3.1 Authority
3.2 Job Titles & Descriptions
3.3 Job Classification & Compensation Schedule
3.4 Recruitment, Promotion, & Anti-Nepotism Policy
3.5 Equal Employment & ADA
3.6 Probationary Training Period
3.7 Employee Evaluation & Salary Review
3.8 Discipline, Remedial Actions, Termination, & Leave of Absence
3.9 Temporary Assignment to Management Duties
3.10 Separation from Service
3.11 Grievance Procedure
3.12 Posted Notices
3.13 Child Labor
3.14 Non-Harassment Policy
3.15 Injury on the Job
3.16 Eligibility to Work in the U.S.
3.17 Conflicts of Interest & Incompatible Employment
3.18 Attendance & Punctuality
3.19 Personal Conduct & Appearance
3.20 Building Access & Keys
3.21 Drug-Free & Alcohol-Free Workplace
3.22 Pay Period, Work Schedule, & Breaks
3.23 Compensatory Time & Overtime
3.24 Payroll & Direct Deposit
3.25 Mandatory and Voluntary Deductions
3.26 Paid Time Off
3.27 Various Leave Benefits
3.28 Absence Without Leave & Leave Without Pay
3.29 Holidays
3.30 Family & Medical Leave Act
3.31 Insurance Benefits
3.32 Retirement Benefits
3.33 Professional Development & In-Service
3.34 Staff Computing Policy
3.35 Staff Purchase Discount
3.36 Personal Business & Staff Use of Library Equipment
3.37 Staff Celebrations & Events
3.38 Volunteering by Paid Staff
3.39 Volunteers
3.40 Library Closings
3.41 Operation of a Library Vehicle
3.42 Workplace Violence & Safety Training
3.43 Confidentiality of Personnel Records
3.44 Employee Verification of Personnel Policy Review
3.45 Whistle Blower
3.1 Authority
The information contained in these personnel policies applies to all employees of the Rolling Hills Consolidated Library (hereinafter referred to as RHCL). It is presented as a matter of information only and its contents should not be interpreted as a contract between the library and any of its employees. This personnel policy is not intended and does not constitute any sort of contract employment, either expressed or implied. All employees are employed at will and may be terminated at any time for any or no reason at all.
The RHCL Board of Trustees reserves the right to change any of its policies without prior notice, including those covered here. Employees will be notified of any changes to these policies. The provisions and procedures set forth are those the library intends but is not obligated to follow and may be changed at any time for any reason with or without notice to employees. Amendments or new policies will be effective on dates determined by the Board of Trustees. Only the Board in consultation with the Library Director has the authority to change any policy. The Library Director shall be responsible for carrying out the personnel policies of the Board of Trustees. New employees will receive a printed copy of all the current policies in this section, also referred to as an employee handbook. It is every employee’s responsibility to pay attention and stay informed of changes to library policies.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.2 Job Titles & Descriptions
Employment positions at RHCL are given a job title and a job description. Job descriptions are approved by the Library Board and made available for review to prospective employees and the general public. All employees are required to sign a copy of their job description to acknowledge receiving a copy and having been given an opportunity to review and accept the assigned job duties. Job descriptions will be periodically reviewed and updated.
The Library Director will maintain an organizational chart to show the relative chain of command and relationship of positions to each other in the hierarchy of library employment. This organizational chart will be approved by the Library Board and posted in the library administrative offices and copies distributed to all library staff whenever changes are made.
Employees may be required, from time to time, to perform tasks outside of their assigned duties. Such requests will be made in light of library needs and employee capability and any reasonable accommodations required.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.3 Job Classification & Compensation Schedule
It is the policy of the RHCL Board to establish and maintain compensation schedules that are internally equitable, personally motivating, and effectively administered. The Library Director recommends a compensation schedule to the Board and upon approval it becomes a part of the budget planning process and remains in effect until superseded or updated. The U.S. Department of Labor, Wage and Hour Division, has stated that all units of local and state government, including libraries, are covered under the Fair Labor Standards Act.
The responsibilities and duties of jobs within a particular pay grade are similar or on an equitable basis throughout the compensation schedule. Initial assignment to a step on the compensation schedule shall be made on the basis of education and experience. All positions are subject to review at the initiative of the Director or at the request of a staff member. Positions are also classified in terms of full time or part time status and as exempt or non-exempt from overtime rules.
1. Full-time (Exempt or Non-Exempt) Employee:
Regularly scheduled to work 40 hours a week on a year-round basis and to receive fringe benefits. Exempt employees are expected to work at least 40 hours per week and are not eligible for overtime pay. Exempt employees are not required to take PTO for partial days off. Non-exempt full-time employees will not be scheduled more than 40 hours per week, and any hours worked above 40 may be awarded as compensatory time or paid as overtime. Non-exempt full-time staff are expected to take PTO in increments to total a 40-hour work week.
2. Part-time (Non-Exempt) Employee:
Regularly scheduled to work 25 or less hours per week, on average. Part-time employees are eligible for paid time off but not for other fringe benefits including retirement or health insurance coverage. Part-time employees scheduled for less than 15 hours per week will not be eligible for paid time off or other fringe benefits.
3. Volunteer:
A volunteer serves in a part-time, non-paid position that does not displace paid staff. Volunteers are not eligible for any library employment benefits. The Library Director or a person appointed by the Director is responsible for the volunteer program. An official application form must be filled out by the volunteer. Volunteers may be limited in terms of the type of tasks they are asked to complete and the number of hours they are allowed to volunteer per day or per week.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.4 Recruitment, Promotion, & Anti-Nepotism Policy
The authority and responsibility for the recruitment, selection, and appointment of the Director rests solely with the Rolling Hills Consolidated Library Board of Trustees, whose activities are governed by the Revised Statutes of the State of Missouri and their own bylaws. The Director shall be responsible for the selection and appointment of all other staff positions in coordination with appropriate management staff.
Recruitment to fill open positions will be made through open application. Positions may be advertised in the local newspaper, on flyers or signs in the library, on the library’s web site or other social media, with local or state job service agencies, or other professional journals or outlets as needed. Current staff will be notified of any open positions and are encouraged to apply for those for which they are qualified. The Library Director and/or Library Board may elect to hire from within or use a previous applicant pool rather than conduct an external search for any open position.
Job titles and the RHCL organization chart are not arranged in such a way to encourage or facilitate promotion. Each position has distinct and separate responsibilities. Current staff are welcome to apply for any open position for which they are qualified, but current employment with RHCL does not imply any special treatment or consideration will be given in the hiring process.
No person shall be hired by the Rolling Hills Consolidated Library where a member of his or her immediate family or household is also employed by the library. Immediate family, for this policy, shall be defined as: father, mother, spouse, sister, brother, children, grandmother, grandfather, grandson, granddaughter, mother-in-law, father-in-law, daughter-in-law, brother-in-law, son-in-law, sister-in-law, aunt, or uncle (RSMo Section 182.640.5). No person shall be employed by the Board of Library Trustees or by the library who is related within the third degree (either biological or by marriage, adoption, or guardianship) to any trustee of the Board.
All interviews will be conducted with two current library employees present or at least two members of the Library Board. One will be the position’s supervisor and the other may be from any area of the library. All interview notes and applications will be retained on file in the Comptroller’s office for a specified time period as required and then properly discarded.
The Director or designee shall officially notify a successful applicant by letter which shall include the working job title or classification and location of the place of work; the beginning salary; the name and title of the applicant’s immediate supervisor; the date on which the candidate should report to work; and a space for a written acceptance of the position. All unsuccessful candidates interviewed for a particular position shall be informed of non-selection by letter. All applicants should be informed one way or another regarding the outcome of a search to fill an open position.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.5 Equal Employment & ADA
RHCL maintains a clear policy of nondiscrimination with both employees and applicants for employment and is an equal opportunity employer. The library will not discriminate and will take appropriate measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, religion, gender, sexual preference, age, national origin, qualified disability, or any other basis prohibited by applicable law.
The Library will not discriminate against any applicant or employee on the basis of any qualified disability pursuant to the Americans with Disabilities Act (ADA) and the definitions found therein.
The Library will provide for reasonable accommodations for individuals with disclosed disabilities, unless to do so would cause undue hardship on the operation of the Library.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.6 Probationary Training Period
All new appointees and existing personnel transferred into new jobs serve a six-month probationary training period. During this period the employee will be given assistance and consultation on the new job tasks they are being asked to perform. An evaluation will be made by the supervisor at the end of the first six weeks, at the end of three months, and again two weeks before the end of the six-month training period. An evaluation will be done more frequently if the situation warrants. Recommendation by the supervisor to the Library Director at the end of the training period entitles the employee to a regular appointment.
If an employee's work is not satisfactory, one of the following actions may be taken:
1. Employee will remain on probation for an additional time period, not to exceed three months.
2. The employee may be terminated without notice.
Approved by RHCL Board on June 23, 2020.
3.7 Employee Evaluation & Salary Review
It is the goal of the library to provide employees with frequent, timely, objective feedback on their job performance for the purpose of improvement of library service. Employee performance evaluations are completed for each employee during:
The probationary training period evaluation as described in a previous policy.
Regular, scheduled performance assessments.
Individual conference reports as needed based on employee performance.
Employees are asked to sign evaluation documents to acknowledge that they received a copy and that the evaluation was discussed with their supervisor and/or the Library Director. This signature is not an agreement with the contents or judgments contained within the evaluation. An employee who wishes to file a written response to the supervisor’s evaluation may do so to the Director within five (5) working days after the evaluation process is completed. Any employee receiving multiple unsatisfactory reviews on a single evaluation form may be placed on probationary status in addition to any discipline or corrective action recommended. Signed assessments and reports are kept in each employee's personnel file.
The Library Director gives a summary report to the Board with pay recommendations for the entire staff. The Board then accepts, amends, or rejects these recommendations. The Board, as a whole or a committee of the Board, conducts an employee evaluation of the Library Director and makes a salary recommendation for this position. Changes in salary for all staff are made to be reflected in the first full pay period after the beginning of the fiscal year.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.8 Discipline, Remedial Actions, Termination, & Leave of Absence
The library’s goal for personnel is to recruit, train, and retain the most competent and appropriate staff available to perform and support the services of the Rolling Hills Consolidated Library. Furthermore, RHCL attempts to provide a work environment where expectations are clear and continuous feedback on job performance is given for the improvement of library service and the professional growth of the employee.
Disciplinary or remedial action may occur if:
1) in the opinion of the supervisor and/or the Director an employee is performing one or more functions of a job in a less than satisfactory manner;
2) if an employee is failing to demonstrate the required knowledge, skills, attitudes, and abilities needed for a job; or
3) if an employee is violating or not adhering to the terms of employment as described in the hiring letter, the job description, Board approved guidelines (including policies and procedures), and managerial or administrative directives.
The Library Director shall have authority to discipline employees for the willful violation of library policies. The Director will work in conjunction with the direct supervisor to document all stages of the disciplinary process. If violations are repeated or if multiple unrelated policies are violated, the employee may be terminated for cause. The Library Board of Trustees is the only entity that can issue discipline to or terminate the Library Director.
Termination may happen with or without cause, as allowed by state law. There is no contract or promise or guarantee of employment. The library may or may not challenge any claim for unemployment benefits after a termination, depending on individual circumstances. All employment is "At Will" for all employees.
The following circumstances may instigate the disciplinary process:
1) actions which violate the law or incur liability on behalf of the library;
2) actions which jeopardize the safety or security of library staff, users, or property;
3) actions which work against the achievement of goals of the library;
4) serious failure to adhere to the guidelines for good public service;
5) insubordination, which is the defiance of authority or refusal to obey directives;
6) activities which interfere with the one or more other employees’ performance on the job;
7) unauthorized disclosure of confidential information;
8) use of library equipment or time for the conduct of personal business;
9) willful violation of library policies or guidelines; and
10) negligence in the handling of library money or other property.
The first step in the disciplinary process is for the Director and/or supervisor to give the employee a documented verbal counseling and to identify remedial actions to correct the problem. This warning should include specific reference(s) to what policy has been violated or what behavior is inappropriate. If a second disciplinary warning is deemed necessary or appropriate, the supervisor will inform the employee in writing and again identify actions to correct the problem, including a specific length of probationary time within which the employee must improve her/his behavior. If the employee's performance does not improve or a third instance is recorded, whether or not it is related to other recorded violations, the supervisor may issue a final warning document to the employee if approved by the Director. If performance does not sufficiently improve at this last stage, the Director may issue a suspension with or without pay or may terminate the employee with written documentation. The Library Board chair or another board member designated by the Board may be asked to serve as a witness to the termination.
Disciplinary steps may or may not be followed in order, or necessarily include the same exact violations at each stage. Fewer steps may be implemented if the violation is extreme or involves serious harm or liability. All parts of the disciplinary process are contingent upon the severity of the violation and the willingness of the employee to participate in corrective actions and improve performance. Consequences of discipline may include documentation, mandatory external counseling, suspension with pay or without, termination of employment, or any other action deemed necessary and appropriate.
Leave of Absence
The Library Director may place any staff person on a paid or unpaid leave of absence in the process of investigating disciplinary actions or in the event that time is needed before any separation of service decision is made, related or unrelated to the discipline process. Each instance will be decided on a case-by-case basis and will be documented in personnel files when deemed necessary.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.9 Temporary Assignment to Management Duties
For RHCL employees asked to take on management or supervisory duties in addition to their regular job tasks for a period of time lasting more than two weeks, a temporary change in salary can be assigned. This is only for employees asked to supervise at least one staff person and be responsible for scheduling and management of a library service area.
The Library Director will determine if a temporary increase in pay is warranted and will issue a letter to the employee which must be signed before the pay increase can go into effect. The employee will remain at the same pay grade level on the RHCL compensation schedule but may be temporarily moved up between 4 and 8 steps on the schedule during the term of the assignment. Once the assignment is complete, the employee will return to their original job duties and step on the compensation schedule.
Approved by RHCL Board of Trustees on January 26, 2016. Revised on June 23, 2020.
3.10 Separation from Service
The separation of a staff member from service to the library shall take one of the following forms: resignation, lay-off, death, retirement, or dismissal. A staff member separating from service to the library is responsible for returning any library property in his or her possession and clearing any fines/fees owed prior to issuance of a final paycheck or reimbursement.
To leave in good standing the Library Director and other senior management staff shall give at least twenty-eight (28) days written notice. Other employees should give a minimum of fourteen (14) days written notice. A staff member planning to retire is expected to give at least sixty (60) days’ notice if possible. To be considered in good standing also requires the return of all library property and leaving your assigned work area in a clean and neat condition.
The layoff of employees may occur if the library finds itself in financial crisis or if a position is eliminated during a reorganization. If this becomes necessary, employees will be laid off at the discretion of the Library Director with approval by the Board. If the library must eliminate a position, the staff member holding that position shall be given at least two weeks’ notice. Whenever possible, a staff member may be considered for other open positions within the system.
A staff member who does not report for work as scheduled and who fails to provide the direct supervisor or Library Director with a reasonable explanation for the absence after three consecutively scheduled days will be considered to have resigned.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.11 Grievance Procedure
All employees of the library are expected to work with their colleagues in a spirit of cooperation and harmony. The Board of Trustees recognizes that employee problems and concerns may arise and encourage the development of frequent and open communications, so that problems can be solved and concerns addressed in informal conversations at the level at which they occur. If this process does not adequately resolve issues, a formal grievance procedure is available to allow each staff member the opportunity to present a written grievance for consideration and response without the fear of restraint, interference, coercion, discrimination, or reprisal.
An individual staff member or group of staff members wishing to present a formal written grievance may submit it to an individual member of the management team, the management team as a whole, or the Director alone. Employees who have not completed the initial six month probationary period shall not be granted the right to appeal of involuntary separation, reassignment, or demotion, but they may seek redress of grievances arising from acts of discrimination or abuse. Former employees will not be eligible to use the grievance process described in this policy.
Step 1. An employee may present his/her grievance orally to his/her supervisor within fourteen (14) consecutive workdays of its occurrence or the employee's knowledge of its occurrence. The supervisor will discuss the grievance with the Library Director. The supervisor shall then attempt to settle the matter and shall respond in writing within five (5) consecutive workdays. Any grievance regarding the Director should be sent to the President of the Library Board.
Step 2. If the grievance has not been settled to the satisfaction of the employee, he/she shall present the written statement and all pertinent correspondence to the Library Director within five (5) consecutive workdays. The Library Director shall respond to the employee within five (5) consecutive workdays following receipt of the grievance.
Step 3. If the grievance has not been settled, the written grievance and all pertinent material will be presented to the Board of Trustees within five consecutive workdays. The Board shall meet within fifteen (15) consecutive workdays after receipt of the grievance. The Board of Trustees will make a decision and notify the employee within five (5) consecutive workdays following the meeting. The decision of the Board of Trustees is final.
All actions, materials, and proceedings of the grievance process will remain confidential. All proceedings will be kept within the personnel files.
Approved by RHCL Board on October 10, 2006. Revised June 23, 2020.
3.12 Posted Notices
Notices relating to federal, state, or local work regulations will be posted on the bulletin board located in the staff work room and/or staff break room of each library location or outlet. It is the responsibility of each employee to know the location of notices and to read these notices and ask questions if needed.
Approved by RHCL Board on June 23, 2020.
3.13 Child Labor
RHCL will comply with the Child Labor provisions of the Fair Labor Standards Act and related Missouri statutes. Applicants must be 16 years of age to be eligible for employment at RHCL. Any restrictions on working hours for employees under 18 years of age will be followed.
Approved by RHCL Board on June 23, 2020.
3.14 Non-Harassment Policy
Harassment is contrary to basic standards of conduct between individuals and is prohibited by federal and state law. It will, therefore, constitute a violation of library policy for any employee to engage in any form of harassment based upon race, color, religion, gender, sexual preference, age, national origin and/or qualified disability. Any act--physical, verbal, or visual--that has the effect of unreasonably interfering with a person's work performance or creates an intimidating, hostile, or offensive work atmosphere is prohibited.
RHCL will not tolerate sexual harassment in any form. No employee shall threaten or imply that refusal to submit to sexual advances will adversely affect anyone’s employment, evaluation, pay, promotion, job assignment, or any other aspect or condition of employment. Any employee who violates this policy will be subject to having disciplinary action taken against them, up to and including termination.
No employee, whether supervisory or non-supervisory, may sexually harass another employee. Sexual harassment includes, but is not limited to:
Touching or making improper or propositional advances;
Abusive, vulgar language of a sexual nature;
Suggestive jokes or comments about an employee's body or wearing apparel;
Display of sexually suggestive cartoons, pictures, or photographs.
Personnel should report immediately any such behavior or incident to the Library Director (or Board chairperson should the Library Director be involved) preferably in writing with date, location, and names of individuals involved. If, after investigation, the issue is not resolved to the satisfaction of the employee, the unfavorable decision may be appealed in writing to a higher authority (Board of Trustees, Human Relations Commission, etc.) An employee may ask another employee or any supervisor to be present at a complaint discussion with any level of management. In its effort to prevent discrimination or harassment of any kind, RHCL will maintain an open-door policy. All complaints must be reported and will be investigated promptly and confidentially.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.15 Injury on the Job
Any injury occurring on the job, however slight, must be promptly reported to your supervisor, the Administrative Office, and the Library Director. This is for your own protection under Missouri Worker's Compensation regulations and a requirement under Occupational Safety and Health Act Regulations.
Any employee requiring non-immediate medical attention will have an appointment made for him/her by the Library Director or designated staff person with a medical doctor for treatment and/or x-rays. We will inform the medical facility that it is a Workers' Compensation claim and that all bills should be sent to the Library. The Library will then file them with its workers' compensation insurance company.
In case of serious injury or illness, a family member should be called and the employee taken in for treatment. In case of critical illness or injury on the job, 911 emergency services will be called, a family member will be contacted, and the employee will be treated and/or taken to the hospital as decided by the emergency care workers. Employees are required to provide emergency contact information to the Administrative Office and are asked to include any physical condition or allergies causing a reaction that might affect him/her at work, such as diabetes or epilepsy. This information will remain confidential unless needed in a medical emergency.
Approved by RHCL Board on June 23, 2020.
3.16 Eligibility to Work in the U.S.
RHCL intends to hire only citizens of the United States of America or those who have valid permits to work in the United States. All employees are required to provide proof of citizenship as requested or proof of a United States work permit before he/she can receive his/her first paycheck. All employees will also be vetted through the E-Verify process as to their eligibility to work in the United States.
Approved by RHCL Board on June 23, 2020.
3.17 Conflicts of Interest & Incompatible Employment
Employees of RHCL are expected to conduct themselves with personal integrity, ethics, honesty, and diligence in performing their duties for the organization. Employees are required to support and advance the interests of the organization and avoid placing themselves in situations where their personal interests conflict with the interests of the Library. A conflict of interest refers to a situation in which private interests or personal considerations may affect an employee’s judgement in acting in the best interest of the Library. It includes using an employee’s position, confidential information, or Library work time, material, or facilities for private gain or advancement or the expectation of private gain or advancement. A conflict may occur when an interest benefits any member of the employee’s family, friends, or business associates.
Employees may not accept gifts, money, discounts, or favors, including any benefit to family members, friends, or business associates for doing work that the Library pays them to do. The exceptions to this are promotional gifts from vendors or those of nominal value from library users ($25.00 or less).
All full-time employees shall be limited to “off-duty” paid employment which does not conflict with the interests of RHCL and which does not impair the employee’s ability to perform effectively. Prior to engaging in any “off-duty” employment, the employee shall obtain the approval of RHCL by submitting a letter of request to library administration. The letter of request shall include the name or person or the company and a brief description of the job duties/functions and hours required.
Part-time employees of RHCL will be given more leeway in terms of dual or off-duty employment, but the library must be informed in writing of any additional employment engaged in by part-time employees. RHCL reserves the right to withdraw permission for dual employment for either part-time or full-time employees at any time and will inform the employee in writing if job performance is observed to be diminished.
Approved by RHCL Board on June 23, 2020.
3.18 Attendance & Punctuality
Because of the necessity for staffing all public service points on an exact schedule, the importance of being on time cannot be overemphasized. Frequent or habitual tardiness will not be tolerated. Punctuality is important for all employees, whether working with the public or in an office.
If, in an emergency, an employee must be late, he/she should contact his/her supervisor at least 15 minutes before the start of a shift. If the absence is prolonged, the employee should continue to report in periodically throughout the day or clearly state that they will not be able to come in at all that day. Staff may leave a message for a supervisor for a tardy or an absence, but must also call in and speak to a staff person if the message is not returned or acknowledged.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.19 Personal Conduct & Appearance
RHCL places great emphasis upon the matter of friendliness and courtesy on the part of its staff. Employees must always keep in mind that while on duty they represent the spirit and purpose of the library to its patrons. Name tags will be worn during all work shifts. Dress should be appropriate for the situation, location, and job. Neatness of dress is of major importance. Extremes of dress are to be avoided. Staff members are also expected to maintain good personal hygiene habits. RHCL management reserves the right to promulgate regulations or directives to provide guidance to employees as to acceptable and unacceptable clothing items. Employees reporting for work in clothing considered inappropriate will be informed verbally and/or in writing and may be asked to change into more appropriate dress after clocking out from their current shift and being allowed to return to work.
Personal telephone calls should be kept to a minimum and are preferably made or received on a personal mobile phone. Calls should only occur away from public service areas. Use of a personal mobile device during work hours for work purposes is more freely allowed, though all staff are cautioned to not engage in prolonged work duties when not on paid time.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.20 Building Access & Keys
Only supervisors or employees who open or close the library as the person in charge will be issued a library access key. Other interior keys may also be issued to staff or kept in a central key box. Keys are numbered and the employee will sign for any keys they are personally assigned.
Access provided by a badge is coded to each staff person individually. Security software keeps track of all access points that use a badge. Not all staff are allowed in all areas secured with badge readers. Staff should never allow others to use their assigned badge or share a badge.
Lost or stolen keys or badges must be reported immediately to the Administrative Office. All badges and keys issued to staff during employment must be returned at separation. Anyone duplicating a key or badge without permission is subject to disciplinary action.
Approved by RHCL Board on June 23, 2020.
3.21 Drug-Free & Alcohol-Free Workplace
RHCL is committed to providing all employees with a work place free from drug abuse. Drug and alcohol abuse adversely affects job performance and the well-being of employees and the public. In compliance with the federal Drug-Free Workplace Act, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in any of the library’s facilities. An employee violating this prohibition will be subject to dismissal. Information concerning drug abuse assistance and rehabilitation programs can be obtained confidentially from the Administrative Office.
The use, possession, sale, transfer, purchase, or being under the influence of illegal drugs or illegal intoxicants or controlled substances by employees at any time on library premises or while on library business is prohibited. Employees must not be on library business or on library property while under the influence of any alcoholic beverage or illegally obtained drugs or narcotics.
Any employee affected by drug or alcohol abuse will be encouraged to seek help, or may be referred to appropriate agencies who can provide treatment or counseling for such problems. Engaging in any acts prohibited by this policy will result in disciplinary action up to and including dismissal and/or required satisfactory participation in an approved drug abuse assistance or rehabilitation program. Employees who continue to engage in prohibited behavior while participating in approved rehabilitation or assistance programs will be subject to immediate dismissal.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.22 Pay Period, Work Schedule, & Breaks
The pay period is a two-week pay period starting Sunday at 12:00 a.m. and ending the Saturday after the following Sunday at 11:59 p.m. The work schedule is defined on a weekly basis, from Sunday to Saturday but work schedules may be created and distributed on a weekly or monthly basis. Work schedules are made by supervisors and/or the Library Director. Flexibility in scheduling will be accommodated whenever possible.
It is the policy of RHCL that all employees have an appointed work schedule. Work shall begin and end at the appointed time, as set by the Library Director or designated supervisor. Library employees may clock in not more than 7 minutes prior to the appointed time and should end their shift on time, unless urgent work tasks need to be completed and extra time is approved by a supervisor. The payroll reported will reflect every quarter hour worked, as rounded by the timekeeping solution implemented by the library.
All employees are allowed one 15-minute work break for every 4 hours worked. Work breaks are available if needed, not mandatory. Work breaks should not be taken in the first or last hour of a shift, and cannot be used to arrive late or leave early from a shift. A work break is considered a rest period and is paid work time. The staff member may be called back to duty during this time if necessary. Staff should be away from their primary desk or work space but remain on the premises during work breaks.
Unpaid meal breaks are usually allowed for employees scheduled to work 5.5 hours or more per day in a shift that spans a regular lunch or dinner hour. Most full-time staff are assigned a 1-hour unpaid meal break, but part-time employees or others may be allowed a 30-minute unpaid meal break. Employees may not combine meal breaks with work breaks. All employees must schedule their meal breaks with their supervisor and inform their co-workers, especially those working a service desk, when going on any kind of break or stepping away from a service point.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.23 Compensatory Time & Overtime
Only authorized overtime (hours in excess of 40 hours worked per week, paid at time and one half) will be compensated for non-exempt employees. Authorized overtime in excess of 30 minutes per week should be requested from supervisors and approved by the Library Director prior to the working of any such time. Unauthorized overtime should be avoided, but immediately notified to managers or supervisors. Employees who ignore this policy and continue to accrue more than one (1) hour of unauthorized overtime per pay period will be subject to disciplinary action. Any hours worked beyond a scheduled shift will first reduce any paid time off taken during the same week. Staff cannot earn more than 40 hours per week when all types of pay are added together unless more than 40 contact hours of work are also recorded. In most instances, any scheduled time off would be removed from the time card to get weekly totals to match scheduled hours.
The Library Director may assign compensatory time at time and one half to any employee to give paid release time for hours worked but not paid in excess of 40 hours worked per week. This compensatory time may be restricted in the manner in which it is taken and is normally required to be taken within the next pay period.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.24 Payroll & Direct Deposit
All library staff are required to furnish bank account information so payroll checks may be direct deposited into their accounts. This information is considered confidential, and will only be shared to facilitate the direct deposit process. If for some reason a direct deposit payroll does not get transmitted electronically, every effort will be made to produce printed payroll checks by 12:00 noon on the Friday of payday week. Payroll deposits will be issued biweekly on the Thursday after the two-week pay period is complete, and pay stubs showing pay rates and all deductions will be made available by 12:00 noon of the designated payday.
Approved by RHCL Board on June 23, 2020.
3.25 Mandatory and Voluntary Deductions
The following mandatory deductions will be made to every employee’s paycheck.
Federal and state income tax withholding.
FICA (Social Security).
Medicare.
Health and dental insurance premium cost share and dependent coverage (if eligible).
Any court ordered or mandatory wage garnishments.
Voluntary deductions may include:
Voluntary non-profit donations, e.g. United Way.
Voluntary supplemental insurance deductions, e.g. Aflac.
Approved by RHCL Board on June 24, 2014.
3.26 Paid Time Off
Paid time off (PTO) is provided to non-probationary library employees for planned and unplanned time away from work for any reason. Employees begin to accrue PTO from the first full pay period of employment and may take PTO as soon as it is earned.
PTO is a single pool of paid hours earned by staff to use for vacation, sick leave, or any other need to be away from work. Whenever possible, employees should ask for PTO at least 7 days in advance of the time off requested. It can also be used to call in absent on any day scheduled. Use of 3 or more call-in PTO days in a row may require a written explanation or medical excuse. Any PTO taken due to a health condition or medical procedure that may affect the employee’s ability to perform their job duties will require a medical release to return to work. PTO must be taken in quarter-hour increments or greater.
Temporary employees and employees working fewer than 15 hours per week do not accrue PTO. The scheduling needs of the library will have priority in the determination of approval for the employee’s use of PTO. The supervisor and employee should work together to arrive at the best plan to provide the employee with time off when requested, as well as maintain library staffing needs. If a supervisor approves, a staff member may adjust a work schedule to accommodate time off needed of 4 hours or less and allow those hours to be made up in the same work week.
The Accrual Levels table shows the number of PTO hours earned per 2-week pay period, the total hours that can be earned in one year, and the maximum that can be earned and waiting to be used. No additional hours will be earned or added to PTO balances beyond the maximums listed.
When an employee leaves the employ of the library in good standing, they will receive pay for 35% of any unused PTO that has been accrued. This will be included in the final paycheck as a lump sum and will not extend days on payroll out beyond the final day on the job.
The Board may negotiate with the Library Director upon employment for additional annual PTO, as compared to director benefits from other libraries of similar size and budget.
Approved by RHCL Board on November 26, 2019.
3.27 Various Leave Benefits
RHCL provides other various leave benefits, including the following:
Military Leave
As described in RSMo § 105.270, employees called to military service in the Military Reserve or National Guard will receive the period of time on active duty when they must be away from the library for up to 120 hours with pay. A schedule of duty time should be given to the Library Director with as much advance notice as possible. If an employee must be gone for longer than three weeks, they should apply for a leave of absence to the Director if not using accrued PTO for additional time off needed. An employee returning from extended military leave shall be entitled to restoration to the former position or position of like pay and responsibility. The employee must make application for reinstatement within thirty (30) days after release from active duty.
Civic Leave
Leave with pay for scheduled hours only will be granted to all library employees who are called for jury duty. An employee is expected to make reasonable efforts to work during those periods when his/her presence is not required in court. Leave with pay is also granted for employees subpoenaed as court witnesses, except in cases where the employee has initiated litigation. An employee who receives a jury or court summons should present documentation of the summons to the Library Director or designated staff. Any fees paid by the courts for such service shall be retained by the employee, but a copy of the payment may be required to be submitted to the library as proof of service.
All staff, both full-time and part-time, can receive up to two hours of paid time off to vote in eligible elections. Staff are asked to try and vote before or after a shift, but it is understood that sometimes the only available time is during the work day. Employees must inform their supervisor that they need civic leave to go vote, must do so when it does not interrupt library operations, and return to work as soon as possible.
Staff may get up to one hour of paid time to donate blood at any blood drive held at a library facility or within a 10-minute drive of their workplace
Bereavement Leave
Upon approval of the Library Director, an employee may be excused from work with pay for a maximum of five (5) work days for absence due to death in the immediate family in any one calendar year without charge to PTO. Immediate family for the purpose of bereavement is defined as: employee's spouse, parent, child, sibling, mother-in-law, father-in-law, grandparents, grandchildren, brother-in law, sister-in -law, or a person who permanently resides in the home of the employee. If additional leave is needed, PTO may be used. Attendance at funerals other than immediate family may be taken as PTO.
When the death of a current or former staff member occurs, the library may be closed for a scheduled funeral service for staff to attend the funeral if approved by the Library Director. If the library remains open, staff may request to use paid bereavement leave if they have any available in the calendar year.
Professional Development, Training, and Educational Leave
See policy sections on these benefits for more information. The library encourages the development of staff members by participation in meetings, workshops, conferences, and courses related to the employee’s job and full or partial financial support for such attendance will be provided when the library’s budget permits it. Attendance at such activities, when approved by the Library Director in advance, shall count as time on the job.
Approved by RHCL Board on October 10, 2006. Revised on November 26, 2019.
3.28 Absence Without Leave & Leave Without Pay
Any employee who is absent for a single day or part of a day without authorization and required notice is considered to be absent without leave and will be subject to disciplinary action. If the unauthorized absence continues for three (3) consecutive days without notice, the position shall be declared abandoned and the employee discharged unless reasonable justification can be determined and accepted by the Library Director. If four (4) separate occurrences of absence without leave happen in one calendar year, disciplinary action will be taken.
Habitual leave abuse will be defined as using all paid leave to the point of being required to take leave without pay for additional time off. A minimal amount of leave without pay will be allowed for special circumstances. Habitual leave abuse will be addressed though established disciplinary channels.
An extended leave of absence without pay may be granted by the Director provided that a request is submitted in writing under ordinary circumstances at least thirty days in advance of the date of the proposed leave. The term “leave of absence” is any single leave request of more than three days’ duration. Under ordinary circumstances, personnel must draw on accrued paid time off before applying for a leave of absence without pay, which would be defined as any time off in excess of earned paid time off which cannot be made up within a regular departmental schedule and in the same work week.
Paid time off (PTO) will not accrue during a pay period containing leave without pay.
Approved by RHCL Board on October 10, 2006. Revised on November 26, 2019.
3.29 Holidays
RHCL will observe the following holidays by closing the library to the public and giving staff the day off with pay:
New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day, Christmas Day
On the following holidays, the library will remain open, and staff will accrue Paid Time Off (PTO) for a floating holiday during that pay period, which could be taken that day or at a later time:
MLK Day, President’s Day, Juneteenth, Columbus Day, Veterans Day
The following Sunday holidays the library will be closed but no holiday pay or paid time off will be assigned to staff:
Easter Sunday
Part-time employees will receive 4 hours of holiday pay or PTO, full-time employees receive 8 hours of holiday pay or PTO for all recognized, paid holidays. When a paid holiday occurs on a day when an employee does not regularly work, he/she will be granted PTO to be taken at a later time. Management reserves the right to adjust the holiday work schedule as needed due to fluctuations in the calendar or staff training needs.
Approved by RHCL Board on October 10, 2006. Revised on November 26, 2019; January 24, 2023.
3.30 Family & Medical Leave Act
The Family and Medical Leave Act (FMLA) allows employees to take up to twelve weeks per continuous twelve months of job-protected leave because of the birth of a child of the employee and in order to care for such child; because of the placement of a child with the employee for adoption or foster care; in order to care for the spouse, or a child, or parent, of the employee, if such spouse, child, or parent has a serious health condition; or because of a serious health condition that makes the employee unable to perform the functions of his/her assigned position.
An employee is eligible for FMLA if he/she has been employed for at least 12 months and has worked at least 1250 hours of service during the 12-month period preceding the commencement of the leave. The start of the 12-week FMLA period begins at the day of the event listed as the reason for FMLA, even if the request to use FMLA occurs after the initial event.
Employees will be asked to fill out forms to document the reasons for requesting FMLA and should provide as much advance notice as possible before requesting FMLA. The employee may be required to use any accrued PTO prior to requesting unpaid FMLA leave, up to the total of 12 weeks of both paid and unpaid leave. PTO will continue be accrued during any paid portion of the employee's FMLA leave but will not accrue during unpaid pay periods. Holiday pay or PTO will be paid during an FMLA absence. Insurance benefits will continue during any paid PTO and unpaid FMLA leave.
When FMLA leave is requested, the employee will provide the library with a certification statement issued by a health care provider and/or any other forms required for documentation of the leave and a subsequent return to work. An employee returning from FMLA leave is entitled to return to their position with equivalent benefits, pay, and other former terms and conditions of employment.
A copy of the Family and Medical Leave Act of 1993 with accompanying Rules and Regulations is available in the administrative offices for further information.
Approved by RHCL Board on October 10, 2006. Revised on November 26, 2019.
3.31 Insurance Benefits
Health Insurance
RHCL will offer group health insurance to all full-time employees who are regularly scheduled to work more than 30 hours per week. Coverage will begin the 1st of the month following 30 days employment. The cost share to employees will be determined each year as a part of the annual budget process approved by the Board. Dependent, spouse, and/or domestic partner coverage is also available when requested within thirty (30) days of employment or during an open enrollment period. Any additional premium amount for spouse, domestic partner, and/or dependent health coverage is the full responsibility of the employee and will be deducted per paycheck. Employees may only decline health care coverage for themselves if they are already covered under a comparable health care plan elsewhere.
RHCL will offer information and guidance to employees at age 65 regarding their options for Medicare coverage. If an employee elects voluntarily to decline group health coverage in favor of Medicare, RHCL will provide information on how to enroll in Medicare, a Supplement, and Part D Prescription Drug Coverage. The library will assist with premium payments for a Medicare Supplement and Part D prescription plan as annually determined by the library Board.
Open enrollment will be offered for not less than 30 days prior to the coverage renewal date as part of the health insurance renewal process and the annual budget process.
For terminating or retiring full-time employees, health care coverage and/or assistance with premiums ends the last day of the month in which the last day of active work occurs. Terminating or retiring employees may elect to purchase continued coverage at group rates under the provisions of COBRA, which means the terminating employee must pay the full monthly premium. The library’s insurance agent will assist in the completion of necessary paperwork in these circumstances.
RHCL also may elect to offer access to supplemental health insurance policies, such as special accident or cancer policies, which assist with health care expenses in certain circumstances. The employee is responsible for the full amount of any monthly premiums for supplemental policies, which must be made through paycheck deduction.
Dependents are defined as a children living in the home 18 and under. Children 19 and over under specific circumstances as defined by law and as described by the library’s selected health insurance provider may also qualify for dependent health care coverage.
Domestic partners are defined as two adults who meet the following qualifications:
Changes in living situations with domestic partners do not suffice as qualifying events, and as such domestic partners can only be added to insurance coverage during open enrollment. The IRS also does not allow premiums paid for domestic partner coverage to result in any tax benefits, and therefore will be withheld after taxes have been calculated.
Spouses are defined as persons who have been legally married with documented proof of marriage.
Dental Insurance
RHCL will offer dental insurance to all full-time employees who are regularly scheduled to work more than 30 hours per week. The library will pay all or a percentage the monthly premium for the employee only, as determined by the Board annually. Dependent, spouse, and/or domestic partner coverage is also available when requested within thirty (30) days of employment or during an open enrollment period. Any additional premium amount for spouse and/or dependent dental coverage is the full responsibility of the employee and will be deducted per paycheck. Dental coverage is voluntary and may only be added at initial employment or during open enrollment.
Life Insurance
RHCL will offer life insurance to all full-time employees who are regularly scheduled to work more than 30 hours per week and are enrolled in the library’s group health insurance plan. Coverage is through the selected health insurance provider and is provided at no cost to the employee. Employees will be asked to name beneficiaries as part of the on-board hiring process, and changes may be made at any time.
Approved by RHCL Board on June 24, 2014.
3.32 Retirement Benefits
The RHCL Board of Trustees has adopted the Missouri Local Government Employees Retirement System (LAGERS), a defined benefit pension plan that guarantees a benefit to eligible participants at retirement, based on a predetermined formula. Participation in LAGERS is mandatory for all eligible employees.
For full information about LAGERS, and to access individual retirement calculations, employees should consult the LAGERS website.
Approved by RHCL Board on June 23, 2020.
3.33 Professional Development & In-Service
To encourage continuing education and professional development, the RHCL Board supports memberships in professional organizations and travel to meetings, seminars, and workshops by both library staff and Board members. Library staff will be paid their regular salary while participating in continuing education that is approved by the Director in advance, and will be reimbursed for allowable expenses. Board members will be reimbursed for their allowable expenses but not for their time.
Calculation of staff time to be paid when attending events listed in this policy is on a case by case basis. Travel time is normally included for all non-exempt staff, but meal times are not unless training continues through a meal period. Evening events for professional networking are not usually included as work time. All non-exempt staff traveling to training events should try to estimate their hours to be paid for attending the event in conjunction with their direct supervisor and adjust the hours worked in the remainder of the week to not go over 40 hours in a work week, whenever possible.
RHCL will pay full registration fees for professional development or training on behalf of any staff member or Board member who requests it. RHCL may also pay full dues to library professional associations for any staff member or Board member who requests it, upon approval by the Library Director and available budget funds. The library will also maintain institutional memberships to professional organizations when appropriate.
Use of a library vehicle is the preferred way to travel to meetings and training. Driving mileage is reimbursed 100% for required travel to library-related professional meetings or training only when driving your own personal vehicle, and only with prior approval of the Director. Departure city will be Saint Joseph, MO, or your actual town of departure, whichever is closest. Mileage rates are based on the current Internal Revenue Service (IRS) published rate. Receipts for tolls or parking fees must be presented for reimbursement, or are otherwise the responsibility of the driver. Carpooling is encouraged whenever possible. Carpool reimbursement must be negotiated on a case by case basis.
Costs for overnight lodging and airfare or other travel expenses will be paid for attendance at meetings directly related to the library profession with approval from the Director. All receipts should be saved and submitted for reimbursement. RHCL reserves the right to determine the reimbursement rate on a case by case basis.
Meal reimbursement is available if attending a meeting more than five hours in duration that spans a regular meal time. Beginning and ending dates and times of meetings will be taken into account when determining which meals will be reimbursed. All receipts must be presented in order to receive meal reimbursement.
The library also wishes to encourage academic study by its employees at technical schools, colleges, and universities. When possible, extended educational leave without pay for up to one year may be granted to salaried employees who wish to pursue an intensive course of study considered by the Library Director and Board to be of benefit to the library.
There may be times when the Library Director will grant exempt or non-exempt employees limited paid leave to attend classes during working hours. Approval will be dependent upon staffing conditions and the course of study must be directly related to the employee's position and be considered by the Library Director and/or Board to be of benefit to the library. Staff may also use unpaid time, paid time off if available, or may work with a supervisor to adjust scheduled hours to accommodate a school or class schedule.
Rolling Hills Consolidated Library Support Foundation has a limited tuition assistance grant that may be available for employees. Ask the Administrative Office for more information.
The Library Director will plan and execute library training every year, for the benefit of the library staff. The library may be closed to the public on in-service days, and all employees will be required to attend. Activities on in-services days will include meetings, lectures, exercises, guest speakers, and other accepted professional development. Board members are welcome to attend any library in-service day.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.34 Staff Computing Policy
Computer terminals and workstations, including internet access, are provided to staff to further the service programs of RHCL. Use of workstations and applicable software to enhance specific job knowledge and skills is permitted and encouraged. Each staff member is responsible for saving and backing up files which are critical to the operation of the library. Disks or other storage mechanisms will be provided upon request.
The library requires staff to use email for job-related communication and professional development. Staff must manage email sent to their attention promptly, including saving or deleting messages as appropriate. Regular use of library email accounts for personal interest is not permitted. Checking personal web-based email accounts, should be limited during working hours.
Staff who use computing resources, including email, provided by the library do not have an expectation of privacy. All computer usage, files, and email messages are part of the library’s computer systems and therefore are considered library property. Although the library will not routinely monitor email messages, RHCL reserves the right to access and review messages, communications, and files. A general rule is to not write or transmit any information that should not be published publicly and expected to be viewed by all.
Staff Computing Acceptable Use Guidelines
Approved by RHCL Board on June 23, 2020.
3.35 Staff Purchase Discount
Library staff and Board members are permitted to purchase books and other media through the library’s regular suppliers, with the library’s discounts which range from 5-42%. These orders must be placed separately from library orders, and the employee will be responsible for any shipping and handling costs incurred. RHCL will pay the invoices and will be reimbursed by the employee/board member for the invoiced amounts.
Approved by RHCL Board on June 23, 2020.
3.36 Personal Business & Staff Use of Library Equipment
All telephones in the Library are business telephones; therefore, employees are encouraged to use personal phones for personal calls. In the event a personal call is absolutely necessary, it should be limited to 3 minutes or less. This pertains to both incoming and outgoing calls.
Banking, correspondence, and other tasks done for personal reasons and not related to regular responsibilities may not be performed during regularly scheduled hours. Personal mail should not be addressed to the Library, but packages may be received at the Library if delivery at home creates a hardship or in consideration of theft deterrence.
Staff may only borrow or use library equipment with the express permission of the Library Director. Requests need to be made in writing and state what equipment is being requested, for how long, and when it will be returned. Staff may never use any library vehicle for personal business, not including stops for meal breaks or other functions when travelling on library business.
Regular library staff are not allowed to remain in any library building more than one hour before or after regularly scheduled hours of operation. If any staff must enter a library building more than one hour outside of regular hours, library administration must be notified.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.37 Staff Celebrations & Events
Staff celebrations and events are a necessary and expected part of creating a team environment for the workplace. Whenever possible, staff celebrations will not interrupt the offering of regular library services. The library will not close for the sole purpose of having a staff celebration. When one staff member is having an event (such as a wedding or other party) and would like to invite other staff members, as much accommodation as possible will be made but the library will need to remain staffed for all hours of operation.
Approved by RHCL Board on June 23, 2020.
3.38 Volunteering by Paid Staff
Library staff persons support the mission and vision of the library with their attitudes and performance while they are on the job. No staff members are required to give extra time or other resources to the library beyond the expectations of their job descriptions.
Paid library staff are not allowed to volunteer at the library during their off hours, nor should they be completing work-related tasks either before they clock in or after they clock out. Library staff who want to support the library beyond their regular work duties are encouraged to join the Friends of the Library and may volunteer to help with Friends’ activities and projects.
Former library staff who wish to volunteer will need to fill out an application and the Library Director will need to review the request and either approve or deny the request, based on the circumstances of employment separation and the volunteer assignment requested.
Approved by RHCL Board on June 23, 2020.
3.39 Volunteers
The volunteer program at RHCL creates opportunities for individuals to gain personal satisfaction while performing a valuable service for the community. Volunteers supplement but do not replace the efforts of paid library staff. A volunteer shall be considered as any individual, 12 years or older, who performs duties at any location of the Rolling Hills Library including the Friends of the Library bookstore, without remuneration. Nothing in this policy shall be deemed to create a contract between the volunteer and the Library. Both the volunteer and the Library have the right to terminate the volunteer's association with the Library at any time, for any reason, with or without cause.
The library accepts as volunteers:
For volunteers under 16 years of age, a parent or guardian signature is required before service may begin.
RECRUITMENT AND SUPERVISION OF VOLUNTEERS
Volunteers will be sought through a variety of methods, to meet specific as well as general project needs. Prior to engaging in any activity, each volunteer will be required to submit an application form for volunteer work and visit with a supervisory staff member. Background checks may be required for library volunteers, at the discretion of the Director and Volunteer Coordinator.
As representatives of the Library, volunteers are responsible for presenting a good image to the community. Volunteers shall dress appropriately for the conditions and performance of their duties. Wherever possible, volunteers will wear a volunteer identification badge while engaged in library business. Volunteers are expected to arrive at the library in time to begin work as scheduled or call the library if they will be absent. All volunteer work must be completed within normal library hours of operation. Volunteers are asked to keep an accurate record of the hours they work. Documentation of hours completed will be provided upon request. There will be no formal evaluation process for volunteers, but library staff are encouraged to give regular feedback to library volunteers to assist them in their work.
In the event of an opening for a paid position within the Library, volunteers who apply for the position shall be treated and evaluated on the same basis as all other external applicants.
PHYSICAL REQUIREMENTS & GUIDELINES
Physical requirements for library volunteering include prolonged standing, walking, bending, and kneeling, and may require physical exertion to manually move, lift, carry, pull, or push heavy objects or materials individually or on wheeled carts. Workplace safety guidelines must be followed. Volunteers assume the same physical risks as any patron who enters the facility to use the library.
Volunteers may be limited in terms of the type of tasks they are asked to complete and the number of hours they are allowed to volunteer per day or per week. Volunteers are usually asked to limit their work to a maximum of four (4) hours per day, unless a special project or other task requires a longer span of time. Volunteers will be encouraged to take breaks as necessary.
Library work is mostly clerical in nature. Volunteers may be asked to put items in alphabetical or numerical order, shift items on the shelves, dust shelves, empty recycling bins, wipe down books and other items, work the cash register in the bookstore, monitor an exhibit, greet visitors, or assist library staff in various other tasks. All volunteers must be able to take direction and work independently.
RECOGNITION
Recognition is an important component of a volunteer program and is often the only way in which the library can say thank you to a volunteer. Although individual, informal recognition of volunteers should be ongoing, it is important that volunteers be recognized formally as a group on a regular basis. The library staff, Friends of the Library, and Library Board shall work together to find ways of recognizing volunteers at least once per year.
Approved by RHCL Board on June 23, 2020.
3.40 Library Closings
If the library must be closed for one day or a partial day due to the weather, a power outage, or some other unforeseen circumstance, the decision to alter the schedule of the library’s normal hours of operation will be made by the Library Director or other designated staff member. A decision will be made as early as possible and communicated through direct contact with a supervisor or manager.
In general, library staff will be paid for the hours they are regularly scheduled to work during a closed period. If a library facility closes early or opens late, staff who are scheduled to work will only be paid for actual hours worked or scheduled. Any staff who choose to use paid time off to not come to work when the library is open will be required to use that requested time off and not receive closing pay. If an employee has already scheduled paid leave on a day when the library must close, these hours will be paid with the requested leave time. If a library closure lasts longer than three days, the library will make every effort to continue to pay employees for their regularly scheduled hours, based on the availability of funds and Board approval.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.41 Operation of a Library Vehicle
Any vehicle owned and operated by RHCL may only be used for official library business, and not for personal benefit. Official business includes purchasing library materials and supplies, the transport of library property between library facilities and program locations, and the transport of library personnel (employees, board members, etc.) to conferences, workshops, and seminars. An employee may be authorized to take a vehicle home on occasion, providing it is more efficient and cost effective to the library for the employee to take the vehicle home.
Operators of any vehicle owned by the RHCL and any operators of personal vehicles for official library business must be library employees or Board members and must have a valid, current motor vehicle operator license from the State of Missouri in their possession while operating a vehicle for official library business. The library will ask for a copy of a current, valid driver’s license from all staff who might be expected to drive while on duty. Employees must report any change in the status of their license, such as restrictions or suspensions, to the library immediately.
All use of vehicles for library business must include the following:
All vehicle operators must NOT:
RHCL prefers that all library business be conducted in library-owned vehicles, but recognizes that there are times when a personal vehicle must be used. The owner of a personal vehicle that is used for official library business is required to keep their auto insurance current on that vehicle. The vehicle owner is required to pay the costs associated with maintaining their own auto insurance and maintaining the vehicle. Mileage must be accurately recorded and turned in after the use of a personal vehicle for official library business on a standard reimbursement form.
Failure to comply with the vehicle policy may be cause for disciplinary action or immediate dismissal from employment.
Approved by RHCL Board on June 23, 2020.
3.42 Workplace Violence & Safety Training
RHCL is committed to providing a safe workplace for its employees and a safe environment for the citizens of the community, and has a zero-tolerance policy toward any intimidating, threatening, or violent behavior at the workplace or off the worksite on library business. Supervisors will work to ensure that employees are free from intimidating, threatening, and violent behavior while at work. The expectation is that each employee will treat all other employees, as well as customers or clients, with dignity and respect.
Employees are prohibited from bringing concealed and/or unconcealed weapons, as defined by state statute, into library buildings including the storage of weapons with their personal belongings in the workplace. This prohibition does not include firearms stored in an employee’s personal vehicle, even while on RHCL business, and does not apply if the firearm is in a vehicle driven or parked in a RHCL parking lot. Employees who carry concealed or unconcealed weapons or display intimidating, threatening, and/or violent behavior will be held accountable under Library policy and work rules, as well as local, state, and federal law. An employee who harasses, threatens, attempts, or inflicts bodily harm to co-workers, representatives of other agencies, or members of the general public is in violation of this policy.
Violence is defined as any direct, conditional, or implied threat, intentional act or other conduct which reasonably arouses fear, hostility, intimidation, or the apprehension of harm in its target or witnesses, regardless of the location of such acts. Workplace violence includes bodily harm, vandalism, or the destruction of property at the worksite belonging to an employee, citizen, vendor, or RHCL. Library property includes all items owned or leased. Weapons include any item which, in the manner it is used or intended to be used is likely to produce death, physical injury, or property damage. Workplace violence includes intimidation or threats, which are an implication or expression of intent to inflict physical or emotional harm and/or actions that a reasonable person would perceive as a threat to personal safety or property.
Retaliation against any employee for filing a complaint of workplace violence, or for assisting, testifying, or participating in the investigation of such a complaint, is illegal and is prohibited by RHCL and by federal statutes. Retaliation is a form of employee misconduct. Any evidence of retaliation shall be considered a separate violation of this policy and shall be handled by the same complaint procedures established for employee discipline.
Individuals who apply for and obtain an injunction or restraining order must provide to their supervisor and the Library Director with:
Safety training will be offered to all library staff when available and appropriate. Staff are encouraged to get first aid and CPR/AED training on a voluntary basis. The library will pay registration fees for staff to attend American Heart Association training or its equivalent.
Approved by RHCL Board on June 23, 2020.
3.43 Confidentiality of Personnel Records
A personnel file kept in the Administrative Offices for each staff member shall contain documents relating to the employee’s recruitment and appointment, performance evaluations, benefits elections, and written discipline and/or grievances. Letters of reference and records of attendance at job-related workshops or courses may also be contained in the file. The Director or designated staff person will be responsible for each file’s contents, and an individual staff member may have access to and copies of everything allowed by law. After a staff member leaves the library’s employ, his or her personnel record will be kept indefinitely. The Board of Trustees considers personnel records to be closed to the public under provisions of the Missouri Open Meetings Law.
Information in the personnel file about a staff member’s performance at the library will be released in writing or orally to prospective employers or others requesting it only with the permission of or at the request of the particular staff member in question. The Director has the authority to refuse to discuss and to request other employees to refuse to discuss any staff member’s performance with a person outside the library requesting such information. In general, the library will confirm employment dates, pay rates, and whether an employee is in good standing or eligible for rehire to anyone requesting this information about any current or former employee.
Employees should immediately notify the administrative offices in writing when there is a change in personal contact information, such as address, phone, or emergency contact. This includes the ability of staff to self-update contact information in an online database or payroll service.
Employees have limited privacy rights in the workplace, and should treat all physical spaces as well as virtual spaces as areas where library management may have access at any time. The best way to keep personal information private is to not bring it into the workplace.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.44 Employee Verification of Personnel Policy Review
Staff members are expected to know and adhere to the library’s current personnel policies. Employees will be asked to certify that they have received a printed copy of or a link to an electronic copy the Personnel Policies upon employment, will read through and familiarize themselves with the content, and agree to keep informed of changes during their employment period. Updates will be provided in a paperless format, available to all staff during their work hours.
Approved by RHCL Board on October 10, 2006. Revised on June 23, 2020.
3.45 Whistle Blower
RHCL policies require all employees, board members, and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of this organization, everyone shall practice honesty and integrity in fulfilling their responsibilities and shall comply with all applicable laws and regulations.
It is the responsibility of the staff and volunteers to comply with all library policies and all local, state and federal laws and regulations, and to report any factual information based on unethical, dishonest, or unlawful conduct or misrepresentation. RHCL encourages all staff and volunteers to report any questions, concerns, suggestions, or complaints promptly. Information shall be directed to a supervisor. If unsatisfied with the response, the matter may be taken up with the Director. If it would be inappropriate to speak to the Director, the president, the vice president, or the treasurer of the Board of Trustees shall be advised.
This policy is intended to encourage and enable employees and volunteers to raise serious concerns within the organization for investigation and appropriate action. No employee of the library or volunteer who in good faith reports a violation of the library’s policies or of any law, regulation or policy shall suffer harassment, retaliation, or adverse employment consequence. Any employee who retaliates against someone who has reported a violation in good faith shall be subject to discipline up to and including termination.
Email us at web@rhcl.org Text us at 816.287.9828
