Personnel Policy and Benefits Manual
INTRODUCTORY STATEMENT
This manual outlines policies and procedures concerning the terms
and conditions of employment, benefits, salary administration and
services generally available to staff. The guidelines apply to all
employees other than the Director, who is hired by the Trustees in
accord with the general laws of R.I.,1 and whose employment is
governed by the terms of a specific employment contract. The
Director also participates actively in forming and implementing
broader policy decisions made by the Trustees. The policies stated
in this manual are intended as guidelines only and are subject to
change at the sole discretion of the Trustees. This manual does not
constitute a contract of employment, express or implied, between the
employee and the Jamestown Philomenian Library. All employees
covered by this manual are employed on an at-will basis, and the
Trustees reserve the right to terminate an individual's employment
at any time. The policy manual is reviewed at regular intervals by
the Personnel Committee of the Trustees in order to make changes
necessitated by changing employee or institutional needs.
SECTION I
EMPLOYMENT POLICIES
A. Statement on Nondiscrimination
The Jamestown Philomenian Library does not discriminate against
any person because of race, color, religion, age, national or ethnic
origin, disability, status as a veteran, sexual orientation or sex.
The Trustees will develop and from time to time update an
affirmative action program and will insist on a good-faith effort on
the part of its employees to comply with the program. The Trustees
will request and expect its agents and those with whom it conducts
its affairs to meet the commitments of the program.
B. Hiring Policy
In accord with the Bylaws, the Director, as chief executive
officer, is responsible for hiring all Library staff and for the
day-to-day operation of the Library. The Director will ensure that
all applicants and prospective employees are provided with 1. a
written description of the duties and responsibilities of the
position for which they are being considered and 2. a letter of hire
setting forth the position, hours, salary and immediate supervisor
where pertinent. At the time of hiring, an employee is classified
under existing regulations as full-time, part-time or temporary. A
form verifying the staff member's right to work in the United States
must be completed within three business days of starting employment.
1. A full-time salaried employee is exempt from being paid
overtime and is expected to work 40 hours per week on a year-round
basis. Employees in this category are paid on a biweekly basis and
are entitled to the benefits for all full-time employees as
described in Section II.
2. A full-time hourly employee is required to work at least 35
hours per week, is paid by the hour for time worked and is entitled
to receive compensatory time off for all hours in excess of 35 hours
for the week. Employees in this category are paid on a biweekly
basis and are entitled to the benefits available to all full-time
employees as described in Section II.
3. A part-time employee is defined as one who works no more than
19 hours per week and is paid on an hourly basis. Such employees,
although recognized as staff members, are not entitled to benefits
described in Section II.
4. A temporary employee is engaged for a defined calendar period,
with variable hours, and the hourly wage is based on the duties
assigned. Employees in this category may be engaged as temporary
replacements for permanent staff on leave, or for special
assignments as determined by the Director. Temporary employees are
paid for hours actually worked and are not eligible for benefits.
5. On occasion, individuals or groups are brought in for specific
assignments to work on Library property. Such "casual" employees are
normally paid on an hourly basis by the Library, or if their
services are provided by an independent contractor, on whatever
basis is used by such independent contractor. Such "casual" workers
are not entitled to benefits described in Section II.
Employees engaged under a specific grant for a special project
are considered temporary employees (No. 4 above). However, such
employees may be entitled to some fringe benefits if these are
specifically made a condition of the grant from which they are paid.
C. Initial Probationary Period
The first day of employment initiates a 6-month introductory or
probationary period. This probationary period provides both the
Library and the employee the time necessary for mutual adjustment
and evaluation. At the end of the probationary period, the Director
will discuss with a new employee any concerns that may have arisen
during the probationary period, including any that could prevent the
employee's eligibility for permanent status. Agreement will be
reached on steps to be taken or changes to be made in order to
resolve any performance problems. At this time employee benefits
that become available upon transition to full time status will be
reviewed with the employee. Probation may be waived by the Director
in the case of specially qualified personnel. At the discretion of
the Director, a part-time or seasonal employee may be engaged to
fill a full-time position. In such cases, the Director may credit
prior temporary employment time toward the probationary period.
D. Working Hours
All full-time staff are expected to work at least 35 hours per
week on five days between Monday and Saturday. Employees who work
four or more hours a day are entitled to take a 20-minute rest break
during that day.
E. Wages and Salaries
Salary and wage recommendations are made annually in advance of
the fiscal year (March 1 to February 28 or 29) by the Director, in
consultation with the Trustees. Salary adjustments may be made on
the basis of performance, merit, exercise of responsibility, added
responsibilities, and length of service. Length of service alone is
not a basis for salary adjustment. All staff members receive
payments and corresponding payroll statements at biweekly intervals.
If a scheduled payday falls on a holiday, payment is made on the
nearest convenient workday.
State regulations require that "every employer shall keep
complete and accurate records for all employees" of "hours worked
each day." Accordingly, the Director shall keep a combined roster
sheet to cover all employees. Each employee is required to record
his/her own time, but no one else's. Absences must be approved by
the Director.
F. Standards of Professional Conduct
The staff represents the Library to the community. Therefore, it
is essential that general deportment while on duty in the Library be
maintained at the highest standards. Responsibilities for Library
duties take precedence over any personal matters during the working
day. Standards of conduct include, but are not limited to the
following requirements:
1. Punctuality and regular attendance at work. Employees must
arrange planned absences, including reporting to work late or
leaving work early, in advance with the Director.
2. Acceptable attire.
3. No smoking anywhere in the building.
4. Food consumption is to be limited to designated areas.
5. Personal telephone calls are to be limited to minimal time
necessary; and personal long distance calls are to be charged to the
individual caller's number.
6. Maintaining the confidentiality of Library business, records
and information. In addition, all passwords and restricted access to
Library computer systems must be protected. (See Software Policy).
7. Ensuring that the work of the Library is not disrupted by the
presence of persons not employed by the Library (e.g., relatives,
children or friends).
8. Using Library equipment (including computers and software)
only for Library business. The Library equipment or property may not
be removed from the workplace.
G. Interim Evaluation
Any problems arising from performance of duties will be made
known to the employee, and suggestions for improvement offered.
Pertinent memoranda will be added to the personnel file.
H. Voluntary Termination of Employment
An employee who intends to resign from service at the Library
shall submit a letter to the Director, stating their reason(s) for
resigning as well as the date of intended resignation, for which at
least one month's advance notice is appropriate.
An employee who has voluntarily resigned may not have access to
the grievance procedure (paragraph L. below) after the effective
date of the resignation. However, any grievance initiated by an
employee prior to separation may, at the employee's option, continue
to be processed through the grievance procedure.
I. Corrective Action
The following are examples of what could be cause for corrective
action: refusal to carry out directions, insubordination, repeated
tardiness, misuse of time, persistent negligence, abuse of sick or
special leave, drug or alcohol abuse, sexual harassment of
co-workers or improper decorum in dealing with patrons of the
Library.
Corrective action will be taken in the following graded steps, at
each of which the matter in question should be reviewed by the
supervisor and the Director:
1. A first warning is given orally by the supervisor to the
employee, and with the employee's knowledge may be recorded in
writing in his/her personnel file.
2. A second warning in writing will be given to the employee,
copies to the Director and to the employee's personnel file.
3. A third infraction may result in disciplinary action.
J. Termination for Cause
An employee whose performance is deemed unsatisfactory will be
subject to discipline as described above up to and including
dismissal at the Director's discretion, subject to Trustee
oversight. Causes for immediate dismissal include but are not
limited to stealing, willful disregard of the safety of others,
willful damage to property, falsification of records, conviction for
a crime detrimental to the character requirements of the job or any
other serious infraction of established Library policy.
An employee who has been removed shall not have access to the
grievance procedure (paragraph L below), except to grieve a
termination resulting from formal discipline, unsatisfactory job
performance, an involuntary resignation, or a disciplinary action
that occurred less than 30 days before the removal.
Following resignation from the staff, retirement or termination
of employment, former employees will no longer be granted staff
privileges (e.g. access to restricted areas, use of the Library
outside of regular hours).
K. Position Elimination and Layoff
Certain circumstances may lead to elimination of a position in
the staff organization. Decisions for such action are based on, but
are not limited to the following criteria: the work originally
allocated to the position is no longer critical to meeting
institutional objectives; the work can effectively be reassigned to
other staff positions; reorganization leading to entirely new staff
functions; budgetary considerations requiring reduction in the
workforce.
It is expected that employees whose positions on the regular
payroll are eliminated will accept a comparable position at the same
salary, if offered to them.
L. Employee Grievance Policy and Procedures
1. Policy
From time to time, disagreements over interpretation of the
policies or other work-related matters may arise. Employees are
encouraged to avail themselves of the following guidelines.
Supervisors should assist in this process. This initial process does
not serve to extend the time frames identified in the procedure.
2. Definition of grievance
Grievable issues:
a. Disciplinary actions, including dismissals, demotions and
suspension.
b. Interpretation of personnel policies.
c. Discrimination on the basis of race, color, creed, political
affiliation, age, disability, national origin, sex or sexual
orientation.
Nongrievable issues
a. Establishment and revision of wages, salaries, position
classifications or general benefits.
b. Work activity accepted by the employee as a condition of
employment or work activity that may reasonably be expected to be
part of the job content.
c. Measurement and assessment of work activity through a
performance evaluation, except in cases in which the employee can
show that the evaluation was arbitrary or capricious.
d. The contents of established personnel policies, procedures,
rules and regulations.
e. The hiring, assignment and retention of employees, provided
such actions do not constitute disciplinary action.
f. Termination, layoff, demotion or suspension from duties
because of lack of work to be performed, reduction in the work force
or job abolition, except in cases in which action affects an
employee who has been reinstated within the previous six months as
the result of the final determination of a grievance.
2. Procedures
A job-related complaint must be brought by an employee to the
immediate supervisor within ten days of the relevant incident, at
which time the supervisor will attempt to resolve the matter
informally with the employee. If the matter is not promptly
resolved, a written grievance statement must be submitted to the
supervisor, indicating the specific policy that is alleged to have
been violated. In most instances the matter in question should be
settled at that level, if necessary in consultation with the
Director. At the Director's discretion the matter may subsequently
be brought to the Trustees, who shall have final authority relative
to the grievance. All aspects of any grievance issue and any steps
taken toward resolution must remain confidential.
M. Professional Activities
This refers to participation or attendance of professional staff
members at conferences or seminars, involvement as officers or
committee members in professional organizations or analogous
professional activities. Such activities are generally encouraged by
the Library provided they are appropriate to job responsibilities
and do not cause serious scheduling conflicts. Subject to budgetary
control, funds for specified professional activities may be
allocated by the Library. Staff members wishing to receive
corresponding support funds (e.g. for courses of training or
instruction) should seek the approval of the Director no less than
one week prior to the specific occasion. Approved leave for
professional activities, including travel time, will not count as
vacation time.
N. Travel on Library Business
Approval for reimbursable travel expenses on behalf of the
Library must be obtained in advance from the Director. After
completion of travel, travel vouchers must be submitted for approval
by the Director for reimbursement.
O. Drugs in the Workplace
As a term and condition of employment by the Library, all
employees are prohibited from the unlawful manufacture, dispensing,
possession or use of illegal drugs and controlled substances on
Library's premises. No consumption of alcoholic beverages shall be
permitted on Library property. Alcohol use shall not interfere with
employees' abilities to carry out responsibilities of their
positions. This policy is issued, in part, to ensure compliance with
the Drug-Free Workplace Act of 1988. The Library also recognizes the
health risks employees assume for themselves, and actions, which may
jeopardize the safety of others, when substance abuse interferes
with the performance of their job duties. The Library will take
appropriate personnel actions, consistent with federal, state and
local laws in response to any violation of this policy.
P. Affirmative Action/Equal Employment Opportunity Policy
Statement
The Library is subject to Titles VI and VII of the Civil Rights
Act of 1964, Title IX of the Education Amendments of 1972, the Age
Discrimination in Employment Act, The Vietnam Era Veteran
Readjustment Assistance Act of 1974, Federal Executive Order 11246
and relevant Rhode Island statutes.
The Library affirms its commitment to provide equal employment
and advancement opportunities, including educational opportunities
and benefits, to all persons, male or female, disabled veterans,
Vietnam Era Veterans and individuals with disabilities without
regard to race, color, religion, sex, sexual orientation, age,
political affiliation or national origin. The policy is applicable
to all aspects of employment, promotion, administration and
grievance procedures. Recruitment is based solely on qualifications
for positions being filled.
Q. Policy on Harassment
Harassment, from any source, of Library members, staff or
volunteers will not be tolerated. It is the intention of the Library
that all employees can work or meet in the Library in security and
dignity, and are not required to endure discrimination in the form
of insulting, degrading or exploitative treatment.
Sexual harassment is discriminatory and unlawful and will not be
tolerated by the Library. It should be understood by all members of
the staff that consenting amorous relationships occurring in the
context of employment supervision at any level present serious
ethical concerns and create a work environment charged with
potential conflict of interest. Written, verbal and/or physical
actions between peers or colleagues which are not welcome or not
returned may be considered sexual harassment. Sexual remarks or
physical conduct of a sexual nature may be offensive or make certain
people uncomfortable even if others would not feel that way.
Unwanted behavior should be stopped immediately. Acts or expressed
attitudes that may represent sexual harassment are contained in, but
are not limited to those listed in Guidelines on Discrimination
Because of Sex by the Equal Employment Opportunity Commission, 19
Code of Federal Regulations Parts 160 & 11A. The Library will refer
to these guidelines as the primary basis for dealing with any
complaints in this category.
R. Compliance with the Americans with Disabilities and
Rehabilitation Acts of 1973
The cooperative efforts and shared expertise of the staff will
enable the Library to implement effective strategies to ensure that
individuals with disabilities, as defined by the ADA (see
definitions below) and who are otherwise qualified, can maintain
their status as employees. In such cases the disability or
disabilities must be reliably documented as representing either a
present impairment or a past record of impairment.
The definition of disability according to the ADA is "Physical or
mental impairment that substantially limits one or more major life
activities, including but not limited to the following: blindness or
visual impairment, diabetes, epilepsy, heart disease, mental or
emotional illness, mental retardation, multiple sclerosis, muscular
dystrophy, AIDS, orthopedic or speech impairment and perceptual
disabilities such as dyslexia and minimum brain dysfunction."
S. Access to Employee Files
Employment records are the property of the Library and will be
maintained in confidence except as access to such records is
necessary for the business needs of the Library and as disclosure
may be required by law. Employees are granted reasonable access to
their official personnel records in accordance with applicable laws.
Individuals outside of the Library will not be permitted to view an
employee's personnel file unless a written release has been provided
by the employee or such access is required by law or by legal
counsel. Employees may review their employment records during
business hours by requesting an appointment with the Director.
Normally, 24 hours prior notice will be required for employees to
view their personnel files. Employees may request that relevant
documents be added to their employment files. Such documents may
include letters of reference, certificates of achievement and copies
of educational documents that reflect career/personal achievements.
Requests to add or remove documents from an employment file and to
make other changes should be submitted to the Director. Such changes
include: address changes, telephone number changes, name changes.
T. Confidential Information and Software Piracy
The Library complies with all local, state and federal laws
regulating intellectual property rights, including copyright
infringement, confidential information and software piracy.
1. Copyright Infringement
The reproduction by any means of any copyrighted material which
has not been placed in the public domain or, if software,
distributed as freeware or shareware without the consent of the
copyright holder is expressly prohibited except as otherwise
permitted by specific exceptions as set forth in the laws covering
copyright. Violations of the copyright policy may result in
individual liability for copyright infringement.
2. Software Piracy and Computer Security
The Library recognizes the EDUCOM code on Software and
Intellectual Rights with respect to unauthorized or illegal use of
software. Employees who purchase and/or use copyrighted and/or
licensed software in the performance of their job functions are
expected to abide by all the conditions of the vendor's agreement
enclosed with the program, including restricted limitations on
copying, use and distribution of the program and documentation.
The Library's computer and information system is a shared
resource. Access to the network is conditioned upon strict
compliance with rules and regulations established by the Director.
No user of the network is permitted to invade the files of another
without the user's consent or to use the network to engage in any
illegal or unethical activity.
U. Confidential Information
Access to confidential information is restricted to those who
have a need to know or use the information data, as defined by job
duties and subject to appropriate approval. Anyone who receives
confidential information has a responsibility to maintain and
safeguard this information and to use it with consideration and
ethical regard for others. Circumventing or attempting to circumvent
restrictions on the use and dissemination of confidential
information is considered a serious offense.
The Library retains ownership of all administrative information
created or modified by employees as part of their job functions.
Access to information is granted to a particular individual based on
the need to use specific data, as defined by the job duties and
subject to appropriate approval. As such, this access cannot be
shared, transferred or delegated. Library employees are expected to
safeguard the accuracy and confidentiality of administrative
information and to ensure that the information is protected from
unauthorized access, use or destruction.
Abuse or misuse of the network system, unauthorized access,
dissemination or failure to properly protect confidential
information or violation of any of the aforementioned policies, may
result in disciplinary measures being taken against an employee,
including termination.
SECTION II
EMPLOYEE BENEFITS
A. Health Plans
Full-time employees of the Library are offered individual
coverage in a group health insurance policy currently administered
by Blue Cross/Blue Shield of Rhode Island. Employees are also
offered coverage under a Delta Dental plan. Health and dental
insurance becomes effective the first day of the month following or
coinciding with the date of hire. Coverage ceases at the end of the
month in which eligibility ends. Administration of health benefits
by the Library will be specifically outlined on an individual basis
for retired or terminated employees wishing to continue coverage at
their own expense through the Library's plans. Updated contracts for
both health and dental insurance plans are on file at the Town
office. Employer-paid premiums for coverage of new employees were
reduced to 80% in March 1996.
B. Life Insurance
The Director receives a life insurance policy.
C. Retirement Plan
Full-time employees are covered by the State of Rhode Island
Municipal Employees Retirement System.
E. Worker's Compensation Insurance
Eligible Library employees are covered by statutory Rhode Island
Worker's Compensation Insurance (WC) for all eligible employees
incurring job-related injury or disability. Employees who are absent
for more than three (3) consecutive days because of work related
injury or disability are eligible for benefits. Appropriate forms
must be completed at the time disability is incurred. Benefits
include but are not limited to medical expenses and, in some
instances, some or all lost wages. Employees may not receive
benefits under Rhode Island Temporary Disability Insurance (RITDI)
if they are receiving compensation under a WC claim or benefits
under an unemployment compensation law of any state of the United
States.
F. Unemployment Compensation
The Library provides unemployment insurance through the standard
program of the State of Rhode Island.
Library Leave Policy - revised
(Adopted by the Trustees, August 20, 2002)
G. Leave
a. Vacation leave provided by the Library represents a form of
compensation for all full-time personnel. Request for vacation leave
must be made in writing to the Director at least one month in
advance of the planned absence. Sufficient notice is required in
order to allow scheduling adjustments.
Vacation credit entitlement over forty hours must be used during
the fiscal year following that in which it was earned. This is
subject to changes outlined below for employees engaged after this
policy has been approved. Holidays falling during an employees
vacation are not counted as vacation leave. Days on which the
Library may be closed because of bad weather conditions or other
emergency are not counted as vacation leave.
During first 6 months of employment no vacation
After completion of 6 months 2 weeks vacation accrued
After completion of 9 months 3 weeks vacation accrued
After completion of 1 year 4 weeks vacation accrued.
Note that the present four-week (twenty working days) vacation
allowance remains applicable for all present full-time employees as
of March 1, 2002 In general, unused vacation time for the current
fiscal year will be compensated on a pro-rated basis upon
termination, resignation or retirement. Employees will be charged
for any unearned vacation time taken at the time of their
separation.
b. Sick Leave.
Sick leave is to be considered separately from vacation leave.
Full-time employees accumulate at the rate of 1 ½ hours per week,
not to exceed thirteen days per year. If medical or dental
appointments cannot be scheduled during non-working hours, sick
leave will be allocated to cover these contingencies. Work-related
injury is covered by Workers Compensation insurance (cf. paragraph
E). An employee who has used all available sick days and is in need
of additional sick time may request use of the current years
vacation days by special arrangement with the Director. If sick
leave is used for three or more continuous days medical
documentation must be provided. Unused sick leave can be accumulated
up to 180 days. Upon retirement, full-time employees shall be paid
50% of the value of unused sick leave. Employees are eligible for
benefits from Rhode Island Temporary Disability Insurance when
applicable.
c. Bereavement Leave
Up to three days of leave with pay, approved by the Director, are
allowed for death occurring in an employees immediate family or
household.
d. Family Leave.
In accord with the Federal and State law, up to a maximum of
three months (twelve work weeks) of leave during a twelve-month
period may be granted to eligible employees (i.e. those who have
worked for the Library for at least twelve months) for family or
medical reasons, including maternity and attendant problems.
Ordinarily thirty days advance notice must be given when such leave
is "foreseeable." Accrued sick leave may be used first as
appropriate, with the remainder of the twelve workweeks to be
without pay. Documentation of the health condition necessitating the
employees absence is required prior to leave approval. The period
of up to twelve weeks of family leave doesnt have to be taken at
one time and work schedule may be modified accordingly. During the
period of family or medical leave, the Library will continue the
employees health insurance coverage under the same conditions as
those existing prior to taking leave. In the event that an employee
chooses not to return to work at the Library, he/she will be
expected to reimburse the Library for health insurance premiums
incurred by the Library exclusive of premiums covering paid leave.
On return from family leave, employees will be restored to their
same position or equivalent with the same benefits, salary and other
employment terms as were in effect at the time leave was granted.
During unpaid Family/Medical and extended Short-Term Disability
Leave, employees accrue sick time as if they were working, but
cannot use that sick time until they return to regular active
employment. Employees on paid leave continue to accrue and may use
accrued sick time. Sick time accrued prior to the start of a
Family/Medical or extended Short-term Disability Leave may be used
during that leave.
e. Jury Duty
A paid leave of absence will be granted by the Library for the
duration of jury duty for which an employee is called. Any fees
received by the employee in compensation for such jury duty will be
reimbursed to the Town.
f. Unpaid Leave of Absence
For valid reasons (e.g. professional development or other
significant personal matters) a staff member may apply to the
Director for an unpaid leave of absence not to exceed three calendar
months. In general, the longer the time requested for a good cause,
the longer the period of advance notice will have to be. The Library
will not normally hold open an employees position if the granted
leave of absence exceeds this approved limit.
g. Paid holidays
Full-time employees continue to draw salary on official holidays.
Holidays occurring during paid leave of absence will not count as
leave. The Library will be closed on the following official
holidays:
New Years Day Labor Day
Martin Luther King Day Columbus Day
Presidents Day Veterans Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
Victory Day
Up to two "floating holidays" may be declared by the director.
h. Personal days
Full-time employees will be granted three personal days per year.
They cannot be accumulated. If possible, the Director shall be
notified three days in advance
i. Educational Benefits
With advance approval of the Director, employees may be given
time off for attending courses that are directly applicable and
valuable to the employee's job performance and hence to the Library.
Employees will be expected to try to schedule such courses outside
of regular working hours. Prior to undertaking any outside
educational program, the employee must make a commitment to remain
in the employ of the Library for a period that is mutually agreeable
both to the Library and to the employee.
Adopted by the Board of Trustees DECEMBER 1996
Revised Aug. 20, 2002
