STAFF MANUAL

VI. Librarians must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the employing institution.

American Library Association, 1987

II. STAFF SELECTION

A. The Winnefox Library System is an equal opportunity employer in all personnel decisions. The system is in compliance with all state, federal and local laws.

B. The selection and appointment of all staff members shall be made by the Director. [Wis. Stats. 43.58(4)]

III. EVALUATION

A. Work performance of all employees will be evaluated by the Director or Coordinator prior to the employee's anniversary date. Evaluation results will be discussed with the employee. Merit increases shall be contingent upon an evaluation.

B. New employee's work performance will be evaluated by the Director or Coordinator during and at the end of the probationary period.

IV. DISMISSALS

Dismissals after probation shall be for just cause. The employee shall be informed in writing of dismissal.

V. RESIGNATION

Employees are requested to submit a written notice of resignation to the Director.

VI. WORK WEEK

A. The work week for all full-time staff members is 40 hours, except during the period between Memorial Day and Labor Day when it shall be 37 hours and is prorated for part-time staff, regularly working half time or more per week. Working hours are scheduled to meet the needs of the System.

B. Each employee is permitted a 15-minute rest period for each scheduled four hours of work.

VII. COMPENSATORY TIME

The System does not normally require staff members to work over-time. However, when the need arises, overtime must be authorized by the Director or Coordinator. Time worked over 40 hours in a given work week will be compensated with compensatory time off at 1 1/2 times the hours worked, preferably within the same pay period. Work scheduled on Sundays and holidays will be compensated at the rate of 1 1/2 times the employee's rate of pay, or compensatory time off may be taken at the rate of 1 1/2 times the hours worked.

System policy is in compliance with the Fair Labor Standards Act.

VIII. CONDITIONS OF EMPLOYMENT

A . A probationary period of six months will be observed for new full time staff members. A probationary period of three months will be observed for part-time staff members.

1) Vacation time will accrue during an employee’s probationary period. Employees may not take vacation time while under probation without the written consent of the Director or Assistant Director.

2) Any probationary employee may be dismissed at any time for any legitimate nondiscriminatory reason.

3) An employee who has successfully completed their probationary period may be dismissed for just cause which usually entails progressive discipline which may include the following:

- oral warning, confirmed in writing;

- written warning;

- suspension without pay;

- discharge

Each situation depends upon the given facts. For instance certain misconduct may result in discharge without progressive discipline. In that regard, certain steps of discipline may not necessarily need to be adhered to. These situations include but are not limited to the following examples, which are utilized for illustration purposes only:

- intentionally allowing time cards or records of time to be falsely recorded;

- signing or recording the time of another employee for the purpose of creating a false time entry;

- reporting to work or being engaged in work on behalf of the Library, in the possession of or under the influence of illegal or unauthorized drugs, or liquor;

- fighting, assaulting, or threatening to inflict bodily harm to any employee or patron;

- any act which endangers others;

- insubordination;

- sexual harassment or other harassment, including discriminating against an individual because of his/her race, creed, color, sex, national origin, age, disability or other legally protected status;

- misrepresenting or withholding facts in securing employment, including false or improper authorization;

- possession of firearms or other concealed dangerous weapons on the premises of the Library;

- sleeping on the job;

- misappropriation or unauthorized altering or changing of any records of the Library;

- unauthorized entry or use of the Library facilities or grounds;

- theft

B. The System Director shall obtain and maintain a Grade 1 Library Director

Certification according to rules then in force with the State of Wisconsin, Department of Public Instruction.

C. Prior to separation from employment, all employees leaving either because of resignation or retiring shall receive an exit interview. Final payroll checks will be issued at such time as the employee returns all keys and property, including but not limited to laptop computers or other equipment belonging to the Library system and provides proof of having terminated or transferred cell phone contracts (when applicable).

D. The library expects that employees will maintain and develop the skills and abilities necessary to satisfy the demands of an ever-changing environment through appropriate forms of continuing education and professional involvement.

E. Approved forms of continuing education will receive such support as permitted by staffing and budgeting considerations.

IX. DRUG-FREE WORKPLACE

As required by the Drug-Free Workplace Act of 1988, the Winnefox Library System is committed to providing a drug-free workplace.

The use of illegal drugs and alcohol create a danger in the workplace. Drug and alcohol use impairs safety and health, promotes crime, and lowers productivity and quality of work. Employees have the right to know the dangers of drug and alcohol abuse, to work in a drug-free environment, and to know the System’s policy on a drug-free workplace.

All employees are prohibited from manufacturing, distributing, possessing, or using illegal or unauthorized drugs or alcoholic beverages while being engaged in work or on behalf of Winnefox Library System. Those who violate this policy shall be subject to disciplinary action, up to and including immediate discharge without progressive discipline.

An employee convicted of a drug or alcohol related charge in association with the workplace must notify his/her supervisor within five (5) working days of such conviction. The System shall take appropriate disciplinary action against the employee and/or require the employee to undergo substance abuse treatment within thirty (30) days from the employee conviction notice. Refusal to attend such treatment will result in discharge.

The System will provide a drug-free workplace awareness program through:

· Publishing and distributing this policy statement to all Winnefox employees;

· Incorporating this policy within the Winnefox Staff Manual and;

· Providing information to employees on the dangers of illegal drugs & alcohol.

Employees who think they may have a substance abuse problem are urged to voluntarily seek assistance. Drug counseling and rehabilitation programs are available in the community, and may be covered by health insurance. Assistance in locating those programs is available on request from the System.

Under the provisions of this policy the Winnefox Library System declares it will make a good faith effort to maintain a drug-free workplace.

X. PAY DAY

Staff members are paid bi-weekly on the Thursday following the end of the pay period.

XI. VACATIONS

A. Paid vacation shall be earned at the following rate. Vacation for part-time staff, regularly working half-time or more per week, shall be prorated as to the number of hours worked. Vacation may be taken on an as-earned basis after the employee has passed the probationary period.

1-3 Years of Service 8 hrs./mo. (12 days/year)

4-6 Years of Service 10 hrs./mo. (15 days/year)

7-9 Years of Service 12 hrs./mo. (18 days/year)

10-12 Years of Service 14 hrs/month (21 days/year)

13+ Years of Service 16 hrs/month (24 days/year)

B. The employee may not accumulate more than the amount of vacation credits earned in 12 month's employment, except with the approval of the Director.

C. Vacation credit shall not be earned while on a leave of absence without pay.

D. Upon separation of employment, unused vacation credits shall be paid to the employee.

XII. SALARIES

A. The salary matrix as approved by the System Board represents the salary plan for all employees. Adjustments to the salary matrix may be made from time to time upon the recommendation of the system director and with the approval of the System Board.

B. The salary matrix contains Several steps that shall be attained annually on the employee’s job anniversary date until the employee reaches the top step

C. Full-time employees on the Library Services Classification Schedule must complete at least 20 contact hours of continuing education as described in the certification manual for Wisconsin Public Libraries in order to qualify for an annual step increase. Employees on the System Support Classification

Schedule need only complete 10 hours. State certification is not mandatory except for the System Director.

D. An employee’s job anniversary date shall be his/her date of hire. In the case of an employee being given a promotion or advancement associated with a job change, an employee’s job anniversary date shall be the date on which their promotion or change in duties become effective.

E. Staff members are currently paid bi-weekly.

XIII. HOLIDAYS

The following paid holidays will be observed: New Year's Day, Good Friday (1/2 day), Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day, and Christmas Day. Holidays for part-time staff regularly working half time or more per week, shall be prorated as to the number of hours worked. Federal Monday holidays shall be celebrated on Monday. Holidays falling on Sunday shall be celebrated on the following Monday. When holidays fall on a regularly scheduled off-day, the staff member will be granted a day off in lieu of the holiday.

Three personal days earned at the rate of 2 hours per month, are to be taken, scheduled, and accumulated on the same basis as vacation.

XIV. SICK LEAVE

A. Sick leave may be used for personal illness or injury or that of a family member living in the same household.

B. All full time staff members shall accrue sick leave with pay at the rate of 8 hours per month cumulative to a total of 1,200 hours. Part-time staff, regularly working half time or more per week, shall accrue sick leave prorated as to the number of hours worked. The System may require a

physician’s statement describing the nature of the employee’s illness or injury and its effect upon the employee’s ability to work.

C. Sick leave shall not be accrued while on a leave of absence without pay.

D. Sick leave is not a right but a privilege to be used carefully. Abuse of sick leave shall constitute grounds for disciplinary action.

E. Upon Retirement under the Wisconsin Retirement System, or death, the employee (or employee’s beneficiary in case of death) shall be paid ½ of his/her unused, accumulated sick leave.

F. Any employee with (20) or more accumulated unused sick days may donate any part of those sick days to another employee of the System who is absent due to a severe illness, injury, or other physical incapacity, and who has exhausted or is likely to exhaust his or her accumulated sick days, vacation days, and whose absence is not related to any disciplinary action.

Some examples of circumstances where donated sick time may be allowed include:

· Where an employee being treated for an acute or long-term illness has exhausted their sick leave in order to obtain treatment.

· When an employee undergoes a sudden emergency such as being injured in an accident or suffering a heart attack and will exhaust their sick leave before disability insurance kicks in.

· When an employee who hasn’t been with the system long enough to accumulate much sick leave is receiving prolonged treatment for a serious illness.

· Other similar circumstances.

The following conditions will apply:

1. Donated sick leave may not revert to the donor(s) should all of it not be used by the employee in need.

2. Donating sick leave may not be used to compensate for employees who have abused the system.

3. All requests to donate or use a donation must be approved by the Director or Assistant Director.

4. Anonymity of donors will be preserved should donors request it.

5. The Director/Assistant Director will attempt to balance the number of donors, number of hours donated by each, and requirements of the employee in need so that the number of hours donated match as closely as possible the number of hours needed.

6. Donations must be in whole day increments.

7. The employee may be asked to supply information from their physician.

XV. MATERNITY LEAVE

A staff member who becomes pregnant shall submit a physician's report stating the expected date of delivery, and what, if any, work restrictions exist. Continued employment during pregnancy shall be based upon the physical ability of the employee to perform her normal duties. Maternity leave without pay shall be determined subsequent to the request of the attending physician. Accumulated sick leave shall be used for the actual time of disability due to pregnancy as certified by the attending physician.

XVI. FAMILY AND MEDICAL LEAVE

Persons employed by the system for fifty-two (52) consecutive weeks and at least one thousand (1000) hours annually, shall be governed by Wisconsin's Family Leave Act (Wis. Stats. 103.10). Employees who have worked for at least 12 months and at least 1250 hours in the previous 12 month period will be eligible for leave under the Federal Family and Medical Leave Act of 1993. Provisions of these laws shall supersede any contradictory policies and will be coordinated with each other. A leave request form must be submitted in order to qualify. Specific provisions of the laws are posted through the workplace.

XVII. OTHER LEAVE WITH PAY

A. In the event of a death in the immediate family (mother, father, sister, brother, spouse, children, father-in-law, mother-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepchild, grandparents), staff members will be granted up to 4 working day's leave with pay.

B. To encourage fulfillment of an employee's civic duty, the System will continue to pay the employee's salary when called to serve jury duty. The employee must turn over to the System a portion of the jury duty pay equal to that fraction of a normal work day for which the employee would otherwise have been scheduled.

C. If the Director or Coordinator decides to close the facilities early or not to open due to inclement weather, employees shall suffer no loss of pay for the period of closing only.

XVIII. LEAVE WITHOUT PAY

Leave of absence without pay may be granted at the discretion of the Director when it is in the best interest of the System to do so. Ordinarily, vacation time must be used prior to granting leave without pay. Requests shall be made in writing stating the length of the leave and reason for same.

XIX. HEALTH INSURANCE

The System shall pay the entire cost of health insurance for each employee working half time or more per week. Insurance provided is the WPS HMP Alternate Plan, through the City of Oshkosh group.

Payment for family coverage shall be made according to the following:

1. Employees working less than full time, the System will pay an amount equal to single coverage.

2. Effective January 1, 2003, the System will pay 97% of the full premium equivalent for health coverage for the single, dual or family plan, for employees working full time. The System will pay 97% of the full premium equivalent for health coverage for the single plan, for employees working between ½ and full time.

The maximum premium co-pay, for 2003, shall be $15 per month for single plan; $30 per month for the dual plan; and $45 per month for the family plan. The health coverage plan is that plan that is provided through the City of Oshkosh. Health insurance premiums are paid monthly, therefore, time worked shall be computed on a monthly basis.

XX. GROUP LIFE INSURANCE

The System makes available to its employees participation in the Wisconsin State Group Life Insurance Plan in accordance to its provisions. The System shall absorb the cost of the premium.

Employees may select two units of additional group life insurance coverage from the state program. The plans offered are: (1) Supplemental Group Life Insurance Plan - the System shall pay 20% of the premium; (2) Additional Life Insurance Plan - the employee shall pay the entire cost of this plan; and (3) Spouse and Dependent Coverage - the employee shall pay the entire cost of this plan.

XXI. RETIREMENT

The System makes available to its employees participation in the Wisconsin Retirement Fund in accordance to its provisions. As an additional fringe benefit, the System shall pay the employee's contribution.

XXII. OTHER BENEFITS

Other benefits available to all staff members are:

A. Employees may participate in a cafeteria plan under Section 125 of the Internal Revenue Code. Group health insurance premium co-payments referenced in section XVII will automatically be deducted on a pre tax basis.

B. Participation in the deferred compensation plan provided by ICMA-RC.

C. Staff members are covered by Workers Compensation.

D. Statutory payments to the Social Security Fund are made for all staff members.

E. Employees regularly working 20 hours per week, shall be covered by the long term disability income insurance plan in effect.

F. Employees may obtain cellular telephone service from U.S. Cellular, via the Winnefox account. Payment for these services will be from payroll deduction.

XXIII. GRAPHIC WORK

All graphic work (art, paste-ups, PMT's, negatives, desktop publications, digital computer images, and images in other electronic formats, etc.) done on System time shall be the sole property of the System and shall not be removed from the premises.

XXIV. STAFF DEVELOPMENT POLICY

The system supports the concept of staff development and continuing education for its employees. Therefore, employees are encouraged to participate in programs that will advance the goals and objectives of the system, keep the staff informed of new developments in library service, and improve effective performance of duties.

Attendance at or participation in workshops, classes, institutes, conferences and other meetings shall be subject to the prior approval of the Director or Coordinator. Dependent upon the funds available for this purpose, reasonable expenses such as registration, tuition and travel shall be reimbursed.

Requests for course reimbursements shall be made in writing to the Director or Coordinator. If the course is sufficiently job related, dependent upon the funds available for this purpose, the employee may receive reimbursement not to exceed 50% of the tuition. Payment will be made after satisfactory completion of the course.

XXV. LAY OFF

In the event a decision to lay off is made, all affected staff members shall receive 30 days written notification.

XXVI. RIGHT OF APPEAL

Should a personnel problem arise that cannot be solved between an employee and the supervisor, the employee shall have the right to appeal to the Director. The appeal must be made in writing within 5 days of the decision of the supervisor. If the problem still cannot be resolved, the employee may appeal in writing to the Executive Committee of the Board of Trustees within 5 days of the Director's response.

The decision of the Executive Committee shall be final.

XXVII. AMENDMENT PROCEDURE

The Winnefox Library System Board of Trustees may amend or modify the personnel policy by resolution formally adopted at a regularly constituted board meeting.

As amended by the Winnefox Board of Trustees on February 10, 1982; February 10, 1988; March 11, 1992; November 17, 1994; July 9, 1997; September 25, 1997, November 17, 1999, July 18,2001, November 18, 2002 and January 29, 2003

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