The governing body
of the Newark Public Library is the Board of Trustees. The library board is responsible for the
overall fiscal affairs of the library and other business at the policy making
level. The administration and management of library personnel is the responsibility of the library
director who is under the direction and review of the board.
The standard work week may
consist of seven (7) days, Sunday through Saturday. All employees
may work a variety of schedules including some evenings and/or weekends. The
library director will supervise scheduling of staff. Thirty-five (35)
hours per week will constitute full-time employment. Part-time employees
work a regularly scheduled number of hours that are less than 35. Salaried
employees are those currently holding the professional positions of library
director, adult services librarian, and the youth services librarian.
For purposes of definition,
support staff is defined as any full-or part-time employee that is not the
library director or the children’s librarian.
- The library is closed on
the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor
Day, Columbus Day, Thanksgiving, Christmas Eve Day, and Christmas
Day. The library closes at 1pm New Year’s Eve. The library is also closed
on Martin Luther King Day, Presidents' Day although these will not be
considered holidays for full time staff.
- Full-time employees will
be paid for holidays. If a holiday closing falls on the regularly
scheduled day off of a full time staff, that employee will be allowed
another day off as determined by the director within the needs of the
- Part time employees will
not be paid for holidays. They may choose to make up such time
within the needs of the schedule as determined by the director.
- Closings necessitated by inclement weather or temporary emergency
- These closings will be
determined by the director or the person in charge and the President of
the Board of Trustees, or if the President is not available, any
member of the board’s executive committee.
- Staff will be paid for
their scheduled time whether the closing is prior to or during regular
- All Staff Meetings
- Columbus Day is a
designated training day for all staff.
The library will be closed to allow all staff to participate in
The library will hold two one-hour All Staff Meetings each month: one on
the third Wednesday of the month at 7pm, and one on the Tuesday
immediately preceding the 3rd Wednesday at 8am. The library will close at 7pm the 3rd
Wednesday of every month for the meeting.
Meetings may be rescheduled at the Director’s discretion. Staff will attend one All Staff Meeting
Job Descriptions and compensation
The staff consists of professional and support
personnel. The qualifications and responsibilities of these positions
will generally follow the New York State Library Association’s “Typical class
specifications for professional positions in public and school libraries under
Civil Service in New York State” and “Typical class specifications for clerical
and support staff positions in public and school libraries under Civil Service
in New York State.” Job descriptions for each position as well as the evaluation
tools to be used for performance evaluation will be attached to this policy by
the library director.
- Job Titles
Job titles for personnel are as
- Library Director
- Youth Services Librarian
- Adult Services Librarian
- Part-Time Librarian
- Library Assistant
- Administrative Library
- Senior Library Clerk;
- Library Page; Cleaner.
- Wage and Salary Ranges
- Wage and salary ranges are
set by the Board of Trustees and will be part of this policy.
Such ranges will be examined annually to determine what
changes, if any, are to be made in keeping with the library budget.
Performance will be a factor in recommended salary
- Pay Dates
- Pay dates are biweekly.
- Automatic deductions are
made where applicable for withholding taxes, as established by law as
well as retirement and health care contributions.
- Library Director, Adult
Service Librarian, and Youth Services Librarian
The Library Director, Adult Services Librarian and the
Youth Services Librarian will receive four weeks of vacation leave
annually. After ten years of service, this will increase to five weeks
- Support staff
All leave is based on the number of hours worked per
Full-time support staff will be entitled to paid
vacation leave as follows: one week after one year, two weeks after four years
and three weeks after 10 years.
Part-time employees receive one week of vacation
after one year of employment, two weeks of vacation after five years and 3
weeks of vacation after ten years of service.
Vacation time is based on the average number of hours worked per week,
based on average number of hours worked per week.
Support staff may request time off without pay beyond
their entitled paid leave. Such leave
must be approved by the director, subject to adequate staffing of the library.
All time off requests must be presented to the director
and approved subject to the adequate staffing of the library.
Staff is encouraged to use all of their vacation time.
A provision may be made to carry over one week of
vacation into the next calendar year. This will be at the discretion of
the director based on staffing needs.
Any carry-over must be used by January 31 of the
- Sick Leave
- Requests for sick leave
must be reported to the director as soon as possible. A doctor’s written
statement will be required after an absence at the discretion of the
- All full-time employees
earn sick leave credits based on the rate of one working day per month in
active service, after one year of service, accruable to a maximum of 165
working days. Part-time employees earn sick leave credits based at the
rate of one hour per month for every
25 hours worked accruable up to 420 working hours. Payout
will be based on scheduled work hours.
- Other Leave with Pay
- Other leave with pay includes:
- Conferences and meetings
appropriate for staff development, with prior approval for attendance.
- Ordered military duty
annually to a maximum of 30 calendar days or 22 working days, whichever
- Death in the immediate
family of an employee or the family of his/her spouse: leave to the extent
of five (5) working days may be granted with the approval given at the
discretion of the director.
- Personal leave
days. Full time employees will have fourteen hours annually for
- Employees must give as
much advance notice as possible for use of this leave. Personal
leave is not cumulative.
- Uncompensated Time Off
- The library director may
grant leaves of absence without pay after other accumulated leave has
- All employees have the
option of membership in the New York State Employees Retirement System.
- Health Insurance
- Any full-time
personnel will be offered $352.00 per month toward enrollment in the single
or family plan.
- Part-time employees are
eligible to enroll in the health insurance plan offered to full time
employees if they work a minimum of 20 hours each week. These employees will pay 100% of the
costs of enrollment and premiums.
- Using a base date of July 2012 the board
will conduct a review of health costs at least every three (3) years and
this benefit may be amended at the discretion of the Board of Trustees.
- Dental benefits
employees are eligible for dental benefits.
employees will be given an annual reimbursement (based on the library’s
fiscal year) for dental expenses. Bills need to be submitted in a
timely manner. Bills should be
submitted within 30 days of any procedure and will be taken from the budget
(and allocation) in which the dental work occurred.
- Family policy holders
will be reimbursed up to $600.00 upon submission of
- Single policy holders
will be reimbursed up to $350.00 upon submission of
- Receipts will be
submitted to the Treasurer; reimbursement will be made within thirty (30)
days of receipt of the bill.
- Review of dental costs
will be done every three (3) years and may be amended at that time at the
discretion of the Board of Trustees.
- Worker’s Compensation
- Library employees are
covered by worker’s compensation insurance.
- Any claims must be
accompanied by an incident report filed with the director for proper
claim processing within 7 days of occurrence.
- Family & Medical Leave
- Under the Family &
Medical Leave Act employees, under certain circumstances, are provided
with up to 12 weeks of unpaid, job protected, leave per year. The
Executive Director reserves the right to ask for a signed document from a
medical professional in cases of prolonged absences due to health related
- Health benefits that are
held by the employee are required to be maintained during this
- Sexual harassment is
defined as unwelcome sexual advances, requests for sexual favors, and other
like verbal, visual or physical conduct that results in submission
being expressed or implied as a condition of employment or interfering
with an individual's work performance or creating an intimidating, hostile
or offensive working environment.
- Conduct creating an
intimidating, hostile or offensive working environment will not be
tolerated and those violating these practices may be subject to
disciplinary action up to and including discharge.
- Any staff member who feels
that she/he has been or is being subjected to sexual harassment is urged
to immediately contact the library director or member of the Executive Committee
(officers) of the board of trustees.
- The results of an
investigation and any action taken thereon will be communicated to the
All employees are required to familiarize themselves with
and follow library policies.
- All employees will have a personnel file
maintained by the director. While
general access is restricted, employees do have access to their own file
and should contact the director.
- All employees are responsible for notifying the
director of any change in personnel data including name change, address,
phone number, emergency contact information, etc.
- All employee applications are relied upon for accuracy
any misinformation may lead to termination. Applications will be kept in the
personnel file of those hired.
Applicants not hired will have their applications held for six
- Only the director may acknowledge dates of
employment, position, and salary and wage information regarding employees
for the purposes of credit checks, etc. Only the Director is authorized
to answer requests for personal references and to respond to court
- New employees are given a 60-day probationary
period which is designed as an opportunity to demonstrate ability to
achieve satisfactory performance levels on the job, and to determine if
the position meets expectations.
- The orientation/training of new employees is to
be conducted by selected staff and begins with time for completion of
- There are often opportunities for in-service
training. In addition, trainings
offered by PLS or RRLC and like agencies are offered to all based on
budget concern and staffing availability for the library. Requests for attendance at trainings
outside the library should be given to the director. If staff coverage is available, all
employees are encouraged to attend continuing education classes and
- While funding is available for mileage and
conference expenses, all expenses must be approved by the director prior
to being issued a guarantee of payment.
Carpooling is always encouraged. Reimbursement requests should be
presented for payment within 30 days with receipts. Support of attendance at conferences
will be based on available funds.
Registration fees that are reimbursed will be based on early
- Staff members with interest in joining
professional organizations (NYLA, NYSLAA and ALA) are encouraged to do so
while the library will not guarantee reimbursement of memberships. Budgeted monies for membership
reimbursement will be determined by funds available at the discretion of
- Library staff is offered the benefit of borrowing
materials fine free, purchase materials through the library, and not pay
processing fees if borrowed materials lost or are returned damaged. These privileges can be revoked by the
- While official job titles are assigned by Wayne
County Civil Service, the tasks performed internally may not equal other
staff with the same title. For the
purpose of this policy, special circumstance of tasks and responsibility
for a specific position will be outlined in additional job descriptions
that are position-specific and beyond those titles assigned by Wayne
County Civil Service.
- Staff will be evaluated on an on-going basis
and formally evaluated each year.
- Staff Conduct
Certain standards of behavior are required for continued
- Personal Appearance
The personal appearance of employees shall be one that
emanates pride and professionalism to correspond with the position held.
Extremes of any sort should be avoided. During business hours, staff is
expected to present a clean, neat appearance. Clothing should be clean and
cared-for. Nothing should be worn that has sexual innuendos, political
messages, obscene language, etc. It is impossible to cover all contingencies of
dress in a manual, so questionable attire should be cleared in advance with the
Each employee is responsible for cleaning up after
him/her self at all times in the library (both in the work space and in the
Personal reading is not to be done on library time.
Professional reading must never be allowed to interfere
with helping patrons, and should be kept to a minimum when at a public service
- Phone Calls
Telephones are provided for business purposes.
Personal calls should be placed during break times.
Incoming personal calls should be avoided unless there
is an immediate family concern, and should be kept as short as possible (3
minutes or less).
Personal calls are to be taken away from the public’s
Use of personal cell phone devices must be kept to a
These devices should not be used when working behind
the desk, dealing with a patron and only when necessary.
Use of cell phones for texting is also not appropriate
while stationed at a public desk.
Each staff member is expected to be at his/her post and
working at the assigned time.
If a staff member is going to be late the library must
be notified as soon as possible.
Repeated instances of tardiness will result in possible
Any conversation that is not concerned with library
business is to be kept to a minimum. This includes conversation with other
staff members and/or patrons.
At no time is a patron to be kept waiting while an
employee finishes a personal conversation.
Staff is not to hold separate conversations with others
while helping patrons.
Staff must pay attention to the patron on whom they are
Long conversations with patrons that are of a personal
nature should be curtailed.
- Eating, Drinking and Smoking
Any eating or drinking done by staff members in public
areas of the building must be done in a discreet manner.
This includes chewing gum or eating candy.
Patrons are asked to be careful with their food and
drink while in the library.
Smoking is not allowed in the library.
One 15-minute break is allowed for each 4-hour work
Breaks may not be used to come in late or leave work
early. They are designed to allow staff to get away from the eye of the public
Attitudes are the most important facet of each
employee’s presentation of library service to the public. As such, personal
problems and feelings must be kept out of the library.
We must be courteous, tactful, and pleasant at all
times; treating the most unpleasant patrons as well as we treat our most
No staff member is expected to take abuse from patrons
or other staff. Refer upset patrons to the director.
- Other Work Rules
While not inclusive, some other infractions of rules of
- Guest Visitation Policy
To provide for the safety and security of employees and
the facilities at NPL, only authorized visitors are allowed in the work areas
of the buildings. Restricting unauthorized visitors helps maintain safety
standards, protects against theft, ensures security of equipment, protects
confidential information, safeguards employee welfare, and avoids potential
distractions and disturbances.
Guests may not interfere with a staff member’s job
It is the employee’s duty to determine when s/he has
spent too much time with a friend or relative, and to disengage from the
Guests should not be in non-public areas unless approved
by the director
- Volunteers who give of their time, talents, and
energies to the betterment of the library are not to be considered as
guests, but as part of the staff.
Volunteers may enter the staff room etc. as
would any other staff member.
- Performance Evaluation/Discipline/Grievance
- The library director
will review library employees annually.
Each employee will be given a copy of his/her
- The Personnel Committee
will review the library director annually.
The director will be given a copy of the evaluation.
- Procedures for
grievances, discipline and termination are provided in the Wayne County
Civil Service Handbook in the director’s office
- Reduction in Force
Staff may be laid off if there is a significant
reduction of funds or changes in the structure or organization of the
As conditions permit, staff that has been laid off
because of funding or changes in structure may have the opportunity to reapply
for a position.
- All staff are expected to maintain certain
standards of performance.
- These standards are consistent for all staff
members. They include:
Maintaining a positive
mental attitude and displaying such toward public and staff.
promoting, and modeling teamwork behaviors.
regularly and arriving on time.
rules, policies, and procedures.
Completing the duties
& responsibilities of the job in a quick, efficient manner.
professional, friendly attitude and demeanor while at work.
and Community Service Workers
- The Library welcomes volunteers of any age but
accepts no liability for the health or safety for actions that are the
volunteer’s own doing.
- Volunteers help perform routine tasks and
special projects tailored to talents the volunteer may possess. They may
be asked to assist a staff member in his/her duties or to help supervise
at library programs.
- There are not always tasks waiting for
volunteers but every attempt will be made to find a task when there is a
person willing to give of his or her time and knowledge to help the
- Volunteer management requires time and
- Volunteers are valuable but they are not free.
- Community Service Workers:
- The library attempts to provide duties for
community service workers whenever there are persons who need to work
such hours, but also reserves the right to turn away such workers when
there is no suitable work, or if there is any question as to the
suitability of the worker for the library.
- In order to be allowed to work at the library
such workers must gain approval in advance, show up on time, carry out
the work assigned in an efficient and courteous manner, and let the
library know how many hours they are required to work.
- The director is responsible for proper
reporting to agencies assigning workers.
- All staff can sign time sheets verifying time
spent in service for approved community service persons.
The Newark Library will try to respond effectively to all
staff concerns. Any
employee with a concern about work conditions or
compensation is encouraged to voice those concerns openly and directly to the
Whistle Blower Policy:
a. Harassment or retaliation for any employee
who reports a problem or has a grievance will not be tolerated.
Conflicts of Interest
Employees have an obligation to conduct business within
guidelines that prohibit actual or potential conflicts of interest. Such a
conflict occurs when an employee is in a position to influence a decision that
may result in a personal gain for the employee or for a relative as a result of
Newark Public Library business dealings.
Below are examples of some of the most common
circumstances of termination of employment.
Resignation - Voluntary termination of employment initiated by employee.
An employee resignation may be submitted in writing to the
Director two weeks prior to the final working date for support staff and 4
weeks for professional staff. No un-used sick or vacation time will be
compensated for. If an employee misses
one day of scheduled work without notifying the library, then the library will
assume that the employee has voluntarily resigned his/her position.
Dismissal - Involuntary termination of employment
initiated by employer.
An employee whose performance, attitude, or personal
philosophy of library service does not meet the standards, requirements, and philosophy of the library
will be warned of the inadequacies of his or her performance verbally and in written form by his/her supervisor or the
director. Procedures outlined by Wayne County Civil Service will be adhered to
when dismissing personnel.
Compliance with Various Laws
- Immigration Law Compliance
- Only citizens of the United States and those
aliens legally authorized to work within the United States are eligible
- The Newark Library does not discriminate on the
basis of citizenship or national origin.
- In compliance with the Immigration Reform and
Control act of 1986, each new employee, as a condition of employment,
must complete the Employment Eligibility Verification Form I-9 and
present documentation establishing identity & employment eligibility.
- Former employees who are re-hired must also
complete the form if they have not done so within the past three years,
or if their previous I-9 is no longer retained or valid.
- Drug Free Workplace Statement
- The library complies with all Federal and State
regulations regarding drug use while on the job.
- The unlawful manufacture, distribution,
dispensing, possession, or use of any controlled substance, including
alcohol, while on the job, is grounds for immediate dismissal.
- Over the counter medications when taken as
directed are permissible.
- Being under the influence of any unlawful or
controlled substance without a doctor’s prescription and work release is
also grounds for immediate dismissal.
- Employees convicted of a criminal drug statute
must notify NPL within 5 days of such conviction, and may be required (at
his/her own expense) to complete an approved drug abuse or rehabilitation
program. For help or additional information, contact the director.
- American Disabilities Act (ADA) Compliance
- The Library will make every economically
feasible effort to comply with the Americans with Disabilities Act; both
in the area of employee and patron concerns.
- As concerns are discovered, the Library Board
will address each issue; attempting to find a way to accommodate the physically challenged without
overtaxing the library’s resources.
- Equal Opportunity Employer (EOE) Discrimination
- The Library is an equal opportunity employer
and does not discriminate on the basis of race, ethnicity, sex, age,
creed, or religious affiliation.
- Any employee who feels that s/he has been the
object of discrimination should contact the director.
- The Right to Privacy
- Employees should be aware that mail bins,
desks, and other personal spaces provided by the library are still
library property, and are subject to search if necessary.
- The library reserves the right to institute
drug testing if warranted.
Technology Use Policy
Staff use of Technology in the Library
Staff should communicate at all times with email or
voice mail as they would in a public forum.
Good judgment and ethical conduct is essential.
Commonsense use of tools must be the guiding force in the use of any
Staff may not use library computers to conduct personal
business or for personal economic gain on library time. Email shall not be used
for soliciting personal business ventures, advertising for personal
enterprises, soliciting for non-library purposes, or for communicating with
destructive or malicious intent.
Mass emails are not permitted except with the express
permission of management.
No one is to access, upload, download, transmit, or
otherwise distribute defamatory, abusive, obscene, profane, sexually oriented,
threatening, harassing, racially offensive, illegally discriminatory, or other
illegal materials, files, etc.
No one shall violate any local, state, or federal
statute, rule, regulation, code, or ordinance.
should not load private files for storage on library computers. All information stored within any NPL
electronic communication system is subject to review by administration at any
time, and no such information can be considered private.
No one shall violate copyright, or otherwise use
another’s intellectual property without his or her prior written approval or
Staff may not commit the library to any unauthorized
financial obligation online.
Staff may not download or install any files, programs,
plug-ins, etc, to library computers. All software and hardware installation
must be installed by computer department personnel. This includes, but is not
limited to, shareware and freeware. Such software may not only contain embedded
viruses, but is also untested and may interfere with the functioning of the
library’s network and library application software.
Attachments to messages sent from the library shall not
knowingly contain viruses or other harmful components, nor shall stored files
be of such size or nature as to affect the performance of the library’s
Staff should check their email each day they work.
Staff with increased responsibility levels should check more frequently or as
directed by their supervisor. This includes both internal and external email.
Staff is responsible for reading all information in official communications
Safety and Health
- Each employee is expected to exercise caution
in all work activities.
- Employees who notice a dangerous, or
potentially dangerous, situation should report it to the director or the
person in charge that day.
- The library will look into and correct safety
problems whenever possible. Steps will be taken to eliminate the danger
as soon as possible.
- If a patron is engaging in unsafe behavior,
they are to be asked to cease immediately, and to be asked to leave if necessary.
- Safety of patrons & staff is of utmost
- Accident/Injury/Incident Reporting
- If an accident or injury occurs on library
property, it should be reported using the INCIDENT REPORT FORM. It is
important that this be done no matter how insignificant the injury may
seem, to comply with worker’s compensation laws.
- The INCIDENT
REPORT FORM is to be used by staff to report any unusual or
disturbing event, incident, or accident. The purpose of the form is to
record important information for the filing of insurance claims, accident
reports, and for the maintenance of historical records concerning problem
patrons and or unusual events or activity. The form is also to be used if
a library employee or patron is injured or directly involved in an incident
All incidents (including all accidents) are to be
Completed incident report forms should be forwarded
immediately to library director.
- Weapons Policy
- No guns are allowed on the premises other than
those carried by police officers.
- Knives or other bladed weapons with blades over
4 inches are not appropriate in the library.
- Other types of weapons not specified here but
capable of harming others should be brought to the director’s attention.
- This policy includes patrons as well as staff
Annual Policy Review
of the Board of Trustees will recommend, on an annual basis, a review of this
policy. Revisions will be approved by majority vote of the Board of Trustees.
Revisions approved 10/2012