The Library offers the opportunity to succeed in service to all Jefferson County residents according to the Library’s mission statement:
The Jefferson County Public Library provides the opportunity
to obtain and use information in a variety of formats;
to pursue lifelong learning;
to explore recreational interests; and
to better understand personal and regional heritage.
The Library’s Board of Trustees has set this Personnel Policy to provide information for employees on issues relating to employment with the Library. The Library considers its employees to be a most valuable resource in providing excellent service and intends to maintain a positive working environment that invites employee contributions.
This Personnel Policy outlines terms of employment and provides guidance on the privileges and responsibilities of employees. It is not intended as an employment contract or a guarantee of employment. Employment with the Library is at will.
In the event that any of the provisions stated herein shall be at variance with federal or state laws, statutes, or regulations, then such laws, statutes, and regulations shall supersede and apply. All other portions of this Personnel Policy shall remain in full force and effect.
A new employee will receive a copy of the Personnel Policy on the initial date of employment. They will read the policy at that time and sign an affidavit stating that they have read and understood the provisions of the policy.
A copy of the most current revision is available on the staff server and upon request.
A seven-member Board of Trustees composed of residents of the Library district governs the Library. Appointed for four-year terms, Board members may be re-appointed for a total of four terms. The appointments are divided among the County Council, County Commissioners, and the two public school systems in Jefferson County.
Board meetings are held monthly and are open to the public. A board agenda is posted in a public area in the Library 48 hours prior to the meeting. Approved minutes of the Board are made available for employees. A copy is also available in the Library Director’s office in the official Minutes of the Board of Library Trustees repository and on the Library website.
The Board of Trustees hires the Library Director. The Director is responsible for hiring and supervising all other employees and for the day-to-day operation of the Library following the policies established by the Board of Trustees.
An official personnel file is maintained for each employee.
The personnel file contains, but is not limited to, an application for employment and its attendant documents, records of references, annual evaluations, job description, records of accidents or work-related injuries, records of evaluations and any disciplinary action, training records, results of any background checks, and/or any letters and/or documents of recommendation or commendation received by the employee. Payroll materials, insurance information, and time sheets are maintained separately.
The personnel records are maintained in a satisfactory condition and stored in a locked file cabinet or desk. Access to individual personnel records is limited to the employee, the Library Director, and members of the Board of Trustees. Individual personnel records may not be removed from the premises of the Library.
Employees have the right to inspect their own records at any time in the presence of the Library Director and may request the correction of or removal of inaccurate, irrelevant, outdated, or incomplete information in the records. Employees must request such action in writing. Employees may submit rebuttal data or memoranda or other materials considered relevant to the records.
A job description is maintained for every position at the Library.
The job description includes the following: position title, status of the employee (i.e. full-time, part-time, or temporary), detailed description of the job duties, description of how the position is supervised, description of the supervisory responsibilities of the position, and other comments as required.
An acknowledgement form, signed by the employee, is also kept in the file.
EXPECTATIONS FOR EMPLOYEE CONDUCT
The Library provides professional information services to patrons. Good customer service habits are an integral part of the employees’ development program and are expected of all Library employees when dealing with the diverse patron population and with each other. Each employee is expected to stay informed regarding the Library’s resources, services, and events and these efforts are noted by supervisors for the employee's annual evaluation.
The Jefferson County Public Library is a professional work environment, and therefore, employees are required to dress in Business Casual attire. This means clothing that is comfortable, yet appropriate for an office environment.
Acceptable attire is always neat and clean, and can include, but is not limited to:
slacks, khakis, capris
collared shirts, dress shirts, sweaters
knee-length skirts and dresses
dress shoes, dress sandals, and tennis shoes
Library logo wear
Jeans may be work with Library logo wear
Unacceptable attire includes, but is not limited to:
sweats, workout attire
clothing that is extremely form-fitting, sheer, revealing, distracting, provocative, profane
clothing that is dirty or worn out
clothing with images, advertisements, or text not relating to the Library
clothing deemed to be contrary to a professional workplace
If an employee is unsure whether an article of clothing is acceptable, they should ask their supervisor. It is always advisable to err on the side of caution and not wear clothing that is questionable.
Custodians, Maintenance, and Shelvers may wear jeans and plain t-shirts, as their jobs require extended physical exertion.
Employees are required to wear name badges identifying them as Library employees.
Facial piercings, other than ears, should be removed while in the public areas of the Library.
The Library Director may relax this policy for specific reasons for a specific duration of time.
If a supervisor feels that an employee is not following the guidelines above, it is their responsibility to send the employee home to change the offending article of clothing. The employee will clock out while doing this.
An employee unable to work as scheduled is responsible for contacting the Library Director and the Patron Services Coordinator. The need for prolonged or frequent absences should be discussed with the Library Director.
Personal business should be conducted on the employee’s personal time, i.e., on breaks and during lunch hour. Telephone calls should be made in employee areas during breaks or lunch.
Employees should not be in the Library for personal business while the Library is closed.
Reporting Change of Personal Information
Change of name, address, phone number, and emergency contact information must be reported to the Business Manager as soon as possible in order to maintain up-to-date records.
All employees and volunteers shall maintain strict confidentiality of patrons’ records and employees’ personal information.
No employee shall accept honoraria for services provided to any group or organization while the employee is representing the Jefferson County Public Library. Any honoraria received for such work shall be turned over to the Library.
Drug and Tobacco Free Workplace and Library Vehicle
The Library is a drug-free, tobacco-free workplace. This includes electronic smoking devices.
While on Library premises or while traveling in a Library owned vehicle, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair the employee’s ability to perform essential job functions effectively and safely so as not to endanger other individuals in the workplace. If the employee appears to be under the influence of drugs or alcohol, the supervisor will take appropriate action. Such violations may also have legal consequences.
State law prohibits smoking in Library buildings or within 8 feet of Library public entrances.
Employees should avoid being in the Library alone before or after regular Library hours unless scheduled to work.
Employees should store purses and other valuables in a secure location.
Employees leaving after dark are encouraged to leave together and make certain that all employees’ vehicles start before departing.
Anyone involved in an accident or medical emergency during working hours at the Library or in any other location where they are considered to be on work time should seek appropriate medical attention as soon as possible. Any employee who has an accident or medical emergency during working hours must report the full details of the accident or emergency to their immediate supervisor or the Library Director as soon as possible. Any on-the-job injury must be reported to the Library Director within 48 hours of injury.
Employees who become aware of unsafe conditions in or around the Library should report such unsafe conditions to the Library Director. In the event of winter weather with ice and/or snow, the employees present should make sure all entrances are safe and passable.
Employees shall not carry weapons while working. This includes guns, non-folding knives, knives with blades longer than 3 inches, and other items commonly designated as weapons or self-defense items. Weapons shall remain locked in an employee’s vehicle while they are working.
The Library prohibits harassment of any kind directed at any employee by any other employee, supervisor, or any other person over whom the Library administration has control to assure that the workplace is free of the adverse effects of harassment and bullying.
While it is impossible to include all types of conduct that might be considered harassment, the following are examples:
Unwelcome sexual advances
Requests for sexual favors
Other verbal or physical contact of a demeaning or intimidating nature,
Offensive sexual remarks or profanity,
Offensive sexual flirtations,
Display of sexually suggestive objects or pictures,
Verbal or written comments about an individual’s body,
Sexually suggestive or offensive dress.
All employees are responsible for assuring that the workplace is free from sex-based harassment, and therefore should avoid any action or conduct which could be viewed as sex-based harassment.
An employee who experiences harassment at work, especially sex-based harassment, has the option of informing the alleged harasser that the behavior is unwelcome and should stop. The affected employee should keep a record of the incident, including date of incident, description of events, their reaction, and a list of any witnesses. If the employee is uncomfortable confronting the alleged harasser and if the situation persists, or if the harassment was of a very serious nature, the employee must bring the problem to the attention of the Library Director and provide the documentation.
The Library Director shall conduct an appropriate investigation of the complaint and shall call upon the Board of Trustees for assistance when needed. If the problem is not resolved at the Library Director level, the employee may contact a Board Member for help with a resolution.
An employee should discuss any grievance concerning their job with a supervisor. The supervisor and the employee should then go to the Library Director for discussion about how to resolve the issue. This discussion should include the employee’s full documentation of the problem and a possible resolution. If the employee is not satisfied with the outcome of these discussions, the employee may contact a member of the Board of Trustees for help with a resolution.
WORK SCHEDULE AND PAY PERIODS
Workweek and Weekend Schedule
All full-time employees work 40 hours per week. Anything under 40 hours is considered part time.
The work week runs Sunday through Saturday.
Working Extra Hours
Work responsibilities should be managed so that work can be accomplished during the regular workweek. Prior approval from the Library Director or Patron Services Coordinator is necessary for working hours above the scheduled time and for taking time off to offset these extra hours.
Compensatory time will not accrue for nonexempt employees.
Exempt employees will accrue compensatory time at the rate of 150% for time worked beyond 40 hours each workweek.
Compensatory time is limited to 240 hours. Unused compensatory time will be paid on the final paycheck of the year or upon the employee’s separation of employment.
Recording Time Worked
Employees are required to clock in no earlier than seven minutes from the beginning of their scheduled workday, to clock out/in for lunch, and to clock out at the end of their shift. Clocking in and out is not necessary for break periods. A seven-minute grace period is allowed on check-ins.
For payroll purposes, clocking in/out will be rounded to the nearest quarter hour. However, employees who habitually clock in/out outside the grace period may face disciplinary actions.
All employees are entitled to one paid fifteen-minute break for each consecutive four hours worked.
A one-hour unpaid lunch break is scheduled for employees working eight hours per day. Employees working at least six consecutive hours are entitled to a thirty-minute unpaid lunch break.
Payday and Pay Period
Employees are paid via direct deposit every two weeks on the Thursday following the end of a pay period. The pay period runs Sunday through Saturday. Library payroll is automatically deposited into each employee’s bank or credit union account and funds are available to employees as soon as his/her financial institution opens for business on payday.
A new employee must provide a checking or savings bank account number and routing number to the Business Manager so that the enrollment for direct deposit is completed before the new employee begins work.
Payroll Deductions and Taxes
Deductions are made for all applicable federal, state and local taxes, as well as Social Security and Medicare. Payroll deductions may also be made for employees choosing to be enrolled in family health insurance plans, for insurance products offered through AFLAC, for the Indiana Deferred Compensation plan, or for voluntary contributions to INPRS.
New employees must fill out Form W-4 (U.S. Treasury Department) and Form WH-4 (State of Indiana) indicating the number of exemptions. Changes should be reported to the Library Business Manager.
W-2 reports of earnings during the previous year will be issued during January.
Leave of any kind (vacation, sick, or floating holiday) must be approved by the Library Director and Patron Services Coordinator and used in increments of no less than 15 minutes. Vacation leave for full-time employees is accrued from the first month of employment and is added to an employee’s account on the anniversary of full-time employment, according to the schedule below. Earned vacation hours must be used after the 6th month and before the end of the 12th month of employment. All vacation days must be schedules and approved by the Library Director or Patron Services Coordinator by the next anniversary date.
Unused vacation leave will be paid upon leaving library employ. Employee must leave in good standing with proper notice. Employees who are terminated for just cause will not be paid unused vacation leave. Unused sick leave will not be paid. (See Sick Leave below.)
All full-time staff receives:
80 hours after six months (to be used by the one-year anniversary.)
96 hours after 1 year
136 hours after 2 years
176 hours after 5 years
All part-time staff receives:
Half of their allowed vacation after six months, to be used before the first anniversary date. Allowed vacation means a block of time equal to the number of hours worked per week.
A full allotment on his/her 1 year anniversary
On the second anniversary of hire, they should receive 2 additional hours per year until they have 10 hours over the number of hours they work each week.
For example, someone who works 24 hours a week would be awarded half of their hours in six months (12) to be used before their anniversary date. The following year, the vacation would be the full 24 hours. On the second anniversary of hire, they would have 26 hours of vacation, etc., until their account reaches 34 hours.
Guidelines for Scheduling Leave Time
Employees are required to request vacation leave by the 20th of the previous month with the Patron Services Coordinator or the Library Director to ensure coverage of the public service schedule. Vacation leave requested with less advance notice will be approved on a case-by-case basis. Leave must be taken in no smaller than 30-minute increments.
Although supervisors strive to honor dates of vacation requests, the needs of the public service schedule will be considered.
Full-time employees accumulate 8 hours of sick leave per month. Sick leave for full-time employees is capped at 960 hours.
After 6 months of employment, part-time employees accumulate 4 hours of sick leave per month. Sick leave for part-time employees is capped at 160 hours.
Sick leave may be used when an employee is too sick to work or for appointments with a medical professional. Sick leave may also be used when an employee must care for an immediate family member who is ill or hospitalized.
Immediate family is defined as parents, children, siblings, grandparents, grandchildren, spouses, in-laws, a person in household acting in loco parentis or anyone domiciled in the home, including step and adopted family members. A medical professional’s statement may be requested documenting the need for continual care of family member.
Sick leave must be used in 15 minute increments.
An employee requesting sick leave for any purpose may be asked to submit a medical professional‘s statement to the Library Director.
Sick leave is posted to an employee’s account on the last payday of the month. It will not be converted to cash upon termination. It cannot be transferred between employees.
Family and Medical Leave
All regular full-time employees who have completed their introductory periods are eligible to take a medical leave of absence for up to thirty (30) calendar days, at the discretion of the Library Director. A request for medical leave of absence must be submitted to the Library Director and accompanied by a statement from the healthcare provider indicating the need for medical leave and the expected return to work date.
The federal Family and Medical Leave Act does not apply to the Library because of the size of the Library workforce. Therefore, medical leaves for more than thirty (30) days may be granted at the sole discretion of the Library Director or as required by other applicable law, including as reasonable accommodation under the Americans with Disabilities Act.
Unpaid leave for any reason, other than medical leave, may be granted with the written approval of the Library Director after all vacation and/or sick leave has been used. Unpaid leave will be granted only under exceptional circumstances.
An employee will not accrue paid sick leave or vacation leave during an unpaid leave. However, the employee may elect to continue medical and life insurance benefits by paying the employee’s portion of the monthly premiums while on approved leave.
Family Bereavement Leave
Up to 24 hours of paid leave are allowed for full-time employees and 12 hours for part-time employees in the event of a death in the immediate family. Immediate family is defined as parents, children, siblings, grandparents, grandchildren, spouses, in-laws, a person in household acting in loco parentis, or any one domiciled in the home, including step and adopted family members.
The Library will comply with state and federal laws regarding military leave.
Leave is granted for jury duty when necessary. A copy of the jury order or subpoena must be submitted to the Library Director in order to receive pay for jury duty.
An employee serving jury duty will be compensated for the difference between their regular pay and any pay received from the court system.
Paid holidays on which the Library is closed:
New Year’s Day
Martin Luther King, Jr.’s Birthday
Chautauqua (Madison only)
Full-time employees who are scheduled to work on a holiday will be paid for that day. Full-time employees not scheduled to work on a holiday will be scheduled off their next workday immediately following the holiday.
Part-Time employees scheduled to work on a holiday will be paid for that day. Part-time employees not scheduled to work on a holiday will work their regular schedule.
When a paid holiday falls on Sunday, the following Monday will be the paid holiday. The Board will make other adjustments for moveable holidays or special events.
Additional Library Closings
The following closings are intended to accommodate community events or light use of the Library before major holidays. Employees who are normally scheduled after closing time on these dates will either have their schedules adjusted or be paid for the lost time as per the discretion of the Library Director and/or the Patron Services Coordinator.
New Year’s Eve: Close at 5pm
Thanksgiving Eve: Close at 5pm
When the Library closes for emergencies as defined by the Library Director, all employees scheduled to work will be compensated for the time closed. Any closures in excess of three days will not be compensated unless approved by the Board.
When the Library remains open during severe weather, employees should follow their own sense of personal safety regarding traveling to work. An employee who decides to avoid travel due to weather should notify their supervisor or the person in charge prior to their scheduled start time. An employee must use available leave time for this absence.
Current information on available benefits is given to employees at the time of hire and is available in the Library Business Manager’s office. Thereafter, when a change in benefits occurs, employees will be notified promptly.
Group health insurance through the Jefferson County Employees’ Insurance Program is provided with partial premiums paid for full-time employees. This includes medical, dental, life, and vision insurance.
Employees who want to purchase family health coverage are responsible for 100% of the premium amount beyond their individual coverage.
Insurance products through AFLAC are available for all employees (part-time and full-time) through a pre-tax premium payable by the employee. An AFLAC representative visits the Library annually to present current information on these products.
Information regarding current coverage is available from the Business Manager.
Employees leaving employment will be offered information on the Consolidated Omnibus Budget Reconciliation Act (COBRA) which allows for the temporary continuation of employer group health insurance for employees and dependents with premiums paid by the employee. COBRA helps to continue health insurance coverage until new coverage can be arranged.
The Library participates in Hoosier S.T.A.R.T., a voluntary Deferred Compensation Plan. All employees in Pay Grades 2-10 are eligible to contribute to Hoosier S.T.A.R.T. Employees contributing at least $25 per pay will receive a $25 per pay matching contribution from the Library.
The Library also participates in the Indiana Public Retirement System (INPRS) for full-time employees. The Library pays both the employer’s contribution and the required employee contribution portion. An employee may make additional voluntary contributions.
If an employee who has already retired and is receiving state pension benefits is then hired by the Jefferson County Public Library, current state law will determine INPRS enrollment for that employee.
All employees are covered under Workers’ Compensation. Any on-the-job injury must be report to the Director within 48 hours of injury. All necessary insurance forms must be completed within 48 hours.
EMPLOYEE PRIVILEGES/USE OF LIBRARY RESOURCES
Employees are encouraged to park in the Library parking lot when space is available.
Borrowing Circulating Library Materials
Employees and Board members have the same borrowing privileges for circulating materials as the public. While employees are not subject to overdue charges, they are expected to return materials promptly. It is never appropriate for Library employees to have overdue materials on their accounts.
Personal Use of Library Equipment
The occasional use of Library equipment for personal reasons should be arranged with the Library Director in advance. Damage to or loss of Library property while in use by an employee is at the employee’s expense.
Employees can make 25 photocopies for free each month for personal use. Employees can send personal faxes for free.
The lounge is available for breaks and for lunch. For the comfort of everyone using the lounge, employees are asked to meet with guests in the Library’s public areas.
All employed personnel are considered members and can decide to what extent they wish to participate. There are no dues. Fixed benefits are available to all employees regardless of their level of participation.
DEVELOPMENT AND TRAINING
All Library employees are required to attend staff meetings when scheduled. Part-time employees may have their schedule changed or be paid an additional hour to make attendance possible.
Professional Meetings, Workshops, and Training
Employees are encouraged to participate in professional meetings and workshops. Membership in professional organizations is voluntary with dues paid by the employee, with the exception of Indiana Library Federation membership, which will be paid by the Library. At the discretion of the Library Director, memberships for American library Association may also be paid by the Library.
Reimbursement for meeting/workshop expenses will be considered for a employee whose work is related to the event or is a member in good standing of said organization.
Mileage is paid at the Federal Government rate. Parking costs are reimbursed.
Employees will be paid from the time they leave the Library until they return the same day with the exception of meal times that are not included in the training.
If employees spend the night in a hotel, they will be paid from the time they leave the Library/hotel until the return to the Library/hotel. Overnight accommodation and meal reimbursement will be considered, and should be discussed with the Library Director beforehand.
Receipts are necessary for all reimbursements. Sales tax will not be reimbursed except as allowed by state law.
Employees may attend local, civic, or educational events as part of his/her workday with a supervisor’s approval. The event must be related to the Library.
Continuing Education Courses
Employees are encouraged to take advantage of educational opportunities in institutions of higher learning. Unpaid time off to attend classes may be granted as long as the employee’s work schedule can be covered without undue strain and the employee’s individual productivity can be maintained.
The Board may grant leave without pay for general educational opportunities that require extended periods of absence.
The Library Board of Trustees and the Library administration recognize the rewards and benefits of educational advancement to our employees and patrons. Tuition reimbursement opportunities are available to employees seeking or holding a state certified position. Funding for these opportunities will be established annually.
The successful candidate for tuition reimbursement must:
Complete a tuition reimbursement application available from the Business Manager.
Register for courses which meet the Indiana State Certification standards for public libraries.
Maintain and provide documentation of a grade average of "B" or above.
Submit documentation of paid tuition.
Remain employed by the Library for six months following reimbursement of any courses. If employment is terminated before that time, the employee must repay the Library the full tuition received.
RECRUITMENT AND HIRING
Job vacancies and/or new positions will be advertised in appropriate media and online sources, as well as being posted internally. Current employees are encouraged to apply for posted positions. Vacancies may be offered to qualified current employees before being posted internally.
All recruitment postings will include the job title, a brief description of the job, and the salary range. In the event that specific duties are required, those duties and responsibilities will be specifically delineated.
Part-time employees may be asked by his/her supervisor or by the Library Director to work an increased number of hours on a temporary or on a permanent basis without advertising the position to other employees.
Interviews will be based on position related questions. A core selection of the same questions will be covered in all interviews. Selection criteria will include education, experience, and qualifications outlined in the job posting. In the interview process, at least two personal references will be contacted for each applicant who is being considered for hire.
A background check will be required on all new hires.
Professional job applicants may be reimbursed up to $1000 for interview travel expenses including but not restricted to air fare, car rental and hotel room.
The Library Director has final responsibility for hiring.
Jefferson County Public Library will not discriminate against or in favor of employees or applicants for employment due to race, creed, color, national origin, sex, gender identity, marital status, sexual orientation, age, political affiliation, military status, or physical handicap or disability that does not prohibit performance of essential job functions.
NEPOTISM & CONTRACTING
The Library will not consider an immediate family member of a current employee or member of the Board of Trustees for hire. Individuals who are immediate family members of current employees or Trustees cannot be contracted with if it will result in one relative being in the line of supervision of the other relative. Supervisors cannot be involved in a romantic relationship with an employee in their line of supervision. They cannot influence the employee’s working conditions during or after the relationship.
Immediate family is defined as parents, children, siblings, grandparents, grandchildren, spouses, in-laws, a person in household acting in loco parentis, or anyone domiciled in the home, including step and adopted family members.
Employees are evaluated at least annually.
Approximately two weeks prior to the evaluation, the employee is given a copy of their job description and a copy of the evaluation form. The employee uses the form to complete a self-assessment, which includes goals for the coming year.
The employee is notified at least three days in advance of their formal evaluation session.
Specific job descriptions are discussed during the formal evaluation, followed by performance and goal-setting.
If an employee has multiple supervisors, each contributes to the evaluation and meets separately with the employee.
The employee is provided a final written evaluation. The employee has the opportunity to add comments to the form. The employee and supervisor sign the final document and it is placed in the employee’s personnel file.
VOLUNTARY TERMINATION OF EMPLOYMENT (RESIGNATION)
An employee planning to resign is requested to submit the resignation in writing with reasons stated two weeks before the last day of service. The Library Director will conduct an exit interview.
INVOLUNTARY TERMINATION OF EMPLOYMENT
Reduction in Workforce
In the event the Library is unable to retain an employee because of budget cuts, reorganization, or discontinuance of a particular position, and if the Library is unable to offer some other mutually satisfactory arrangement, the employee will be released from service.
The Library Director will give a notification of release to the employee in writing at least four weeks in advance of the termination, if possible.
An employee may request the Board of Trustees to review their case according to the Library grievance procedures if they feel that discrimination resulted in the elimination of their position.
Dismissal of a Library employee may be made by the Library Director if, after notice, they continue to fail to meet required work standards. Notice must be made verbally and in written form signed by both the Library Director and employee and retained in the personnel file. Dismissal may also occur as the final outcome of an unsatisfactory performance evaluation. (See the section on Annual Review.) Certain circumstances may require immediate dismissal.