Lane Libraries Staff Site

No doubt, other circumstances may also impact the final decision. The above points, however, form a general practice and will guide the library’s thought process in making these serious decisions. As specified elsewhere in our policies, all decisions of this nature will be made without illegal discrimination and with the best interests of the library and the employees in mind. 

RETIREMENT

Under the Ohio Public Employees Retirement System (OPERS), which covers public library employees, the age of retirement and years of service credit required for retirement benefits are determined by the Ohio Legislature.
 
All Library employees are members of OPERS. Employees may retire at the age of sixty (60) or later if they have five (5) years of service credit; at age fifty-five (55) or later if they have twenty-five (25) years of service credit; or at any age if they have thirty (30) years of service credit. To maximize benefits, employees approaching retirement should contact OPERS directly for information on retirement options. Booklets explaining OPERS are available from the Human Resources Department. Any questions or specific concerns about the rules and regulations or the tax implications of this retirement system should be directed to OPERS. They can be contacted at 1-800-222-7377 or on-line www.opers.org 

There is no mandatory retirement age.
 
At the time of retirement, an employee will be paid for any unused vacation time. In addition, full-time employees who have completed ten  (10) years of employment with Lane Public Libraries will receive severance pay equal to one-fourth (1/4) of their unused sick leave at the time of retirement. Part-time employees retiring under OPERS after ten (10) or more years of service with Lane Public Library receive fifty dollars ($50.00) for each year of service with the Library.

PERSONNEL RECORDS
 

Personnel records are located in the Human Resources Department and are maintained for all employees of the Lane Libraries. The Director, Business Manager, Bookkeeper, Head of Human Resources and the Human Resources Assistant have access to these files for business purposes. An employee's supervisor, with the knowledge of the Director or the Head of Human Resources, may have access to an employee's performance evaluations and other evaluative materials for business purposes. 

The Human Resources Department will release the following information about an employee without a signed release from the employee:

1. Dates of employment
2. Position(s) held

Financial information about an employee may be released or work references based on evaluative material in the personnel file may be written for an employee only after a signed release from the employee has been placed in the employee's personnel file. Requests for information concerning financial credit, employment verification, and reference checks coming directly to supervisors should be forwarded to the Human Resources Department.

As the result of an Ohio Supreme Court decision, public employee addresses and phone numbers are not public records. Employee names, salaries, and most other personnel information ARE public record and fall under the Ohio Public Records Law.  Therefore, information in personnel files is available to the public upon written request to the Business Manager.
 
Violation of this policy may result in disciplinary action up to and including dismissal.
 
Included in the personnel files are the following items:

1. Forms related to hiring, reassigning and promotion
   a.  Federal Tax Form W-4
   b.  Ohio Department of Taxation Form IT-4
   c.  Ohio Department of Public Safety HLS 0037/Declaration
   d.  New Employee Checklist
   e.  Current Job Description
   f.  Payroll Status Form
   g.  Systems (E-Mail) Set Up Form
   h.  Employment Not Covered by Social Security Form SSA-1945
   i.  Acknowledgement of Having Read Staff Code
   j.  Items Belonging to Lane Libraries
2. Performance appraisals
3. Documentation of disciplinary action
4. Grievance statements
5. Commendations, letters and memoranda relating to performance
6. Emergency telephone numbers
7. Letters of reference
8. Acknowledgement of Receipt of Ohio Ethics Law
9. Records of attendance at job-related workshops and courses of study
10. Other material authorized by the director as information necessary and relevant to the functions of the organization

Anonymous letters or materials shall not be placed in an employee's file. 

Any documentation pertaining to individual employee's behavior or work performance that is placed in an employee's permanent personnel file must be
initialed or signed by the employee as an indication of the employee's knowledge of the document. The employee's signature does not necessarily imply agreement with the document. The employee may write a response to any material in the file; the response will be attached to the file copy of the material. Employees may request that reprimands be destroyed three years after the initial incident as long as no further similar incidents have occurred.
 
All employees have the right to inspect their personnel files. The files are available during business hours by making arrangements with the Director, Business Manager, or the Head of Human Resources. Files may not be removed from the office. Employees have the right to have an individual of their choice accompany them to review their personnel file. The Library will provide photocopies of any documents in the file at the employee's request.  The personnel files of all former employees of Lane Public Library are kept in the Human Resources Department. Pertinent personnel information is retained indefinitely for every former employee.

HIPAA/MEDICAL RECORDS

In 1996, Congress enacted the Health Insurance Portability and Accountability Act (HIPAA).  One purpose of HIPAA is to protect health information by establishing transaction standards for the exchange of health information, security standards and privacy standards for the use and disclosure of individually identifiable health information.  Lane Libraries take the appropriate and reasonable steps to keep an employee’s health information secure.  This information is not kept in personnel files but in a separate HIPAA file in the Human Resources Office. Staff does have access to their own information. 

STANDARDS FOR STAFF CONDUCT

Lane Public Library endorses the ALA Code of Ethics and expects that all employees in the system will conduct themselves in a professional manner in relation to the following standards. This conduct will be evident in the ways in which employees interact with each other and with the public.

Cooperative attitude: All staff are expected to work together as part of a team effort to accomplish the goals and purpose of the Library.
 
Service attitude: Prompt, courteous and friendly assistance to the public and to co-workers is essential. Staff are also expected to avoid, eliminate or report any situations which may cause irritation or discomfort to the public.
 
Maturity: All staff are expected to exercise self-restraint at all times and demonstrate emotional maturity, professionalism, tact and sensitivity in dealing with the public and co-workers.
 
Respect: All staff are expected to treat each member of the Library staff and the public with respect and consideration in the performance of their duties.
 
Approachability: All staff are expected to dress and maintain grooming habits appropriate to the nature of the work being done and consistent with commonly accepted practices in other public libraries. (See Dress Code.) The administration reserves the right to assign personnel in accordance with the image they project.

Violations of these standards may result in disciplinary action.

STAFF DRESS CODE GUIDELINES

A key element in providing excellent customer service is to consistently be aware of the first impressions we make upon our patrons. Personal appearance is one visible way we convey our belief in the services we provide.  Professional presentation is a powerful nonverbal communicator.  Staff members in business attire appropriate to the tasks they perform, send the message to patrons and co-workers alike that they are competent and approachable. The personal presentation of every staff member communicates not only their specific attitude about the work they perform for the library, but also the particular attitude the person holds about him or herself as a skilled professional.  All staff members are expected to dress and maintain grooming habits consistent with the business image of the Lane Libraries as a public institution. These guidelines pertain only to “on the clock” hours at Lane.

The supervisor of each staff member will determine the appropriateness of any clothing or grooming choice. Staff and supervisors may use the following guidelines when determining the suitability of any specific garment or grooming choice. Staff members who have reservations about any particular selection are urged to consider that fact before making a questionable choice.  Appropriate attire would be apparel consistent with commonly accepted practices in other public libraries.  Administration reserves the right to assign personnel in accordance with the appropriateness of the image they project.

This list of inappropriate dress is not intended to be inclusive.  The list should a serve as a guideline to supervisors and staff members in making decisions about what is not acceptable professional attire.

During regular business hours, earrings and/or studs to any facial area (e.g., lips, nose, eyebrows, tongue, etc.) must be removed.  In addition, any body tattoo or tattoos must be covered.

Denim of any kind, including jeans, skirts, dresses, jumpers, vests, shirts, jackets or any item trimmed in denim.

Jeans or jeans style pants of any color.  Jeans style would mean denim type materials of any color, with stitching on pockets and/or brads.

Any garment which is either so low cut or so short as to render the wearer inappropriately exposed should they bend or reach up.

Any garment which is dirty, stained, torn, ripped, in obvious disrepair such as missing buttons, etc., in obvious need of pressing (with the exception of fabrics designed to look wrinkled), tattered, faded (with the exception of fabrics designed to look faded), or so worn that the fabric is visibly thread bare.

Clothing generally accepted as more appropriate for casual or leisure activities such as: shorts, sundresses (a style which exposes bare shoulders such as spaghetti straps or is cut low in front or back), tank or halter tops, sweatpants, overalls, leggings, sheer or see-through items, items made of material intended to conform to the body such as Spandex, T-shirts and sweatshirts with promotional material, flip-flops and baseball caps or hats of any type.

WORKPLACE HARASSMENT/DISCRIMINATION POLICY

It is Lane Libraries’ policy to afford all employees a workplace that is free from all forms of sexual, racial, religious, age, disability, or national origin harassment or discrimination. Such misconduct should be reported promptly, regardless of who originates it or participates in it, and regardless of whether it is oral, written, visual, or physical conduct. If found to have occurred, such misconduct will result in corrective action that the Library determines is an appropriate resolution of the matter. The corrective action could range up to and including termination of the offender. 
 
Explanation Of Sexual Harassment 
 
The Equal Employment Opportunity Commission (EEOC) defines sexual harassment as follows:
 
Unwelcome sexual advances (verbal and/or physical), requests for favors and other verbal and/or physical conduct of a sexual nature constitute sexual harassment when:

1. Submission to such conduct is either an explicit or implicit term or condition of employment (such as a promotion, job assignment, overtime opportunity, wage increase, etc.); or
2. Submission to or rejection of the conduct is used as a basis for making employment decisions; or
3. The conduct has the purpose or the effect of substantially interfering with an individual's work performance or creating a hostile or offensive work environment.

Sexual harassment under this definition may range from sexual innuendo, perhaps in the guise of humor, to coerced sexual relations. It may include but certainly is not limited to:

• Sexual jokes or offensive sexual language.
• Unwelcome sexual references.
• Verbal harassment of a sexual nature.
• Subtle or direct pressure for sexual activity.
• Physical contact such as touching, patting, pinching, rubbing or squeezing.
• Leering at or ogling or other sexual references or comments about a person's body, appearance or clothing.
• Seeking sexual attention with implied or explicit threats or rewards.
• Displaying pictures or objects that have women and/or men as sexual objects.

Using and insisting upon good manners, professional behavior and the exercise of good sense will go a long way in avoiding and preventing the inappropriate conduct covered by this policy. Should there be any incident, however, which runs afoul of this policy, it should be reported immediately. 

Complaint Procedure 
 
Anyone who is the object of any conduct in violation of this policy or who observes any such activity should immediately report the matter in accordance with the procedure below. The Library encourages reporting of all incidents of harassment regardless of who the offender may be.

1. Employees subjected to acts of harassment are to report such incidents immediately to their supervisor, or at the employee's discretion, to the Head
   of Human Resources, or to the Director. (Employees may report incidents which they witness. The person who is the object of the harassment,
   however, is responsible for making a complaint. Witness reports may also be investigated.)
2. The Head of Human Resources, except in certain circumstances that may necessitate the use of an outside investigator, will accept written statements
   and investigate all reports within thirty (30) days of receipt of the complaint.
3. The Head of Human Resources will provide a written report of the incident and the investigation to the Director.
4. The Director and the Head of Human Resources will meet to discuss the report.
5. Based upon the results of the investigation, the Head of Human Resources and the Director will make a decision concerning recommendations and any
   disciplinary action deemed appropriate for the incident. (There may be situations that warrant the advice of legal counsel in this decision making
   process.)
6. The results of the investigation and any action taken thereon will be communicated to the appropriate parties.
7. he involved parties may submit written objections to the decision to the Head of Human Resources and the Director. Such objections will be ruled
   upon within thirty (30) days of receipt.

Any employee found to have violated this Policy will be subject to appropriate disciplinary action, up to and including immediate termination. 

 

GIFTS

The Library is a public institution and its services are equally available to all. Members of the staff may not accept valuable gifts or money from patrons.
 
It is unethical to accept valuable gifts from those vendors doing business with the Library.
 
Staff members are permitted to accept food, candy and any other inexpensive items usually worth less than twenty-five dollars ($25.00) per item.
 
The Ohio Ethics Law and related statutes prohibit a public official or employee from accepting the following from a vendor interested in doing business with the official's or employee's agency: payment for expenses related to travel, meals, and lodging incurred in viewing the vendor's product regardless of whether the expenses would be paid directly to the public official or employee, or as a reimbursement to the official's or employee's agency.  Each employee receives a copy of the Ethics Law when hired as outlined in the Ohio Revised Code and is required to sign that this information has been received.  This acknowledgement is included in the personnel file.

 

THE LANE LIBRARIES ORGANIZATIONAL CHART

 

LANE PUBLIC GRADE CLASSIFICATIONS
 

GRADE 17 Open 
 
GRADE 16 Open
 
GRADE 14 Branch Manager, Business Manager, Systems Manager
 
GRADE 13 Human Resources Manager, Youth Services Manager

GRADE 12 Assistant Branch Manager, Bookmobile Services, Manager, Public Relations Manager, Systems Technician, Smith History Library Manager

GRADE 11 Information Librarian, Children's Librarian, Teen Librarian, Cataloger, Maintenance Manager, MLS Floater

GRADE 10 Assistant Circulation Supervisor
 
GRADE 9 Open 
 
GRADE 8  Public Relations Assistant, Human Resources Assistant
 
GRADE 7 Library Assistants - Information, Children's, Teens, Technical Services, Systems, Bookmobile, Bookkeeper, Floaters, Smith

GRADE 6 Library Assistants - Circulation, Bookmobile, Technical Services 
 
GRADE 5 Interlibrary Loan Clerk, Order Clerk, Secretary, Receiving Clerk, Library Assistant - Bookmobile 
 
GRADE 2 Maintenance Assistant

Page positions are not graded
   

LANE PUBLIC LIBRARY SALARY RANGES

SALARY RANGES

PAYCHECKS AND MANDATORY DEDUCTIONS

All members of the staff are paid twice a month. Pay days ordinarily fall on the 15th and the last working day of the month. If a regular payday should fall on a Saturday or Sunday, then the checks will be distributed on the preceding work day. No checks may be picked up before payday, nor before 8:30 a.m. Staff members may choose to have their paychecks or direct deposit statements sent through the Library delivery system to their work location or mailed to their home.  Lane Libraries will not advance wage payments to staff members for any reason.

Mandatory deductions from checks include the following:

City Income Tax

School District Income Tax (where applicable)

Federal Income Tax

State Income Tax

Medicare (for employees hired after 3/31/86; 1.45% of the gross wage is deducted from the employee's pay. The Library contributes the same amount to Medicare in the employee's name.)

OPERS (Public Employees Retirement System)

Checks for absent staff members or employees on vacation will be held in the Business Office until their return unless instructions to mail them have been left with the Business Office. Written authorization from an employee is required before a check will be released to anyone other than the employee named on the check.
 
Each check should be cashed promptly.
 
Employees who have their checks mailed to them must wait four business days after payday before being reissued a check assumed to be lost in the mail.

Any payroll questions should be directed to the Business Office.

VOLUNTARY PAYROLL DEDUCTIONS

TAX-DEFERRED ANNUITIES

Staff members may authorize deductions for the purchase of tax deferred annuities through the Ohio Public Employees Deferred Compensation Program, a 457 plan. This program is a voluntary deferred income program available exclusively for Ohio Public Employees and is intended as a supplement for future retirement income.

Employees may authorize a portion of their salary to be withheld (using payroll deductions) and invested for payment at a later date. Money contributed to this program and earnings thereon are not subject to Federal or State income tax until paid to the employee, at which time these funds are taxed as ordinary income. Program contributions may be made only by payroll deduction.
 
The maximum annual contribution is subject to change based on the Internal Revenue Code. Full information about this plan is available on Ohio Public Employees Deferred Compensation Program website, listed on the staff website or can be accessed by clicking on the above link.

DIRECT DEPOSITS

All new staff members, except pages, are required to use Direct Deposit of payroll checks. Each employee may have up to three accounts. Each account requires a separate authorization form. A partial direct deposit requires a flat dollar amount to be deducted. A full direct deposit requires net pay to be deposited into one account.
 
Funds deposited are available for use the next business day (Monday through Friday, excluding holidays) after payday.
 
Changes in amounts deposited may be made at any time, but must be submitted on a new authorization form seven (7) days prior to payday in order to become effective on that payroll. Authorization forms are available on the staff website by clicking “Forms” under “Links” and then clicking on “Direct Deposit” in the list.

CREDIT UNION
Lane Libraries employees are eligible to become members of the CHACO credit union. CHACO offices are located in Hamilton, Fairfield and Oxford. CHACO offers a variety of financial options for employees. Information about CHACO financial services can be obtained from their website: www.chacou.org.

Information concerning services, coverage, premiums, applications and other details of the above voluntary deductions may be obtained from the Human Resources Department. The information contained in the Staff Code is intended as general information. Employees should refer to policies, procedures, plan documents, and applicable federal and state laws for specific information about these deductions. These deductions are discussed with each new employee upon hire when he/she completes the required paperwork with the Human Resources Department.

 

HOURS OF WORK

Non-Exempt Employees under the Fair Labor Standards Act (FLSA) 
 
Each full-time staff member works 37.5 hours per week. The work week is defined as Sunday, 12:00 a.m., through Saturday, 11:59 p.m. The schedule is arranged by each supervisor to meet the business needs of that particular department or branch.  Supervisors may change individual schedules at any time as dictated by the business needs of the specific department. Tardiness and absence must be made up by non-exempt, full-time employees by the end of the work week. Tardiness and absence must be made up by non-exempt, part-time staff within the current pay period.  Habitual tardiness is cause for disciplinary action, up to and including dismissal. 
 
Occasionally a staff member may need to keep a personal/business appointment which cannot be arranged outside of work hours. The staff member must receive permission from the department/branch head or the Director to leave during work hours. All time lost in this manner must be made up within the same work week. This privilege may be granted only if there is no loss of service to the public.
 
Supervisors are encouraged to accommodate reasonable requests for changes in schedules; however, they are not required or obligated in any way to grant such requests. Schedule changes are a privilege and can be denied. The responsibility of making arrangements to accommodate a schedule change is on the employee who wishes the change, not the supervisor. An employee who wishes to make a change should make every effort to find some other staff member who will switch schedules before going to the supervisor. Supervisors may reject requests that are submitted without any effort on the part of the employee to make alternative arrangements.
 
Non-exempt personnel cannot work over 37.5 hours per week unless authorized to do so and approved by the Director in writing. Each job description denotes the FLSA status. This rule will be strictly adhered to in order to comply with the FLSA.
 
Evenings and weekend work may be required of any staff member. 
 
Exempt Employees under the Fair Labor Standards Act (FLSA) 
 
Generally, exempt employees (supervisors) will work 37.5 hours per week, but supervisors are also expected to work as many hours as necessary to complete their job duties. As with all employees, habitual tardiness and other attendance problems may be cause for dismissal. While exempt employees are expected to work as many hours as necessary to complete their job duties, the Library recognizes that there are times when an exempt employee has extensive work-related commitments outside the normal work day. Such situations are dealt with through PLUS AND MINUS TIME.
 
PLUS AND MINUS TIME: Plus Time may be accrued when an exempt employee's job commitments extend outside the normal work day, such as visits to schools, attendance at community meetings as a Library representative or because of the demands of the public service schedules. When such commitments cause a supervisor to work more than 37.5 hours in a week, one (1) hour of Plus Time will accrue for every hour of work beyond 37.5 hours. Note that supervisors who choose to take work home may not count this time in the work week. Each exempt employee may accrue up to a maximum of 22.5 hours (three days) of Plus Time. No additional Plus time will accrue until Minus Time is taken.
 
Once a supervisor has accrued Plus Time, he/she may take Minus Time. Minus Time can be taken for personal-related absences and/or when a supervisor does not want to use, or has exhausted, other leave. Plus time must be accrued before Minus Time is taken. Employees will not be paid for any unused Plus Time upon leaving Lane Libraries. Accrued Plus Time that is not taken before leaving employment with the Library will be forfeited. Plus and Minus Time are noted on the employee's ezLabor information.

ezLABOR

All employees record their hours of work daily through the use of the computer time clocks.

The cut-off dates for reporting the number of hours worked are the ninth and the 24th of each month.

Branch/Department heads are responsible for seeing that this information is correct and made on time. 

Falsification of work hours will result in immediate dismissal.

PUCTUALITY/TARDINESS

Each member of the staff is required to be working at his/her place of duty promptly at the scheduled time. Staff members going off duty from public desks should explain completely and clearly the work left to the staff replacing them. If a staff member is to be absent from a place of duty for longer than five (5) minutes, the supervisor or co-worker should be notified.  Habitual tardiness is cause for disciplinary action, up to and including dismissal.  
 
Non-exempt full-time employees arriving on the job late must make up their time lost at the end of the work day. Time lost on an evening shift will be made up on the following day's schedule. Shortened lunch hours or breaks may not be used to compensate for tardiness. Tardiness and absence must be made up within the same work week that the instance happened. Tardiness which occurs on Friday would have to be made up on Saturday. Time missed on a scheduled Saturday would have to have equivalent pay deducted because Saturday is the end of the work week with no additional opportunity for making up the lost time. Employees who work over the scheduled time one day may take the time off the following day.
 
Supervisors are expected to be at work during scheduled hours. Serving the public and setting a good example for the staff necessitate punctuality on the part of Library supervisors.

REPORTING ABSENCES

Any unscheduled absences must be reported to the branch/department head immediately. It is in the Library's and the employee's best interest for the employee to talk directly to the supervisor. The employee is responsible for knowing how to contact the supervisor outside of work. Since an absence may require a schedule change, the employee is required to notify the supervisor about this absence at least 30 minutes before the employee is scheduled to work. Not calling the supervisor and not showing up for work is cause for immediate dismissal. If the supervisor cannot
be reached, it is the employee's responsibility to contact the senior staff person on duty. Extenuating circumstances will be considered in applying this policy at the discretion of the supervisor in conjunction with the Head of Human Resources. Lane Libraries reserves the right to require documentation of any absence.
 
When it is possible to predict the length of an absence (for example, if an employee has orders from the doctor to stay home for one week) it is not necessary for the employee to report on a daily basis. However, if circumstances are such that the duration of the absence is uncertain (as is the cause with minor illnesses) or if a specific date of return cannot be forecast, the supervisor should be informed of progress as frequently as necessary. Daily phone calls may be required until the employee returns to work. 
 
For policies and procedures regarding leaves of absence, see the following sections of the Staff Code: Sick Leave and Leave Under the Family Medical Leave Act.

MEAL PERIODS

Non-exempt full-time employees are entitled to a full hour (unpaid) for lunch or dinner as scheduled by their supervisors. Part-time employees have scheduled unpaid lunch or dinner hours. All non-exempt employees, whether full or part-time, MUST take a lunch/dinner hour (sixty minutes) after working five (5) continuous hours. In other words, if someone works 5.25 hours during one day, the supervisor must schedule a lunch/dinner period. ezLabor automatically deducts the dinner hour after 5.25 hours. Meal periods may not be skipped in order to leave early. Meal periods may not be shortened in order to make up time.
 
Staff members who are dining in the Library are expected to use assigned areas for consumption of food.

 
BREAKS

Non-exempt employees may take a rest period not to exceed a maximum of fifteen (15) minutes for each half day worked (3.75 hours). Employees may take two (2) paid breaks (one during each half day of work) only when employees are scheduled for 7.5 hours of work or more in one day. Paid breaks may be taken only when there is no interference with good public service and branch/department routines. Every effort is made to provide paid breaks for employees, but breaks are not guaranteed. Breaks are scheduled by the supervisor. Break time is not cumulated or combined, nor is it added to meal time or taken to leave early. Break time must be taken as one fifteen-minute segment. For example, it may not be broken into three (3) five (5) minute breaks. A supervisor may restrict privileges when breaks are persistently abused.

Minors under age 18 must receive at least one thirty (30)minute break for every five (5) consecutive hours of work.

UNSCHEDULED CLOSING
 

Authority to close the Library system or any individual Library location due to emergency or special temporary conditions is vested with the Director. In the absence of the Director, the Branch Heads shall have the authority to apply discretionary judgments in interpreting Board and Administrative policy with regard to special and/or emergency situations.
 
In the event of an unscheduled closing of the entire Library system due to weather conditions or for any other reason, employees are paid for the time for which they were scheduled to work. Normally, if a single agency is closed for any reason, the staff will be reassigned to another Library location. Such situations are treated on a case-by-case basis by the administration.
 
The Director will consult with local and county authorities concerning road conditions and any related advisories before determining whether or not the Library system will close.
 
An employee who cannot get to work because of weather conditions even though the Library is open may deduct the time missed from accumulated vacation. Any employee, either full or part-time, may use one of their ten (10) "deduct days" and have the time taken off the next pay check. With the supervisor's permission, the time missed may be made up within the same work week.
 
All employees who are late for work due to extreme weather conditions will not be required to make up the time unless they are more than twenty (20) minutes late. For example, a person unavoidably detained for thirty (30) minutes would need to make up only ten (10) minutes following the usual guidelines. This policy will be effective on days any public school within Lane Libraries’ service district is closed. Closings on weekends or holidays will be determined by the Director.
 
Sick leave may not be used to cover such absences unless the employee is actually sick and staff may be required to provide medical documentation of their illness.

STAFF PRIVILEGES

All staff members have the same privileges:

1. Staff members are exempt from paying overdue fines for Library materials. However, staff members are charged for replacement of lost/returned materials and any collection agency fees as any patron would be.
2. Staff may not borrow new materials before they have been cataloged and processed. The borrowing privileges do not include extended loan periods. Abuse of staff borrowing privileges may necessitate the privilege being denied to an individual.
3. Staff may use Library phones for brief personal calls which can only be made during regular business hours.  All such calls must be made in non-public areas.  Personal long distance calls must be billed to the person’s home telephone.

   Excessive personal calls during the day, regardless of the phone used, can interfere with  productivity and can be distracting to others, both public and staff.

   Personal cell phones and pagers must be turned to “vibrate” while at work.  Staff may use their cell phones/pagers during break periods, including meal breaks, in designated areas.  A camera cell phone may be used on library premises only with prior administrative permission no matter who, where or what the subject.

   Safe use of the cell phone is of the utmost importance.  Staff members who are using library vehicles and/or library issued cell phones are prohibited from using the phone at any time while driving.  Staff using their own vehicles and/or cell phones are not to use the cell phone for library business while driving. 

4. There are a limited number of parking spaces available for staff at each location. The spaces are assigned to staff members in order of seniority. Staff are requested to leave the spaces closest to public entrances for use by patrons. 
5. Staff rooms with kitchen facilities are maintained at all locations. Staff members who avail themselves of these facilities are responsible for
   maintaining the general cleanliness of the room. Staff members are responsible for washing and drying their own dishes immediately after use and returning them to their proper place. There are to be no open containers of food or drink left after use.
    
   Staff rooms and facilities may be made available to persons performing services for the Library (consultants, speakers, repair and maintenance
   personnel, etc.). The general public is not permitted in staff only areas - breakrooms, kitchen areas, staff workrooms. Family or friends who call for staff members must wait in public areas.

PUBLIC EMPLOYEES RETIREMENT SYSTEM

All Library employees are required by Ohio Law to be members of the Public Employees Retirement System (OPERS), which includes most Ohio city, county, health and conservancy employees. Retirement benefits are derived from each employee's mandatory membership in OPERS. Provisions of OPERS may be changed at any time by the Ohio Legislature. Deductions for OPERS are made from each employee's earnings at the current rate. A record of each employee's credit is kept by OPERS which issues a yearly statement for each account.
 
Employees leaving the Library before retirement may apply for a refund of the money withheld from their earnings for OPERS. A three (3)month waiting period is required before such refunds are made.
 
The Library makes contributions greater than the employee's contributions towards the employee's final retirement income.
 
More complete information about OPERS and its benefits may be obtained from the Human Resources Department or from the OPERS office in Columbus. The OPERS address is: 277 East Town Street, Columbus, Ohio 43215. The phone number is: 1-800-222-7737; www.opers.org.

Lane Libraries also participates in the OPERS "Pick-Up" Program. The employees' contribution is paid directly to OPERS by the Library. This plan reduces the employees' gross income for federal and state income tax purposes.

RETIREMENT RECOGNITION

Lane Public Library administration will take the responsibility of organizing an appropriate retirement recognition for those staff members who have been with the Library system for twenty (20) years or more.
Appropriate activities for retirement recognition for staff members will be determined using the following guidelines:

• wishes of staff member
• length of service
• type of position
  • works in support services
  • works directly with the public

Departments and branches may choose to honor retirees with less length of service as they see fit. Some suggestions are:

• staff luncheon/dinner outside the Library
• informal "cookies and punch" at the department/branch

These functions must be attended on personal time and funded independently of the Library. Staff members may choose whether or not they wish to solicit the Library staff to contribute toward a gift for the retiree.

RECOGNITION PROGRAM

This program is based upon longevity of service with Lane Public Library. Both full-time and part-time staff members receive public acknowledgment of their years of Library employment. The guidelines are:

 

10 years	Plaque or certificate of service
15 years	Gift certificate for dinner for two at a local restaurant - $40.00
20 years	An additional vacation day to be used at any time during the anniversary year
25 years	The additional vacation day plus a tangible memento such as a watch with a Library logo
30 years	The additional vacation day plus a piece of appropriate jewelry

 

The additional vacation day means that in year 20, the person would have 21 vacation days and would revert to 20 in years 21, 22, 23 and 24 with 21 again in year 25.
 
Part-time staff would receive the equivalent number of hours that are worked on the longest day that they are normally scheduled to work during the week. The maximum number of hours for which a part-time person could be paid would be 7.5

 

HEALTH INSURANCE

Group health insurance is available to all eligible employees. The Library currently pays 80% of the premium for individual coverage for full-time employees and 80% of the premium for family coverage for full-time employees.  The ratio of the employer and employee share is reviewed on an annual basis and may change based upon premium cost increases. Spouses of employees who are eligible for health insurance coverage through their employer are not eligible for health care coverage through Lane Libraries. Spouses who are not eligible for health care coverage through their employer are required to provide written verification of this fact.  Brochures describing the details of each plan are available from the Human
Resources Department.
 
The insurance carrier requires that an employee work at least thirty (30) hours per week to be considered eligible for participation; therefore, part-time employees cannot be eligible for this health insurance even if they want to pay the entire premium.
 
Participating employees contribute their portion of the premium through payroll deduction each pay period.  The billing cycle for health insurance dictates that premiums are paid for one month for the following month.  New hires enrolling in the health insurance program may be required to personally pay for coverage based upon when their start date falls during the pay period.
 
New full-time staff members must make application for this plan within thirty (30) days after appointment to the Library staff. After the employee applies, he/she becomes enrolled on the first (1st) day of the month following the date of hire. Employees not enrolling within the thirty-day period must wait until the annual reopening date, which is in October, and have no guarantee that they will be eligible to enroll.

Staff members enrolled in the health plan are responsible for notifying the Human Resources Department of any changes in dependent status, such as newborn or adopted child, loss of insurance eligibility of college age child, change of marital status or spouse’s loss or newly acquired eligibility for insurance.
 
Federal Law (COBRA) requires employers to offer an insurance continuation option for certain employees and their dependents whose coverage under the group medical plan would otherwise end. Under COBRA, employees pay the premiums for the medical plan at their own expense. Generally, employees may elect an 18-month continuation of coverage if termination of employment or reduction in number of hours worked results in the loss of coverage. Employees terminated for gross misconduct are not eligible for continuation. Employees may also continue any dependents' coverage they had prior to such termination or reduction. When the person becomes re-employed and covered under another group health insurance plan or entitled to benefits under Medicare, the continuation plan will end before the maximum period. Information about eligibility and benefits underCOBRA can be received from the Human Resources Department.

DENTAL INSURANCE

Group dental insurance is available to all full-time employees. The Library currently pays 80% of the individual or family premium for full-time employees. The ratio of the employer and employee share is reviewed on an annual basis and may change based upon premium cost increases.  New full-time staff members must make application for this plan within thirty one (31) days after appointment to the Library staff. After the employee applies, he/she becomes enrolled on the first (1st ) day of the month following the date of hire. Employees not enrolling within the thirty one (31) day period must wait until the open enrollment date and have no guarantee that they will be eligible to enroll.
 
Brochures describing the details of each plan are available from the Human Resources Department.
 
Participating employees contribute their portion of the premium through payroll deduction each pay period. The billing cycle for dental insurance dictates that premiums are paid for one (1) month for the following month.  New hires enrolling in the dental insurance program may be required to personally pay for coverage based upon when their start date during the pay period. 
 
Federal Law (COBRA) requires employers to offer an insurance continuation option for certain employees and their dependents whose coverage under the group medical plan would otherwise end. Under COBRA, employees pay the premiums for the medical plan at their own expense. Generally, employees may elect an 18-month continuation of coverage if termination of employment or reduction in number of hours worked results in the loss of coverage. Employees terminated for gross misconduct are not eligible for continuation. Employees may also continue any dependents' coverage they had prior to such termination or reduction. When the person becomes re-employed and covered under another group dental insurance plan or entitled to benefits under Medicare, the continuation plan will end before the maximum period. Information about eligibility and benefits under COBRA can be received from the Human Resources Department.

 

PREMIUM ONLY PLAN

Lane Libraries sponsor an employee benefit program known as a "Premium Only Plan" (POP) for full-time employees. Employees can use pre-tax dollars to pay for group insurance premiums. This program helps employees because the benefits elected are non-taxable; the employee saves on federal and state income taxes and on Medicare payments on that amount.

The employee may choose to participate in the plan's pre-tax program options by completing a required enrollment form for the component Benefit Plan or Policy. The benefit options available are the Group Health and Dental Plans.

Full-time employees who are eligible to participate in the component parts of Lane's group benefit program(s) are eligible to participate in the "POP" plan. The benefit options available are the Group Health and Dental Plans.

The Open Enrollment Period for a plan year will generally be from December 1 through December 31 of the previous plan year. Employees cannot change the election to participate in the "POP" program or vary the pre-tax premiums once the selection is made except during this stated period.

New employees must complete a "POP" enrollment form and then enter the "POP" plan on the effective date of coverage under the component benefit plans or policies - the date coverage begins with the Group Health and Dental Insurance.

For the details regarding eligibility provisions, premium amounts, or a summary of each of the programs, contact the Human Resources Department.
 
Here are some questions and answers concerning the “POP” plan.

What is the purpose of the Plan?

The purpose of the Plan is to allow eligible employees to use funds provided through employee salary reduction, to pay for one or more of the group insurance benefit plans or policies offered by Lane Libraries, and enable them to pay for the selected coverage(s) with pre-tax dollars.

What benefits can I purchase on a pre-tax basis through the Plan?

You will be able to choose to participate in the Plan's pre-tax program options by filling out any required enrollment form(s) for the component Benefit Plan or Policy. The benefit options available are the Group Health and Dental Plans. For the details regarding eligibility provisions, premium amounts, or a summary of each of the above programs, ask the Human Resources Department.

Who can participate in the Plan?

Full-time employees who are eligible to participate in the component parts of Lane’s group benefit program(s) are eligible to participate in the Plan.

Those employees who actually participate in the Plan are called "Participants." An employee continues to participate until (i) the end of the Plan Year for which the election was made, unless the Participant elects during open enrollment to continue participation; (ii) the termination of the Plan; (iii) the date the Participant's employment ceases (or, in the case of the medical reimbursement component, when COBRA coverage ends); or (iv) the Participant revokes his or her election in accordance with Q/A 7.

How do I become a participant?

You become a Participant by signing an individual Enrollment Form on which you elect one or more of the benefits available under the Plan, as well as agree to a salary reduction to pay for those benefits so elected. You will be provided an Enrollment Form when you first become eligible to participate. You must complete the form and turn it in to the Human Resources Office within the time period specified. If you are eligible on the initial Effective Date (January 1, 2003) of the Plan, you will be able to enter the Plan during the Initial Enrollment Period and shall become a Participant on the Effective Date. Otherwise, you will be able to enter the Plan on the effective date of your coverage under the component Benefit Plans or Policies.

In future years you may obtain a new Enrollment Form, during the Open Enrollment Period, and you will be given the opportunity to confirm or change your choices made for the previous 12-month period for the coming 12 months beginning on the first day of the next Plan Year. This twelve month period is called the "Plan Year." A Participant who fails to complete, sign and file an Enrollment Form during the Open Enrollment Period at the beginning of any future Plan Year will be deemed to continue the election made for the previous Plan Year. 

VISION INSURANCE

Vision insurance is provided for full-time employees by Lane Libraries. Currently the Library pays the full premium for either individual or family coverage for each full-time staff member. Each full-time staff member will be enrolled on the first (1st) of the month following their date of hire at Lane Libraries.
 
All information regarding the specifics of the insurance is in the information published by the carrier and is available from the Human Resources Department.
 
Federal Law (COBRA) requires employers to offer an insurance continuation option for certain employees and their dependents whose coverage under the group medical plan would otherwise end. Under COBRA, employees pay the premiums for the medical plan at their own expense. Generally, employees may elect an 18-month continuation of coverage if termination of employment or reduction in number of hours worked results in the loss of coverage. Employees terminated for gross misconduct are not eligible for continuation. Employees may also continue any dependents' coverage they had prior to such termination or reduction. When the person becomes re-employed and covered under another group health insurance plan or entitled to benefits under Medicare, the continuation plan will end before the maximum period. Information about eligibility and benefits under COBRA can be received from the Human Resources Department.

DISABILITY INSURANCE

The Board of Trustees has adopted a short-term disability plan for all full-time employees. This insurance is paid for entirely by the Library.
 
The employee coverage begins on the 1st day of the month following the employee’s date of hire. Once enrolled, there is a thirty (30) day waiting period before benefits can start. If an employee does not have enough accumulated sick leave to cover this waiting period, vacation and holidays must first be used, then deduct days will be made from the employee's salary until the employee is eligible for disability benefits. If the employee does not have any time to cover the waiting period, leave in accordance with the Sick Leave policy will be unpaid.
 
Claim forms are kept in the Human Resources Department. After the employee and the doctor have filled in their portions of the form, the form is returned to the Human Resources Department for processing. Benefits begin approximately two (2) weeks after filing and are paid weekly thereafter, up to twenty-six (26) weeks. Benefit checks from the insurance company are sent to the Human Resources Department. The checks are then mailed to the employee’s home.  Employees receive 67% of their weekly earnings up to a maximum of five hundred dollars ($500.00). This third-party insurance is taxable income.  Upon return to work, the employee must contact the Business Office to verify tax liability information. 
 
While drawing disability benefits, a staff member will continue to accumulate sick leave and vacation but does not earn credit for floating holidays. If the employee is eligible for leave under the Family Medical Leave Act (FMLA), the time spent on short-term disability will be counted towards the employee's twelve (12) week entitlement under the FMLA. While on short term disability, the employee continues to earn credit under OPERS.  Both sides of the contribution (employer and employee share) are paid for by the Library. If the staff member participates in the Library's health insurance and dental programs, the employee will be responsible for paying the employee's share of the premiums. The Library will continue paying the employer's share of the health, dental and vision insurance premiums while the employee is on disability.
 
An employee is not eligible to receive disability insurance benefits under a worker's compensation injury or claim in accordance with the insurance company's policy.
 
Information concerning services, coverage, premiums, applications and other details of this insurance plan may be obtained from the Human Resources Department.

LIFE INSURANCE

The Board of Trustees has adopted a life insurance plan for all full-time employees. This insurance is paid for by the Library.
 
There is a thirty (30)-day waiting period after the initial appointment to the staff as a full-time employee before a person may be enrolled for this coverage. The coverage is equal to the nearest thousand of the person's salary. Coverage provided by the Library then ends when the employee leaves Lane Libraries. A conversion option (for the employee to pay the premium) is offered by the insurance company.  
 
Information concerning this coverage may be obtained from the Human Resources Department.

HONORARIA

Lane Libraries staff members requested to speak at job-related meetings or workshops are encouraged to do so. Employees must have advance approval to participate in such a meeting during time that they would be scheduled to work.  When engagements of this nature involve an honorarium payment by the sponsor to the staff member on the program, the Library requires the individual to remit this payment to Lane Libraries if the staff member attends and participates on Library time (a scheduled work day approved and credited as time worked). In lieu of such an honorarium, sponsoring groups are encouraged to give gifts to Lane Libraries or one of its Friends groups. However, if the participation was on the employee's own time, e.g. vacation, holiday or day off, the employee may keep the honorarium payment. If the employee plans to make presentations on his/her own time and expects to retain the honorarium, it is expected that the preparation will be done on the employee's own time.
 
Non-monetary personal gifts from the sponsor to the speaker or the sponsor's reimbursement for the speaker's expenses need not be remitted to the Library.
 
This policy does not pertain to an employee hired elsewhere to work as a consultant. Such work must be conducted on the employee's own time.

HOLIDAYS

The Lane Public Library system is closed on the following holidays:

 

	New Year's Day
	Memorial Day
	Independence Day
	Labor Day
	Thanksgiving Day
	Christmas Eve Day
	Christmas Day

 

Full-time staff members are paid for these seven (7) holidays. Part-time staff receive pay if the person is normally scheduled to work the day of the week that the Library system is closed for the holiday. The part-time staff member must work or use vacation time during that week to be eligible for the holiday pay. Part-time staff members are paid for the number of hours that they usually work on that day.

Full-time staff members have four floating holidays:

 

	Martin Luther King Day
	Presidents' Day
	Columbus Day
	Veterans Day

 

The Library does not close on these dates. Full-time staff may arrange to take these days on the days that they are celebrated or at a later date. Martin Luther King and Presidents' Day compensation days must be taken by June 30 of the year. Columbus Day and Veterans Day must be taken by December 31 of the year. Part-time staff receive no special compensation for these days.
 
The Library is closed on Easter Sunday. All staff members (both full and part-time) who are normally scheduled to work that day will be paid for the number of hours that they would have worked.
 
On New Year’s Eve, the Library closes at 5 p.m. except if it falls on Friday.  The library will close at the usual 6 p.m. when New Year’s Eve falls on Friday. All employees who usually work the evening shift on the day of the week on which New Year's Eve falls, must work their scheduled number of hours during the day in order to be paid for the number of hours that they normally would have worked.
 
When a holiday falls on a day which is a full-time employee's scheduled day off, or during a vacation period, the staff member may take that time off at a later date. All time off must be arranged with the department/branch head and is based upon the business needs of the branch or department.

For members of religious groups which have observances on days other than the holidays observed by the Library, the supervisor, upon request, arranges the schedule so that employees may be absent on their own time. The supervisor shall, whenever possible, allow these employees to make up the lost time during the same work week.
 
The Board of Trustees may order the closing of any part of the Library system at any other time, as is deemed necessary.

VACATION

Full-time and part-time employees who are scheduled to work at least ten (10) hours per week are eligible for paid vacation. All vacation time must be taken within the year. Any unused vacation will be lost. Employees will not be paid for unused vacation except upon leaving the Library's employment. Upon termination of employment for any reason except gross misconduct, employees will be paid at their current rates for unused vacation time. Employees who leave or change status (full-time to part-time) before working a full year do not receive vacation time or vacation
pay.  Employees who resign will receive vacation pay in the amount of any vacation earned but not taken provided they have completed one year's employment.
 
Full-time employees receive ten (10) working days of paid vacation after completing one (1) year of service, gradually working up to a maximum of twenty (20) working days after a specified number of years (see Vacation Allowances  policy). Full-time department and branch heads are eligible for twenty (20) working days of vacation after one year of service. Full-time staff may take half of their annual vacation allowance after working six (6) months. Any vacation time taken after this six (6) month period will be deducted from the next year’s vacation total.
 
Part-time employees, including pages, who are employed for ten (10) hours of work per week, receive a one-week vacation allowance for the number of hours hired after completing one (1) year of service, gradually working up to a maximum of four-weeks vacation allowance (see Vacation Allowances policy). Extra hours worked above the allotted number do not qualify part-time staff for extra vacation. Part-time branch and department heads receive a four (4)-week vacation allowance based on the number of hours hired per week. Part-time employees may use vacation time in one (1)-hour segments, as approved by the supervisor.
 
The primary responsibility for keeping track of vacation balances lies with the individual employee. Current balances are printed on the employee's pay check stub.  Questions concerning balances should be taken to the supervisors who will verify balances with the Business Office.
 
Supervisors are responsible for scheduling vacation time based upon the business needs of the department/branch. Requests for scheduled weekend days off as vacation and more than one (1) request for the same day off in the same department are approved at the discretion of the supervisor.

When schedules are first established, the supervisor will resolve any conflicts between employees who wish to schedule vacations at the same time. Decisions are based upon previous history rather than seniority in order to allow all staff to have the opportunity to have the prime holidays off as vacation. For example, if two employees want to take vacation at Christmas, a check of past years might reveal that one employee has had vacation at that time before and the other has not. Therefore, the employee who has not had vacation at Christmas time would be granted the time off.  Once the schedules are established, the supervisors no longer need to be involved in conflicts arising out of changed plans. In such cases, the originally scheduled vacations will take precedence. If a change is agreed upon and then approved by the supervisor, it will be made on the schedule. The change then assumes priority over the original schedule. It is suggested that each department or branch establishes its vacation schedule for the year by May. Staff members who have been denied the use of vacation days or floating holidays, who then call in sick on the day or days requested, will be required to provide medical documentation before sick leave is credited.
 
Staff members are encouraged to take vacations of one (1) week or more in order to minimize scheduling difficulties and to derive the greatest benefits for both the employee and the Library. Full-time employees may not use vacation in segments of less than one day without special permission from the Director. 
 
Vacation must be earned before it can be used. Therefore, part-time employees who change the number of hours that are worked per week will not see a change in the qualified number of vacation hours until they have worked at that new number for a year. Under no circumstances will an employee be permitted to "borrow" vacation time in anticipation of earning it later.
 
Part-time staff members who change to full-time status will receive vacation pay for time earned as a part-time employee and not used. Part-time vacation may not be carried over to full-time status. The employee who is now full-time then begins to earn vacation based upon the new change-of-status date. The employee would be eligible to use half of his/her full-time vacation after six (6) months of full-time employment and would be deducted from the next year’s vacation total. Full-time employees who change to part-time status will be paid for any accrued vacation at the time of the change of status. No full-time vacation credit may be carried over.
 
Former employees returning to work for the Library in a full-time capacity receive credit for their previous service, rounded off to the closest year, in the computation of their vacation allowance. The same treatment will be given to staff who move from a full-time to part-time position and back to a full-time status again. They will retain their vacation credit for previous full-time status. Former part-time employees returning to work will also receive credit for total years worked when computing their annual vacation allowance.Full-time and part-time employees who are scheduled to work at least ten (10) hours per week are eligible for paid vacation. All vacation time must be taken within the year. Any unused vacation will be lost. Employees will not be paid for unused vacation except upon leaving the Library's employment. Upon termination of employment for any reason except gross misconduct, employees will be paid at their current rates for unused vacation time. Employees who leave or change status (full-time to part-time) before working a full year do not receive vacation time or vacation pay.
 

DEDUCT DAYS

A maximum of ten (10) days unpaid leave ("deduct days") may be taken annually for personal reasons by any staff member (full or part-time) with prior approval of the supervisor. This annual calculation is based upon the employee's anniversary date. The supervisor inputs the use of deduct time on the computer time clock.
 
Use of deduct days should not interrupt the workflow of the department. The supervisor may deny the use of deduct days based upon the business needs of the department.

SICK LEAVE

Full-time employees earn sick leave at the rate of 9.4 hours per month which is 112.8 hours (approximately fifteen (15 days) per year. Unused sick leave is accumulated to 900 hours (120 days). No further sick leave is earned after that point until sick leave is used. Sick leave used must be reported in fifteen (15)-minute segments; for example, one (1) hour and fifteen (15) minutes, not one (1) hour and five (5) minutes.  Under no circumstances will an employee be permitted to "borrow" sick leave in anticipation of earning it later.
 
If an employee's illness continues after accumulated sick leave is all used, he/she must then use vacation and holidays. After that, deduct days will be made from the employee's salary until the employee is eligible for disability benefits. For additional policies and procedures regarding leaves of absence, see the Family Medical Leave Act.
 
Sick leave is used under the following conditions: absence due to the employee's illness, pregnancy & childbirth, injury or exposure to contagious disease which could be communicated to other employees, absence due to illness in the employee's immediate household or family. The immediate family is defined as parents, grandparents, grandchildren, spouse, children, siblings and in-laws of the same degree of relationship. Supervisors do not have discretionary power to change this definition of immediate family. Sick leave is allowed for dental and medical appointments which cannot be made on the employee's own time.  Under most circumstances, an employee is expected to return to work after a routine medical appointment.
 
Abuses of sick leave benefits will not be tolerated and may lead to suspension or termination. The Head of Human Resources and/or supervisor will review sick leave usage with any employee whose sick leave exceeds twelve (12) days per year. Supervisors may request a doctor's certificate to substantiate use of sick leave in frequent or unusual circumstances.  Employees calling in sick, preceding or following scheduled vacation or holidays may be required to provide medical documentation in order to use sick leave.
 
Accumulated sick leave is used for pregnancy or maternity leave for full-time staff. A staff member may work as long as she wishes before beginning maternity leave, with her doctor's written permission. Sick leave may not be used for extended maternity leave when there is no health related reason that individual cannot return to work.
 
For full-time employees who have not worked a full year and all part-time employees who are not eligible for FMLA leave, a job-protected, unpaid leave of up to six (6) weeks (42 consecutive calendar days) may be used for the following reasons: major surgery, illness or the birth of a child. This leave must be approved by the Head of Human Resources and the Director and is made on a case-by-case basis, based upon the business needs of the department.  Both full and part-time employees must first use any unused sick leave and then any earned vacation hours before requesting the six (6) weeks of unpaid leave.  Any deduct days available will be included in the calculation of the employee’s six (6) week leave.
 
When a sick leave absence can be anticipated (scheduled surgery, for instance), the employee should submit such information to the supervisor and the Human Resources Department.
 
A former full-time staff member resuming employment with Lane Libraries will be credited with unused sick leave accrued during the time of previous employment. For a workers' compensation injury, a full-time employee must first use any accumulated sick leave to cover lost work time. A part-time employee with a workers' compensation injury must first use sick leave, then deduct days or a six (6)-week leave of absence to cover lost time (see above). If the employee is eligible and qualified for FMLA leave, time off for a workers' compensation injury will be counted towards the employee's twelve-week entitlement under the FMLA. The Bureau of Workers' Compensation is the mechanism for all employees to recover lost wages from time lost on the job for work-related injuries.
 
An employee who has worked with any other Ohio public agency will be credited with the unused, unpaid sick leave accrued at the agency upon certification by that agency.
 
Part-time employees earn sick leave after working one (1) year. They receive the number of hours per week for which they are hired. Part-time sick leave is not accumulated. A full-time employee who changes to a part-time position with the Library will retain sick leave hours up to the number of part-time hours for which they are hired. Part-time sick leave will then be calculated from the date of the part-time status change. The amount of sick leave accumulated when last on full-time status with the Library will be reinstated if the person returns as a full-time employee.

Part-time employees, who have worked for Lane Libraries for at least one year and are promoted or transferred to another part-time position, will be immediately eligible for sick leave in the new position,.  The amount of sick leave available will equal the number of part-time hours of their current position. 
 

SEVERANCE PAY UPON RETIREMENT

Full-time employees retiring under the Ohio Public Employees Retirement System Plan after ten (10) or more years of service with Lane Public Library receive severance pay of one-fourth of their unused sick leave at the time of retirement. Part-time employees retiring under OPERS after ten (10) or more years of service with Lane Libraries receive fifty dollars ($50.00) for each year of service with the Library.

Former retired employees who have received retirement severance pay and return to work for the Library in a full-time capacity will be credited for the amount of sick leave accumulated minus the hours for which they were paid. 

The retirement severance pay may only be received once.

BEREAVEMENT LEAVE

Length of bereavement leave, in each instance, must be approved by the Director or the Head of Human Resources and will depend upon the circumstances and location of the arrangements and/or service. 
 
Full-time employees shall be granted three (3) work days per occurrence for attendance at funerals and religious observances in Ohio and contiguous states in conjunction with the death of a member of the employee's immediate family. Up to five (5) paid days may be granted for out-of-state funerals that require significant travel time. The immediate family is defined as spouse, parents, grandparents, grandchildren, children, siblings and in-laws of the same degree of relationship.
 
Part-time staff may be granted up to five (5) consecutive days for funeral leave for the immediate family. For example, if the immediate family member died on Monday, the five consecutive days could be Tuesday, Wednesday, Thursday, Friday and Saturday.  The employee will be paid for the number of hours that she/he is normally scheduled to work during that time.  
 
This time off with pay is not charged against the employee's sick leave or vacation. The employee has the option to take additional time off by using vacation, holidays, comp time or deduct days.  This additional time off must be approved by the supervisor.
 
Up to one (1) day off with pay is allowed for attendance at the funeral of a relative outside the immediate family or of other persons where the closeness of the relationship warrants, with the permission of the Director or the Head of Human Resources.
 
If schedules permit, time with pay may be allowed during a scheduled work day to attend a funeral of current or retired staff and members of their families. Permission for this privilege must be obtained from the supervisor.

 

EDUCATIONAL LEAVE

A leave of absence request must be filed if the employee will be gone for a period of thirty (30) days to one (1) year. A staff member must have been employed on a full-time basis for at least two (2) years to be eligible for educational leave. A written statement of intention to return to Lane Libraries must be filed with the Head of Human Resources, giving the approximate date of return.
 
An employee on an educational leave of absence is not eligible for the Library's tuition reimbursement program.
 
Educational leaves of absence shall not commence until all earned vacation and holidays have been used.
 
Graduates of accredited library schools returning from leaves of absence may apply for professional positions, but there is no guarantee that they will be the candidates of choice.

Every reasonable effort will be made to fill a vacated position for the period of leave only. If it becomes necessary to fill a vacancy with a permanent appointee, the employee on leave will be placed on a reinstatement list at the expiration of the leave and will be considered for the first vacant position for which the employee is qualified but, again, there is no guarantee made. A staff member on the reinstatement list may refuse any position except the one vacated when the employee went on leave.
 
The Library does not pay for hospitalization, dental, vision, disability or life insurance for employees on educational leave. The employee may continue health insurance through COBRA continuation coverage (see Health Insurance policy).

 

LEAVE UNDER THE FAMILY MEDICAL LEAVE ACT (FMLA)

Under the Family Medical Leave Act (FMLA), eligible employees are entitled to up to twelve (12) weeks of job-protected, unpaid leave during a rolling twelve (12)month period for the following reasons:

• to care for a newborn son or daughter;
• for the placement of a son or daughter with the employee for adoption or foster care;
• to care for a spouse, child or parent with a serious health condition; or
• because of the employee's own serious health condition that makes the employee unable to perform the functions of the employee's job.
• because of “any qualifying exigency” arising out of the fact that the spouse, son, daughter, or parent of the employee is on active duty, or has been notified of an impending call to active duty status, in support of a contingency operation.
   

An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the in the line of duty on active duty is entitled to up to 26 weeks of leave in a single twelve (12) month period to care for the service member.  This military caregiver leave is available during “a single twelve (12) month period” during which an eligible employee is entitled to a combined total of twenty-six (26) weeks of all types of FMLA leave.

To be eligible for FMLA leave, a staff member must have been employed for at least one year and for at least 1250 hours during the past twelve-month period.
 
An employee's right to FMLA leave for the birth or adoption of a child ends on the child's first birthday, or, in the case of adoption or foster care, twelve (12) months after placement of the child with the employee.
 
If two (2) Lane Public Libraries employees are married to each other, then their combined entitlement to leave for the birth or adoption of a child or to care for a sick parent is limited to twelve (12) weeks during a rolling twelve (12)-month period.
 
Requests for FMLA leave must include certification from the employee's physician. Or in the case of adoption or foster care, certification must be from the appropriate court or agency. When the need for leave is foreseeable, medical certification should be provided before the leave begins. In any event, medical certification should be provided within fifteen (15) days of the Library's request. Failure to provide adequate medical certification could result in the delay of FMLA leave. If the employee does not provide requested certifications, the leave will not be considered FMLA leave.
 
An employee on FMLA leave shall be required to exhaust all applicable earned time allowances (e.g., sick leave, holidays, vacation and deduct days). This time will be counted as part of the twelve (12) weeks leave to which the employee is entitled under the FMLA.
 
Upon return from FMLA leave, employees are entitled to reinstatement to the job position they held when they went on leave or, at the Library's option, they may be placed in an equivalent position with equivalent pay and benefits.
 
Employees on FMLA leave will continue to be covered under the Library's group health and dental insurance then in effect under the same terms which apply to any other employee who is not on leave. Lane Libraries will pay its part of the health and dental insurance coverage during this unpaid leave. The employee will be responsible for sending to the Business Office the employee's share of the insurance premium.

An employee who requests leave because of the employee's own serious health condition or in order to care for the employee's seriously ill spouse, child or parent may be entitled to take leave on an intermittent or reduced schedule basis if such intermittent or reduced-schedule leave is medically necessary. The employee must provide as much notice as is practicable to the Library and make a reasonable effort to schedule the absences so as not to interfere with the branch's or department's schedule. An employee who needs intermittent or reduced schedule leave may have to transfer temporarily to an alternative position with equivalent pay and benefits, which better accommodates recurring periods of leave. Said transfer will be at the discretion of the Library's administration.  Re-certification of a medical condition may be required as frequently as thirty (30) days.

 

JURY DUTY

Staff members called for jury duty should notify their supervisors as soon as possible. It is the usual policy of the Library not to request exemption from jury duty for its staff members. Supervisors should plan for jury duty absences as if the employee will be unavailable for the entire time. That is, persons on jury duty should be scheduled in such a way that sudden absences will not cause problems. Persons called for jury duty frequently spend very little time in court, but it is wise to schedule such employees so that their absences will not cause scheduling problems. Staff on jury duty is expected to report to work as scheduled when not required in court. Jurors must request a letter from the clerk showing the dates on which they are to serve. This letter is to be submitted to the Human Resources Department through the staff member's supervisor.
 
Full-time staff members called for jury duty or as a trial witness will be paid their regular salary during such service, but they must surrender to the Library the compensation from the court for those days on which they were scheduled to work. A staff member who spends only part of the day in court should report to work unless the amount of time remaining would be too brief to justify the trip.
 
Part-time employees will be paid for jury duty if they are normally scheduled to work on the days they are serving and for only those hours that they would normally work. Part-time employees must surrender the compensation from the court for that time that they were paid by the Library.

 

PROFESSIONAL AFFILIATIONS

Memberships and committee work by staff in professional, educational, and social service organizations is of benefit to the Library and is encouraged by the administration.

All staff members are encouraged to join the Ohio Library Council and support its activities in promoting better libraries and improve working conditions throughout the State. The Library will pay the dues for any employee who wishes to join OLC.  Membership should be predicated upon participation.  The Library will pay for basic membership only. The employee is responsible for any additional dues.

The Library will also pay dues to the American Library Association (the national library organization) for any employees who have paid their own dues for at least one year. The Library will pay for basic membership only. The employee is responsible for any additional dues for divisions and sections.

These dues are paid by the Library at the beginning of each calendar year. New hires who begin employment with Lane after the January renewal must wait for the Library to pay their ALA or OLC dues until the January renewal of the next year.

EDUCATIONAL REIMBURSEMENT POLICY
 

 

Purpose:	The Board of Trustees has adopted a tuition reimbursement plan. The plan is designed to offer encouragement to those staff members who wish to obtain additional training that will increase competency in a position currently held or who wish to become eligible for advancement.
Policy:	Under this policy, an employee will be eligible for reimbursement for the cost of tuition to a maximum of $750 annually. A maximum of $5,000.00 per year is allowed for reimbursement tuition of ALA accredited MLS programs. Reimbursements are made based upon the extent that funds are certified for this purpose and if all eligibility and procedural requirements are met.

 

Eligibility:

A. Employees

1. The tuition reimbursement program is available to any employee (both full- and part-time) who has worked more than one year with the Library prior to the date on which the course begins.
2. Tuition reimbursement will not be available for courses reimbursable from other non-library educational assistance programs, such as veteran's benefits.
3. The resignation or discharge of an employee automatically terminates eligibility for benefits under this policy.
4. Lay-off or leave of absence granted to an employee after enrollment in an approved course will not alter eligibility for tuition reimbursement for that course.

B. Courses

1. Tuition reimbursement will be given for courses offered by accredited colleges, universities and technical schools. Reimbursement is not provided for electives or audited courses nor for workshops, seminars or classes offered for CEU (Continuing Education Units) credits.
2. There must be substantial justification that the course will contribute to the employee's career development within the Library. The determination as to whether the course is substantially justified will rest with the Personnel Committee of the Library Board of Trustees and the Director.
3. Course attendance should be on the employee's own time.  Any work schedule modifications must be negotiated with the supervisor.

C. Approval

1. Course approval must be granted in advance of enrollment.
2. Each course must be approved individually.
3. In determining whether to approve a request for educational reimbursement, the Personnel Committee and the Director will consider the following factors:
   1. The nature and the purpose of the course of study
   2. The benefits to be derived by the employee and the Library
   3. The length of service of the employee

D. Reimbursement

Reimbursement for tuition may be obtained when the course is completed if, within sixty (60) days of its completion, the employee submits:

1. Evidence of successful course completion
2. A verified statement of the cost of tuition
3. Evidence that the employee has paid the tuition.

Reimbursement will be provided for completed courses according to the following schedule:

 

Grade received:	A or B	=	100% of tuition paid by Library
	C	=	50% of tuition paid by Library
	D or F	=	Tuition not paid by Library

 

Procedure:

1. When an employee wants to participate in the tuition reimbursement plan, an application should be submitted to the Personnel Committee through the Director and a copy sent to the immediate supervisor by the employee.
2. The employee should discuss educational plans with the supervisor to determine whether eligibility will be recognized under this policy.
3. A separate application must be completed and approved for each course.
4. All records will become a part of the employee's personnel file.

   Please note: completion of any degree, whether or not it is through the use of the Tuition Reimbursement program, does not guarantee any employee a change of position or advancement within the Lane system.  Employees who complete their degree may apply for vacant positions as they occur.

   LANE PUBLIC LIBRARY

   TUITION REIMBURSEMENT APPLICATION

   PRINTABLE VERSION

   Please attach a copy of the course description if available. (Type or print clearly).
   Name ________________________________________ Date _________________________
   Dept./Branch __________________________________ Date Employed ________________
   University or College ____________________________ Major ________________________
   Course Title ____________________________________ Credit Hours __________________
   Date Course Begins _________ Date Course Ends ______ Tuition Cost ____________
   How will this course contribute to your career development within the Library?
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   In filing this request I understand the provisions of the Tuition Reimbursement Policy.
   ______________________________________
   Applicant Signature
   You will be notified in writing by the Director as to the decision of the status of your request.
   - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
   Date Application Received _____________________
   Approved _________________________ Disapproved _____________________
   Comments:
   ______________________________________________________________________________
   ______________________________________________________________________________

STAFF DEVELOPMENT

Supervisors are responsible for the continued development of their staff. They are expected to see that each employee is thoroughly familiar with the assigned duties of the position, trained in efficient performance and informed of new plans and policies. Supervisors are expected to give each employee an opportunity to assume responsibility, to find means of self-development and to make use of special interests, knowledge and abilities. A supervisor may also make recommendations for in-service programs based on staff needs. The supervisor should constantly seek to discover staff those who are best qualified for promotion and devise assignments which will develop characteristics for advancement in skill levels in a number of ways: application, initiative and continuation of education and training. The taking of college work, including courses in literature, history and library science, is important in providing employees with the background information which is necessary for more effective library service. The Board does have a tuition reimbursement program available for employees. (See Educational Reimbursement policy)
 
All requests to attend any conference or workshop on Library time must be made in writing. Any overtime involved in attending such a session is then a choice of the staff member. There is no compensation for such time.
 
Travel time going to and from an approved meeting is allowed on Library time.  Travel to another Library location during the work day is on Library time.  Travel from another Library location to the employee’s home at the end of the work day is not on Library time.
 
Travel time is not compensated when staff works a split shift.

TRAVEL EXPENSES

Staff members on Library business in their own car are to be paid the Library's standard mileage rate. Library business includes attending workshops at another location, visits to schools, approved trips to a book store, and traveling to give public talks. The Business Office must be notified in advance of travel as a purchase order must be issued for the expenses.
 
The Library does not pay for a trip to a Library location if the employee's work assignment is at that different location for the entire day. Required travel among Library locations during the work day will be reimbursed.  The trip from any library location to your home at the end of the work day is not reimbursable. Parking fees while doing business at any Lane Libraries location will not be reimbursed.
 
Estimates for travel expenses, such as hotel, meals and parking, must be submitted to the Business Office before the travel is undertaken.
 
A completed mileage form and the related receipts must be submitted to the Business Office within seven (7) days of the date that the expenses were incurred.
 
The Ohio Ethics Commission has ruled that public officials and employees are prohibited from accepting, for personal travel, discounted or free airline tickets or other benefits if the tickets or other benefits were earned with "frequent flyer" credits accrued during official business.

Clarification of Meal and Lodging expenses that will be covered under Lane's professional development travel budget.

Day Conferences

A “day Conference constitutes conferences, seminars or workshops located close enough to the Lane Libraries’ service district that the staff member can reasonably be expected to travel to/attend/return all in the same day.  Examples of a “day conference” are a day conference in the Cincinnati area, a day seminar in Indianapolis, an OHIONET workshop in Dublin, a Cardinal Circle meeting in Dayton, an OLC presentation in Columbus, a training opportunity in Wilmington.

When a staff member attends a day conference the library system will cover lunch expenses up to $10.  The $10 maximum will be observed if the lunch period during the conference is advertised as “on your own”.

When a day conference is located far enough away that the morning attendance can only reasonably be achieved by overnight travel the day before, the library will cover dinner expenses up to $15 during that initial travel time and cover the cost of the lodging for that night.  Once overnight travel has occurred, the per diem allowance will be initiated for the day of the conferences.  The per diem allowance within the tri-state area is $30 and $50 outside that three-state area. Meal expenses for breakfast, lunch and dinner up to the $30 or $50 will be reimbursed.  An example of a day conference at a distant location would be a workshop held in the Cleveland area.

Multi-day Conferences

Examples of multi-day conferences include ALA annual or midwinter conferences and any ALA Division sponsored conferences.  Typically these events are not held near the Lane Libraries’ service area and are spread over a period of two to five days.  Because of the travel factor, and the length of these conferences, the per diem coverage for meals will be in effect ($30 in the tri-state area and $50 outside that three-state area).  However, recognizing that most multi-day conferences and before 5 p.m. on the last day, the library’s per diem will only cover breakfast and lunch on that last day.

Often at multi-day conferences, separately charged luncheon or diner activities are listed on the registration form.  These activities usually take the form of an author or award breakfast, lunch or dinner.  The per diem allowance can be used to cover this expenditure if the staff member sees a need to attend the function.

The annual OLC Conference is a multi-day event.  When it is located within a reasonable travel distance from the Lane Libraries’ service area, the professional travel budget will not cover overnight lodging and will only cover the $10 maximum day conference lunch stipend.The professional development travel budget shall not be used to cover the cost of alcoholic beverages.

MISCELLANEOUS

Food and Drink 

In order to present a professional demeanor to the public, gum chewing is forbidden while on duty. Staff may eat and drink at their workstation before the library opens, whether in a public or non-public area.  Staff may have a beverage in a closed, non-spillable container at the public desk during open hours.  It is asked that it be kept in an inconspicuous place as possible. Staff can then consume the beverage in a manner that does not interrupt public service and still projects a professional image.  The Smith History Library, Cummins Room and the Fairfield computer Lab all have a “no food or drink policy.”

Consumption of food is restricted to the staff rooms, designated non-public areas and meeting rooms during the hours that the Library is open to the public. Open containers of an alcoholic beverage in any facility belonging to the Library is a violation of Ohio Law. 
 
Smoking 

Smoking is not permitted in any Lane Libraries building or vehicle. 
 
Reading 

The patron has the right to expect the staff to be familiar with book collections and to be informed about new titles. Staff reading while on duty is limited to professional periodicals, book reviews, etc., unless a particular assignment requires the reading of other materials.
 
A professional collection is available at the Lane Administration Center in the Human Resources Department and may be checked out to staff members. 
 
Conversation 

Conversation with either patrons or co-workers should be kept to a minimum. Loud conversation is disturbing to both patrons and staff. 
 
Family Members/Friends/Former Employees 

Personal visits from staff members' families, friends and former employees should be brief so that there is minimal disruption to the work day. Staff members are expected to be concentrating on work responsibilities while on duty, therefore, staff members are not allowed to bring their children or other family members to work with them instead of making childcare arrangements. Older children who can work independently of the parents' supervision (able to do research on their own) may use the Library like any other patron. In this same vein, staff members' family may attend any programs, even if they are presented by the staff member. No children or other family members, or friends, may come to the Library to stay with the staff member before opening hours.

Staff Cell Phone Use

Staff may use Library phones for brief personal calls which can only be made during regular business hours.  All such calls must be made in non-public areas.  Personal long distance calls must be billed to the person’s home telephone.

Excessive personal calls during the day, regardless of the phone used, can interfere with productivity and can be distracting to others, both public and staff.

Personal cell phones and pagers must be turned to “vibrate” while at work.  Staff may use their cell phones/pagers during break periods, including meal breaks, in designated areas.  A camera cell phone may be used on library premises only with prior administrative permission no matter who, where or what the subject.

Safe use of the cell phone is of the utmost importance.  Staff members who are using library vehicles and/or library issued cell phones are prohibited from using the phone at any time while driving.  Staff using their own vehicles and/or cell phones are not to use the cell phone for library business while driving. 

Lane Public Libraries Business Information Systems Policy

This policy addresses the appropriate use of the Library's business information systems as well as the personal privacy and confidentiality expectations for those individuals using the Library's business information systems.

This policy applied to all individuals using the Library's business information systems, including without limitation, employees (whether permanent or temporary), subcontractors, consultants, and any other individuals who represent themselves as being connected with the Library (collectively "Users").

This policy addresses only employees' use of the Library's business information systems afforded to them in the course and scope of their employment. This policy does not apply to library employees' non-work-related use of public terminals or other technologies which the Library makes available to its patrons. When using such technologies available to the general public, Library employees are subject to the Library's then-existing Internet Access policies.

The business information systems includes, without limitation, all desktop, laptop and other computer and computer networks, telephone, e-mail and facsimile systems and all other similar technologies and systems devised now or in the future that are offered to Users.

• The business information systems of the Library are to be used solely for the benefit of the Library. The business information systems are not intended for personal use. The Library recognizes that incidental and occasional use of the business information systems for personal purposes is inevitable, but such use should not interfere with the normal business operations of the Library. Any personal use of business information systems is subject to scrutiny by the Library and possible disapproval by the Library. However, nothing in this policy is intended to prohibit communications concerning wages, hours, and working conditions, or to prohibit any communications otherwise protected by law. The Library will be the sole judge of whether any particular personal use of the business information systems complies with this policy.
• Users shall not copy or distribute through electronic communications any copyrightable material of a third party (such as computer software, articles, graphics files, and other downloaded information) without first confirming in advance from an appropriate source that the Library has the right to copy or distribute these materials.
• Users shall not use the business information systems to create any offensive or disruptive files or messages or in ways inconsistent with the professional image of the Library. The business information systems should not be used in any way that violates any other Library policy, includingwithout limitation, its policies on harassment.
• Users shall not use the business information systems to solicit outside business ventures or address others regarding commercial, religious,
  charitable or political causes or for any other solicitations that are not work related without prior approval.
• Users shall not use the business information systems to knowingly upload, copy, post, publish, transmit, transfer or distribute any files that contain viruses, corrupted files, malicious code. Users should not download, transmit or reproduce any software program, including, without limitation, screen savers, peer to peer file sharing networks, multi-media players, and Instant Messenger, unless prior approval is obtained.
• Users are responsible for the protection of the Library's proprietary and/or confidential information, including patron and circulation information
  protected under Revised Code Section 149.432. Accordingly, Users shall not disclose, post, or transmit any of the Library's proprietary and/or confidential information to third parties via the business information systems unless prior approval is obtained.

All files, e-mail messages, voice mail messages, documents and other records which are created or transmitted using or which are received or stored on the business information systems are the property of the Library. Users should not expect privacy for any files, messages or materials created or transmitted using or stored on the Library's business information systems (even though security may be placed on a document or file and regardless of whether passwords are employed), or for any access to the Internet made through business information systems. This is true regardless of whether a file, e-mail message, voice mail message, document or other record or Internet access is related to personal or to business use. By using the Library's business information systems to send or receive messages, to author or store files or documents, or to access the Internet, Users consent to the Library's accessing, intercepting, reviewing, listening to, copying, deleting, and/or disclosing any such message, file, document or Internet access, with or without notice, when the Library deems it appropriate to do so in its sole judgment.

If a User has encrypted or password protected any files or messages stored on or transmitted via the Library's business information systems, the User will be required, at the request of the Library, to provide the encryption key or password to the Library.

Violations of this business information systems policy may result in disciplinary action up to and including termination.

PERSONAL RELATIONSHIPS IN THE WORKPLACE

The Lane Libraries are committed to attracting, retaining and developing talented staff.  In doing so, it is acknowledged that there may be situations regarding the employment of relatives, or staff who may be involved in a dating relationship or may be related.  Therefore, to ensure that there is no appearance of a conflict of interest, relatives or staff members in a dating relationship may not occupy positions that will require them to work directly for or supervise the other staff member.

Any supervisor involved in a consensual romantic or sexual relationship, in the context of employment supervision, must discuss the matter on a confidential basis with his or her own supervisor or with the Head of Human Resources to assess the implications for the workplace and make arrangements to ensure that employment-related decisions are made in an appropriate and unbiased setting. Although both employees involved in a consensual relationship are individually responsible for disclosure, a supervisor's failure to report such a relationship will be regarded as a
serious lapse in his or her management of the workplace and grounds for appropriate disciplinary action, including termination of employment (particularly in cases where bias or harassment has occurred in connection with a benefit).

The Lane Libraries reserve the right to reassign a staff member should an actual or potential conflict of interest arise involving relatives or staff involved in a dating relationship or a potential supervisory relationship.  For purposes of this policy, a relative is any person who is related by blood or marriage, including domestic partners, whose relationship with the staff member is similar to that of persons who are related by blood or marriage.

The Lane Libraries reserve the right to address this situation on a case-by-case basis to ensure a work environment which will be as conflict free as possible for all staff members.

VACATION ALLOWANCES FOR FULL-TIME EMPLOYEES

Vacation allowances are calculated after one (1) full year of employment, always using the hire date as the reference point. Vacations must be taken completely within each year.

Employees hired before January 1, 1983 will use January 1 as their hire date for computing annual vacations. The only time that the original hire date is used for these employees is for computing vacation owed to the employee upon termination of employment.

Department and Branch Heads: 20 days vacation

(Grade 11 and above)

All other staff members:

 

	After first full year	10 days vacation
	After second full year	11 days vacation
	After third full year	12 days vacation
	After fourth full year	13 days vacation
	After fifth full year	14 days vacation
	After sixth full year	15 days vacation
	After seventh full year	16 days vacation
	After eighth full year	18 days vacation
	After ninth full year	20 days vacation

 

The above vacation schedules affect those employees hired after January 1, 1983 and those who have not yet attained 20 days vacation. Staff members hired before that time will retain their vacation status regardless of classification.

VACATION ALLOWANCES FOR PART-TIME EMPLOYEES

Vacation allowances are calculated after one (1) full year of employment, always using the hire date as the reference point. Vacations must be taken completely within each year.

 

After first full year	the number of hours hired per week - equivalent one week vacation
After fifth full year	two times the number of hours hired per week - equivalent two weeks vacation
After tenth full year	three times the number of hours hired per week - equivalent three weeks vacation
After fifteenth full year	four times the number of hours hired per week - equivalent four weeks vacation

 

ALA CODE OF ETHICS

As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, Library trustees, and Library staffs.

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have special obligations to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework, they cannot and do not dictate conduct to cover particular situations.

 

1. 1. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable services policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
   2. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
   3. We protect each library user's right to privacy and confidentiality with respect to information sought or received, and resources consulted, borrowed, acquired or transmitted.
   4. We recognize and respect intellectual property rights.
   5. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institution.
   6. We do not advance private interests at the expense of library users, colleagues, or our employing institution.
   7. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institution or the provision of access to their information resources.
   8. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.