Winnefox Library System

Personnel Policy

Adopted by the Winnefox Library System Board of Trustees

May 28, 2003

WINNEFOX LIBRARY SYSTEM
PERSONNEL POLICY

PREFACE

The Winnefox Personnel Policy is not a contract for employment.  The following are only guidelines.

PURPOSE

The purpose of this personnel policy is to state in writing the general employment conditions, terms, and benefits for all Winnefox Library System employees.  The policy is established to maintain continuity of System programs, to standardize practices, and to assure equal and fair application of policy to all employees.  All employees are expected to adhere to these policies and to be guided by the Statement of Professional Ethics.  The WLS Board of Trustees adopts the following policy:

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I. STATEMENT ON PROFESSIONAL ETHICS

Librarians have a special concern for the free flow of information and ideas.  The American Library Association has set forth its views in such policy statements as the "Library Bill of Rights" and the "Freedom to Read Statement" where it is clearly stated that in addition to the generally accepted legal and ethical principles and the respect for intellectual freedom which should guide the action of every citizen, membership in the library profession carries with it special obligations and responsibilities.  The statement that follows sets forth certain ethical norms, which are basic to librarianship, subscribed to by Winnefox, and constitute an expectation of Winnefox employee behavior.

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CODE OF ETHIC

I. Librarians provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.

 II. Librarians uphold the principles of intellectual freedom and resist all efforts to censor library resources.

III.  Librarians protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.

IV. Librarians recognize and respect intellectual property rights.

V. Librarians treat co-workers and other colleagues with respect, fairness and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.

VI. Librarians do not advance private interests at the expense of library users, colleagues, or our employing institutions.

VII.   Librarians distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

VIII.  Librarians strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

American Library Association, 1995

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.      

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III. EVALUATION

A. Each employee’s work performance will be evaluated as needed by the Director or Assistant Director.  Evaluation results will be discussed with the employee. 

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

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IV. DISMISSALS

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

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V. RESIGNATION

Employees are requested to submit a written notice of resignation to the Director, two (2) weeks prior to vacating their position.

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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.  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.

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VII. COMPENSATORY TIME

The System does not normally require staff members to work overtime.  However, when the need arises, overtime must be authorized by the Director or Assistant Director.   Time worked over 40 hours in a given work week will be compensated with compensatory time off at 1½ times the hours worked, preferably within the same pay period.  Work scheduled on Sundays and holidays will be compensated at the rate of 1½ times the employee's rate of pay, or compensatory time off may be taken at the rate of 1½ times the hours worked.

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

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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 and personal time will accrue during an employee's probationary period. Employees may not take vacation time or personal 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 his/her probationary period may be disciplined for just cause which may include the following:

- oral warning, confirmed in writing;

-  written warning;

-  suspension without pay; and/or

-  discharge

Each situation depends upon the given facts.  For instance certain misconduct may result in discharge without progressive discipline.  In that regard, certain disciplinary steps may not need to be followed.  These situations include but are not limited to the following examples, which are listed 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 System wile possessing 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 while securing employment, including false or improper authorization;

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

-   sleeping on the job;

-   misappropriation or unauthorized altering or changing of any records.

-   unauthorized entry to or use of 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 retirement shall receive an exit interview.  Final pay will be issued on the first payday after 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 System 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.  See Staff Development Policy.

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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.

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XI. VACATIONS

A.     Paid vacation for full-time staff shall accrue at the following rate.  Vacation may be taken on an as-earned basis after the employee has passed the probationary period.

B.     Full-time staff may not accumulate more than the amount of vacation credits earned in 12 month's employment, except with the prior written approval of the Director.

C.    Paid vacation for part-time staff working more than 86 hours per month shall be based on the number of hours worked.  Part-time staff may not accumulate more than 48 hours of vacation time, except with the prior written approval of the Director.

D.    Vacation credit shall not accrue while on a leave of absence without pay.

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

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XII. SALARIES

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.  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.  Full-time employees on the Library Services Classification Schedule must annually 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.

A.     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, the date on which the promotion or change in duties become effective shall be employee’s job anniversary date for the purpose of awarding salary step increases.  

B.     Staff members are currently paid bi-weekly. The normal payday is the Thursday following the end of the pay period.  Direct deposit to a qualifying financial institution is required.

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XIII. HOLIDAYS

A.     Full-time staff shall receive the following paid holidays:  New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day, and Christmas Day.  The scheduling of holidays falling on a weekend shall be at the discretion of the Director.

B.     Full-time staff shall receive 30 hours of personal time annually, earned at the rate of 2½ hours per month.  Personal time shall be accumulated and treated on the same basis as vacation time.

C.    Because part-time staff are not regularly scheduled on holidays, those working 86 hours or more in a month shall receive personal time in lieu of holidays at a rate of 2 hours per month.

D.    Part-time staff may not accumulate more than 24 hours personal time without the prior written approval of the Director.

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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.  Paid sick leave for part-time staff working more than 86 hours per month shall be pro-rated based on the number of hours worked, cumulative to a total of 600 hours.  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 half 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 System employee who is absent due to a severe illness, injury, or other physical incapacity, and who has exhausted or is likely to exhaust his/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:

·        When an employee being treated for an acute or long-term illness has exhausted his/her 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 his/her sick leave before disability insurance starts.

·        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.    Donated sick leave may not be used to compensate an employee who  has 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 or 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 a statement from his/her physician describing his/her condition.

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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 and the employer’s ability to reasonably accommodate any written work restrictions.  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.

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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 in the workplace.

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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 days leave with pay.

B.     To encourage fulfillment of an employee's civic duty, the System will continue to pay the employee's salary when he or she is 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 Assistant Director 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 time the System is closed.

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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.

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XIX. HEALTH INSURANCE

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 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.

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XX. GROUP LIFE INSURANCE

The System makes available to its employees participation in the Wisconsin State Group Life Insurance Plan in accordance to the plan’s provisions.  The following coverages are available:

1.      Basic plan:  The System will pay the cost of this premium.

2.      Supplemental group life insurance plans:  The System shall pay 20% of this premium.

3.      Additional life insurance plans—employees may select up to two units and shall pay the entire cost of this plan.

4.      Spouse and Dependent Coverage - the employee shall pay the entire cost of this plan.

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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.

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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 XIX 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.    Full-time employees, shall be covered by the long term disability income insurance plan in effect.

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

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XXIII. INTELLECTUAL PROPERTY

All intellectual property in any format (graphic art or layout, publications, images, web design and content, presentations, etc.) done on System time shall be the sole property of the System.

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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 about 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 Assistant Director.  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 Assistant Director.  If the course is sufficiently job-related, and if funds are 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.

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XXIV.              LAY-OFF

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

XXV.            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 supervisor’s decision.  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.

XXVI. 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.

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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 January 29, 2003, and May 28, 2003