Policy Manual
~ Revised: December 11, 2003 ~
Table of Contents
APPENDIX A
Library Definition and Mission StatementEqual Opportunity Statement
Technology
Library Bill of Rights
Freedom To Read Statement
Materials Selection Policy
Collection Maintenance
Gifts
Request for Reconsideration
Library Cards
Denial of Service
Reserves
Charges
Interlibrary Loans
Intralibrary Loans
Reference
Public Service Policy
Internet Guidelines
Rules and regulations For Use of the Library
APPENDIX B
Employee Relations:
Personnel Code
TelephoneSmoking
Lunch
Parking
Visitation
Continuing Education
At-will Employees
Breaks
Classification and Wages
ClassificationWork Day and Week
Salary Payment
Staff Responsibilities
Benefits
Sick LeaveVacation Leave
Holidays
Travel Expenses
Terminations and Transfers
DismissalResignation
Retrenchment
Absenteeism
Probation
Grievance
Transfers
Demotions
Abandonment
Employee Files
Branch Policy
Bookmobile Policy
Drug Free Workplace
(Appendices C-F are not available online at this time.)
APPENDIX C
Job Descriptions
APPENDIX D
Forms:
Compensatory TimeSick Leave
Vacation Leave
Mileage Report
Lateness Report
Disciplinary Report
Counseling Statement
Notice of Separation
Accident
Adding Titles to Collection
Citizen's Request for Reconsideration/ Relocation (Complaint )
Flow Chart
APPENDIX E
Long Range PlanAPPENDIX F
Training For Using Circulation ComputersComputer Collection Codes
Acknowledgement of Receipt of Handbook
APPENDIX A
The Carroll County District Library is a body politic incorporate established under the laws of the State of Ohio. The governing body of the Library is the Board of Trustees, appointed under the laws of Ohio. The Board has the wide powers to establish, promote, and maintain library service. The Board's responsibilities include selection and appointment of the Director and Clerk/Treasurer; securing of adequate funds for a progressive, expanding program; control of library funds, property and equipment; and the promotion of library interests. The Board establishes library policies and is responsible to the public for all activities and services. The purpose of the Library is meet the educational, cultural, informational, and recreational needs of all the members of the area which it serves. The Library subscribes to the belief that the freedom to read is essential to our democracy, and that free communication is vital to the preservation of a free society. The Library endorses the Library Bill of Rights, adopted by the American Library Association.Mission statement of the Carroll County District Library
It is the goal of the Carroll County District Library to make readily available to the greatest number of the county residents the most wanted materials, print and non-print which will meet the educational, recreational, informational, and cultural needs of the community; and provide services at an affordable cost.Equal Opportunity Statement
Be it hereby resolved by the Board of Trustees of the Carroll County District Library that the library supports principles of equal access and equal opportunity. Including library patrons, applicants and employees and pledges to cooperate in the provision of reasonable accommodations to achieve equal access and equal opportunity without regard to age, sex, handicap, race, national origin, color, religion or ancestry.Technology Mission
The Carroll County District Library Board and staff realize the necessity for using technology as a tool to give everyone an equal chance to learn. The library strives to provide access to, provide instruction in the use of, retrieve requested information and utilize technology in its various formats.Goals:
1. To provide access to current and varied information and learning resources, both within and outside our geographical area.2. To allow for future expansion of both print and non-print materials.
3. To provide a varied learning environment using different technologies, (CD-Rom, print, and electronic resources.)
4. To promote life-long learning to all county residents with community training on equipment.
5. To help parents to understand the importance of technology for themselves and their children.
6. To create educational communities, working together to identify needs, and create environments that address those needs.
7. To develop policies for use of technology.
8. To empower individuals with the means in which they can acquire information for decision making related to business, educational or recreational needs.
National Statements concerning Intellectual Freedom
A. Library Bill Of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services: 1. Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation. 2. Libraries should provide materials and information presenting all points of view of current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgement of free expression and free access to ideas. 5. A person's right to use a library should not be denied or abridged because of origin, age background, or views. 6. Libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.B. Freedom To Read
A joint statement by the American Library Association and the Association of American Publishers originally issued in May 1953. 1. It is in the public interest for publishers and librarian's to make available the widest diversity of views and expressions, including those, which are unorthodox or unpopular with the majority. 2. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated. 3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of personal history or political affiliations of the author. 4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents or to inhibit the efforts of writers to achieve artistic expression.Materials Selection Policy
I. Purpose of selection policy A written materials selection policy aids library staff in selecting and acquiring a useful, well-rounded collection of materials and equipment to meet the needs of the community. A policy statement helps the library board determine whether the director and staff are doing an acceptable job of building a collection of materials relevant to community needs and meets standards of quality. A policy statement helps answer questions by the public regarding the presence or absence of materials and explains the basis on which materials have been selected. This policy is to be examined every three years, or more often, should the need arise. II. Responsibility to the community The Carroll County District Library board and staff believe that what one person likes to read may not please another, and vice versa. To assure that we do not force our reading choices on another, a fair policy of book selection is imperative. Each of us has the right not to read that which we find objectionable. Each family should have standards for determining what is considered suitable reading for its young people, and since it is impossible for the library staff to know each set of limitations, final responsibility for judging and directing children's reading resides with the parent. The library has established procedures to hear the voices of the community, by forms of "Reconsideration/ Relocation of Library materials," and "adding a Title to the Library collection." III. Objectives in Materials Selection The board of this library recognizing the varied backgrounds and needs of all citizens of the county, regardless of race, creed or political persuasion, declares the following criteria to be the book selection policy. A. Responsibility for selection As previously stated the Carroll County District Library subscribes to the book selection principles contained in the Library Bill of Rights and the Freedom to Read Statement (see appendices). All trained staff should be involved in the selection process with the final responsibility for selection, as for all library activities, resting with the Director who operates within the framework of the policies determined by the Library Board. B. Methods of materials selection Selection of books and/or materials shall be made on the basis of their interest, information and enlightenment of all people of the community. No materials will be excluded because race, nationality, political or social views of the author. Items are evaluated as a whole, not on the basis of a particular section or sections. C. General Criteria 1. Selected materials shall represent a reasonable balance of opposing views of controversial issues so readers/students may develop and use their own critical thinking skills. 2. Selected materials shall foster respect for all people (i.e. women, ethnic groups, handicapped) and should be realistically represented. 3. Binding formats shall be lasting and durable. 4. Budgetary restraints may limit some selections. D. Fiction Fiction shall be evaluated by first hand examination when possible or by relying on professional unbiased reviewing journals using the following guidelines: 1. True representation of story line 2. Effectiveness in maintaining reader interest 3. Plausible plot 4. Clarity of style 5. Consistency in characterization 6. Literary excellence E. Non-Fiction The same examination procedures as with fiction with the addition of: 1. Significance of subject/ current publications 2. Accuracy 3. Sufficient scope 4. Clarity/ acceptable format 5. Cost 6. Indexed F. Children's The same examination as with fiction but with the following guidelines: 1. Format/ binding 2. Clarity of plot 3. Illustrations 4. Size if there are shelf limitation 5. Cost G. Equipment 1. Operational use/ practicality 2. Durability 3. Portability 4. Service availability/ maintenance costs H. Non-print Non print selections will follow the same criteria as all other selections. The library accepts no responsibility for unauthorized additions or alterations to any Audio Visual materials. 1. Video and audio recordings are selected for artistic and technical quality in addition to public interest. 2. Electronic information sources, especially CD- ROM, are chosen to assist in storage and ready access to information using standards the same as all other collection aspects.IV. Collection Maintenance
Materials including gifts are examined on a continuing basis. The purpose of this process is to re-evaluate the items in the collection, to ensure a useful well-rounded collection. 1. Items are regularly withdrawn from the collection for the following reasons: a. Items are no longer accurate, current or timely or better materials are now available ( Medical materials after five years) b. Items physically worn or damaged beyond repair or can't be rebound properly. c. Items can be replaced at a cost lower than rebinding or repair. d. Materials will be rebound when: 1. Materials are out-of-print and are still of high value to the collection. 2. Items that are part of sets which are still in good condition and important to the collection.V. Gifts
The library accepts gifts, however we reserve the right to refuse materials that do not meet the standards of our collection policy. Materials not meeting those standards, those that are out-of-date, duplicates, those that do not present a reasonable balance of views, those in format unsuitable for library use may be given to other organizations, sold or disposed of, or dispersed to branches. The library cannot provide evaluation of gifts for tax or estate purposes. Materials cannot be accepted that has restrictive conditions, In the case of memorial donations, a subject request, is acceptable but must follow the collection development policy. The library can't guarantee memorial materials will remain in the collection for eternity (see collection maintenance).VI. Request for Reconsideration/relocation
This library defends the principles of Freedom to Read and declares that whenever censorship is involved no book and/ or materials shall be removed from the library collection save the order of a court of competent jurisdiction. A. Whenever a current registered patron and/ or parent or legal guardian objects to the presence or absence of materials, the patron shall be directed to file in writing a "Request for reconsideration/relocation of materials" form available at all library outlets. B. The staff member who's department the questioned material affects shall review the request form, check reviews from unbiased journals, then notify the director of their findings. C. The director will contact all parties concerned and interview complainant. D. If complainant is not satisfied with the Directors decision the final step is a committee made up of the Director, a Board member, the High School Librarian and a school administrator (one familiar with the age level appropriate for the complaint materials). This committee will serve in an advisory capacity.VII. Identification for Library Card
Adult applicants are required to furnish one piece of identification with their current address to borrow materials. Identification such as a driver's license, checkbook, or postmarked envelope showing the current address is acceptable. Verification can be from the criss-cross or phone directory if the phone is in the same name as the applicant. The library reserves the right to refuse service to those with insufficient identification or fail to give complete information.VIII. Library Cards
Library cards should always be presented when borrowing materials. The patron is responsible for all use made of his/her card. For this reason we strongly urge not loaning library cards to anyone. If a card is lost patrons must notify the library so that the card can be blocked in the computer. If the card is found identification must be shown before the card can be made active again. Only one card can be active at one time. Patrons can not reactivate cards on a regular basis without a fee being charged.IX. Duplicate cards
The first library card issued is free. A replacement will be issued upon payment of $1.00 for lost or damaged cards. The cost of further cards will double with each replacement. No fee will be charged for name or address changes although a new application must be filled out and taped to the original form.X. Denial of Service
The use of library materials may be denied for due cause. Such cause may be failure to return books or pay penalties, or destruction of library property. Disturbance of other patrons, or any other objectionable conduct is grounds for denial of service. Service will not be denied because of religious, racial, social, economic or political status. Failure to complete all information requested on the library application card will result in denial of a library card.XI. Reserves/Holds
Borrowers will be notified by phone or mail when requested materials are available. Patrons can be called collect only when prior permission is established. Patrons from Carroll County can place up to five holds at a time. Out of county borrowers are not permitted to place holds at the OPAC terminals, however they can request an interlibrary loan and the library staff can place the hold using the Library's card. Patrons will be given five days to pick up their holds. If the material is not picked up for whatever reason a $.25 fee per title will be charged to their account.XII. Charges
A. Fines: $.25 per day for all two week (14 Day) materials, $.05 per day for four week (28 Day) materials, and $1.00 per day for videos. B. Lost or damaged materials: Patrons who have lost materials will be charged the full retail price to replace the material. Damaged material charges will vary with the extent of damages and could range from $1.00 to the retail cost of the material. Charges will be at the discretion of the Director. C. Overdues: Borrowers will be notified by mail within (14) fourteen days after the due date whenever possible. If materials are not returned another notice will be sent every (7) seven days. If materials are not returned within (28) twenty-eight days of the due date, a bill will be sent with the replacement costs. Once or twice a year the Director will review overdue materials that have been billed and payment not received, then a registered letter will be sent. The final step is a letter from the Prosecuting Attorney informing the patron of the violation of the Ohio Revised Code. Borrowing privileges are suspended when fines reach $5.00, until charges are paid.XIII. Interlibrary Loan
The Carroll County District Library's policies support the recommendations set forth by the State Library of Ohio Interlibrary Loan Department. A. Items not loaned include: a) Items in demand- such as new / popular b) Rare materials - Genealogical, heraldic and similar materials c) Video and Audio cassettes d) Periodicals (copies of articles may be obtained through the State Reference contract.) e) Reference materials B. Interlibrary loan requests are for materials not in the SEO computer system. Patrons need to complete the form including Title and Author. Staff must verify the information for accuracy using Books in Print and any other source available. The Form must be faxed to SEO at 1-800-446-4804. This requires an OCLC search. C. Patrons should be prepared to assume costs charged by the lending library. The Librarian will try to make every effort to anticipate charges and inform the patron if any arise during the request. D. Loan periods may vary depending upon the lending library; sometimes this based upon demand. E. Overdues on interlibrary loans are fifty ($.50) cents per day unless so stated by the lending library.XIV. Intralibrary loans
The Carroll County District Library has an automated circulation system that uses computers and related technology to utilize materials and services beyond our library's physical walls. The electronic catalogs show more than 2,500,000 items across the state. Placing holds/reserves provides access these items by all county residents. Materials not available from this terminal can be requested through interlibrary loan methods.Reference policy
The Reference Department of the Carroll County District Library is responsible for meeting the community's information needs. Furthermore, the department serves as a " Backstop" resource center for information queries directed from branches and the bookmobile. To aid in meeting these goals, the following policies are upheld: A) Because the Main Library and the branch are equipped with photocopy machines, the need for the circulation of reference materials is unnecessary. Internet computers are now available which provide a variety of sources. B) All reference answers must be verified and information source should be quoted to the patron. C) In order to serve everyone fairly, the Reference Department and all branches will limit Criss-Cross and City Directory searches to two names per call and no "nearbys" will be given. Callers may send a self addressed stamped envelope and copies of the pages can be sent. D) Although the Reference Department functions as an information center, it is not to serve as a research agency. E) The Reference Department will accept unanswered queries from branches either by phone, mail or fax; however, such referrals should not take the place of good reference service and full utilization of individual collections. Response time will vary according to the number of staff on hand and the degree of activity in the Main Library. F) Material status can be changed at any time e.g. change to non-circulating books, scheduled etc. and limitation placed on the number of books on one subject that patrons may check out. This will help with major assignments. G) All staff assisting patrons must follow the model Reference behavior checklist at the end of this section. H) Reference and Children's staff should encourage teachers to give advance notice of assignments and requests for collections. I) Newsletters should be a joint effort between the Children's staff and the Reference. J) Phone Calls and In-person users A ringing phone is a distraction to everyone. Take the call and get the name, phone number and request and offer to call back later. Be realistic and don't promise to call soon if you can't follow through. Then continue with the in-person user. Let the in-person user know that you will be right back to help them and that the call won't be fulfilled before them. Let the caller know that you are helping someone else and that is why you will call him or her back. All staff must be consistent in this approach. K) Telephone communication: 1. The telephone distorts words, so it's important to clarify phone messages. Repeat or restate, even spell if necessary, the message back. EX: B as in Boy. You need articles written in the last five years about… Is that right? 2. Identify the library or branch clearly when answering the phone. (Your greeting sets the tone of the conversation) 3. When you pick up the receiver, talk to the caller. Don't pick up to stop the ringing while you finish a conversation. 4. Speak clearly and slowly. Have paper and pencil ready for notes. 5. Use the caller's name in the conversation. 6. Keep the patron informed as you are working on their question. EX: I'll need to be away from the phone a minute while I check the catalog. 7. Be sure the caller understands your answer and site your source. 8. Follow up question- Does this answer your question? L) Internet searches: Staff can and should help patrons with Internet searches. Call-in users should not be promised anything that you can't follow through. Some think that the Internet has every answer to every question, yet they don't understand how difficult it can be to use. How long should staff spend searching for patrons? This depends on the question and how desperate the requestor may be. A good rule of thumb is that if the answer can't be found in ten minutes or less then the patron should be questioned as to how badly they need this information. Also how busy is the library and are you neglecting other important tasks while searching? Refer to the Database worksheet at the end of this section for more tips. M) Copies When requested information is in non-circulating sources, then up to ten (10) copies can be made free of charge. This is true for materials that the status has been changed to non-circulation because of an assignment. Also when classes visit as a group, copies are $.05 each. This is consistent with the charges at the school.Public Service Policy
Children’s Department PolicyIt is the goal of our Children’s Department “ to direct and stimulate young readers” and “to guide children toward the love of reading”. This policy on unattended children is meant to protect their well being and to maintain an atmosphere in which staff can fulfill its goals. This policy is not meant to seek out children and parents who are using the library responsibly. Rather it is a reasonable response when problems arise.
Definitions
An unattended child is any person under 18 left unsupervised at the library in a situation that endangers his / her safety or results in serious disruptive behavior.
An emergency situation is one that might reasonably be expected to result in physical harm. Examples: child left outside after dark, contact with adult strangers, and fighting.
Regular basis is defined as weekly or more frequently.
Disruptive is behavior that threatens library security and your ability to conduct business, or prevents others from library business.
Policy
1. Library employees are not responsible for supervision of children left unattended in and on the library property. Parents are responsible for behavior of their children in the library.
2. Children under the age of 6 must be under direct supervision of a parent or responsible guardian. An exception is made for children attending library programs.
3. Seven (7) to eleven (11) year olds may use the library unattended for an amount of time appropriate to their age and maturity. A suggested time limit for unattended visits is (60) sixty minutes. Parents whose children become restless and disruptive will be requested to limit unattended visits to shorter periods.
4.To protect their child’s safety and because the library staff can not supervise children, parents should not use the library as a substitute for regular childcare. Children may not be left unattended on a regular basis, while parents attend work, classes or other regularly scheduled activities.
Procedures
Unattended children under seven (7) years of age:
1. Make every effort to contact the parents and inform them of library policy and the dangers to their child.
2. If no parent can be reached after sixty (60) minutes the police may be contacted or a child care agency to take charge of the child. If the child is in no danger and not disruptive then staff may wait till the parent returns and give them a copy of the library policy.
Unattended children in the library at closing:
1. Warn children thirty (30) minutes before closing. Invite the use of the phone to call parents if necessary, even if it is a toll call.
2. Take no further action if it can be assumed that the child can make it home safely within walking distance.
3. If the child might be placed in an endangering situation (see definition section) at closing wait outside and never alone with the child for fifteen minutes for parents to arrive.
A. Never drive the child home even if you know the child
B. Call the police or child care agency to take charge of the child
C. Post a note on front door facing out instructing parent that child with the police or child care agency
4. File a problem report to the Director.
Problem Patrons
Staff are advised to call the police if there is any question in dealing with problem patrons. It’s better to call the police and not need them than to need them and not call.
Irate Patrons
This is a problem all face when working with the public. First of all, one should be sure it is not his or her behavior that is causing the patron to show heated emotions. The staff member should have the attitude for trying to obtain what the patron wants, if at all possible. If the library can’t comply with the patrons wants cheerfully express our regret, and state the reasons why we can’t comply. Call another staff member if the patron is responding in a disrespectful manner. It is possible that someone else might be able to help. Never threaten anything that isn’t library policy. Don’t power trip remember that they are patrons. Treat everyone with respect even if you disagree with what is being said. As a final solution call the police.
Disruptive Behavior
Refer to the definition section for meaning of disruptive. Disruptive patrons come in all ages and sizes, they can be careless or thoughtless, other dangerous. Staff should size up the situation to determine the best way to handle each case. Often times just making the person aware of the problem should be enough.
Noisy patrons: This is not always a child it sometimes is a senior citizen that is hard of hearing, or even staff members. Lowering our voices will demonstrate the correct desired behavior. Remember to be consistent and fair not prejudiced in warnings. Quietly issue a warning to quiet down, if this doesn’t help then inform the patron of the consequences of their actions. As a final solution ask them to leave the building and file a problem report with the director. Remember the definition of disruptive and think how is this hindering library service, make observations before confronting. If a school class that can’t be quieted causes the noise, explain to the person that is complaining and apologize. If the noise is from a large group after school, observe and seek out the leader for help, ask yourself are these new faces that don’t know the rules or regulars.
Persons under the influence:
1. Alcohol
2. Drugs
These substances are not permitted in or around the library. If a person is suspected to be under the influence, do not hesitate to call the police.
Weapons: It is our responsibility to ensure the safety of others in the building. If a person is wielding any item that may be used as a weapon in a threatening manner the police should be called immediately. Weapons are not permitted in the building except by security or police authorities.
Illness: If someone is ill or injured, a staff person should assess the situation and call an ambulance. Do not move the victim or issue any type of medication even aspirin. If they don’t want an ambulance offer to call a family member. Remember that children that leave school because of illness should not be at the public library.
RULES AND REGULATIONS FOR USE OF THE LIBRARY
It is the policy of the Board of Trustees of the Carroll County District Library system that all necessary steps be taken to assure users and staff that they will find the facility to be peaceful, comfortable and safe for reading, studying, browsing and working. The following rules and regulations shall remain in effect until otherwise modified by the Board of Trustees. 1. Respect for the rights of other library users shall prevail at all times. 2. Disruptive behavior is prohibited, including, but not limited to the following: A. Physical actions or threat of physical action that could cause injury to staff or patrons or damage to library property. B. Verbal abuse toward patrons and or staff. C. Obscene or profane language D. Loud speaking or noise that is disruptive to patrons/staff E. Lewd or suggestive words/actions F. Exhibitionism G. Running/rough-housing in the library building H. Fights verbal or physical will not be permitted on library property 3. Eating, drinking and smoking are prohibited in the building 4. Use of the public restrooms for shaving, bathing, laundry or anything that requires use of electrical outlets ( Curling Irons). 5. No animals are permitted in the library with the exception of guide dogs or those involved in special programming sponsored by the library. 6. No soliciting 7. Patrons must be fully clothed including, but not limited to, shoes and shirts. 8. No loitering is permitted 9. Children under the age of six must be accompanied by an adult at all times 10. Weapons are not permitted unless authorized by law In the event of a violation of these rules and regulations, a warning may be given or the patron may be asked to leave the building. Upon refusal to quit disruptive behavior or refusal to leave the police will be summoned and appropriate action taken. These rules and regulations are pursuant to sections 3375.40 (H) and 2935.041 of the Ohio Revised Code. Adopted by the Carroll County District Library Board of Trustees on August 12,1993. This revision is September 1998.MEETING ROOM POLICY
Any non-profit group at no charge may use the meeting room of the Carroll County District Library, under the general guidelines of the Library Bill of Rights. Business organizations who request the meeting room may be assessed a fee and should not conduct meetings for profit. The Board of Trustees nor the Director neither approve nor disapprove the viewpoints of those groups holding meetings in the Library. The meeting room shall be on a "first come, first serve basis" with priority given to library meetings or programs. There shall be no meetings scheduled on a permanent basis. No group shall be denied its place to meet once reserved, except for reasons of personal safety or for mutually overriding reasons. The group shall be responsible for any use of Audio-visual or electrical equipment used during a meeting. Cost of any damages except normal wear and tear must be borne by the group. Groups should request the use of equipment when requesting the room. Equipment includes Television, VCR, projector, easel, and screens. · Groups are responsible for clean up and must provide their own garbage bags. · Groups shall bear complete responsibility for the central and general safety of its group. Programs for minors shall have responsible adult supervision. · Publicity for any and all meetings shall be the responsibility of the group. · Groups shall adhere to general library policy with regard to parking, alcohol, soliciting and smoking. · The library shall not provide phone access nor be responsible for messages with the exception of emergencies. Groups using the room after normal hours are required to pick up a key before the library closes, secure the building and turn off the lights in the room, hallway and restrooms and leave the key on the table in the room before leaving. The key may also be returned by noon on the next day. Failure to return the key will result in a charge to replace the locks in that part of the building.APPENDIX B
Employee Relations
I. Personnel CodeTelephone:
A. No personal long distance calls shall be shall be charged to the Library. B. No excessive personal use of the phones shall be made at any time. C. Incoming personal calls should be limited.Smoking:
A. Due to fear of fire, smoking is permitted in the staff lounge restroom only. Proper disposal is advised, be sure not to put butts down the drain beside the toilet.Lunch Break:
A. Food may be eaten only in the staff area. No food is permitted in the patron areas. B. Lunch break is one (1) hour, unpaid. The exception is Saturday, because of staffing limitations; lunch is ½ hour paid. Designated time is flexible, being sure that there is enough staff to watch the desk. C. Employees may not forego or reduce the lunch period in order to shorten the workday.Parking:
A. Staff designated parking is at the rear of the Presbyterian Church. If this lot is full you are responsible to find other parking other than the Library's parking spaces. B. Night shift workers are permitted to park in the spaces at the rear of the Library. These spaces may only be used after 3:00 PM. Staff can move their vehicles to these spaces at their supper break.Visitation:
A. Family or friends should not visit with staff in excess during working hours. Patrons must come first. B. Staff who have children are not permitted to bring them to work.Continuing Education:
A. Staff is expected to attend workshops as designated by the Director."At Will Employees"
A. All employees are considered "at will" employed and shall be terminable "at will" with or without just cause. Employees may resign or be terminated at any time with proper notice. (See resignation and dismissal) This manual is not a contract and should not be construed as such. It is intended solely to detail and explain procedures and benefits.Rest Breaks:
A. Rest breaks are not mandatory by law and we do not have this as designated times. Classification and WagesClassification:
A. All positions are classified. Positions in the classification scheme have been evaluated according to the duties and responsibilities involved, and the training and experience required. For classifications see the flow chart and job descriptions in the forms section.Work Day and Week:
A. Full time is considered thirty- five (35) to forty (40) hours a week or 1,820 hours per year. Five (5) to Eight (8) hours per day. B. Part time employees work less than 1,820 hour per year and the hours per day vary depending upon the need. Hours will be scheduled by the Director or Branch Head. Part time employees receive no benefits such as vacation leave or paid holidays. They do receive some sick leave. (see sick leave) C. Day shifts are 8AM. -5:00 PM, or 9:00AM. -6:00 PM. Night shift is 11:00AM. -8:00PM.except Thursday when the shift is 12:00 Noon- 9:00 PM. Saturday shift is 9:00AM. - 4:30PM with a paid ½ hour lunch, because staff cannot leave. The Director may adjust shifts if necessity arises. Example: cataloging shift was changed during automation to 7:00 AM.-4:00 PM. D. Employees are expected to work the hours they are scheduled. If you cannot work due to illness etc. the time missed cannot be made up, either sick leave or vacation leave must be used. Since a time clock is not used there is no way effectively to monitor the time made up. E. No time off will be given without prior twenty-four (24) hour notifications, because this may require a schedule change. Emergencies are an exception. Staff may switch shifts as long as both agree and the change is noted on the shift calendar. Switches must not result in overtime for any employee. F. Staff is expected to be on time and ready to work when the shift starts. This means that you should allow enough time to go to the restroom and get coffee, so that you are ready to work on time.Salary Payment
1. To receive a paycheck, an employee must properly complete time slips. 2. Pay periods consist of ten (10) working days and payday is every other Friday. 3. Automatic deductions include: Federal, State and City income tax, Public Employees Retirement and any other current legal deductions. The Library does not contribute to Social Security. 4. Voluntary deductions include medical insurance. 5. Unemployment and Worker's Compensation as mandated by the State of Ohio. 6. There is no payment for overtime. Should someone be required to work extra hours, the employee will receive "compensatory time", which is straight time. This should not accumulate more than five (5) hours and must be used within four (4) pay periods, following the pay in which it was earned. Compensatory time will be for time actually at work and must prior approval of the Director. Employees must file the approved compensatory form with their time slip in order to receive payment.( see forms at the end of this section) 7. The Board of Trustees considers raises annually. Advancement shall be within a set range and limits in so far as possible. Salary adjustments are not automatic and will be paid to those staff members who show evidence of competent performance and job growth. Such merit shall be reviewed by the Director and Branch Head in or around March of each year. This merit will be presented to the Board of Trustees for consideration at the May meeting. No raises need be given when budgetary restraints prevail.Staff Responsibilities
1. All employees are expected to dress in a suitable fashion as befits the organization, which serves the public. Any extreme manner of dress or one to casual, such as short shorts, suggestive attire and jeans are not acceptable. Jean dresses and skirts are permitted. If an employee is sent home due to improper attire, no compensation is given for the time away from work. 2. Staff must have appropriate personal appearance and actions when working with the public. 3. It is the duty of every staff member to consider the public first and to cultivate attitudes of friendliness, courtesy and tactful service. Any problems must be reported to the Director immediately, this includes problems with patrons or other staff. 4. Accuracy is expected and every job is important to the function of the whole library. a. Patron records - verify and record correctly all names and addresses including PO. Boxes, this is important for sending overdue notices. b. Book circulation- always double check computer printouts, when books are checked out. When checking in be sure to read the screen carefully to insure proper return of system materials. c. Shelving materials- is sure that all materials on the shelving cart have been checked in, then return items to their proper locations. If you are unsure of the correct location, do not shelve materials. Ask for help. No one can find or use materials shelved in the wrong locations. d. Replacing barcodes- Materials returned with barcodes missing should have a message attached to the patrons record charging $.50 for each one that is missing. Books with the barcodes missing should be given to the designated staff for replacement. e. Staff should make every effort to ensure the privacy of patron information when making copies. Be sure to ask the patron is the copy is satisfactory and try to avoid reading what you are copying or faxing. If the copy is not satisfactory, ask the patron to tear up that copy so they won't be charged for it. Copies made during class visits are $.05 per page. f. Money- All money taken in must be recorded on the daily record sheet. This needs to be accurate, remember that the auditors check this. Payments must also be processed in the computer for fines and replacement charges. g. Senior staff members on the night shift are responsible for securing all money. h. The last employee to leave the building should check all rooms, log the computers off, lock the cash drawer, turn off all lights and secure all doors. 5. Library staff is expected to check out and present their card when borrowing materials. 6. The computer will charge staff for overdue materials. These fines can be waived and a copy of the receipt given to the Director. Loan periods have been extended for everyone so there should be no reason that staff materials are not returned or renewed. A-V materials cannot be renewed so fines in excess of $3.00 per month will be considered abusing the privilege. The free fine privilege can and will be revoked if this is abused. 7. Copies are free to employees as long as there is not excessive use. This privilege can also be revoked because of abuse. Excessive use means more than $3.00 per month. 8. Emergency closing: the director has the authority to dismiss the staff in case there is a state of emergency declared by the Carroll County Emergency Management Director. Staff will be notified by phone when ever possible. Employees will be paid for any hours they were scheduled. 9. If employees cannot report to work due to weather conditions on a day when the Library is not closed, the staff member may: a. use vacation time b. take a day without pay c. make up the time by working on their scheduled day off 10. Fire alarms: in the event that the smoke alarms or a fire if detected, the staff should proceed to evacuate the building. All staff and patrons are to leave with haste. Secure doors and turn off the lights if time permits. Notify the fire department immediately. Handicapped persons not near the front exits should be directed to the stair well. Secure the door and a staff member should stay until rescue comes. Engage the emergency system that keeps smoke out of the stairwell and signals the fire crew when they arrive. No one should re-enter the building until safety has been insured. The chirping safety alarms can be turned off in the entry area by pushing all the buttons on the open panel. 11. Tornado warnings: staff should evacuate the building to the stairwell and proceed to the lowest level under the staircase. Handicapped will remain on the upper level. Secure all doors and turn off the lights if time permits. When the all clear whistle sounds staff should exit the safety area first and check the building for hazards before releasing the public. 12. Staff is expected to read the communication board in the staff lounge to be sure of any changes or problems from an earlier shift. BenefitsA. Sick leave-
1. Salaried staff earn 11/4 days per month, 15 per year; accumulating to a maximum of sixty (60) days. Hourly staff (over 30 hours per week) earn one (1) day a month, Twelve (12) per year; accumulating to a maximum of sixty (60) days. 2. Staff considered part time earns ½ day per month. 3. Sick days are to be written as eight (8) hour days in the time book for full time staff and five (5) hour days for part time staff, however it can not exceed your normal scheduled work day. 4. Sick leave may be used for: a. personal illness b. personal injury c. exposure to contagious disease d. Your personal medical appointments which cannot be scheduled during usual time off. e. Serious illness in the family under emergency conditions. Family meaning, spouse, child, parent, wards, grandparents, or others living in employees household. (Oh. Revised code 124.382) f. Funeral leave up to three days resulting from death in immediate family as stated above. One day is permitted for the death of mother-in-law, father-in-law, and grandchild. Approval of time off must be obtained from the director. g. Upon returning to work, the employee must file a sick leave report, form 90-1. This should be reported in number of hours used. This will be signed by the director and kept on file by the Clerk-treasurer. h. Missing three (3) consecutive working days will constitute a doctor's slip to return to work. i. Excessive sick leave use: If time lost due to illness exceeds accumulated sick leave, the balance of sick days will be deducted from vacation time, or wages will be terminated until employee returns to work. j. Employees may not borrow against future sick leave and abuse of sick leave will result in termination. k. No reimbursement will be provided for unused sick leave upon resignation or termination. Sick leave is contingent upon continued employment. l. Unused sick leave payment may be requested at the time of retirement. Employees shall be paid one half of their accrued unused sick leave. m. Full-time employees who use four (4) or less days of sick time a year will be granted two (2) bonus days in addition to their regular accrued vacation leave. n. Maternity leave is unpaid except the employee can use earned sick or vacation leave during this time. Employees may continue to work during pregnancy as long as their doctor permits and may return to work at any time with written permission from the doctor. Maternity leave should not exceed six (6) months. o. Employees must report off prior to the start of their shift. Give as much notice as possible to insure adequate staffing.Vacation
1. Vacation leave accumulates from the beginning of employment and may be taken after one (1) year of service. 2. Vacation leave for full time hourly staff is: 0-1 year--------0 Days 2-3 years-------5 Days 4-6 years-------8days 7 and up------------12 Days 3. In January or February employees will be told the number of days that they will have that year. However each year is measured on the anniversary date of employment. Therefore if employee does not work until their anniversary date they may not have earned all the days shown in January. 4. Employees may carry over unused earned vacation days, but may not exceed twenty-four (24) in a two-year period. 5. A vacation day is an eight (8) hour day for full time staff who normally work an eight-hour day. If you are not normally scheduled an eight-hour day then your vacation day is whatever you normally work. 6. Part time staff do not earn vacation pay.( see full and part time under classification and wages) 7. No vacation time will be given without advance notice. A calendar will be posted in the staff lounge for employees to mark their requested days. 8. At the time of retirement or resignation an employee can request their unused accumulated vacation leave. This request should be in writing to the Clerk-treasure. 9. Employees on leave beyond the available accumulated time, for any reason, are not eligible for any benefits normally accrued. A leave including maternity that extends beyond earned sick or vacation time or a six-month period, because of staffing needs, can not be guaranteed a job.Holidays
1. The library will close on the following holidays: a. New Years Day ( Jan )b. Presidents Day (Feb)
c. Memorial Day (May)
d. Fourth of July (July)
e. Labor Day (Sept)
f. Columbus Day ( Oct)
g. Veterans Day (Nov)
h. Thanksgiving Day (Nov)
i. Christmas Eve Day (Dec)
j. Christmas Day (Dec)
k. New Years Eve Day (Dec)
2. To be entitled to holiday pay, an employee must complete their last scheduled workday prior to the holiday and their first scheduled workday following such holiday. Approved vacation leave is scheduled work time, if approved in advance. 3. If the Library remains open on any of the holidays previously mentioned, staff that work shall receive that paid holiday on another day of their choosing within the next four pay periods. 4. The Ohio Revised Code states that if a holiday falls on Saturday, the holiday shall be celebrated on Friday and if the holiday falls on Sunday, the holiday shall be celebrated on Monday. Because the Library is open on Saturdays, holidays that fall on Saturday will be celebrated on Saturday and not close on Friday. Staff that are not scheduled to work on that Saturday may observe the holiday on the preceding Friday or the following Monday. This will ensure adequate staff to operate the facility.
Travel Expense
1. The Library as determined by the Board of Trustees will pay travel and workshop educational expenses. Employees will be expected to provide receipts for expenses. Expenses can include mileage, registration fees, parking fees, hotel accommodations (standard room only), supper and breakfast if overnight meeting. 2. Current mileage is $.30 per mile. Car-pooling is strongly recommended at any time possible.Terminations and Transfers
A. Dismissal
1. The Library Director after consulting the Library Board may dismiss an employee as deems necessary. The following are grounds for immediate dismissal: a. Falsifying employment application and/or resume b. Employees found to be dishonest by theft or abusing, wasting or misusing money or property can and will be dismissed. c. Falsifying time sheets. d. Reporting to work under the influence. e. Employees who repeatedly show signs of job inefficiency, tardiness or insubordination and lack of cooperation or cause problems with other staff. f. Other causes for which employee has received two written counseling statements, two verbal warnings, accompanied by a written warning within a twelve month period including above grounds for dismissal. g. Employees will be given the opportunity for voluntary resignation over dismissal. This will allow employees the chance to be paid earned unused vacation pay. Otherwise dismissed employees lose all vacation and sick leave. h. Employee that is dismissed will receive a copy of the notice of employee separation form. (see Appendix) i. The last paycheck of an employee whether dismissed or resigning will be issued on the regular scheduled payday. All library property must be returned before the last check will be issued. Any and all money owed the Library either for fines lost materials or used unearned leave will be deducted from the last pay.B. Resignation
1. An employee who intends to resign must inform the Director immediately; four weeks notice is the minimum for the Director, Branch Head and Bookmobile Head, unless waived by the Board. Two weeks notice is necessary for all other staff. 2. All resignations should be submitted in writing to the Director with the effective resignation date. (last day to work). 3. Failure to give proper notice will be recorded in employees personnel file and may be mentioned when giving references for that person.C. Retrenchment
1. Financial contingencies change in Library service, re-alignment of functions, or adoption of new methods may require the elimination of positions. 2. Reduction in staff will be taken in this order: a. Those who have the poorest service and attendance records b. Those with the shortest period of service c. Department heads, in which case advanced notice, will be given. d. Employees retained will be based on the amount of skill/education rather than years of service.D. Absenteeism
1. Employees who are late for work have one of the following options: a. Make up the amount of time late by working over on the same day, but not when the Library is closed, this is only for those who have an emergency. Over sleeping is no excuse. b. Deduct said amount of time without pay. c. An employee lateness report will be filed every time an employee is late. Excessive and continuing tardiness is grounds for dismissal. Six reports in a six month period will constitute a written warning. Two written warnings in a twelve-month period will result in termination.E. Probation
1. The first six months of employment shall be considered probationary, during which time, employees may be dismissed at the discretion of the library director. Dismissal may be done with the usual notice but without the right of appeal. New employees who pass the probation period may receive a pay adjustment at or shortly after the six -month review. 2. If an employee receives an unsatisfactory evaluation that employee shall be placed on probation for a six -month period. This will be a time for improvement, if no improvement is shown then a demotion or dismissal will occur. During this probation an employee may be required to seek professional assistance, in such case earned sick leave or vacation may be used.F. Grievance
1. Any employee with a grievance must first discuss within five (5) working days of an incident, any problems with their immediate supervisor. 2. If they are unable to resolve the matter, a second meeting will be called within two (2) weeks from the time of the complaint. This meeting will be with the Director, supervisor and employee or employees. 3. If the problem remains unsolved, the employee may request in writing a hearing with the Library Board. The employee must include in the request a written statement of the problem. A closed hearing with the Board, supervisor, employee or employees and the Director will be held within a month time and the problem will be resolved. If the Director and the Board determine that an agreement resolution cannot be worked out, termination or transfer will be required. The Board or Director must keep a record of this meeting on file.G. Transfers
1. Transfers are made whenever necessary to meet the needs of the Library system and welfare of the staff. 2. If an employee is unable to fulfill the requirements of his or her position, and if circumstances permit. An employee may be considered for transfer to a position of equal classification or part-time. 3. If no position is available that employee have be required to take a demotion. 4. Most often an employee that cannot fulfill the requirements will be asked to take further education or instruction before given a demotion.H. Demotions
1. If an employee fails to fulfill the duties and responsibilities of his or her position, he or she may be placed in a lower classification. This assignment carries with it compensation of that job classification. Previous written and verbal warnings with the opportunity to improve should be given, unless circumstances require demotion without warning. 2. Demotion will usually come after transfers that did not result in a marked improvement or if no transfer is available. 3. Demotions may be followed with dismissal if no improvement is shown.I. Abandonment
1. If an employee is not on an approved leave; or one that exceeds an approved leave and fails to notify the Director of his or her intended absence for more than three (3) days, shall constitute termination of employment at the end of the third day.J. Employee files
1. All files will remain private unless the following prevail: a. Prior written consent of each individual employee b. A written request on official letterhead from appropriate legal counsel.V. Branch Policy
1. Preceding policies hold true for the Branch, with the following exceptions: a. Work day Monday - Friday 9:00 -8:00 and Sat. 9:00-4:00 2. Branch Head is responsible for scheduling, purchasing recommendations, time-books, petty cash, weeding, maintenance of the building, supplies, public relations, reports, attending Board meetings and administrating Board policies. 3. Problems must be reported to the Director and previous guidelines followed. 4. From time to time, special conditions will necessitate differing policies for Branch and Bookmobile service. The director will communicate such policies. 5. The Branch employees follow job descriptions just as the main library and bookmobile. 6. Branch staff will be expected to attend staff in-service days and will participate in cross training with all other entities of the library system.VI. Bookmobile
1. The Bookmobile head is responsible for administering Board policies 2. Bookmobile staff will follow job descriptions just as the main library. 3. Due to insurance mandates no person or persons other than library personnel shall be transported on the Bookmobile. 4. If law mandates bookmobile staff may be subject to random drug testing.Drug Free Workplace Policy
It is the policy of the Board of Trustees of the Carroll County District Library to create and maintain a drug-free environment in the workplace, as required by the Drug-Free Workplace Act of 1998. The use of controlled substances* is inconsistent with the professional and responsible behavior we expect of employees, it subjects all employees, patrons and visitors to our facilities to unacceptable safety risks, and undermines the library's ability to operate effectively and efficiently. Therefore, the employees of the Carroll County District Library are strictly prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession, sale or use of a controlled substance at the workplace or while conducting library business off the library's premises. Such unlawful conduct is also prohibited during non-working time to the extent that it 1. Impairs in the opinion of the administration of the library, the employee's ability to perform his/her job; 2. Affects the library's reputation or threatens its integrity, also in the opinion of the library's administration. To educate employees about the dangers of drug abuse, the library has established a Drug-free awareness program. Periodically, employees will be required to attend informational sessions during which the dangers of drug abuse, the library's policy regarding drugs, and the availability of counseling will be discussed. Employees who are convicted of offenses involving controlled substance in the workplace must inform the Director within five days of the conviction or plea. Employees who violate any aspect of this policy are subject to disciplinary action, which may include dismissal. Employees may be required, at the library's discretion, to participate in and successfully complete a drug-abuse treatment or rehabilitation program as a condition of continued employment. *Controlled substances are identified in Schedules I through V of Section 202 of the Federal Controlled Substances Act. They include marijuana, cocaine, ###### and morphine, as well as barbiturates and amphetamines.Acknowledgement of Receipt of Employee Handbook
The information contained in this Employee Handbook has been prepared as an aid and a guideline to give you a better understanding of your job in the Carroll County District Library system, and to give you a summary of the system's wage, benefit and personnel policies and programs. Any past practices, to the extent that they are inconsistent with any terms of this handbook, are specifically disavowed. If, in this handbook, we have inadvertently said or implied anything that is different from the actual provisions of any benefit plan documents, the actual provisions of those plans will govern. Further, the policies and statements contained in this handbook, and in other provisions that may be added from time to time, are not contracts of any kind. Nothing herein should be construed as a direct or implied contractual commitment between the system and its employees with respect to the duration's of employment, level of compensation, or any other terms or conditions that are part of the employment relationship. It is mutually understood that the employment relationship between the Carroll County District library system and you is an at-will arrangement and may be terminated at the will of either party. Although this handbook reflects current policy, these policies may be changed or rescinded at any time. I, _____________________________, acknowledge that I have received and read the Employee Handbook for the Carroll County District Library. I, _____________________________, understand that upon leaving employment at this system, I am responsible for returning this handbook intact, or $10.00 may be deducted from my last pay. Date__________________ Revisions_________________________ Date_______________________ ( A copy of this form will be kept in your personnel file. This form should be kept in your handbook for your own record)
11/16/2008