Employee Handbook
High Plains Library District Page B March 2009
ABOUT THE EMPLOYEE HANDBOOK 1
GENERAL STATEMENTS 2
Equal Employment Opportunity 2
Sexual Harassment 2
EEO/Harassment Complaint Procedure 3
Drugs and Alcohol 3
Anti-Violence 4
Political Activity 4
Smoking 4
Problem Resolution Steps 5
EMPLOYMENT PRACTICES 6
Employee Status 6
Job Vacancies 7
Resignations 7
Retirement 7
Rehire 7
Transfers 7
Discipline 8
Personnel Records 8
References 8
Employment of Relatives 8
YOUR WORK DAY 9
Attendance/Punctuality 9
Dress & Appearance 9
Work Week 9
Meal Time/Breaks 9
Technology Systems and Digital Assets 10
Vehicle Use 10
Personal Visitiors, Guests, & Children of Library Staff 11
Overtime 11
Time Sheet Report 11
Paydays 11
Solicitations 11
Safety/Reporting of Injury 11
Weather/Emergency Closings 12
Benefits 12
LEAVE TIME 13
Holidays 13
Staff Improvement/Work Days 13
Vacations 14
Sick Leave 15
Personal Leave Time 15
Bereavement Leave 15
Military Leave 16
Jury Duty & Court Appearances 16
Voting 16
Family Medical Leave And Protection Act (FMLA) 16
Leave of Absence Without Pay 21
ACKNOWLEDGMENT OF RECEIPT 20
High Plains Library District Page B March 2009
ABOUT THE EMPLOYEE HANDBOOK
THIS HANDBOOK IS DESIGNED TO ACQUAINT YOU WITH THE HIGH PLAINS LIBRARY DISTRICT AND PROVIDE YOU WITH INFORMATION ABOUT WORKING WITH THE DISTRICT. THE HANDBOOK IS NOT ALL-INCLUSIVE, BUT IS INTENDED TO PROVIDE YOU WITH A SUMMARY OF SOME OF THE HIGH PLAINS LIBRARY DISTRICT’S GUIDELINES.
EMPLOYMENT WITH THE HIGH PLAINS LIBRARY DISTRICT IS CONSIDERED AT-WILL. YOU HAVE THE RIGHT TO END YOUR WORK RELATIONSHIP WITH THE HIGH PLAINS LIBRARY DISTRICT, WITH OR WITHOUT ADVANCE NOTICE FOR ANY REASON. THE HIGH PLAINS LIBRARY DISTRICT HAS THE SAME RIGHT. THE LANGUAGE USED IN THIS HANDBOOK AND ANY VERBAL STATEMENTS MADE BY MANAGEMENT ARE NOT INTENDED TO CONSTITUTE A CONTRACT OF EMPLOYMENT, EITHER EXPRESS OR IMPLIED, NOR ARE THEY A GUARANTEE OF EMPLOYMENT FOR A SPECIFIC DURATION.
NO EMPLOYEE HANDBOOK CAN ANTICIPATE EVERY CIRCUMSTANCE OR QUESTION. IF YOU HAVE QUESTIONS AFTER READING THIS HANDBOOK, PLEASE TALK WITH YOUR IMMEDIATE SUPERVISOR. ALSO, THE NEED MAY ARISE TO CHANGE THE GUIDELINES DESCRIBED IN THIS HANDBOOK. THE HIGH PLAINS LIBRARY DISTRICT RESERVES THE RIGHT TO INTERPRET OR CHANGE THEM WITHOUT PRIOR NOTICE.
GENERAL STATEMENTS
Equal Employment Opportunity
The High Plains Library District is dedicated to equal employment opportunities in any term, condition or privilege of employment. We provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job regardless of age, sex, sexual orientation, marital status, race, color, religion, national origin, disability, or any other status protected by law.
Sexual Harassment
The High Plains Library District is firmly committed to maintaining a positive work environment, which is free of inappropriate conduct, including offensive verbal and written communication of a sexual nature.
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
¨ Submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment;
¨ Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment; or
¨ Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
All employees are expected to conduct themselves in a professional and businesslike manner at all times. Inappropriate sexual conduct that could lead to a claim of sexual harassment is prohibited by this policy. Such conduct includes, but is not limited to, sexually implicit or explicit communications whether in:
¨ Written form, such as cartoons, posters, calendars, notes, letters, email;
¨ Verbal form, such as comments, jokes, foul or obscene language of a sexual nature, gossiping or questions about an individual’s sex life, or repeated unwanted requests for dates;
¨ Physical gestures and other nonverbal behavior, such as unwelcome touching, grabbing, fondling, kissing, massaging, and brushing up against another individual’s body.
EEO/Sexual Harassment Complaint Procedure
If you believe there has been a violation of the EEO policy or harassment based on the protected classes outlined above, including sexual harassment, please report the incident immediately to your Supervisor, a Manager, Human Resources Manager or the Executive Director. An investigation of your complaint will be done promptly and a response to you will be made in a timely manner. Every effort will be made to ensure that your complaint is resolved and if necessary, appropriate disciplinary action will be taken against the offender. Your complaint will be kept as confidential as practicable.
The High Plains Library District prohibits retaliation against an employee for filing a complaint under this policy or for assisting in a complaint investigation. If you perceive retaliation for making a complaint or your participation in the investigation, please follow the complaint procedure outlined above. The situation will be promptly investigated.
Drugs and Alcohol
The High Plains Library District is committed to providing an alcohol and drug-free workplace.
The High Plains Library District prohibits the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance by any staff member while on High Plains Library District premises, work sites, or while driving a vehicle on company business. The Executive Director may grant approval for the consumption of alcoholic beverages by employees on company premises for special events and during social events in the community being attended during the course of business. You are prohibited from reporting to work while under the apparent influence of alcohol, controlled drugs, or controlled substances. You will be asked to submit to tests for alcohol and/or illegal drugs when you are reasonably suspected of being impaired in the performance of your job. Your compliance with this policy is a condition of continued employment and violation will result in disciplinary action, up to and including termination of employment.
If you are convicted or plead guilty, or you do not admit guilt but accept the penalty to a drug-related violation, you may be subject to termination of employment.
The High Plains Library District’s Drug and Substance Abuse Policy does not pertain to your use of prescription or over-the-counter drugs provided that they are used in the prescribed manner. You shall, when drugs are prescribed by a medical professional, inquire of the prescribing professional whether the drug prescribed has any side effects which may impair your ability to safely perform your job duties. If the answer from the medical professional is yes, you shall obtain a statement from the medical professional indicating any work restrictions and their duration. You shall present that statement to your Supervisor prior to going on duty.
The High Plains Library District offers an Employee Assistance Program to assist employees with drug or alcohol related problems. You may call the Employee Assistance Provider directly at 1-800-999-1077.
Anti-Violence
The High Plains Library District strives to maintain a work environment free from intimidation, threats, or violent acts. This includes, but is not limited to, intimidating, threatening or hostile behaviors, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons onto company property, or any other act, which, in the Executive Director or Manager’s opinion, is inappropriate to the workplace. In addition, bizarre or offensive comments regarding violent events and/or behavior are not tolerated.
If you observe or have knowledge of any threats of violence to library staff or facilities, whether from other staff members, family members of staff, or the public, immediately report this information to your Supervisor, Manager, Human Resources Manager or the Executive Director. If you believe there is a serious and immediate threat to the safety and health of others on company premises, you may contact the proper law enforcement authorities without first informing your Supervisor.
Political Activity
You are encouraged to participate in the electoral process and support the political candidates of your choice. You are free to engage in political activity associated with city, county, state and federal campaigns, but you need to do so on your own time, with your own resources, off High Plains Library District premises and without giving the impression that your activity is being endorsed by the High Plains Library District.
Except as authorized by law, while on work time an employee may not publicly support any ballot initiatives, candidates for office, circulate any petitions for such office or initiatives, and distribute campaign literature, or display campaign/political buttons, placards and so on. In addition, you must refrain from efforts to convert others to a political cause during working hours.
If you choose to run for political office, you must do so on your own time. The High Plains Library District’s premises cannot be used for political campaigning unless said purposes are determined to be a public forum.
Smoking
To promote a safe work environment, employees and the public are not permitted to smoke within High Plains Library District facilities or vehicles.
Employees can smoke outdoors only during regularly scheduled breaks and lunch periods. The duration or number of breaks from work cannot be extended in order to smoke.
Problem Resolution Steps
Problem Resolution Steps are identified because the High Plains Library District recognizes that occasionally work-related problems occur. Most problems can be resolved through open discussions between you and your Supervisor. Everyone has a responsibility to help maintain good working relationships; however, when a problem does arise, current employees of the High Plains Library District can utilize the following steps to address any type of work-related concern:
Step 1: Discuss the problem with your Supervisor in an attempt to resolve the situation through informal discussion. You may also seek the advice of your Supervisor’s Manager. Any Supervisor or Manager has the responsibility and authority to investigate and settle most complaints.
Step 2: If your Supervisor/Manager does not satisfactorily resolve the problem, you have the right to request a meeting with the Human Resources Manager or Executive Director. You can present your side of the issue verbally or in written form. You can respond to allegations or present information regarding mitigating circumstances. Additional information may be requested during or after the meeting. The Human Resources Manager or Executive Director will put the problem in writing, conduct an investigation, provide a resolution, and send a written answer to you in a timely manner. Copies will be sent to your Supervisor/Manager.
Step 3: If the problem is not satisfactorily resolved, you may request a meeting of an ad hoc Library Problem Resolution Committee within five working days of the receipt of the Executive Director’s decision. The Executive Director chairs the committee composed of:
¨ A Manager you request
¨ A staff member you request
¨ A Manager appointed by the Executive Director
¨ A Manager or staff member selected by the previous listed three committee members
You will have the opportunity to present your side of the events in writing and/or verbally as well as provide any additional information that would help the Committee make a fair decision. The Committee will render a written decision and provide a copy to you as soon as possible.
If the problem directly involves the Executive Director, the Human Resources Manager will convene the Library Problem Resolution Committee. The Human Resources Manager chairs the committee composed of:
¨ A Manager you request
¨ A staff member you request
¨ A Manager appointed by the Human Resources Manager
¨ A Manager or staff member selected by the previous listed three committee members
Step 4: If the problem is still not satisfactorily resolved, you have a right to request a review by the Executive Director and the library Board of Trustees. You must request this meeting within ten working days from receiving the written response from the Library Problem Resolution Committee. In scheduling this meeting, all relevant information and supporting documentation must be submitted beforehand. At this meeting, you will have the opportunity to explain your concerns. You will receive a written decision from the Executive Director. This decision is final and exhausts the appeal process within the High Plains Library District.
EMPLOYMENT PRACTICES
Employee Status
Full-time Employee: An employee who is normally scheduled to work at least 40 hours per week. Full-time employees are eligible for High Plains Library District benefits as outlined in this handbook.
Part-time Employee: An employee who is normally scheduled to work at least 20 hours per week and less than 40. Part-time employees receive sick, vacation, and holiday leave on a prorated basis as outlined in this handbook. Part-time employees receive life insurance, long-term disability insurance, short-term disability, and accidental death and dismemberment insurance that are provided by the High Plains Library District. Part-time employees may also be eligible for additional benefits as outlined in this handbook. Please consult the Human Resources Department for specific eligibility requirements.
Hourly Employee: An employee who is normally scheduled to work less than 20 hours per week. Hourly employees are not eligible to receive benefits.
Substitute Employee: An employee that is on-call and temporary. These employees are not eligible to receive benefits, evaluations and scheduled merit increases.
Exempt Employee: A salaried employee who is not eligible for overtime pay, or compensatory time.
Non-exempt Employee: An employee eligible for overtime pay or compensatory time. Non-exempt employees are eligible for paid overtime at one and one-half times their regular rate of pay for all hours worked in excess of 40 hours per work week. Compensatory time may be used in lieu of overtime pay. Earned compensatory time must should be used within 30 days.
The above does not constitute a guarantee of work or status for any period of time.
Job Vacancies
Job vacancies may be advertised internally only (meaning that the position is open only to individuals who are already employees of the High Plains Library District), and/or may also be advertised to the general public. If you are interested in a vacant position, you will need to complete a High Plains Library District internal job application before you can be considered for the position. Any disputed hiring decisions are the responsibility of the Executive Director.