Genesee District Library

GENESEE DISTRICT LIBRARY

EMPLOYEE HANDBOOK

Revised March 2008

TABLE OF CONTENTS

Introduction ...... 4

Union Representation...... 5

SECTION 1 - EMPLOYMENT POLICIES

Philosophy and Work Environment...... 5

Equal Employment Opportunity and Non-Discrimination:

Policy Statement...... 5

Sexual and Other Unlawful Employee Harassment...... 6

Persons and Settings Covered...... 6

Complaint Procedure...... 7

Non-Retaliation...... 7

Employment of the Disabled...... 8

Pre Employment Drug Screening...... 8

Personnel Records and Files...... 9

Right to Privacy and Access to Personnel Records...... 9

Resignation...... 9

Employment of Relatives...... 10

SECTION 2 - EMPLOYEE CONDUCT AND RESPONSIBILITIES

Performance on the Job...... 11

Personal Appearance...... 11

GDL Dress Policy...... 11

Attendance and Punctuality...... 12

Conflict of Interest and Secondary Employment...... 13

Performance Evaluations...... 14

Alcohol and Drug-Free Work Environment...... 14

Zero Tolerance for Workplace Violence...... 15

Access to and Search of Library Property...... 16

Use of the Internet and Email...... 16

Acceptable Uses...... 16

Unacceptable Uses...... 16

Employee Responsibility...... 16

Security...... 17

Harassment of Any Kind Is Prohibited...... 17

Internet Usage...... 17

GDL Email Usage...... 17

Solicitation or Distribution...... 18

Smoke-Free Work Environment...... 18

Return of GDL Property at End of Employment...... 18

Family and Medical Leave Act of 1993...... 19

Catastrophic Illness Policy...... 19

Definition...... 19

Education, Information and Counseling...... 19

TABLE OF CONTENTS (Continued)

Catastrophic Illness Policy (Continued)

Employee’s Ability to Work...... 19

Privacy and Confidentiality...... 20

Changes in Work Assignment...... 20

Employee Conduct...... 20

Disability...... 20

Inclement Weather and Branch Closings...... 20

Staff Demeanor and Conduct...... 22

Food & Beverages...... 23

Political Involvement...... 23

Letterhead Stationery...... 24

Proctoring Exams...... 24

Privileges and Responsibilities...... 24

Personal Telephone Calls...... 24

Staff Circulation Policies and Access to the Database...... 24

Personal Book and Library Materials Orders...... 24

Money Handling by Staff...... 25

Staff Items for Sale...... 25

Keys and Other Library Materials...... 25

Personal Business on Library Time...... 25

Paychecks...... 25

Authorize Work Schedule...... 26

Schedule Changes...... 26

Breaks...... 26

Leaving the Premises...... 26

Injured at Work...... 26

Education...... 26

Letters of Recommendation...... 27

Safety...... 27

Incorporation of other Genesee District Library policies...... 27

INTRODUCTION

This Employee Handbook contains a general summary of various policies, procedures, practices, and benefits that are applicable to non-exempt employees at Genesee District Library (hereinafter “GDL” or “the Library”), including members of AFSCME Council 25, Local 496 (hereinafter “the Union”). It is intended solely as a guide, and should not be construed as creating a contract of employment for any specific period of time, express or implied, between GDL and any of its non-exempt employees. Also, it is not intended to supersede or contravene any provisions or requirements of the Labor Agreement between GDL and the Union, insofar as it is applicable to your employment at GDL. Therefore, any such contravention or conflict shall be governed in accordance with said Labor Agreement, to the extent that it is applicable.

However, excluding the above noted exception, this Employee Handbook shall supersede any other prior representations or statements made to any employee about their employment at GDL, oral or written, and rescinds any and all prior such policies, procedures, handbooks or general rules and regulations of the Library previously in effect.

GDL reserves the right to unilaterally set rules and regulations governing the conduct of employees, and with reference to Union employees, in accordance with the employer rights retained in Article III, Section 1 of the Labor Agreement. However, the policies, procedures, rules and regulations described in this Employee Handbook are not intended to cover all such circumstances. The direction and control of all work for all employees includes, by way of illustration and not of limitation, the right of the Library to hire, assign, suspend, transfer, demote or discharge, subject to applicable provisions of said Labor Agreement. Furthermore, any and all statements and policies in this Employee Handbook are subject to unilateral change, in whole or in part, by GDL, with or without notice.

Finally, each employee will be asked to sign a Statement of Acknowledgment indicating that they have received a copy of this Employee Handbook and that they understand its contents. Therefore, it is very important that any employee contact Human Resources or the Executive Director regarding any provisions that they do not understand or any other questions they may have concerning your employment with GDL.

UNION REPRESENTATION

See current Agreement between the Genesee District Library Board of Trustees and the American Federation of State, County and Municipal Employees (AFL-CIO) Local Union 496 - Chapter 06, Council 25.

SECTION 1 - EMPLOYMENT POLICIES

1.0PHILOSOPHY AND WORK ENVIRONMENT

All employees of GDL are members of a team, working together to serve a diverse community. Therefore, the employment policies of GDL are designed to help create a work environment that values diversity and recognizes you and other employees as our most valuable resource. To foster this environment, we have three overall objectives. First, to recognize each employee as a unique individual; second, to assure that you and every other employee are treated with dignity and respect; and third, to develop a cooperative and diverse workforce that effectively leverages its differences and similarities to achieve the highest level of community service attainable.

1.1EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION

A.POLICY STATEMENT

Genesee District Library (hereinafter GDL or the “Library”) believes in and is committed to the principle of providing equal employment opportunity to all persons regardless of race, color, sex, sexual orientation, age, marital status, familial status, veteran’s status, height, weight, or physical or mental handicap/disability. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Federal and state anti-discrimination laws also require the Library to provide equal employment opportunity. Therefore, any director, supervisor, employee, agent or other representative of GDL who violates this policy will be subject to prompt disciplinary action, up to and including termination, at the discretion of the Library.

As part of its policy of equal employment opportunity, GDL is also committed to the ideal of a work environment in which all individuals are treated with dignity and respect. Therefore, the Library has established a policy of zero tolerance for any form of sexual or other unlawful harassment. Under this policy, derogatory comments, slurs, statements, jokes, or other derogatory or

objectionable conduct based upon an individual’s race, color, sex, age, marital status, familial status, veterans’ status, height, weight, or physical or mental handicap/disability are absolutely prohibited.

EQUAL OPPORTUNITY AND NON-DISCRIMINATION (Continued)

B. SEXUAL AND OTHER UNLAWFUL EMPLOYEE HARASSMENT

Sexual harassment is a form of unlawful sex discrimination. For purposes of this policy, the term “sexual harassment” means any unwelcome sexual advances, unwelcome requests for sexual favors, and other unwelcome verbal or physical conduct or communication of a sexual nature (including e-mail and other electronic communications), when:

(a)Submission to such conduct or communication is made either explicitly or implicitly a term or condition of an individual’s employment; or

(b)Submission to or rejection of such conduct or communication by an individual is used as a basis for employment decisions affecting such individual; or

(c)Such conduct or communication has the purpose or effect of unreasonably interfering with an individual’s employment or creating an intimidating, hostile, or offensive work environment, including but not limited to, propositions of a sexual nature, sexually explicit statements, sexually suggestive objects or pictures, sexually degrading words used to describe the individual or other offensive comments, jokes, innuendoes, or sexually oriented statements or behavior.

C.PERSONS AND SETTINGS COVERED

The sexual or other unlawful harassment of any individual, whether or not that person is an employee of GDL, by any trustee, director, supervisor, employee, agent, or other representative of the Library, is unacceptable and prohibited by this policy, regardless to whether such conduct takes place inside or outside the workplace.

To the extent that GDL can influence or control such behavior, the Library also does not condone, either explicitly or implicitly, sexual or other unlawful harassment by non-employees, including but not limited to: vendors,

independent contractors, patrons, outside employers, or others who do business with or visit the Library.

Therefore, any individual who believes that he or she has been a victim of sexual or other unlawful harassment, regardless of who the offender may be, or what the offender’s relationship is to the Library, should immediately report all such incidents in accordance with the following complaint procedure.

EQUAL OPPORTUNITY AND NON-DISCRIMINATION (Continued)

D.COMPLAINT PROCEDURE

Any employee or other individual who believes that he or she has been a victim of sexual harassment or otherwise been treated in an unlawful discriminatory manner should report the incident to Human Resources or the Executive Director, whomever they prefer. If said employee is uncomfortable presenting a complaint to either of them, the complaint can be presented directly to a member of GDL’s Board of Trustees Personnel Committee.

Such complaints should be reported immediately (within 48 hours or otherwise as soon as possible). Not only will this enable the Library to take rapid and appropriate remedial action to address the complainant’s concerns, but it will also help the Library maintain an environment free from harassment and discrimination for all employees.

All complaints will be thoroughly investigated and kept confidential to the maximum extent possible. The results of the investigation and intended actions will also be communicated to the complainant and alleged harasser as expeditiously as possible. If the complainant is dissatisfied with the outcome, he or she is strongly encouraged to take the matter to the next highest level of management or authority in the Library, up to and including the Chairman of the Board of Trustees.

GDL will not reveal the names of participants, the facts of an investigation, or any written information regarding an investigation to anyone not involved in the investigation, and even then, only to the extent necessary to investigate the matter thoroughly and effectively. However, the Library may not be able to keep the “Records” of the complaint and investigation confidential if someone sues the Library or its employees, or solicits actions by a government agency, based on alleged sexual harassment or other unlawful discrimination. In such cases, records may be discoverable to the extent that no applicable privilege protects them and GDL reserves the right to disclose such Records if, in the opinion of GDL, such disclosure is legally required.

E.NON-RETALIATION

The Library, as well as the law, prohibits any form of retaliation against any employee or other individual who, in good faith, files a complaint of sexual harassment or other unlawful discrimination or assists in a complaint investigation under this policy. Therefore, GDL will take appropriate action, including the assessment of discipline, up to and including termination, against any employee or other individual who, after an appropriate investigation, is found to have violated this policy.

However, GDL also recognizes that the question of whether a particular action or incident is a purely personal or social relationship, without a discriminatory employment impact, requires a factual determination based on all information

EQUAL OPPORTUNITY AND NON-DISCRIMINATION (Continued)

and the totality of the circumstances. Given the nature of this type of discrimination, the Library also recognizes that false allegations of sexual harassment and other unlawful discrimination can have serious effects on innocent men and women. Therefore, after investigating a complaint of sexual harassment or other unlawful discrimination, if the Library determines that the complaint is not bona fide or that an employee has provided false information regarding the complaint, disciplinary action, up to and including termination, may also be taken against the individual who filed the complaint or who gave the false information.

GDL has developed this policy to ensure that all its employees and others who are connected with or do business with the Library can work in an environment free from sexual harassment and other forms of unlawful discrimination. The Library is committed to making every effort to ensure compliance with this policy, including the thorough investigation and appropriate resolution of any complaint of sexual harassment or other forms of unlawful discrimination that we receive. We welcome your questions, comments, and suggestions about how to improve this policy.

F.EMPLOYMENT OF THE DISABLED

GDL welcomes disabled applicants. Under this policy, we hire and promote qualified individuals with disabilities using the same criteria applied to non-disabled applicants and employees. It is also GDL’s policy to make reasonable accommodations to the limitations of qualified individuals with disabilities, provided it would not result in undue hardship on GDL. If you require an accommodation for a disability, it is your responsibility to submit a written accommodation request to Human Resources.

1.2PRE-EMPLOYMENT DRUG SCREENING

As part of GDL’s hiring procedures, candidates who have been offered employment are required to submit to a pre-employment drug screening conducted by a clinic designated by the Library. Any offer of employment from GDL is contingent upon, among other things, a negative drug screening result without questionable circumstances such as a diluted or adulterated sample.

1.3PERSONNEL RECORDS AND FILES

GDL is required to maintain personnel records and files on each employee containing certain information relevant to their employment. To ensure that employment, insurance, and tax records are maintained accurately, you are responsible for promptly notifying Human Resources whenever there is a change to the following:

• Address

• Telephone number

• Person(s) to notify in case of emergency

• Name changes

• Marital status

• Number of dependents (for insurance, beneficiary, and tax purposes)

1.4RIGHT TO PRIVACY AND ACCESS TO PERSONNEL RECORDS

It is the policy of GDL to collect only that personal employee information that is relevant and necessary to perform essential business functions. For example, no records are to be gathered or maintained concerning your associations, political activities, personal publications or communications, or non-employment activities, unless submitted or authorized by you in writing and required by GDL for a legitimate business purpose.

Access to personal employee information is restricted to those with a valid need for such information in the performance of their job duties. In addition, information about you will not be released outside GDL, without your written consent, except verification of your employment for credit approval purposes, including your position and dates of employment, and information which must be disclosed by law, court order, or upon request of an appropriate governmental authority.

Finally, you may examine your personnel records, on your own time, by submitting a written request to Human Resources. If you believe the records are not accurate, you may place a statement of reasonable length into your file describing the facts as you see them. You may also obtain copies of any document in your personnel file; however, you may be charged a reasonable copying fee.

1.5RESIGNATION

If you decide to resign from your employment with GDL, we ask you to provide at least two (2) weeks advance written notice. This will allow us sufficient time to calculate any monies to which you may be entitled for inclusion in your final paycheck. Without proper notice, you may have to wait until after the end of the next normal pay period to receive such payments.

RESIGNATION (Continued)

In any event, GDL reserves the right to accept or reject the offered two-week notice of resignation, and may elect to terminate the employment relationship in less than two (2) weeks. The last day you actually work will be considered your date of separation.

1.6EMPLOYMENT OF RELATIVES

GDL permits the employment of qualified relatives of employees as long as such employment does not, in the opinion of the Library, create an actual or perceived conflict of interest. For purposes of this policy, “relative” is defined as spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, or corresponding in-law or “step” relation. The Library will exercise sound business judgment in the placement of related employees in accordance with the following guidelines:

1. Individuals who are related by blood or marriage are permitted to work in the same Library facility, provided no direct reporting or supervisory/management relationship exists. That is, no employee is permitted to work within the “chain of command” of a relative such that one relative’s work responsibilities, salary, or career progress could be influenced by the other relative.

1. No relatives are permitted to work in the same department or in any other positions in which the Library believes an inherent conflict of interest may exist.

1. Employees who marry while employed are treated in accordance with these guidelines. That is, if, in the opinion of the Library, a conflict or an apparent conflict arises as a result of the marriage, one of the employees will be transferred at the earliest feasible time.

This policy applies to all categories of employment at GDL, including regular, temporary, and part-time classifications.

SECTION 2 – EMPLOYEE CONDUCT AND RESPONSIBILITIES

2.0PERFORMANCE ON THE JOB

You are expected to comply with all GDL policies, procedures, and work rules applicable to your employment. Failure to do so may result in disciplinary action, up to and including discharge, depending upon the nature and circumstances of the infraction. You are also expected to do the very best job you can on every assignment you are given. This means getting it done on time and getting it done right. It also means taking care of all the details surrounding the assignment so that others don't have to pick up the loose ends. Finally, it means using good judgment, asking questions, taking the initiative to prevent problems from occurring, and offering your ideas on how to get the job done better.

In addition, you are also expected to work cooperatively with others, including your supervisor and co-workers, as well as patrons and others who visit or do business with the Library. This will enable you to build a positive professional image and reputation with those around you, which, in turn, will contribute to the success of both you and GDL.