)                  All personal use of computers, including e-mail and Internet access, will be done on the employee’s own time, taking care not to abuse the on-line time for which the organization is paying.

b)                  Personal computer use will not interfere with any work-related activity.

c)                   Computer games are not to be played on library computers.

d)                  Employees will respect others’ right to privacy and not attempt to gain access to any private files or messages not addressed to them.

e)                  No assumption will be made that information transmitted or stored electronically is confidential or private.

f)                   Authorized personnel may find it necessary to access e-mail and related information stored on public library computers for reasons to do with business and for legal reasons.

g)                  All employees waive any right to privacy in e-mail messages and computer files on hard drives and floppy disks owned by the organization, and consent to the access and disclosure of such files by authorized personnel.

h)                  Computers may not be used in a way that is disruptive to the operation of the library or offensive to others.

i)                    The use of e-mail for transmission of information disparaging to others based on race, origin, sex, sexual orientation, age, disability, religion or political beliefs is not allowed under any circumstances.

j)                    Electronic mail may not be used to solicit or proselytize others for commercial ventures, religious or political causes, or personal gain.

k)                  Staff will not load or post to library equipment any material that is illegal or proprietary, that causes harm to the activity of others, or that harasses or threatens.

l)                    Violation of this policy can result in discipline up to and including termination.

An employee may not accept any payment or gift from any patron or outside agency for service performed as a representative of the library.  Reimbursement for transportation, lodging, or meals not paid for by the organization may be retained by the employee.

Employees may engage in outside employment if:

1.            Notification is given to the Director and it is determined that such employment does not create a conflict of interest or the appearance of such a conflict.

2.            There is no conflict in working hours.

3.            The employee’s efficiency is not impaired.

 

Employees will avoid activities that create a conflict of interest or the appearance of a conflict of interest with their responsibilities to this organization and will observe the highest moral and ethical standards in any dealings in which they represent this organization.  Listed below are some, but not the only, conflicts that can trigger disciplinary action up to and including termination.

No employee will accept simultaneous employment with another entity or engage in an occupation or work when that employment or work would create a conflict of interest or the appearance of such a conflict.  Such a conflict would be most likely if the other employment or occupation is similar or related in any manner to the materials offered by the organization.  A conflict might also arise if the hours or conditions of the other employment or occupation interfere with the employee’s performance for the organization.

No employee will establish or maintain an outside business interest that would cause any type of conflict.  In addition, no employee may have any personal financial dealings or relationship with any individual or business organization, other than a regulated financial institution, that furnishes merchandise, supplies, equipment, property or services to the organization.

No employee will accept gifts from any individual or business that does business or seeks to do business with the organization or from any persons or entity for which the organization provides any services or materials.  Also, no employee will accept any travel, living or entertainment expenses from such persons or business organizations, either in kind or as an expense allowance.

All employees will conduct themselves in a fair and ethical manner when dealing with customers and suppliers of the organization.  Under no circumstances will employees enter into arrangements with competitors, customers or suppliers that affect price or marketing policies.

No employee will do anything in the conduct of business that violates any local, state or federal law or regulation or any policies, rules or regulations of the organization.

 

No employee will speculate in materials, equipment, supplies or services either provided or purchased by this organization.

Employees are encouraged to support political candidates of their choice on the local, state or national level by active support as well as voting.  All such activity must be on the employee’s own time.  Employees will not pretend to act on behalf of or hold themselves out as representatives of the organization with regard to any political activities.

Religious belief is an important individual right.  However, public expression of such an individual right in an effort to persuade others to the employee’s religious belief is inappropriate in a tax supported public organization such as the library.  In their individual religious expression outside the workplace, the employee shall not hold him/herself out as representatives of the views or position of the organization with regard to any religious activities.

Members of the staff of the Library (and Library Board Members) have certain privileges to which they are entitled while employed.  Any or all such privileges may be revoked by the Director or Board if abused.  These include the privilege to:

1.  Purchase books and other materials for personal use through the library.

2.  Pay only the replacement cost for damaged or lost materials, not a processing fee.

3.  Borrow reference materials overnight.

4.  Make up to ten (10) photocopies per week for personal use at no charge.

5.  Fax up to five (5) pages per month (no international faxes) at no charge.

6.  Pay no fines for overdue materials when returned in good condition.

 

The Director is responsible for the conduct and effective performance of all employees under his or her jurisdiction and will have the authority and the responsibility to discipline employees for violations of personnel policies, library guidelines or other inappropriate behavior.

The following types of disciplinary actions are officially recognized but are not required to be administered in a sequential fashion.

A verbal warning is an oral reprimand given to an employee by his or her supervisor. A record of the warning will be placed in the employee’s file.

A reprimand is a written censure to an employee by the Director, a copy of which will be recorded in employee’s file.

Probation is a period of a specific length of time during which an employee is required to fulfill a set of conditions, to improve work performance, or to improve on-the-job behavior.  Failure to meet the probationary requirements may result in additional disciplinary actions or dismissal.  Probation is not a required pre-condition for dismissal.

A suspension is the removal of an employee from service for a specific period of time with or without pay.  An employee may be suspended when he or she has been charged with misconduct and an internal investigation is being conducted.  Following such investigation, the employee may or may not be reinstated at the discretion of the Director.

Any other form of action deemed necessary by the director.

 

A grievance is a complaint involving misuse or misinterpretation of a rule, practice or policy under the personnel rules or Board of Trustees policies.  A sincere attempt should be made by the director to resolve any grievance through explanation and counseling before it becomes necessary to file a written form.

If a grievance fails to be resolved through such counseling, the employee may, within ten working days of the occurrence which gives rise to the grievance, file a written appeal with the director.  A grievance committee of three comprised of the director (unless he/she is filing the complaint), a Board of Trustees member, and a fellow employee, volunteer or other Board of Trustees member selected by the filing party should meet to consider the situation.  The committee will prepare a written report to be presented to the Board of Trustees.  The Board of Trustees will make the final decision and a written report plus decision will be placed in the personnel files of all involved in the grievance.

The grievance procedure does not alter the status of employees as employees at will.

The grievance procedure is not available to former employees including employees who have been dismissed or terminated.  Current employees may exercise grievance rights as set forth above for other forms of disciplinary actions taken against the employee, but the written statement of grievance must be within ten (10) working days of imposition of the complained of disciplinary action.

 

Employees observing an accident, incident, vagrancy or other behavior that could present concern for personnel on future shifts will fill out an incident report.  Name, description of person, time, date and a description of the incident need to be written and given to the Director.  Incident reports will be prepared immediately to insure retention of all known details. Staff will exercise every option to courteously but firmly diffuse the actions by the public that disturbs other library patrons.  Disruptive patrons may be asked to leave the library.  (See Behavior Policy)  The police should be called in the case of an accident or incident which warrants their intervention or when the safety of staff or patrons is involved.

Employees will make every effort to limit personal visitation by family or friends while on duty.  Family and guests of staff will avoid interrupting other staff from their work activities and will not enter nonpublic areas. Interruption or disturbance caused by family members or guests may be the basis for disciplinary action against the employee, including dismissal.  Under no circumstances should a library key be given to or duplicated for non-employees.  Evidence that a staff member has violated the trust shown by issuance of a key will be ground for disciplinary action.  Under no circumstances should family members or other guests be in non-public areas when the staff member is not present.  Under no circumstances should family members or guests be in the building before opening or after closing without the staff member present.

The Stevens County Library will not be held liable for loss or damage to employee’s personal items kept on library premises.

Building policies specify that smoking is prohibited in all areas of the library facility.

The use, possession, sale, transfer, purchase, or being under the influence of alcoholic beverage, illegal drugs or illegal intoxicants or illegally obtained controlled substances by employees at any time on library premises or while on library business is prohibited.  The Stevens County Public Library will comply with the requirements of the Federal Drug-Free Workplace Act of 1988.

 

Each member of the staff is required to maintain the kitchen and staff lounge area.  Every employee is responsible for cleaning dishes and utensils used.

Flowers for Board of Trustees/Staff; Cards for prolonged illness

Gift for Board of Trustees/Staff; Card for Board of Trustees/Staff family

Floral arrangement and/or memorial for Board of Trustees/Staff,

Card for non-immediate family

Luncheon and gift

Gift

Gift at April meeting

Responsibility of person in charge of program

Adopted 4/17/2007