INTRODUCTION
Welcome to the Palos Heights Public Library! This Handbook does not constitute a
contract of employment. Its contents do not constitute any official policy statements of
the Library. Its purpose is to provide you with a basic outline of the expectations of
working at the Palos Heights Public Library. This information is a basic summary of several
specific employee policies, a list of which can be found at the end of this document. If
there are any discrepancies between this document and the content of a specific
policy, the content of the specific policy is always the correct content to follow. This
handbook must be agreed to and signed by all current and future Library employees.
This handbook replaces and supersedes any previously issued employee or personnel
handbook or manual.
All staff members are at-will employees. This means that employment with the
Library can be terminated by you or by the Library at any time with or without a
reason and with or without notice. Nothing in this handbook should be construed
as changing this employment relationship, as imposing any legal obligations on
you or the Library, or as creating any legal rights in favor of you or the Library.
Members of the immediate family of current Library staff and Library Board
Trustees, spouses, siblings, parents, grandparents, and children are not eligible for
employment.
HOURS
The Library’s work week begins on Sunday and ends on Saturday. The Library’s hours are 9am to 9pm Mondays thru Thursdays, 9am to 5pm on Fridays and Saturdays, and 1pm to 5pm on Sundays between Labor Day and Memorial Day. Full-time employees are typically salaried and expected to work 37.5 hours per week. Each work day is typically eight hours long with a half hour unpaid lunch break. Part-time employees are paid hourly, and their work days can vary from four hours or less up to eight hours. All employees are entitled to a 15-minute break if they work four consecutive hours and a half hour break if they work more than 6 hours. Part-time employees earn time and a half for Sunday hours worked. Fulltime employees working a Sunday typically adjust their work days the following week to exceed 7.5 hours a day to allow for an entire day off. Scheduling is typically done by your immediately supervisor.
PROMOTIONS AND TRANSFERS
The Library typically tries to fill staff vacancies by promotion or transfer from within, assuming the candidate has the appropriate experience and qualifications for the opening. All jobs are posted publicly, but all things being equal, a promotion from within will usually supersede an outside hire. We highly encourage current employees to keep an eye out and apply for promotions within the Library.
TERMINATION OF EMPLOYMENT
If employment is terminated either by the Library or the employee or by mutual
agreement, any unused vacation time will be paid out in cash based on an
average hourly wage. For full-time employees, this wage will be calculated by
dividing your annual salary by 1,950, which is the total hours worked by a full-time
employee in a single year.
Typically, it is professional courtesy for part-time employees to give two weeks of
notice of termination and for full-time employees, especially at the supervisory
level, to give a month of notice. It is understood that this courtesy cannot always
be extended. The Library will not typically hold this against an outgoing employee
if the employee really needs to leave without giving customary notice. This
courtesy is less typical if the employer is the one terminating employment, but the
Library will try to extend this courtesy to any terminated employee if the
circumstances warrant it.
COMPLAINT PROCEDURES
If you feel that you are being treated unfairly or wrongly by any staff member, the
best place to start is by bringing the issue up with your immediate supervisor. If the
issue is with an employee in another department, your supervisor will do their best
to work with that employee’s supervisor and resolve the issue. If they are not able
to resolve the issue, you may choose to take it to the Director for further help.
Likewise, if you are not satisfied with that outcome, you may choose to bring it to
the Director for further consideration. If you feel that it is necessary, do not hesitate
to take your issue directly to the Director. For example, if your issue is with your
supervisor, it is probably a better idea to go directly to the Director or to another
supervisor if you are not comfortable taking it directly to your supervisor.
The Library Director maintains an open-door policy. The Director is available to
speak with any employee, if they are available, about anything related to an
employee’s work, with or without notice. Realize that the Director is often quite
busy and not in the building. Appointments are recommended. But if the Director
is here and their door is open, feel free to poke your head in and say hello.
The Library has zero tolerance for bullying or harassment. If you are being bullied
or harassed, or if you see such behavior happening to someone else, tell
someone. Tell your supervisor. Tell another supervisor. Tell the Director. It does not
matter. Just tell someone. We do not punish whistle-blowers.
PAID HOLIDAYS
The Library is usually closed the following days each year: New Year’s Eve and
New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas
Eve, and Christmas Day. If any of these days fall on a Sunday, Monday will be
observed as the Holiday. So, if New Year’s Day is on a Sunday, the Library will be
closed Saturday, Sunday, and Monday. These will be paid holidays for full-time
employees. Part-time employees who work 20 hours per week or more will be paid
for the equivalent number of hours that they typically would have been
scheduled to work on that specific day.
The Library is welcoming of employees of all backgrounds, ethnicities, faiths,
disabilities, hair colors, etc. and will be proactive in attempting to accommodate
the daily as well as the occasional needs of every employee. Arrangements will
be made on a one-on-one basis with your supervisor or the Director. Observance
of religious holidays is encouraged although days off should be taken as vacation
or personal leave. If such time off must be taken without pay, the Library will
attempt to make up these hours at a time convenient to both you and the Library
if there is a convenient time.
VACATIONS
Paid vacation is earned by all full-time employees and part-time employees that
work a minimum of 20 hours per week. Vacation requests should be submitted
through Paylocity as far in advance as is possible. The Library accommodates
vacation requests as much as possible, but there might be times when a request
must be denied.
The Library feels that it is important for employees to have time away from work
to relax, clear their mind, or do anything else except work. It is truly valuable time
that more than pays for itself. Please use your vacation time. To try to encourage
you to use your vacation time, any unused vacation time at the end of the year
is forfeited.
The number of vacation days given depends on your job classification. Most fulltime
employees get two weeks of paid vacation per year. The amount of time
increases after you have worked at the Library for a certain number of years.
When a part-time employee takes a vacation day, they will be paid for the
equivalent number of hours that they would normally be scheduled to work on
the requested day, much like for holidays.
LEAVES OF ABSENCE
SICK LEAVE:
Sick leave for full-time employees may be used for personal illnesses, injuries, or
medical appointments. It may also be used to care for a relative in any of these
situations.
Full-time employees accrue one day of sick leave for each calendar month they
are employed, credited at the beginning of each month of service. Unused sick
leave accumulates up to a total of 36 days. Once accrued sick leave has
reached 36 days, any more accrued sick days will count as an additional unpaid
sick leave credit for the Illinois Municipal Retirement Fund. Benefits will be in
accordance with the IMRF policies and procedures.
Part-time employees are not eligible for sick leave compensation.
PERSONAL LEAVE:
Full-time employees may take four personal days per calendar year. Personal
days do not accumulate from year to year.
Part-time employees (who regularly work a minimum of 20 hours per week) will
receive paid personal leave each year. The amount of leave is calculated by
multiplying the average weekly hours worked by two-fifths. This number of hours
will then be divided up into blocks of time rounded to the closest equivalent
number of the normal length of your shifts.
So, if you work three eight-hour days per week, you will arrive at 9.6 hours. And
because your average shift is 8 hours, your 9.6 hours will entitle you to one paid
sick day per year. Notice that you are not actually being penalized for working
longer days. Someone who works six four-hour days per week also arrives at 9.6
hours which will result in two personal days per year. But the personal days will
each only be four hours, so the total hours off would be the same in both cases.
BEREAVEMENT LEAVE:
It is the intent of the Library to not further contribute to the sorrow and stress of
times of significant grief. The Library tries to work with employees so that as few
hours are missed as is possible while allowing for the necessary time to honor the
passing of a loved one.
Upon the passing of an immediate family member, full-time employees get two
full days off with pay. Time off for bereavement of other close friends or relatives may be taken as personal, vacation time, or without pay, or they might be able
to me made up at a different time during that pay period.
Part-time employees are not eligible for paid bereavement leave; however, time
may be taken as personal, vacation time, or without pay, or it might be able to
be made up at a different time during that pay period.
JURY DUTY:
You will be granted leave with pay for the full extent of jury duty if called to serve.
MILITARY RESERVE DUTY:
You will be granted leave with pay if called to perform military reserve duty. The amount you will be paid will not be your full pay but will be the equivalent of your full pay when your reserve duty pay and your Library leave pay are added together. If your reserve duty pay is more than your missed Library pay, good for you!
OTHER LEAVES OF ABSENCE:
It is possible to take a leave of absence without pay in certain situations. Short leaves, for part-time employees who do not get paid time off or for other employees who have used up all their paid time off, can be negotiated with your supervisor. Unpaid leave of a week or more needs to be reported to the Director to ensure full compliance with FMLA.
STAFF IN-SERVICE
The Library has two full in-service days per year. These typically take place on a Friday, and the Library is closed to the public for the entire day. These two days per year are the only chance we will typically have to get together as an entire staff to bond, do some training, and enjoy each other’s company. Attendance is expected by everyone except pages and maintenance staff. If you are not going to be able to attend, please let your supervisor or the Library Director know as far in advance as possible.
EDUCATION AND TRAINING
The Palos Heights Public Library takes the education and continuous professional
improvement of its staff very seriously. Everyone always has more to learn. If you
are new to your Library career, take advantage of the opportunity to broaden or
deepen your skill set. If you are highly experienced, fine tine your skills in various
areas.
There are many ways that the Library supports this initiative. The Library offers
tuition reimbursement for classes taken at colleges or universities up to 50% of
tuition or $1,500 per year. Prior approval is required to get this benefit. If you have
grants or scholarships that cover your tuition, the Library will pick up the cost of
books instead up to the same limits.
The Library also encourages you to attend meetings and conferences sponsored
by a variety of professional organizations. Typically, the Library will pay for travel,
room, and board if there is money for it in the budget. The Library will also try to
make sure that these opportunities are available to all staff and not monopolized
by only a couple of people. Such expenses are required to be submitted in writing
per the appropriate policy.
The Library will pay membership dues for professional associations and for
purchasing professional journals. There are also a lot of inexpensive and free
resources out there including in-person workshops and lectures sponsored by
RAILS, ATLAS, LACONI, Management Association, and other groups. Travel
expenses and any attendance fee will be paid for attending events like this. There
are also many online resources that provide excellent training. We will give you
information on these resources and ask you to take full advantage of them as
much as your schedule permits.
EMPLOYEE EVALUATIONS
In addition to regular meetings between employees and their supervisors,
typically monthly, there will be a formal annual evaluation of each employee by
your direct supervisor. The purpose of these meetings and the evaluation is
primarily to pinpoint areas of improvement for employees throughout the year,
set concrete goals for improvement, and revisit how progress is being made in
meeting these goals. The formal evaluation will go in your personnel file each
year. Usually, the content of monthly meetings will remain between you and your
supervisor, although a written record of those meetings might be added to your
personnel file if something significant is discussed or special recognition is merited.
The annual evaluation is tied to a points-based system which will be used in
calculating pay increases. This is to provide you with a little extra motivation to
work hard at improving yourself. The expectation is that you will likely never
receive a perfect score on the annual evaluation. That is because you are not
perfect. But it is meant to be a meaningful summary of your performance over
the past year.
Employees are welcome to see their personnel files including past performance
evaluations.
PAYCHECKS
You will be paid every two weeks on the Friday following the last day of the pay period (a week after the end of the pay period). This means that you will receive 26 paychecks per year. This means that you will typically get two checks per month, but there will be two months per year where you get paid three times.
WORKERS COMPENSATION
Workers’ Compensation protects employees as provided in Chapter 48, Sections
138.1 et seq., Illinois Revised Statutes (1983), in the event of accidents or death
occurring during employment.
We take your safety on the job very seriously. You would not think that a Library is
a likely place to get injured, but there are a surprising number of ways it can
happen. We push heavy carts of books, lift boxes of books, and carry piles of
books. And there are plenty of non-book-related ways of injuring yourself on the
job.
The Library does everything it can to minimize risks of injury for staff and the public.
Things like a loose wire laying across the floor or objects hanging at head height
from the ceiling are removed as soon as humanly possible. The Library asks that
you assist us in keeping the building safe by keeping an eye out for dangers like
this and reporting them right away.
There are two addendums at the end of this handbook that outline some of the
most common dangers of working in a Library and how to avoid them. Please
take a close look at these and be aware of your surroundings while you are
working.
VICTIM’S ECONOMIC SECURITY AND SAFETY ACT
The Victim’s Economic Security and Safety Act (VESSA) is a federal law that
provides you with certain financial protections as far as your job is concerned. The
Library strictly adheres to this law. VESSA applies equally to all employees, full-time,
part-time, or otherwise. A few of its elements are outlined below. A fuller
description is given in the Library’s VESSA Policy.
This law entitles you to up to 12 weeks of unpaid leave (beyond any paid leave
that you might be eligible for) for many situations. The leave can be taken all at
once or it can be taken in small chunks throughout the year or even as reduced
shift time while you continue to work. The point of this law is to make sure that, if
you or a family member are a victim of sexual or domestic violence, the Library
must give you up to 12 weeks of unpaid leave to do what you need to do to
protect yourself or get proper treatment. Within these twelve weeks, your job is
guaranteed not to go anywhere and your employment status will be completely
unaffected. If your specific position no longer exists when you get back, say we
eliminated your department while you were gone, you are guaranteed an
equivalent position with the same pay and benefits that you were receiving when
you left.
Some of the situations in which this apply are the following:
During a VESSA leave, the Library will maintain your current health benefits in most situations as outlined in the Leaves of Absence Policy.
INSURANCE
The Library pays 100% of the premium for your individual health insurance if you
are a full-time employee. Family coverage can be purchased separately at the
rate offered by the Library, but the Library does not cover any of the cost beyond
the individual coverage. In addition, the Library offers dental and vision insurance
at reasonable rates, although the Library does not cover any of these costs, either.
The Library also pays a mandatory $20,000 of life insurance for all full-time
employees for the duration of your employment with us. You can elect to
purchase significantly more coverage for yourself if you want.
RETIREMENT BENEFITS
If you work 20 or more hours per week on average, you are automatically enrolled in the Illinois Municipal Retirement Fund (IMRF). Mandatory contributions are taken out of your paycheck and are paid on your behalf by the Library according to IMRF rules. IMRF is a pension benefit plan. Vesting and payments upon retirement are dependent on several factors that will be discussed with you upon your enrollment in IMRF.
CONFIDENTIAL INFORMATION
The Library takes the privacy of all personal information and records regarding employees seriously. As a Library employee, you are very likely to come across sensitive personal information of patrons. The same may be true of other staff members depending on your position. You must keep this information completely confidential. Forget you ever saw it after it leaves your sight.
FOOD AND DRINKS
Covered beverages are allowed in most parts of the Library by both staff and patrons. “Covered” is an important part of the Library’s policy. For staff working at a service desk, you should keep your beverage out of sight except when you are taking a sip. Keep it under your desk, in a cubby, or out of sight in a staff area.
USE OF ALCOHOL, TOBACCO, AND DRUGS
The Library building is a smoke free environment. Smoking is not allowed anywhere
in the building or within 15 feet of a public entrance. Please recognize that you
will only be able to smoke on your regular breaks or during your lunch. Any
smoking must follow the 15-foot rule. The Library’s preference is that you go to the
rear or side patio to smoke rather than smoking outside the main entrance.
The use of alcohol is prohibited on Library property by staff and patrons except in
extraordinary circumstances as authorized by the Board of Trustees.
The use, distribution, or possession of any drugs or other controlled substances for
non-medical reasons is prohibited on Library premises and while conducting
Library business when not on the premises. This is typically a fire-able offense with
no warning or second chances given.
Employees who are under the influence of any non-medical drugs are not
allowed on Library premises for any reason.
SEXUAL HARASSMENT
The Library has zero tolerance for sexual harassment. Employees, patrons, and
guests are prohibited from sexually harassing any other employees, guests, or
patrons.
Sexual harassment includes:
- Unwelcome sexual advances
- Requests for sexual favors
- Any conduct of a sexual nature that is intimidating, coercive, or otherwise offensive toward another person
- Any conduct of a sexual nature that results in the humiliation, embarrassment, or discomfort of another person
If you feel that you have been sexually harassed or have witnessed someone else
being harassed, report it to any supervisor or the Library Director immediately. All
reports of this nature will be kept as confidential as possible while the matter is
investigated.
Any employee who is determined to have engaged in sexual harassment will be
subject to disciplinary action up to and including immediate termination. Any
member of the public who is determined to have engaged in sexual harassment
will be excluded from the Library, possibly permanently. If the situation warrants,
the matter will be reported to the police.
The Library also has zero tolerance for false reporting of sexual harassment and
for retaliation against anyone involved in the reporting or investigation of sexual
harassment.
DRESS CODE
Staff members are expected to maintain good personal hygiene and to dress in a manner which is suitable to the professional atmosphere of the Library. Please refrain from wearing excessively strong perfumes or colognes or otherwise presenting yourself in a manner that would be unpleasant for a reasonable person. Appropriate dress will vary from department to department depending on the type of work being done and the expected amount of contact with the public.
REPORTING OF ABSENCE OR TARDINESS
If you are going to be unable to make it to work or are going to be late for a shift, you should make every available attempt to contact your supervisor, the Library Director, or even a fellow employee to make sure that someone knows that you are not coming or will be late. Calls, texts, and emails are all acceptable, but do not assume that someone got your message until you have received a response, especially if you texted or emailed. Notify the Library as soon as possible if you are going to be late or absent. A series of unreported absences will be taken as a voluntary resignation on the part of the employee.
POLITICAL ACTIVITY
As an employee of a public Library, you are a public servant. Your salary is paid for mostly by our taxpayers. We owe it to all our taxpayers, regardless of political bent, to avoid engaging in overtly political conduct with co-workers or the public if you are on the clock (including your unpaid lunch break, since it is still part of your work day). What you do in your personal time is your own business.
DISCIPLINARY ACTION
Reasonable disciplinary action will be taken in the case of any employee who
violates Library policies or procedures or who otherwise behaves inappropriately
or does inadequate work.
Examples of inappropriate behavior include:
- Incompetent, negligent, or inefficient performance of job duties.
- Abusive language, attitude, or conduct.
- Violation of any law.
- Insubordination or other failure to obey a reasonable direction given by a supervisor or the Library Director.
- Other behaviors that may be expected to result in lower morale or injury to the reputation of the Library in the eyes of the public.
- Acceptance of a personal gift of any value while performing Library duties without reporting it to the Library Director or business manager.
- Being absent without notifying the Library.
- Possession of alcoholic beverages or illegal drugs on Library property.
Disciplinary action for these and other inappropriate behaviors can take the form of verbal or written warnings, suspensions with or without pay, demotions, or termination. The disciplinary action taken will depend on the severity of the offense as well as the frequency on the part of the offender.
COMPUTER, INTERNET, AND SOCIAL MEDIA USE
Most employees will use Library equipment to access the internet in a variety of
ways daily. In addition to being competent in their use of the Library’s computers
and other equipment, internet and social media use should adhere to proper
guidelines.
Unacceptable use includes the following:
- Unauthorized tampering or alteration of Library equipment.
- Use of Library equipment without proper training or supervision.
- Use of Library equipment in a way that violates the law.
- Activity that would be expected to compromise the security of the Library’s network.
- Use of official Library social media in a way that damages the professional reputation of any employee or the Library in general.
Addendum I
Slips, Trips, and Falls
Slips, trips, and falls are a frequent cause of occupational accidents, injuries,
and deaths. In fact, falls cause the second highest number of occupational
deaths each year and are the most common cause of accidental death at
home. Yet, slips and trips are not recognized as being the cause of significant
injury. While the cause of one of these incidents is often attributed to clumsiness
or inattentiveness, most of these incidents are preventable.
The following information is designed to provide an awareness of what we may
consider common knowledge. However, you may use it to correct potential
hazards in your Library.
Common causes of slips, trips, and falls:
- Obstructions, e.g., cords, tools, boxes, or wastes
- Tripping hazards like open file drawers
- Wet or slippery surfaces
- Uneven surfaces
- Improper footwear
- Distractions
- In a hurry
- Broken rungs or improper ladder use
- Loose shoelaces or clothing
- Poor lighting
Common causes of stairway falls
- Wet or slippery conditions
- No hand rail
- Worn treads
- Obstructions
- In a hurry
Precautions to take for ladder work
- Inspect the ladder
- Set the ladder properly, extend braces, ensure the ladder is secure
- Do not use the top step
- Extend the ladder three feet above surface to be accessed
- Maintain your center of gravity within the ladder width
Precautions to take to prevent falls
- Replace items in proper places
- Clean up spills and leaks promptly no matter who or what caused them
- Keep aisles and corridors obstacle-free
- Block off areas being cleaned
- Report repair items requiring maintenance
- Pay attention to where you are going
- Use handrails
- Walk, do not run
- Wear shoes with appropriate treads for conditions
Addendum II
Manual Handling of Library Materials
As far as practicable, the layout of libraries should seek to eliminate congestion
and provide sufficient working space to carry out handling operations without
interfering with other activities. Library staff must make a careful assessment of
manual handling. Identified risks should be either eliminated or controlled.
RE-SHELVING BOOKS
Some problems may be encountered with very large items. Re-shelving may
require awkward body postures. Shelving involves placing a book next to
already shelved books by using a tight pinch grip and while pushing adjacent
books. Force may be needed if the shelves are tightly packed. Staff may also
choose to hold a heavy pile of books, rather than holding just a few books.
Things to avoid:
- Shelving books on shelves that are too high.
- Shelving books on shelves that are too low.
- Aisles that are too narrow or obstructed.
- Packing shelves too tightly with books.
- Locating very heavy items too high or too low.
- Too much lifting of books above shoulder height (use a stool).
- Sit on stools while re-shelving books on the lower shelves.
Things to do:
- Report any accidents, injuries, or discomfort to a supervisor immediately.
- Properly use carts, stools, and trolleys.
- Avoid carrying loads that create significant strain
- Find someone to help if a load is too heavy to manage by yourself.
CIRCULATION DESK AND BOOK DROPS
Potential hazards include:
- Repetitive motions including long reaches
- Awkward twisting
- Lifting heavy books in awkward positions or with inadequate grips
- Inefficient scanning techniques
- Pulling book carts instead of pushing them
- Bending over to lift heavy items out of drop boxes
USE OF BOOK CARTS
Potential hazards include:
- Trying to push excessively heavy carts
- Overloading carts so that items might fall off or the cart might tip over
- Not paying attention to changes in surface like tile to carpet
- Not paying attention to uneven surfaces like ramps or elevator entrances
- Using carts that are not in good working order, that have wheels that do not turn properly or loose shelves.
- Stooping to place or remove items from the bottom shelf
- Not planning your route in advance
- Not watching where you are going while pushing the cart
GENERAL MANUAL LABOR ISSUES
Be aware of heavy items:
- Boxes of books
- ILL bins
- Overloaded or oversized boxes
- Use a cart to move heavy items when possible
- Refuse to lift items that are too heavy for you
- Use proper lifting techniques
MANUAL HANDLING FOR SHELVERS
Dos and do nots:
- Do not leave oversize books sticking out on the lower shelves
- Do find the best route involving least maneuvers
- Do ask for help to move a cart that is too heavy for one person
- Do make sure you have a good grip on the cart handle
- Do not pull the cart. Always push
- Do lean in the direction you are pushing
- Do stay close to the cart and let your body weight and legs do the work
SHELVING
Dos and do nots:
- Do not try to grab several books at once with one hand by the spine
- Do reach over several books with one hand to the back of the books, pull them out with that hand, and support them underneath with the other
- Do not try to force a book into a tight space
- Do not put books on shelves that seem loose
LIFTING/CARRYING BOOKS
Dos and do nots:
- Do bend your knees and not your back when lifting or lowering books
- Do keep your arms tucked in and hold the load close to your body
- Do not carry a load that is too heavy for you
- Do break overly heavy loads down into several smaller loads
- Do not let what you are carrying obscure your vision
- Do be aware of objects on the floor
- Do not carry books up or down stairs without having a free hand to hold onto the handrail
- Do shelve directly from a book cart when possible
ACKNOWLEDGMENT:
“I acknowledge receipt of the Palos Heights Public Library Employee Handbook. I
take full responsibility for reading and understanding it along with all relevant
policies. I understand that this handbook does not constitute an express or implied
contract.”
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Date: