Personnel Library Guidelines Policy

1. Equal Employment Opportunity

The Library will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race (and traits associated with race including but not limited to hair texture and protective hairstyles), color, religion, sex, gender, pregnancy, sexual orientation, gender identity, national origin, ancestry, work authorization status, citizenship status, age, physical or mental disability, marital status, order of protection status, genetic information, reproductive health decisions, family responsibilities, military status, unfavorable discharge from military service or status as a veteran in accordance with applicable federal, state and local laws governing nondiscrimination in employment. Such action shall include but is not limited to: initial consideration for employment, job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination.

Any employee who believes this policy has been violated should report the situation to Human Resources or the Library Director. All such matters will be held in confidence, thoroughly investigated and rectified if a policy violation is identified. Please refer to the policy governing sexual and other types of harassment for more detailed information concerning the Library’s investigative procedures.

The Library strongly encourages use of this policy if necessary and assures its employees that they need fear no reprisals for bringing forth a good faith claim, regardless of the results of any investigation.

2. Anti-Harassment and Non-Discrimination

The Glen Ellyn Public Library is committed to maintaining a work environment that is free of all forms of discrimination and harassment, including sexual harassment, which are all illegal under the Illinois Human Rights Act (IHRA) and Title VII of the

U.S. Civil Rights Act of 1964 (Title VII). In keeping with this commitment, it is the policy of the Library to maintain a work environment free from all forms of harassment and to insist that all employees be treated with dignity, respect, and courtesy. The Glen Ellyn Public Library will not tolerate discrimination or harassment by anyone, including any supervisor, employee, vendor, customer, contractor, or other regular visitor of the Library. Violation of this policy shall be considered grounds for disciplinary action up to and including termination.

DISCRIMINATION
Discrimination consists of employment actions taken against an individual based on an actual or perceived characteristic protected by law, such as sex, race (and traits associated with race including but not limited to hair texture and protective hairstyles), color, ancestry, national origin, citizenship status, work authorization status, religion, age, disability, marital status, sexual orientation, gender identity, pregnancy, military or veteran status, genetic information, order of protection status, or any other category protected by applicable law. In other words, discrimination occurs when an individual is treated differently or unequally because the individual is a member of or a perceived member of a protected group.

HARRASSMENT
Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s actual or perceived protected status such as race (and traits associated with race including but not limited to hair texture and protective hairstyles), color, ancestry, national origin, citizenship status, religion, sex, pregnancy, sexual orientation, gender identity, age, disability, marital status, military or veteran status, genetic information, order of protection status, or any other category protected by applicable law. The Glen Ellyn Public Library will not tolerate harassing conduct that affects tangible job benefits, interferes unreasonably with an individual’s work performance, or creates an intimidating, hostile or offensive working environment.

The conduct forbidden by this policy specifically includes, but is not limited to:

• Epithets, slurs, negative stereotypes or intimidating acts that are based on a person’s protected status
• Written or graphic material circulated within or posted within the workplace that shows hostility toward a person because of his or her protected status

DEFINITION OF SEXUAL HARRASSMENT
Sexual harassment, as defined by the IHRA consists of unwelcome sexual advances, requests for sexual favors; and other verbal or physical conduct of a sexual nature when made by any employee to another employee where:

• Submission to such conduct is made either explicitly or implicitly a term or condition of a person’s employment.
• Submission to or refusal to engage in such conduct is used as the basis for any employment decisions affecting such individual; or
• Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Sexual harassment, as defined above, may include, but is not limited to:

• Uninvited sex-oriented verbal “kidding” or demeaning sexual innuendoes, leers, gestures, teasing, sexually explicit or obscene jokes, remarks or questions of a sexual nature;
• Graphic or suggestive comments about an individual’s dress or body;
• Displaying sexually explicit objects, photographs or drawings;
• Unwelcome touching, such as patting, pinching or constant brushing against another’s body; or
• Suggesting or demanding sexual involvement of another employee whether or not such suggestion or demand is accompanied by implicit or explicit threats concerning one’s employment status or similar personal concerns.

Even if two or more individuals are engaging in consensual conduct, such conduct could constitute harassment of or discrimination against another individual who witnesses or overhears the conduct.

INVESTIGATIVE
Everyone is responsible to help ensure that harassment and discrimination do not occur and are not tolerated. An individual who believes that he or she has been subjected to sexual or other types of harassment or discrimination, or who has witnessed harassment or discrimination, should immediately submit a complaint to his or her supervisor, or the Human Resources Department. If a manager or supervisor receives a complaint of harassment or discrimination or becomes aware of such conduct, the complaint or conduct shall be immediately reported to the Human Resources Department.

The Human Resources Department, or its designee, shall promptly investigate all complaints and make all reasonable efforts to resolve the matter informally. These efforts may include, but are not limited to, convening conferences with the complainant and/or the accused harasser/discriminator to discuss the complaint and the results of the investigation.

Complaints by an elected/appointed official against another elected/appointed official shall be submitted to the Director. The Director shall, in consultation with legal counsel for the Library, ensure that an independent review is conducted with respect to such allegations.

The right to confidentiality, both of the complainant and of the accused, will be respected and consistent with the Library’s legal obligations and with the necessity to investigate allegations of misconduct and to take corrective action when this conduct has occurred.

A substantiated complaint against an employee will subject the individual to disciplinary action, up to and including termination. The Glen Ellyn Pubic Library will also take appropriate action to address a substantiated complaint of discrimination or harassment by a third party or non-employee. If an investigation results in a finding that the complainant falsely accused another of harassment or discrimination knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, including the possibility of discharge.

RETALIATION PROHIBITED
Reporting harassment or discrimination or participating in an investigation will not reflect adversely upon an individual’s status or affect future employment. Any form of retaliation against an employee who reports harassment or discrimination or participates in an investigation is strictly prohibited by the Illinois Human Rights Act, the Illinois Whistleblower Act, Title VII of the Civil Rights Act of 1964, and company policy. Any employee who retaliates against another for exercising his or her rights under this policy shall be subject to discipline, up to and including termination. The Glen Ellyn Public Library will also take appropriate action to address a third party or non-employee who engages in retaliation.

The purpose of this policy is to establish prompt, thorough and effective procedures for responding to every complaint and incident so that problems can be identified and remedied internally. However, an individual has the right to file formal charges with the Illinois Department of Human Rights (IDHR) and/or the United States Equal Employment Opportunity Commission (EEOC). An IDHR or EEOC complaint must be filed within 300 days of the alleged incident(s) unless it is a continuing offense.

Contact Information:
Illinois Department of Human Rights (IDHR)
ShapeChicago 312-814-6200 or 800-662-3942 Chicago TT  866-740-3953
Illinois Human Rights Commission (IHRC) Chicago 312-814-6269
Chicago TTY   312-814-4760
United States Equal Employment Opportunity Commission (EEOC) Chicago 800-669-4000
Shape TTY 800-869-8001

3. Whistle Blower Policy

As a beneficiary of the public trust and a steward of public monies, Glen Ellyn Public Library must be the pinnacle of sound financial, auditing, and management standards and practices.  The Library is committed to the highest standards of openness and accountability.  An important aspect of accountability and transparency is a mechanism to enable staff and other members of the Library to voice concerns in a responsible and effective manner.  When an individual discovers information which he or she believes shows serious malpractice or wrongdoing within the organization, this information should be disclosed internally without fear of reprisal, and there should be arrangements to enable this to be done.  This policy ensures that no members of staff should feel at a disadvantage in raising legitimate concerns.

This policy is designed to enable employees and trustees of the Library to raise concerns internally and at a high level and to disclose information which the individual believes shows fraudulent or unethical behavior or impropriety.  This policy is intended to cover concerns which are in the public’s interest and may at least initially be investigated separately but might then lead to the invocation of other procedures.

It should be emphasized that this policy is intended to assist individuals who believe they have discovered fraudulent or unethical behavior or impropriety.  It is not designed to question financial or business decisions taken by the Library, nor should it be used to reconsider any matters which have already been addressed under harassment, complaint, disciplinary, or other procedures.

Procedure for Reporting Financial, Auditing, or Governance Improprieties

If a trustee, administrator, or employee becomes aware of, or has a reasonable good faith belief that, the library’s internal controls, auditing function, accounting systems, or governance policies are compromised, threatened, or contrary to prescribed procedure or policy, that person must report the concern immediately, either in person or anonymously in writing.  If the person with the concern is an employee, s/he should report the concern to a supervisor, who will immediately share with the Director.  If the Director is involved in the concern, the supervisor will report it directly to a trustee.  If the person with a concern is a trustee, s/he shall immediately report it to an officer of the Board.

Examples of such improprieties include, but are not limited to, the following:

• Supplying false or misleading information on the library’s financial documents, including the tax return (990)
• Financial malpractice
• Unethical behavior
• Supplying false information to or withholding material information from the library’s auditors
• Violation of the conflict of interest, business credit card use, or personal order policies
• Library assets being used for personal gain or benefit
• Payment for services or goods that are not rendered or delivered
• Embezzlement
• Planning, facilitating, or concealing any of the above

An investigation of the report will be undertaken by the appropriate person(s), which will be determined by the type of concern or complaint and the person(s) suspected of improprieties.  There are several appropriate persons to oversee an investigation including, but not limited to, the Business Department (auditing functions or accounting systems), Board officers (conflict of interest or administration concerns), or administration (concerns involving staff).  The complaint, all steps of the investigation, and the resolution or findings will be documented in a written file to be kept indefinitely in the Library’s official record.  If the concern was not submitted anonymously, the investigator must acknowledge receipt of the complaint within fourteen days.

Under this policy, those who report suspected improprieties are protected from retaliation.  The matter will be treated as confidential to the greatest extent possible, consistent with the need to investigate and prevent or correct the suspected action(s).  The individual making the report will not be dismissed, harassed, or discriminated against for reporting in good faith what they perceive to be impropriety.  However, persons who make unfounded allegations that have proven to have been made recklessly, maliciously, or with the foreknowledge that the concern expressed was false, will be subject to disciplinary action.  In addition, anyone who retaliates against an individual who reports a suspected concern will be subject to disciplinary action.

4. Hiring

The selection of staff members is delegated to the Library Director, who in turn may delegate hiring decisions in each department to the Department Director.

The Glen Ellyn Public Library is an Equal Employment Opportunity Employer.

Employment of members of the immediate families of current staff is permitted so long as they are qualified and not appointed to positions directly or indirectly supervising or supervised by another family member.

Employment of members of the immediate family (child, spouse, parent, sibling, grandparent, aunt, uncle, in-laws of the same degree) of Board members or the Library Director is not permitted.

5. Open Door Communications

The Library strives to maintain an “open door” policy of communications, whereby employees are free to ask questions and voice concerns to each other, or to any level of management. The Library encourages open and candid feedback.

Employees with a problem or question are encouraged to first discuss it one-on-one with the involved individual(s). If the matter is not resolved, the employee may discuss it with their supervisor, who has primary responsibility for resolving employee concerns.

Employees who wish to discuss a matter further, or have a particular question that they are not comfortable discussing with their supervisor, are free to discuss the issue with another member of management. Employee questions or problems will always receive immediate attention and be resolved as soon as possible.

E-mail communication as a mode to resolve an issue or problem is highly discouraged.

6. Complaints

An employee who feels he/she has a legitimate complaint regarding any aspect of employment are encouraged to attempt to resolve the matter informally through their supervisor via the open door communications policy before invoking a formal grievance procedure.

If the informal effort to resolve a problem is not successful, an employee who feels that he/she has a legitimate complaint regarding employment with the Library should state the complaint in writing and submit it to the Department Head. If the employee feels the response of the Department Head has not satisfactorily resolved the complaint, the Department Head’s decision may be appealed to the Library Director.

7. Reasonable Accommodations

The Library follows the Americans with Disabilities Act of 1990 as amended, the Illinois Human Rights Act and Title VII of the Civil Rights Act and will attempt to provide reasonable accommodations for qualified individuals with disabilities; women affected by pregnancy, childbirth, or related conditions in the workplace; and individuals who request such accommodations for their religious beliefs or practices unless such accommodations would present an undue hardship for the Library.

Reasonable accommodations apply to all covered employees and applicants, and include hiring practices, job placement, training, pay practices, promotion and demotion policies, access to benefits, and layoff and termination procedures.

As noted above, individuals who may request a reasonable accommodation include:

• A qualified individual with a disability, which includes any individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the job the individual has or wants, and does not pose a direct threat to the health or safety of himself /herself or other individuals in the workplace;
• A pregnant individual, which includes any woman affected by pregnancy, childbirth, or medical or common conditions related to pregnancy or childbirth. (For more information about pregnancy accommodations, see https://dhr.illinois.gov/content/dam/soi/en/web/dhr/publications/documents/pregnancy-posting-idhr-eng-2023.pdf); and
• An individual who requests reasonable accommodations that will allow the individual to meet the requirements of or practice his or her religion.

Should you require a reasonable accommodation in the workplace, please contact your supervisor as soon as possible.

8. Confidential Information

All employees must safeguard confidential information obtained because of working for the Library. This information includes, but is not necessarily limited to visitor information, customer (including but not limited to visitor bank account numbers, credit card information, addresses, phone numbers, and email addresses), visitor histories and preferences, financial plans, investments, operating and marketing information and procedures, mailing lists, mailing list strategies, private personal information concerning the Library’s employees, and, in particular, any material identified by the Library as “confidential.”

Access to confidential information should be on a “need to know” basis and must be authorized by the Library Director. Unauthorized use or disclosure of any confidential information will cause irreparable harm to the Library. The Library may seek all remedies available under the law for any threatened or actual unauthorized use or disclosure of confidential information. Any employee who is unsure about the confidentiality of any information should immediately seek the assistance of the Director prior to disclosing such information.

Employees should use reasonable security measures with respect to confidential information, including but not limited to the following:

• Confidential information should not be disclosed to any third party except upon the Library’s prior approval;
• No copies should be made of any confidential information except to promote the purposes of the employee’s work for the Library;
• Employees should not use confidential information for their own benefit, nor for the benefit of any third party, without the Library’s prior approval.

Immunity from Liability for Confidential Disclosure of a Trade Secret to the Government or in a Court Filing: (1) Immunity—An individual shall not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that—(A) is made—(i) in confidence to a federal, state or local government official, either directly or indirectly, or to an attorney; and (ii) solely for the purpose of reporting or investigating a suspected violation of law; or (B) is made in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal. (2) Use of Trade Secret Information in Anti-Retaliation Lawsuit—An individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the trade secret to the attorney of the individual and use the trade secret information in the court proceeding, if the individual—(A) files any document containing the trade secret under seal; and (B) does not disclose the trade secret, except pursuant to court order.

All confidential information shall remain the sole property of the Library, and all copies must be returned to the Library upon termination of employment or upon demand at any other time.

9. Disciplinary Action Policy

As an integral member of the Library team, you are expected to accept certain responsibilities, adhere to acceptable business principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times. This not only involves sincere respect for the rights and feelings of others, but also demands that both in your business and in your personal life you refrain from any behavior that might be harmful to you, your co-workers, visitors, and/or the library.

Whether you are on duty or off, your conduct reflects on the Library. You are, consequently, encouraged to observe the highest standards of professionalism at all times.

These rules and regulations, and others which may be established from time to time, are published to provide and promote understanding of what is considered unacceptable conduct. These rules are not all inclusive, and unacceptable conduct not specifically covered by these rules may result in disciplinary action depending upon the circumstances. Any of the following acts of misconduct are in violation of the Library’s rules. Repeated violations of the same rule, violations of more than one rule in a single act, violations of different rules at different times and aggravating circumstances may be cause for accelerated, compound disciplinary action or termination.

These guidelines apply to all employees.

Group One Rules:

• Stopping work before the specified end of the workday.
• Loitering during work hours.
• Regular failure to fill out time sheet or to otherwise accurately account for time worked.
• Repeated failure to be at the workstation at the scheduled beginning of the workday.
• Smoking, eating or drinking in prohibited areas.
• Creating or fostering unsanitary conditions.
• Posting or removal of notices on or from Library bulletin boards without the expressed, prior approval of the Director.
• Unexcused absenteeism.
• Careless operation of Library equipment.
• Obscene, abusive, inflammatory or derogatory language. This includes the spreading of rumors and/or malicious gossip.
• Horseplay or fighting during working hours.
• Threatening and/or coercing fellow employees during working hours.
• Outside employment which conflicts with Library interests or inhibits the employee’s ability to function effectively.
• Negligent actions that might result in injury to co-workers or damage to Library property.
• Unauthorized possession or use of Library, visitor or employee property.
• Falsifying employment application, time sheet, expense report, personnel or other documents or records of the Library.
• Possession, distribution or use of weapons (including firearms) or explosives, or violating criminal laws on the premises of the Library.
• Dishonesty, fraud, theft or sabotage against the Library or its employees.
• Insubordination or failure to perform reasonable duties which are assigned.
• Unauthorized use of material, time, equipment or property of the Library or a visitor.
• Conduct that the Library feels reflects adversely on the employee or the Library.
• Performance that does not meet the requirements for the position.
• Abuse or negligence of our security or confidential materials.
• Installing unauthorized or illegal copies of software on a Library-owned computer.
• Revealing any confidential information to any person who isn’t authorized to receive it, and who does not need to know it.
• Violation of the Library’s drug/alcohol policy.
• Any behavior that results in an employee not performing his/her job.
• Engaging in such other practices as the Library determines may be inconsistent with the ordinary and reasonable rules of conduct necessary to the welfare of the Library, its employees or visitors.

Should your performance, work habits, overall attitude, conduct, or demeanor become unsatisfactory in the judgment of the Library, based on violations either of the above or any of the other Library policies, rules, or regulations, you will be subject to disciplinary action as follows.

First Offense – Verbal Warning
Second Offense – Written Warning
Third Offense – Disciplinary Suspension with or without pay at the discretion of the Library
Fourth Offense – Discharge

The Library is not necessarily required to go through the entire disciplinary action process. Discipline may begin at any step, dependent upon the severity of the incident. The progressive disciplinary steps and the failure to follow the steps in every situation does not in anyway create a contractual right to continued employment.

The Library reserves the right to conduct an investigative suspension. An investigative suspension is a period of time, normally not to exceed five (5) working days, during which an employee is relieved of his or her job with pay pending an investigation of the employee’s major incident(s) of non-performance, inappropriate behavior, and/or violation of Library rules.

An employee may be placed on investigative suspension when it is necessary to make a full investigation to determine the facts of the case.

10. Anti-Bullying Policy

The Library prohibits acts of harassment or bullying. The Library has determined that a safe environment is necessary for employees to be successful and productive. Bullying, like other disruptive or violent behaviors, is conduct that disrupts both an employee’s ability to positively contribute to the organization on a day-to-day basis and the Library’s ability to successfully run its business.

“Bullying” is conduct that meets all three of the following criteria:

1. is directed at one or more employees;
2. substantially interferes with work/prevents work from being accomplished; and
3. adversely affects the ability of an employee to contribute in a positive manner in the workplace by placing the employee in reasonable fear of physical harm and/or by causing emotional distress.

Examples of bullying behavior may include but are not limited to:

• spreading malicious rumors, gossip, or innuendo about another employee
• excluding or isolating someone socially
• intimidating a person
• undermining or deliberately impeding a person’s work
• physically abusing or threatening abuse
• removing areas of responsibilities without cause
• constantly changing work guidelines
• establishing impossible deadlines that will set up the individual to fail
• withholding necessary information or purposefully giving the wrong information
• making jokes that are ‘obviously harassing’ by spoken word or e-mail (see the organization’s Sexual and Other Forms of Harassment for more guidance in this area)
• intruding on a person’s privacy by pestering, spying or stalking
• assigning unreasonable duties or workload which are unfavorable to one person (in a way that creates unnecessary pressure)
• underwork – creating a feeling of uselessness
• criticizing a person persistently or constantly
• belittling a person’s opinions (i.e., disagreeing with a person’s opinions in a manner that suggests the person is incapable of forming an educated opinion or that the person’s opinions are not as important as compared to others).
• unwarranted (or undeserved) punishment
• blocking applications for training, leave or promotion
• tampering with a person’s personal belongings or work equipment.

All employees have a responsibility to stop bullying in the workplace. Bystander support of bullying can encourage further bullying; therefore, the organization prohibits both active and passive support for acts of bullying. Employees are encouraged to report acts of bullying to the appropriate person as described below.

An employee who believes that he or she has experienced or witnessed bullying is encouraged to report the incident as soon as possible to his or her supervisor or, in the alternative, Human Resources. A supervisor who receives a report under this policy must immediately inform Human Resources unless the complaint involves Human Resources, in which case the supervisor should inform the Library Director. Reports may be made anonymously, but formal disciplinary action may not be based solely on the basis of an anonymous report. Employees are also encouraged to review the organization’s policies concerning “Sexual and Other Forms of Harassment” and “Workplace Violence” for further guidance.

A prompt, thorough, and complete investigation of each alleged incident will be conducted. The Library prohibits reprisal or retaliation against any person who reports an act of bullying. The Library prohibits any person from falsely accusing another as a means of bullying. An employee found to have violated this policy may be disciplined up to and including termination of employment.

11. Paid Relief Periods

Each employee is allowed a relief period of twenty (20) minutes of Library time during each continuous working schedule of four (4) hours or more.

An employee may use a paid relief period to extend a meal break by 15 minutes in lieu of taking a paid relief break at another time during the day.

Employees may not use the relief period to shorten their scheduled workday.

12. Meal Breaks

A non-exempt employee who is scheduled to work 7.5 hours on a given day must be allowed a meal break of at least 30 minutes after no more than 5 hours of work.

13. Attendance

Consistent attendance and punctuality contribute to the success of the Library’s business operations. Attendance problems disrupt operations, lower productivity and create a burden for other employees. All employees of the Library are expected to assume responsibility for their attendance and promptness. Poor attendance will be reflected in an employee’s performance review, and is subject to disciplinary action up to and including termination.

Employees who are unable to report to work as scheduled must contact their immediate supervisor and as soon as possible before their starting time, providing the reason for the absence and the estimated time of return. Additionally, all employees are expected to clear with their supervisors, in advance, any partial or full day appointments.

Employees who are absent for three or more days without calling are considered as having voluntarily quit.

14. Resignation / Notice

A notice of resignation must be confirmed in writing, either by the staff member or the supervisor, and a copy immediately forwarded to the Business Office. It should include the last day of work, the effective date of the resignation, and the reason for the resignation.

A Department Director or professional (MLS) employee submitting his/her resignation is requested to provide four weeks written notice. All other employees are requested to provide two weeks’ written notice before voluntarily terminating employment. The notice period allows the Library to transfer work and prepare an employee’s final pay and benefit notices. The Library reserves the right to decline such notice or portions thereof when deemed appropriate.

Department Heads are expected to complete offboarding tasks assigned by Bamboo HR following the staff member’s last day

15. Emergency Closures

In the event of an emergency closure of the Library, full time staff shall be paid for their regularly scheduled hours.

Part time staff members who are in the Library when it closes due to an emergency are paid for their regularly scheduled hours.

If the Library re-opens during an employee’s regularly scheduled hours, all regularly scheduled employees shall be expected to return to work.

Other part-time staff that has not yet reported for work will not be paid but may make up regularly scheduled hours within a two-week period by arrangement with the Department Head.

16. Drug Free Workplace

The Library has a longstanding commitment to provide a safe and productive work environment. Alcohol and drugs in the workplace, including cannabis, pose a threat to the health and safety of employees and to the security of our equipment and facilities. For these reasons, the Library is committed to the elimination of drug and/or alcohol use and abuse in the workplace.

Prohibited Activity
The possession, consumption, purchase, sale, transfer, or distribution of alcohol on Library premises is prohibited, unless an exception is made by the Library. No employee shall be under the influence of alcohol while on Library premises or while performing Library business off Library premises except a moderate amount of alcohol may be consumed at approved Library events provided such consumption does not adversely affect an employee’s behavior or judgment and, if the employee will drive a motor vehicle following the event, does not adversely affect the employee’s ability to safely and legally drive the vehicle. A violation of this moderate consumption rule will result in discipline up to and including termination of employment.

“Legal drugs” are: (1) drugs that are permitted under state or federal law, (2) obtained by an employee with a physician’s prescription or over-the-counter, and (3) used for the purposes for which they were prescribed or sold. Employees are responsible for consulting with their doctors about a prescription medication’s effect on their ability to work safely, and promptly disclose any restrictions to their supervisor. In the event an employee fails to report such restrictions and creates a safety threat, neither a physician’s prescription nor other medical reason will be an acceptable excuse for being in violation of this policy. Employees should not, however, disclose underlying medical conditions unless specifically directed to so.

Employees using cannabis, medical or otherwise, must be aware of any potential effect such drugs may have on their judgment or ability to perform their duties and may not possess, use, or be under the influence of cannabis while performing their duties, while on Library property, or while operating a Library vehicle.

“Illegal drugs” are drugs or controlled substances that are: (1) not legally obtainable under federal or state law, or (2) legally obtainable under federal and state law, but not obtained and/or used in a lawful manner. The use, purchase, sale, transfer, possession, being under the influence, or the presence in one’s system of a detectable amount of an illegal drug by any employee is prohibited: (1) on Library premises; (2) while operating a Library vehicle; or (3) where the employee is performing Library business off premises.

Testing for alcohol and drugs
The Library will require a drug and alcohol test of any employee where there is a reasonable suspicion to believe that he or she may be using drugs or may be under the influence of drugs or alcohol while working, on Library premises, or operating Library vehicles. “Reasonable suspicion” will be based on objective factors such as the employee’s appearance, speech, behavior, or other conduct or facts that indicate the employee is under the influence of legal or illegal drugs, cannabis, alcohol, or any or all of the above. Involvement in an injury or accident at work or while performing Library business may also be grounds for testing if a member of management has a reasonable belief that drugs/alcohol may have contributed to the injury or accident. Employees will be required to sign a consent and release form prior to drug or alcohol testing. Test results will be kept confidential to the extent possible and consistent with applicable law.

The laboratory conducting the tests shall transmit positive drug tests results to a doctor called a medical review officer (“MRO”), retained by the Library, who shall offer persons with positive results a reasonable opportunity to establish that their results are caused by lawful prescribed medicines or other lawful substances. (A medical cannabis card or a claim that cannabis was used “off duty” is not a defense to a reasonable suspicion test). Persons with positive test results may also ask the MRO to have their split specimen sent to another federally certified lab, to be tested at the employee’s or applicant’s own expense. Such requests must be made within three (3) working days of notice of test results. If the second lab fails to find any evidence of drug use in the split specimen, the employee or applicant will be treated as passing the test.

Employees who refuse to cooperate in required tests; test positive for alcohol, cannabis, or illegal drugs; are found to be under the influence of alcohol, cannabis, or illegal drugs; or use, possess, buy, sell, manufacture or dispense alcohol, cannabis, or illegal drugs in violation of this policy (as discussed above) will be terminated. In addition, if an employee fails to report immediately to the testing location upon request, comply with any testing procedures (including attempting to substitute, dilute, or otherwise change specimens to be tested) and/or fails to provide specimens unless medically incapable, he or she will be considered as refusing to test and subject to discipline, up to and including termination.

Notification of Drug Conviction
Employees must notify the Library of any criminal drug conviction occurring in the workplace no later than five days after such conviction. For purpose of this notice requirement, a conviction includes a finding of guilt, a no contest plea, and/or an imposition of sentence by any judicial body for any violation of a criminal statute involving the unlawful manufacture, distribution, sale, dispensation, possession or use of any controlled substance or cannabis. Failure to notify your supervisor may subject the employee to disciplinary action, up to and including dismissal.

Employee Assistance Program
The Library will assist and support employees who voluntarily seek help for alcohol or drug problems before they become subject to disciplinary action under this or other Library policies. Employees who seek such assistance will be allowed to use accrued paid time off, placed on leaves of absence, where available, referred to treatment providers or otherwise accommodated as required by law. Such employees may be required to document that they are successfully following prescribed treatment and required to take and pass follow-up tests. The Employee Assistance Program (EAP) is provided through Aetna. The phone number is 1-800-843-1327 or at www.resourcesforliving.com. They can be contacted 24 hours a day. The website username is: village of glen ellyn and the password is: 8008431327.

17. Smoke Free Workplace

The Library is committed to protecting the safety and welfare of its employees, clients and visitors. Accordingly, no smoking of any kind will be permitted in the Library or within 20 feet of any entrance, exit, window, ventilation intake, office or work area, restroom, conference or classroom, break room or cafeteria and/or other common area. This policy specifically applies to the use of smokeless tobacco and/or herbal products as well as e-cigarettes, e-cigars, e-pipes, e-hookahs, and vape pens. This policy applies equally to all employees, card holders, and visitors.

Supervisors and managers are generally responsible for reporting no-smoking violations and enforcing the no-smoking rule. We encourage you to report violations of our smoke-free office policy to a supervisor/manager. Any employee who fails to comply with this policy will be subject to disciplinary action, including written warnings, suspension, and possible termination for continued violations.

18. Blood Borne Pathogens

While normal Library operations are not likely to involve circumstances exposing employees or users to blood borne pathogens, the Glen Ellyn Public Library complies with Illinois Department of Labor regulations and federal Occupational Safety and Health Administration regulations relating to occupational exposures to blood borne pathogens.

Specific procedures must be followed when exposed to blood products or other body fluids. They are detailed in the Glen Ellyn Public Library Emergency Manual, under “First Aid.”

19. Employee and Trustee Ethics

1. The regulations of Sections 5-15 (5 ILCS 430/5-15) and Article 10 (5  ILCS 430/10-10 through 10-40) of the State Officials and Employees Ethics Act, 5 ILCS 430/1-1 et seq., (hereinafter referred to as the “Act”  in this Section) are hereby adopted by reference and made applicable  to the officers and employees of the Glen Ellyn Public Library to the extent required by 5 ILCS 430/70-5.
2. The solicitation or acceptance of gifts prohibited to be solicited or accepted under the Act, by any officer or any employee of the Glen  Ellyn Public Library, is hereby prohibited.
3. The offering or making of gifts prohibited to be offered or made to an officer or employee of the Library under the Act, is hereby prohibited.
4. The participation in political activities prohibited under the Act, by any officer or employee of the Library, is hereby prohibited.
5. For purposes of this Section, the terms “officer” and “employee” shall be defined as set forth in 5 ILCS 430/70-5(c).
6. The penalties for violations of this Section shall be the same as those penalties set forth in 5 ILCS 430/50-5 for similar violations of the Act.
7. This Section does not repeal or otherwise amend or modify any existing resolutions or policies which regulate the conduct of Library officers and employees. To the extent that any such existing ordinances or policies are less restrictive than this Section, however, the provisions of this Section shall prevail in accordance with the provisions of 5 ILCS 430/70-5(a).
8. Any amendment to the Act that becomes effective after the effective date of this Section shall be incorporated into this Section by reference and shall be applicable to the solicitation, acceptance, offering and making of gifts and to prohibited political activities. However, any amendment that makes its provisions optional for adoption by municipalities shall not be incorporated into this Section by reference without formal action by the corporate authorities of the Glen Ellyn Public Library.

20. Proper Use of Electronic Communications and Equipment

The computers and software that are utilized by the Glen Ellyn Public Library staff are owned by the Library and are intended to be used for business purposes. Utilizing these resources for informal or personal purposes is permissible only when it is congruent with the Library policy and does not adversely affect productivity. Employees are expected to demonstrate a sense of responsibility and not abuse this privilege.

All technology provided by the Library, including computer systems, communication networks, Library-related work records and other information stored electronically, is the property of the Library and not the employee. The Library reserves the right to examine, monitor and regulate e-mail and other electronic communications, directories, files and all other content, including Internet use, transmitted by or stored in its technology systems, whether onsite or offsite.

Internal and external e-mail, voice mail, text messages and other electronic communications are considered business records and may be subject to discovery in the event of litigation and/or public request under state law. Employees must be aware of this possibility when communicating electronically within and outside the Library.

Employees may not use the Library’s Internet, e-mail or other electronic communications to transmit, retrieve or store any communications or other content of a defamatory, discriminatory, harassing or pornographic nature. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference may be transmitted. Harassment of any kind is prohibited. (See our anti-harassment and discrimination policy for more information).

Disparaging, abusive, profane or offensive language and any illegal activities—including piracy, cracking, extortion, blackmail, copyright infringement and unauthorized access to any computers on the Internet or e-mail—are forbidden.

Copyrighted materials belonging to entities other than the Library may not be transmitted by employees on the Library’s network without permission of the copyright holder.

Employees may not use the Library’s computer systems in a way that disrupts its use by others. This includes sending or receiving excessive numbers of large files and spamming (sending unsolicited e-mail to thousands of users).

Employees are prohibited from downloading software or other program files or online services from the Internet without prior approval from a supervisor. All files or software should be passed through virus-protection programs prior to use. Failure to detect viruses could result in corruption or damage to files or unauthorized entry into Library systems and networks.

Every employee of the Library is responsible for the content of all text, audio, video or image files that he or she places or sends over the Library’s Internet and e-mail systems. No e-mail or other electronic communications may be sent that hide the identity of the sender or represent the sender as someone else.

All GEPL email that contains a transaction of public business shall be retained as public records per the Records Retention Schedule designated by the Illinois Records Commission which states business correspondence email shall be retained for one year. After one year, public records no longer possessing any further administrative, fiscal, legal and/or historical value are discarded.

Examples of e-mails that generally constitute public records:

• E-mail created or received by Library employees in connection with Library business
• E-mail that facilitates action, such as initiating, authorizing or completing a transaction in connection with Library business
• Policies and directives
• Correspondence or memoranda related to official business
• Work schedules and assignments
• Drafts of documents that are circulated for comment or approval
• Any document that initiates, authorizes, or completes a business transaction
• Final reports or recommendations

Examples of e-mails that may constitute public records:

• E-mail that provides substantive comments on an action taken by the Library (i.e., comments add to the proper understanding of the execution of the final Library action)
• Email providing documentation of significant official decisions and documents reached orally and not otherwise documented in the Library’s files

Examples of e-mails that generally do not constitute public records:

• Personal e-mail messages and announcements not related to Library business
• Copies or extracts of documents e-mailed for convenience or reference
• Internal e-mails created by employees on work-related topics which do not facilitate action or an understanding of the work-related topic (i.e., cover notes, etc.)
• Announcements of social event
• Spam

21. Social Media Use

For the purposes of this policy, social media is defined as: blogs, other types of self-published online journals, and collaborative Web-based discussion forums including, but not limited to, LinkedIn, Facebook, MySpace and Twitter.

I. General Rules and Guidelines

The following rules and guidelines apply to the use of social media, whether such use is for the Library on company time, for personal use during nonwork time, outside the workplace or during working time while using Library owned equipment. These rules and guidelines apply to all employees.

Employees are prohibited from discussing confidential, Library matters through use of social media. Confidential information means visitor account information, visitor lists, and employee medical information. Employees should see the Confidentiality Policy for more information regarding what should not be discussed.

Employees cannot use social media to harass, threaten, libel or slander, bully, make statements that are maliciously false or discriminate against co-workers, visitors, cardholders, vendors or suppliers, any organizations associated or doing business with, or any members of the public, including web site visitors who post comments. The Library’s anti-harassment and EEO policies apply to use of social media in the workplace.

This policy is not intended, or shall it be applied, to restrict employees from discussing their wages, hours and working conditions with co-workers.

II. Library-Sponsored Social Media
Library sponsored social media is used to: convey information about programs and services; obtain visitor feedback; exchange ideas or insights about library trends; reach out to potential new visitors; issue or respond to breaking news, and specific activities and events. The Library is a public and community entity which may result in photographs of staff appearing on the Library’s website, Library sponsored social media, or other Library marketing materials to either promote events or familiarize the community with the staff. If any staff member is uncomfortable with, or would not like their picture included, they may talk to their department head and elect not to be involved. Employees should understand that certain public events are photographed and attendance at the event is consent to the photography and potential posting of the photos.

All such Library related social media is subject to the following rules and guidelines, in addition to the rules and guidelines set forth above:

• Only employees designated and authorized by the Library can prepare content for or delete, edit, or otherwise modify content on Library sponsored social media. Library sponsored social media accounts are owned by the Library. Any employees who create such accounts or are provided access to such accounts do not obtain ownership rights to such accounts or any content contained in them. Employees who create or are provided access to Library sponsored social media accounts must provide the Library with all passwords and/or log-in information to such accounts immediately upon the Library’s request, and must transfer “manager” or “owner” status upon the Library’s request.
• Designated employees are responsible for ensuring that the Library sponsored social media conform to all applicable Library rules and guidelines. These employees are authorized to remove immediately and without advance warning any content, including offensive content such as pornography, obscenities, profanity, and/or material that violates the Library’s EEO and/or anti-harassment policies.
• Employees who want to post comments in response to content must identify themselves as employees.

III. Personal Use of Social Media
The following rules and guidelines, in addition to the rules and guidelines set forth in Section 1 above, apply to employee use of social media on the employee’s personal time.

• Employees should abide by the Library’s Electronic Communication Policy concerning personal use of the Library’s computer and related equipment.
• Employees who utilize social media and choose to identify themselves as employees of the Library may not represent themselves as a spokesperson for the Library. Accordingly, employees must state explicitly, clearly, and in a prominent place on the site that their views are their own and not those of the Library or of any person or organization affiliated or doing business with the Library should they identify themselves as an employee of the Library in a post. Employees may share any official library sponsored marketing materials; however, employees may not refer to the Library by name when using non-library sponsored or original material. This section does NOT prohibit employees from including the Library’s name, address and/or other information on their social media profiles.
• Employees should respect all copyright and other intellectual property laws. For the Library’s protection, as well as your own, it is critical that you show proper respect for all the laws governing copyright, fair use of copyrighted material owned by others, trademarks and other intellectual property, including the Library’s own trademarks and brands.

IV. Employer Monitoring
The Library reserves the right to monitor employees’ public use of social media including but not limited to statements/comments posted on the internet, in blogs and other types of openly accessible forums, diaries, and personal and business discussion forums.

Employees should have no expectation of privacy while using Library equipment and facilities for any purpose, including the use of social media. The Library reserves the right to monitor, review, and block content that violates the Library’s rules and guidelines.

V. Violations
The Library will investigate and respond to all reports of violations of the Library’s rules and guidelines or related Library policies or rules. Employees are urged to report any violations of this policy to Human Resources. A violation of this policy may result in discipline up to and including termination of employment.

22. Parking for Staff

All staff working 28 hours or more per week at the Glen Ellyn Public Library are to park in their assigned spaces in the commuter lot and display their yellow sticker on the upper right back car window. If you do not have your yellow sticker, you will be ticketed by the Glen Ellyn police. If you are not in your designated spot you will be ticketed by the Glen Ellyn Police. Staff that is working an evening shift may move their car to a spot on the east end of the commuter lot during their dinner break. Part time staff working less than 28 hours per week are only to park at the West end of the lot facing the commuter lot. The staff is not allowed to park close to the building as these spaces are reserved for Library visitors.

23. Dress Code

As employees of a public service institution whose primary mission is to provide quality library service to library visitors, staff members share the obligation to dress in appropriately professional attire. The way library employees present themselves to the public makes a statement to visitors about the quality of service they can expect to receive from the library and its employees.

All library employees who work with visitors, and in public service areas, are expected to dress as if they worked in a traditional office.

Some employees handle materials in such a way that makes more formal attire usually inappropriate. Jobs such as shelving, Outreach activities, maintenance, or in Technical Services often suggest more casual clothing as best choices. Some items, such as open-toed shoes, could possibly even be dangerous in certain work situations and are not appropriate for those jobs.

Examples of some specific kinds of clothing that are always inappropriate for work include: logo t-shirts, sweat pants, and stretch pants.

Every employee is representing the library when he or she is at work. A library employee also makes a statement about his or her own self image by the way he or she dresses to work in a public service workplace. It is important that the image presented by employees is in every way consistent with the high quality of service the library strives to provide with the high quality employees on our staff.

24. Cellular Phones

Excessive personal use of a cell phone is prohibited while an employee is working. Employees with personal cell phone usage that decreases productivity, disturbs others or causes safety or security issues will be disciplined.

The Library promotes cell phone safety when operating a motor vehicle while driving for Library business. If the employee finds that it is absolutely necessary to utilize a cellular phone while away from work, the following must be observed:

• Employees must place calls while stopped or have someone place the call for you. Employees may only use a cellular phone while driving if they are utilizing a hands-free device (such as a headset or speaker phone) or are using the phone in a voice activated mode.
• Employees must refrain from using cellular phones while operating a motor vehicle in a school speed zone or in a construction /maintenance speed zone absent an emergency situation or the use of hands free/voice-activated equipment.
• When driving, utilize voice-activated equipment and/or speed dial that involves pressing only one key to dial the desired number.
• Keep the phone in any easy to reach location. Drivers should not remove their eyes from the road to look for, reach or answer the phone.
• Avoid intense, emotional or complicated conversations while driving.
• Assess traffic conditions before making/answering a call. Do not utilize a cell phone in heavy traffic conditions, inclement weather or in unfamiliar terrain.
• Give driving your full attention.
• Do not take notes or look up phone numbers while driving.
• Do not compose, send or read electronic messages while operating a motor vehicle.
• Do not use an electronic communication device to watch or stream video, participate in any video conferencing application (including, but not limited to, Zoom, Microsoft Teams, or Webex), or access any social media site, including, but not limited to, Facebook, Instagram, or X (formerly known as Twitter) while operating a motor vehicle.

25. No Solicitation

Employees may not:

• Solicit other employees during working time.
• Distribute literature during working time.
• Distribute literature at any time in working areas.

Non-employees may not solicit employees or distribute written material to employees on Library property.

26. Workplace Security

To safeguard the property of our employees, visitors, and the Library, to help prevent the possession, sale, and use of illegal drugs, cannabis, and alcohol on Library premises, and to prevent the possession and use of weapons in the workplace, the Library reserves the right to question employees and to inspect any packages, parcels, purses, handbags, briefcases, lunchboxes, or any other possessions or articles carried to and from the Library. In addition, the Library reserves the right to search any employee’s office, desk, files, locker, or any other area or article on our premises. In this connection, it should be noted that all offices, desks, files, lockers, and so forth, are the property of the Library and are issued for the use of employees only during their employment. Inspections may be conducted at any time at the discretion of the Library.

Employees who refuse to cooperate in an inspection conducted pursuant to this policy will not be permitted to enter the premises. Employees working on or entering or leaving the premises who refuse to cooperate in an inspection, as well as employees who after the inspection are believed to be in violation of our policies including possession of stolen property, weapons or illegal drugs, cannabis or alcohol will be subject to disciplinary action up to and including discharge.