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Personnel Policy

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.

 Schedule and Operations

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. 

Library Closings           

  1. Holidays 
    1. 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.
    2. 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 schedule.
    3. 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.
  2. Closings necessitated by inclement weather or temporary emergency conditions
    1. 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.
    2. Staff will be paid for their scheduled time whether the closing is prior to or during regular working hours.
  3. All Staff Meetings
    1. Columbus Day is a designated training day for all staff.  The library will be closed to allow all staff to participate in training.                         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 a month.                         

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.

  1. Job Titles

Job titles for personnel are as follows:

    1. Library Director
    2. Youth Services Librarian
    3. Adult Services Librarian
    4. Part-Time Librarian
    5. Library Assistant
    6. Administrative Library Clerk
    7. Senior Library Clerk; Library Clerk
    8. Library Page; Cleaner.
  1. Wage and Salary Ranges
    1. Wage and salary ranges are set by the Board of Trustees and will be part of this policy.

                                                              i.      Such ranges will be examined annually to determine what changes, if any, are to be made in keeping with the library budget.      

                                                            ii.      Performance will be a factor in recommended salary increases. 

  1. Pay Dates
    1. Pay dates are biweekly.
    2. Automatic deductions are made where applicable for withholding taxes, as established by law as well as retirement and health care contributions. 

Benefits

  1. Vacation  
    1. Library Director, Adult Service Librarian, and Youth Services Librarian 

                                                              i.      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

    1. Support staff

                                                              i.      All leave is based on the number of hours worked per week.

                                                            ii.      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.

                                                          iii.      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.   

                                                          iv.      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.

                                                            v.      All time off requests must be presented to the director and approved subject to the adequate staffing of the library.

                                                          vi.      Staff is encouraged to use all of their vacation time.

                                                        vii.      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.

                                                      viii.      Any carry-over must be used by January 31 of the following year.

  1. Sick Leave
    1. 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 director.             
    2. 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.
  2. Other Leave with Pay
    1. Other leave with pay includes:
    2. Conferences and meetings appropriate for staff development, with prior approval for attendance.
    3. Ordered military duty annually to a maximum of 30 calendar days or 22 working days, whichever is greater.
    4. 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.
    5. Personal leave days.  Full time employees will have fourteen hours annually for personal leave.
    6. Employees must give as much advance notice as possible for use of this leave.  Personal leave is not cumulative. 
  3. Uncompensated Time Off 
    1. The library director may grant leaves of absence without pay after other accumulated leave has been used.
  4. Retirement
    1. All employees have the option of membership in the New York State Employees Retirement System.
  5. Health Insurance
    1. Any full-time personnel will be offered $352.00 per month toward enrollment in the single or family plan.
    2. 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.
    3. 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.
  6. Dental benefits 
    1. Full-time employees are eligible for dental benefits.  
    2. Full-time 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.
    3. Family policy holders will be reimbursed up to $600.00 upon submission of receipts.                    
    4. Single policy holders will be reimbursed up to $350.00 upon submission of receipts.             
    5. Receipts will be submitted to the Treasurer; reimbursement will be made within thirty (30) days of receipt of the bill.
    6. 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.
  7. Worker’s Compensation
    1. Library employees are covered by worker’s compensation insurance. 
    2. Any claims must be accompanied by an incident report filed with the director for proper claim processing within 7 days of occurrence.
  8. Family & Medical Leave
    1. 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 issues. 
    2. Health benefits that are held by the employee are required to be maintained during this leave. 

Harassment

  1. 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.
  2. 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.
  3. 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. 
    1. The results of an investigation and any action taken thereon will be communicated to the staff member. 

Performance Expectations

  1. General

All employees are required to familiarize themselves with and follow library policies.

    1. 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.
    2. All employees are responsible for notifying the director of any change in personnel data including name change, address, phone number, emergency contact information, etc.
    3. 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 months.
    4. 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 orders.
    5. 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.
    6. The orientation/training of new employees is to be conducted by selected staff and begins with time for completion of required paperwork.
    7. 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 trainings.
    8. 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 registration rates.
    9. 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 the director.
    10. 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 director.
    11. 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.
    12. Staff will be evaluated on an on-going basis and formally evaluated each year. 
  1. Staff Conduct

Certain standards of behavior are required for continued employment.

    1. Personal Appearance

                                                              i.      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 director.

    1. Tidiness

                                                              i.      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 staff room/kitchen).

    1. Reading

                                                              i.      Personal reading is not to be done on library time.

                                                            ii.      Professional reading must never be allowed to interfere with helping patrons, and should be kept to a minimum when at a public service desk.

    1. Phone Calls

                                                              i.      Telephones are provided for business purposes.

                                                            ii.      Personal calls should be placed during break times. 

                                                          iii.      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).

                                                          iv.      Personal calls are to be taken away from the public’s view.

                                                            v.      Use of personal cell phone devices must be kept to a minimum. 

1.      These devices should not be used when working behind the desk, dealing with a patron and only when necessary.

2.      Use of cell phones for texting is also not appropriate while stationed at a public desk.

    1. Punctuality

                                                              i.      Each staff member is expected to be at his/her post and working at the assigned time.

                                                            ii.      If a staff member is going to be late the library must be notified as soon as possible.

                                                          iii.      Repeated instances of tardiness will result in possible disciplinary action.

    1. Conversations

                                                              i.      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.

                                                            ii.      At no time is a patron to be kept waiting while an employee finishes a personal conversation.

                                                          iii.      Staff is not to hold separate conversations with others while helping patrons.

                                                          iv.      Staff must pay attention to the patron on whom they are waiting.

                                                            v.      Long conversations with patrons that are of a personal nature should be curtailed. 

    1. Eating, Drinking and Smoking

                                                              i.      Any eating or drinking done by staff members in public areas of the building must be done in a discreet manner.

                                                            ii.      This includes chewing gum or eating candy.

                                                          iii.      Patrons are asked to be careful with their food and drink while in the library.

                                                          iv.      Smoking is not allowed in the library.

    1. Breaks

                                                              i.      One 15-minute break is allowed for each 4-hour work period.

                                                            ii.      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 to relax.

    1. Attitude

                                                              i.      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.

                                                            ii.      We must be courteous, tactful, and pleasant at all times; treating the most unpleasant patrons as well as we treat our most pleasant ones.

                                                          iii.      No staff member is expected to take abuse from patrons or other staff. Refer upset patrons to the director. 

  1. Other Work Rules

While not inclusive, some other infractions of rules of conduct include:

    1. Guest Visitation Policy

                                                              i.      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.

                                                            ii.      Guests may not interfere with a staff member’s job responsibilities.

                                                          iii.      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 person.

                                                          iv.      Guests should not be in non-public areas unless approved by the director

    1. 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.

                                                              i.      Volunteers may enter the staff room etc. as would any other staff member.

  1. Performance Evaluation/Discipline/Grievance
    1. The library director will review library employees annually. 

                                                              i.      Each employee will be given a copy of his/her evaluation report. 

    1. The Personnel Committee will review the library director annually. 

                                                              i.      The director will be given a copy of the evaluation.

    1. Procedures for grievances, discipline and termination are provided in the Wayne County Civil Service Handbook in the director’s office
    2. Reduction in Force

                                                              i.      Staff may be laid off if there is a significant reduction of funds or changes in the structure or organization of the library.         

                                                            ii.      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.

  1. Standards 
    1. All staff are expected to maintain certain standards of performance.
    2. These standards are consistent for all staff members. They include:

                                                              i.      Maintaining a positive mental attitude and displaying such toward public and staff.

                                                            ii.      Encouraging, promoting, and modeling teamwork behaviors.

                                                          iii.      Attending work regularly and arriving on time.

                                                          iv.      Observing library rules, policies, and procedures.

                                                            v.      Completing the duties & responsibilities of the job in a quick, efficient manner.

                                                          vi.      Presenting a professional, friendly attitude and demeanor while at work. 

Volunteers and Community Service Workers

  1. Volunteers
    1. 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.
    2. 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.
    3. 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 library.  
    4. Volunteer management requires time and effort. 
    5. Volunteers are valuable but they are not free.
  2. Community Service Workers:
    1. 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.
    2. 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.  
    3. The director is responsible for proper reporting to agencies assigning workers. 
    4. All staff can sign time sheets verifying time spent in service for approved community service persons.

Employee Relations  

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 director.

                   I.            Whistle Blower Policy:

a.       Harassment or retaliation for any employee who reports a problem or has a grievance will not be tolerated.

                II.            Conflicts of Interest

a.       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.

             III.            Employment termination

a.       Below are examples of some of the most common circumstances of termination of employment.

                                                                          i.      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.

                                                                        ii.      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

  1. Immigration Law Compliance
    1. Only citizens of the United States and those aliens legally authorized to work within the United States are eligible for employment.
    2. The Newark Library does not discriminate on the basis of citizenship or national origin.
    3. 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.
    4. 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.
  2. Drug Free Workplace Statement
    1. The library complies with all Federal and State regulations regarding drug use while on the job.
    2. The unlawful manufacture, distribution, dispensing, possession, or use of any controlled substance, including alcohol, while on the job, is grounds for immediate dismissal.
    3. Over the counter medications when taken as directed are permissible. 
    4. Being under the influence of any unlawful or controlled substance without a doctor’s prescription and work release is also grounds for immediate dismissal.
    5. 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.
  3. American Disabilities Act (ADA) Compliance Statement
    1. 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.
    2. 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.
  4. Equal Opportunity Employer (EOE) Discrimination Statement
    1. The Library is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, sex, age, creed, or religious affiliation.
    2. Any employee who feels that s/he has been the object of discrimination should contact the director.
  5. The Right to Privacy
    1. 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.  
    2. The library reserves the right to institute drug testing if warranted.

Technology Use Policy

      I.            Staff use of Technology in the Library

a.       Staff should communicate at all times with email or voice mail as they would in a public forum.

b.      Good judgment and ethical conduct is essential. Commonsense use of tools must be the guiding force in the use of any technology.

c.       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.

d.      Mass emails are not permitted except with the express permission of management.

e.       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.

f.       No one shall violate any local, state, or federal statute, rule, regulation, code, or ordinance.

g.      Staff 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.

h.      No one shall violate copyright, or otherwise use another’s intellectual property without his or her prior written approval or proper citation.

i.        Staff may not commit the library to any unauthorized financial obligation online.

j.        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.

k.      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 systems.

l.        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 distributed electronically.

Safety and Health

  1. Safety
    1. Each employee is expected to exercise caution in all work activities.           
    2. Employees who notice a dangerous, or potentially dangerous, situation should report it to the director or the person in charge that day.
    3. The library will look into and correct safety problems whenever possible. Steps will be taken to eliminate the danger as soon as possible.
    4. If a patron is engaging in unsafe behavior, they are to be asked to cease immediately, and to be asked to leave if necessary.
    5. Safety of patrons & staff is of utmost priority.
  2. Accident/Injury/Incident Reporting
    1. 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. 
    2. 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 or accident.  

                                                              i.      All incidents (including all accidents) are to be reported.

                                                            ii.      Completed incident report forms should be forwarded immediately to library director.

  1. Weapons Policy
    1. No guns are allowed on the premises other than those carried by police officers. 
    2. Knives or other bladed weapons with blades over 4 inches are not appropriate in the library.
    3. Other types of weapons not specified here but capable of harming others should be brought to the director’s attention.
    4. This policy includes patrons as well as staff

Annual Policy Review

The President 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.

Approved  3/2011

Revisions approved 10/2012

Amended 11/13/2014

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