It is Library policy to make bulletin board and free materials space available as a privilege to individuals, community groups and organizations

The privilege of placing exhibits, posters, free materials and displays in the Library may be granted subject to the following conditions:

1. Posters announcing bazaars or programs sponsored by any local educational, governmental, religious, or fraternal organizations may be displayed provided there is room for such displays and they are of a reasonable size. Generally, posters should be exhibited for a period not to exceed three weeks.

2. No other poster, display, exhibit, pamphlet, brochure, leaflet, newspaper, newsletter, or booklet shall be exhibited, displayed or placed in the Library for distribution without permission from the Library Director.

3. No poster or display shall be permitted which advocates or solicits consideration of any product or item sold by any commercial enterprise.

SOLICITATION FOR MONEY ON THE PREMISES

It is Library policy that the Library be a place free from commercial or charitable solicitation other than for the Library or the Friends of the Library.

Approved

Jamestown Library Board of Trustees

Nov. 18, 1993

In accord with our Mission Statement, the Jamestown Philomenian Library endeavors to develop resources and services to meet the informational needs of our community. Advances in technology have made possible many new library resources, some of which are used and accessed in ways different from print media. This statement is intended to outline library policies and user responsibilities regarding electronic resources and the Internet.

Most electronic information resources, including the Internet, are accessed through public-access computer workstations at the Library. Use of any computer workstation shall constitute acceptance by the user of the Library’s policies, and agreement to follow these policies. This acceptance is reaffirmed each time a workstation is used.

The Internet is a global electronic network that offers access to a nearly unlimited variety of materials and information. However, the quality of that information varies greatly. Not all resources on the Internet provide information that is accurate, complete, current, or legal. Some Internet sites contain material that you may find to be offensive, disturbing, and inappropriate for children. The Jamestown Philomenian Library does not monitor and has no control over the content of materials on the Internet, which often change rapidly and unpredictably.

Users are responsible for the choice of Internet sites that they visit, and the Jamestown Philomenian Library cannot be held responsible for the contents of any site. Just as the Library does not vouch for or endorse the viewpoints of written materials, we do not do so for electronic information, including Internet sites.

Library staff can provide guidance to users, and suggest appropriate sites. Our home page offers easy and convenient access to valuable local, national, and international resources.

In no event shall the Jamestown Philomenian Library have any liability for lost profits or for any direct or indirect special, punitive, or consequential damages, or any liability to a third party, even if the Library is advised of the possibility of such damages, arising from the use of its connection to the Internet.

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 employee’s 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 year’s 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 employee’s 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 employee’s absence is required prior to leave approval. The period of up to twelve weeks of family leave doesn’t 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 employee’s 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 employee’s 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 Year’s 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