Policies

Glen Ellyn Public Library upholds the individual’s right of access to the reading, viewing, and listening materials of their choice, the freedom to read, view, or listen to these materials and the freedom to enjoy these basic rights in the absence of external pressure or oversight by those who would obstruct free choice.

In fulfillment of its obligation to safeguard these rights, Glen Ellyn Public Library subscribes to the following three statements: the Bill of Rights adopted by the American Library Association on June 18, 1948 (amended January 1980) (Appendix A: Library Bill of Rights) the American Library Association’s Statement of the Freedom to Read (amended June 30, 2004) (Appendix B: Freedom to Read) and the Statement of the Freedom to View (endorsed by the ALA Council January 10, 1990) (Appendix C: Freedom to View).

As a corollary to its endorsement of the freedom to read, Glen Ellyn Public Library follows State law regarding public access to its registration and circulation records. (75 ILCS 70/1 Library Records Confidentiality Act, Registration and Circulation Records – Statistical Reports) (Appendix D: Library Records Confidentiality Act).

Library cardholder registration records and the records of the circulation of materials from the library shall be confidential.

Records of library cardholders shall not be disclosed to anyone except pursuant to such process, order or subpoena as may be authorized by law. Upon receipt of such process, order or subpoena, the library shall consult its legal counsel to determine whether the process, order or subpoena is in good form and if there is a showing of good cause for its issuance.

If the process, order, or subpoena is not in proper form or if good cause has not been shown, the library shall insist that such defects be cured before any records are released.

Any threats or unauthorized demands (i.e. those not supported by a process, order, or subpoena) concerning circulation records shall be reported to the American Library Association, the Illinois Secretary of State and the Attorney General.

Any problems relating to the privacy of records which are not provided for above are to be referred to the Library Director and if the Library Director deems necessary, to the library Board.

To assist library staff in appropriately complying with the Illinois Library Records Confidentiality Act if presented with a search warrant, the library has adopted a companion Search Warrant Policy (Appendix E: Search Warrants) which is hereby incorporated into this document.

No organization, business or individual shall be permitted to solicit information directly from cardholders or staff within the library without written permission.

It is the intent of the Board of Trustees of Glen Ellyn Public Library to comply with the requirements and provisions of the Freedom of Information Act of the State of Illinois. In order to implement this law, it is necessary for the library to maintain and provide appropriate accessibility to library records covered by the law.

It will be the responsibility of the Library Director to provide for the proper administration of this policy and to develop and implement standardized procedures relating to public library records.

The selection of materials will be governed by the Mission statement and support the library’s areas of emphasis. To enable citizens to form their own opinions, the library will attempt to provide materials that present a variety of points of view. Due to the vast number of titles published and the limits of the library’s budget, Glen Ellyn Public Library cannot possibly purchase all materials published. Materials will be selected with consideration of the following factors.

• Interest to cardholders
• Materials as “news”
• Readability and style
• Popularity of the author
• Authenticity of the information
• Authority of the author
• Physical features and formats
• Price
• Copyright date of the material

Opinions and judgments of experts, as well as of qualified book reviewers in library selection guides and national magazines, will provide a basis for selection.

Curriculum materials are the responsibility of the school systems. Glen Ellyn Public Library may supplement the school libraries but will not assume the responsibilities that rightfully belong to the school. It is not the purpose of the public library collection to take the place of the elementary or high school library.

Selection policies related to specific collections are included in the Collection Development Guidelines.

An up-to-date, attractive, and currently useful collection is maintained through a continual discarding and replacement process. Materials may be discarded when they have outlived their usefulness through one or more of the following factors.

• Physical deterioration
• Obsolete information
• Publication of superior materials on the same subject
• Lack of use

Additional Weeding criteria are listed in Appendix G: Collection Development Plan.

Requests for withdrawal or restriction of access to any library material shall be referred to the director of the department in which the material is located. If a discussion with the department director does not result in a satisfactory outcome, they should be referred to the Library Director.

In the event that a discussion with the Library Director does not produce a satisfactory outcome, and the person wishes to pursue the complaint, the person will be required to present the request for reconsideration of the material on the form provided by the library (Appendix F: Request for Reconsideration of Library Materials). The Library Director shall then bring the matter to the Board of Trustees for its consideration. The library Board will formally notify the person as to their action on the request.

Completion and signing of this form identifies a person with specific library materials. As such, the information provided in completing the form will be kept confidential by Glen Ellyn Public Library.

The determination of the library Board shall be final.

The current version of the collection development guidelines for the Adult and Youth collections are included as Appendix G: Collection Development Plan and Appendix H: Collection Development Plan – Youth.

Glen Ellyn Public Library is grateful for all gifts. Its collection has been enriched and enhanced by many generous donations of money, books, periodicals, and other materials.

Gifts to the library are tax deductible pursuant to Section 170 of the Internal Revenue Code.

Valuation of non-monetary gifts is the responsibility of the donor.

Although unrestricted gifts are preferred, cash donations to the library may be accompanied by a stipulation that the funds are for a specific purpose.

All such gifts will be subject to the library’s review to determine whether the stipulations are acceptable within the scope of the library’s mission and physical plant. The Glen Ellyn Public library Board of Trustees and library staff reserve the right to refuse any gift.

Donation Guidelines are available in Appendix I: Donation Guidelines.

Other giving opportunities are available through the Friends of Glen Ellyn Public Library and the Glen Ellyn Library Foundation.

Gift Materials / Furniture / Equipment / Art / Other Items

In accepting donations of materials, equipment, furniture, works of art, etc. the library reserves the right to determine whether the item(s) will be used by the library, sold to benefit the library, or otherwise disposed of.

The same criteria for inclusion of materials in the collection that are used for purchase decisions will be applied to gifts.

Gift materials will be integrated into the general collection. It is the policy of the library not to accept special collections of books or other materials to be kept together as a separate physical entity, nor can the library accept gifts with restrictions as to use, permanence and/or location.

The library retains unconditional ownership of all gifts.

The library does not accept materials on loan.

The library is happy to accept gifts in memory or in honor of an individual or organization subject to the general criteria stated above.

Memorial/commemorative gift materials will be integrated into the general collection and acknowledged by a bookplate, when appropriate, or a sign on or near the item.

Cash donated as memorials or commemorative gifts is accepted for the purchase of library materials. The general nature or subject area of the materials to be purchased may be based upon the wishes of the donor. Selection of specific titles, however, will be made by library staff in accordance with availability and the need of the library.

The library will maintain a suitable location in the library displaying the names of donors contributing $1,000 or more.

Adults living within the boundaries of Glen Ellyn Public Library District may register for a library card. The library card is free for district residents.

To obtain your library card, come to the Library Services Desk with two forms of identification: one picture ID and one item that shows your name and current address. Options are shown below; please present one form of ID from List A and one from List B.

Adults who are unable to sign or accept financial responsibility for themselves must have someone sign and accept responsibility for them.

Two months prior to the expiration date of an adult resident’s library card, the library will send a post card to the address on file. As long as the card holder still resides in incorporated Glen Ellyn, their card will be automatically renewed.

Please note: Not all Glen Ellyn addresses are within Glen Ellyn Public Library District. There are two ways to determine within which library district you reside:

• Your real estate tax bill lists which, if any, library district your taxes support
• Inquire by contacting Library Services

All persons under 18 years of age who apply for a library card must have a resident adult parent or legal guardian sign their registration form at the time the card is issued. The adult must provide two forms of ID, specified in the Adult Resident section. The adult’s signature establishes acceptance by the parent or guardian of ultimate financial responsibility for all materials borrowed with the card.

Minor resident library cards expire on the minor’s 18th birthday.

Some residents who live in unincorporated Glen Ellyn or in unincorporated towns other than Glen Ellyn who have a student attending school in District 41 or District 89 or at Glenbard South or Glenbard West may qualify for the Open Books Open Doors library card subsidy program.

Individuals living outside the incorporated Village of Glen Ellyn may purchase a library card for an annual fee determined by their current property assessment or their annual rent and the library’s current tax rate. To be eligible for a Glen Ellyn non-resident card, your principal residence must be:

• In Glen Ellyn School District 41
• In Glen Ellyn School District 89
• Closer to Glen Ellyn Public Library than any other public library

When applying for a card, the applicant must present a current tax bill or lease and a picture ID from List A. The annual unincorporated library card fee will be calculated as follows.

• Homeowner: Net Taxable Value (shown on current property tax bill) times the library’s current tax rate
• Renter: Monthly rent times 15%

Individuals renting a room or partial living space with no formal lease agreement will be considered on a case-by-case basis. Applicants will be charged a fee and must present a picture ID from List A and a current bill that includes their name and address.

Presentation of the appropriate tax document and a picture ID from List A is also required when renewing; cards must be renewed annually.

Unincorporated residents living on tax-exempt property may apply for a library card by providing two forms of ID as stated above. The applicant will be charged a fee equal to the annual library tax extension divided by the number of households in the Village of Glen Ellyn counted in the most recent municipal census.

Cards must be renewed annually, and the applicant must provide appropriate ID from List A and List B as stated previously under card policy.

Nonresident fees are refundable on a prorated basis, based on the remaining full months of use, if:

• the purchaser’s property is annexed to the Village and the library is on the purchaser’s property tax bill for the same year that the library card was purchased, or
• all active cards are surrendered, all outstanding materials are returned, and all outstanding fines and fees have been paid.

An individual who owns property within the corporate limits of Glen Ellyn but does not reside within the Village limits is entitled to receive a library card, based on the provisions of Illinois State law (75 ILCS 16/30-55.60).

Nonresident taxpayers must present their most current property tax statement along with an ID from List A at the time of their request.

Borrowing privileges for nonresident property owners extend only to one designated individual per parcel.

Presentation of the appropriate tax document and an ID from List A is also required when renewing; cards must be renewed annually.

To compensate for the impact of new housing on library services, through the immediate request from residents for services preceding any property tax being assessed against new construction, the library requires developers of new residential real estate in the Village of Glen Ellyn to pay for an impact fee which covers the cost of services in the interim period between the purchase of property, the acquisition of a building permit, and the receipt of tax revenue by the library, which is typically 1.5 years.

With the payment of the impact fee by the developer, the owner is immediately eligible for library services.

Impact fees are to be paid prior to issuance of the building permit and must be paid prior to registration for a library card. The annual Residents of Newly Developed Property/Developers’ Impact Fee will be calculated as follows.

The Current tax extension for Glen Ellyn Public Library divided by the population of Glen Ellyn times the number of years until tax income is received (1.5) times the population equivalent of the unit (based on the equivalency figures used by the Village of Glen Ellyn and the Glenbard Wastewater Authority).

Refer to the Non-resident Fees Calculator to determine current assessment.

Any corporation, partnership, sole proprietorship, church, or unit of government located in the incorporated Village of Glen Ellyn is eligible for a library card free of charge at Glen Ellyn Public Library under the following conditions.

• The owner or manager of the organization completes the Business Library Card Application and presents a photo ID and business card that includes the applicant’s name, title, and business address.
• The owner or manager agrees to be financially responsible for all materials checked out on the card.
• The library card is used solely for business purposes.
• The library card is in possession of the user receiving library services.

All business library cards carry full borrowing privileges at Glen Ellyn Public Library for business materials only. Businesses must renew their card(s) annually by providing the same documentation.

Any school located in Glen Ellyn or part of a Glen Ellyn School District or a partner organization providing student support services to Glen Ellyn schools, is eligible for a library card free of charge at Glen Ellyn Public Library under the following conditions:

• The school or organization has a librarian or designated staff member to act as the main contact for library staff.
• The school or organization and the library develop a mutually acceptable written agreement regarding services and materials to be provided to each institution.
• The school principal or organization director designates specific staff authorized to use the card.
• The school or organization agrees to be financially responsible for all materials checked out on the card.
• The library card is used solely for school-related purposes.
• The library card remains on file at the library for use by request of the authorized individuals each time they visit the library.
• Picture ID will be shown each time material is checked out from the library.

All such cards are valid for use only at Glen Ellyn Public Library for dates established in the user agreements. Agreements are renewed annually and must be approved through the school or organization’s library staff contact.

Residents Residing in Transitional Housing
Residents in transitional housing may apply for a library card by presenting their housing contract or lease and an ID from List A. Borrowing privileges will be extended to one designated individual and the library card will expire after three years or on the date the contract expires, whichever occurs first.

The card may be renewed by presenting an updated contract or lease and an ID from List A.

Persons Residing in Library Service Areas Inside the SWAN Consortium
Persons residing in library services areas that participate in the SWAN consortium must provide a valid unrestricted library card from their “home library” to use their card at Glen Ellyn Public Library.

Persons Residing in Library Service Areas Outside the SWAN Consortium
Persons residing in library service areas that are not participating in the SWAN consortium must provide picture ID and a valid unrestricted library card from their “home library” to receive reciprocal borrowing privileges at Glen Ellyn Public Library.

Persons over 18 not residing in Glen Ellyn may register for an Internet Guest card by presenting a picture ID at the 2nd Floor Information Desk. The guest card allows access to the public internet stations inside the library for one year but does not provide any borrowing privileges or remote database access. This service is free, but there is a $3 charge for replacement cards. Cards may be renewed annually.

There is a $3 fee to replace a lost or damaged library card. Cardholders are responsible for all items on their library card. To prevent unauthorized use of their library cards, cardholders should immediately report lost or stolen cards. All cases of unauthorized use are the full responsibility of the cardholder.

Once the library has been notified that a card has been lost or stolen, the card number will immediately be blocked. A new library card will be issued once identification has been verified. If you have any questions, please contact Library Services.

Persons wishing to borrow library materials must have a valid Glen Ellyn Public Library card and be in good standing according to library policy.

A valid reciprocal borrowing card from most other Illinois public libraries entitles a cardholder who resides in another library service area to borrow circulating Glen Ellyn materials, subject to other restrictions noted in this document.

The current loan period schedule for library materials is listed in Appendix K: Loan Periods, Renewals, Fees and Borrowing Restrictions.

Reserve and interlibrary loan requests will be accepted from Glen Ellyn Public Library cardholders.

Library fines have been established to encourage cardholders to return materials in a timely fashion so that they may be used by others, but at the same time not unduly penalize any individual in their transactions with the library. A schedule of fines for all materials is listed in Appendix K: Loan Periods, Renewals, Fees, and Borrowing Restrictions.

The privilege of checking out library materials may be denied to a person who has

• accumulated fines above a specified threshold
• overdue materials past a certain timeframe
• a household block
• an open collection agency account

Restrictions and thresholds are outlined further in Appendix K: Loan Periods, Renewals, Fees, and Borrowing Restrictions.

The Cost of Original Purchase will automatically be assessed for any item which is lost or damaged beyond repair and for which a current price can be found.

An Average Replacement Cost will be assessed for any item which is lost or damaged beyond repair and for which a current price cannot be found.

If a replacement cost seems inappropriate due to amount or condition of the item a Review of Replacement Cost can be requested.

For items that have been damaged but are considered by the head of the owning department to still be usable a Diminished Value Charge may be assessed.

The average cost to replace library materials, the Review of Replacement Cost and a schedule of the Diminished Value fee procedure can be found in Appendix K: Loan Periods, Renewals, Fees, and Borrowing Restrictions.

General

Glen Ellyn Public Library is committed to providing excellent reference service to all cardholders, regardless of age, race, sex, disability, social, or economic status. Staff of the Adult and Youth departments will assist visitors in the use of reference resources and library materials; provide current, accurate information in a timely manner; provide readers’ advisory service; and provide interlibrary loan and supplementary reference services to Glen Ellyn cardholders. Trained reference staff will provide reference service during all hours that the library is open. All reference questions will be treated with impartiality and confidentiality.

Scope

Reference service is defined as assisting visitors to locate materials that will provide needed information and/or providing answers to factual questions. If determining the answer to a query involves reading and evaluating a large amount of material, the staff will locate suitable materials for the visitor’s use. All answers will be factual and sources will be cited. Staff may not offer personal opinion, advice, or interpretation as fact. In particular, staff is not legally qualified to offer legal, medical, and tax advice. Homework questions will be treated like all other questions, and staff will work with local schools to prepare for major assignments.

Priority

In order to provide effective service to all visitors in an equitable manner, certain priorities and limits have been established. Answering visitor questions takes precedence over all other staff duties. In general, in-person questions will take precedence over questions received by telephone, mail, via the Internet, or other means. The time that can be spent on an individual question depends on whether other visitors or questions are waiting. To ensure that visitors do not have to wait too long for service, generally no more than 10 minutes will be spent with a visitor while others are waiting. If the question cannot be answered within that time, the staff visitor will offer to continue the search and contact the visitor with the answer later.

Interlibrary loan is available to Glen Ellyn Public Library cardholders if the material needed is not available in the library. The library adheres to the State of Illinois Interlibrary Loan Code and therefore cannot request to borrow items of a type that we would not lend to another library.

Items not available through interlibrary loan will be considered for purchase for the library’s collection if they meet established criteria. It is suggested that visitors place no more than 10 requests at a time.

Some direct costs for interlibrary loan, such as genealogical microfilm lending fees, will be passed on to the cardholder, with their prior consent. Cardholders will also pay a nominal fee for photocopies of articles obtained for them from other libraries.

Instruction classes in the use of various forms of technology and library resources are provided on a regular basis. Visitors are encouraged to ask at the 2nd Floor Information Desk whenever they have questions of any kind.

Orientation tours and library instruction for groups can be provided with sufficient advance notice.

Glen Ellyn Public Library will arrange for delivery of library materials to cardholders currently residing in the Village of Glen Ellyn who are unable to visit the library in person due to a permanent or temporary physical disability. A doctor’s certificate may be required. A staff member in the Adult department will be designated to take requests from home delivery persons and arrange for a volunteer to deliver the requested materials if a friend or family member cannot pick them up.

Deliveries will be made as needed to the extent the volunteer schedule permits. Materials will be checked out on the visitor’s card, but overdue fines will not be charged. However, no new materials will be provided until all overdue items are returned.

A Telesensory machine is available for use on the 2nd floor of the library.

The library is committed to presenting an array of programs for persons of all ages.

Glen Ellyn Public Library cardholders will be given preference in program registration if demand exceeds available resources.

If the person is in imminent danger of attempting to commit suicide or of causing harm to himself or others, the staff member should, as calmly as possible, attempt to obtain that person’s name, location (address and nearby landmarks), and contact the police at 911.

If the threat is not imminent, the staff member should still contact 911, but should also suggest that the depressed person contact the National Suicide Prevention Lifeline at 800-273-TALK; 800-SUICIDE which is linked to the National Suicide Prevention Lifeline and is easy to remember; or one of the more than 600 municipal, county, or state suicide hotlines in the United States.

The staff member should immediately record the date and time of the contact, the staff member’s name, and that 911 and any other organization was notified, along with the name and address of the caller. This should be done in the form of an Incident Report form.

To combat the continuing rise in opioid related deaths in Illinois and potentially save a life, Glen Ellyn Public Library has instituted an Opioid Overdose Prevention Program. This document sets forth the required policies and procedures necessary to provide and maintain intranasal naloxone on-site to ensure ready and appropriate access for use during emergencies to any patron or staff member suspected of having an opioid overdose. Glen Ellyn Public Library will partner with the DuPage Narcan Program, a program of the DuPage County Health Department, and will adhere to all requirements stipulated by the partner organization, all applicable laws and regulations, in addition to the procedures listed in this document. 

Illinois Legal Framework

To combat the continuing rise in opioid related deaths, the Illinois State Legislature has amended laws to enable strategies to reduce deaths attributable to opioid overdose. In summary, the law supports naloxone administration as a standard tool, use in an emergency/overdose scenario, training for all persons including non-health care professionals to use, and elimination of fear of liability or punishment in the event of use. Public Libraries who choose to participate, act reasonably and in good faith, shall not be subject to criminal, civil or administrative liability solely by administering naloxone and may maintain naloxone on-site in adequate supplies.  Choosing to participate permits employees who volunteer, and volunteer workers, to be trained in accordance with public health laws to administer naloxone without liability. 

Applicable Illinois Laws

Illinois Public Act 096-0361 (20 ILCS 301/5-23 New) makes it legal in Illinois for non-medical persons to administer Naloxone to another individual in order to prevent an opioid/heroin overdose from becoming fatal.  

745 ILCS 49/ Good Samaritan Act protects from liability or punishment: “The person shall not, as a result of his or her acts or omissions, be liable for any violation of [professional practice acts] or any other professional licensing statue, or subject to any criminal prosecution arising from or relating to the unauthorized practice of medicine or the possession of an opioid antidote.” 

Glen Ellyn Public Library makes 3D printers available for use by the public to support the ever-changing and constantly evolving technology needs of the community. 3D printing, also called additive manufacturing, means making things layer by layer according to a 3D design file. Glen Ellyn Public Library makes 3D printers available to members of the public to make three-dimensional objects in plastic using a design that is uploaded from a digital computer file.

The library’s 3D printers may be used only for lawful purposes. They may not be used to create weapons or materials that

• Are prohibited by local, state, or federal law
• Are unsafe, harmful, dangerous, or which pose an immediate threat to the well-being of others
• Are inappropriate for the library environment
• Violate another person’s property rights. For example, the printers will not be used to reproduce objects or materials that are subject to copyright, patent, or trademark protection

All 3D printing requests must fulfill the library’s requirements

• The print file submitted must be sent in .stl format.
• Only one print request per person will be accepted and printed at a time.
• Submissions by one person must not exceed one request per every two weeks.
• The print object must be smaller than 11.2 L x 6.0 W x 6.1 H in inches. Requests for multiple units or larger scale items may require a donation in order to print. Costs will be determined on a print-by-print basis.

3D printing is available on a first-come, first-served basis and is coordinated by Glen Ellyn Public Library staff. Priority printing will be given to library programs and events.

Library staff will review every object file before it is printed, and the library reserves the right to refuse any 3D print request. The nature of 3D printing does not allow complete cardholder privacy, but the library will not share information about a cardholder’s legal activities with third parties. The printer will only print an object in a single color. Color preferences may be submitted, but the library will determine the color of the filament based on availability. Library staff reserve the right to resize projects unless dimensions are specific in the request.

Print jobs take an average of two weeks to complete. Due to the amount of time it takes to print an object, the number of requests received and staff availability, the library will not guarantee that a print job will be ready on a specific day.

The library is not responsible for failed 3D prints, although we will do our best to assist in completing successful 3D prints.

Glen Ellyn Public Library will not be liable for functional failure of, or injuries or property damage caused by objects or materials made with 3D printers. The library strongly recommends that 3D printers not be used to make things that could prove harmful, or that would result in significant cost to the user if they fail.

Glen Ellyn Public Library makes 3D printers available for Glen Ellyn Public Library cardholders.

Library 3D printers may only be used for lawful purposes in accordance with copyright law (Title 17, U.S. Code), patent law (Title 35, U.S. Code), and library polices, and with respect for the health and safety of others.

3D printing for cardholders age 8 to 13 is available by appointment, with printing priority given to library programs and events. Cardholders age 14 and older may access 3D printers in the makerspace.

Library staff will review every object file before it is printed, and the library reserves the right to refuse any 3D print request. The nature of 3D printing does not allow complete cardholder privacy, but the library will not share information about a cardholder’s legal activities with third parties.

Monday through Thursday 9 am – 9 pm
Friday and Saturday 9 am – 5 pm
Sunday 1-5 pm

General

Except in the case of emergency closures as stated below, the library Board of Trustees solely determines library closures.

Holiday

The library is closed on the following holidays

• New Year’s Day
• Easter Sunday
• Memorial Day (observed)
• Independence Day
• Labor Day
• Thanksgiving Eve, 5 pm
• Thanksgiving Day
• Christmas Eve
• Christmas Day
• New Year’s Eve, 1 pm
• In-Service Staff Training

In order to provide time for the entire staff to participate in continuing education activities, the library will close for in-service training programs two days each year, on a date approved by the Board of Trustees.

Emergency

The library may be closed as a result of severe weather, loss of electricity, or other emergencies.

The staff member in charge will make recommendations about closure if the Library Director is not available.

The library Board President, other officer or member of the Board, if available, must approve the decision.

If no Board member can be reached, the decision is solely the responsibility of the staff member in charge of the building.

The Board of Trustees will be notified promptly in the event of an emergency closure.

Glen Ellyn Public Library makes its facilities available to the public to provide an environment in which persons may conveniently locate and borrow materials, access special informational resources, request informational assistance from staff, read and study quietly, and use the library’s meeting rooms.

Activities and behaviors that interfere with these public uses are prohibited.

Persons who are noisy or otherwise disruptive to use of the library, or who interfere with the work of library staff may be asked to leave the library.

The library reserves its statutory right to prohibit access to library property for improper behavior as it deems appropriate, up to and including permanent expulsion.

The library will inform all affected persons of the library’s established procedures for review of disciplinary actions (Appendix O: Patron Discipline Procedures and Guidelines). Please also see the Code of Conduct (Appendix U).

Animals are not allowed in the library, with the exception of seeing-eye dogs or other assistive animals used by persons with disabilities, or in conjunction with library-sponsored programs.

The use of tobacco products is not permitted in the library. Glen Ellyn Public library is a smoke-free campus. Smoking is prohibited within the building and on library grounds.

Nonalcoholic beverages in enclosed containers and light meals are permitted in public areas of the library. Please dispose of trash and clean up after yourself. Food and beverages in open containers are allowed in the meeting room as a part of a previously scheduled event.

Glen Ellyn Public Library welcomes children to use its facilities and services. However, parents are responsible for the behavior of their children while they are on library premises, whether or not the parents are present.

Children Under Seven (7) Years of Age

Children under seven years of age (or who have not completed the first grade) must be attended and adequately supervised by an adult (18 years or older.) All children under seven years of age (or who have not completed the first grade) attending a library program must be brought into the building by a parent or responsible adult who must remain in the building until the conclusion of the program, when they again must resume supervision of the child.

Children Seven (7) Years of Age and Older

Children seven years of age or older (or who have completed first grade) are free to utilize the library’s resources provided their behavior is not disruptive to others. All children must be picked up by closing time. The library staff will attempt to contact parents of children whose safety is in doubt. If parents or caregivers are unavailable, the staff will contact the Glen Ellyn Police Department to provide custody.

Adults in the Youth Department

To provide an appropriate and safe atmosphere for children, adults (18 and over) who are not accompanied by children are to use the Youth Department only for the purposes of retrieving children’s materials or speaking with library staff.

Individuals interested in tape recording, photographing, filming, etc. on library premises for non-commercial purposes must obtain permission from the library, in the form of a signed Media Production Agreement (Appendix W: Media Production Agreement)

Specific permission for the audio recording or filming of any person in the library must be granted by that individual.

No identifying personal information may be included in any media produced at the library without express written permission of the subjects.

No person may make commercial use of media generated on library property without specific written authorization by the library.

Solicitation within the library or on library property is not permitted.

Receptacles

No organization or individual shall be permitted to place in the library any receptacle that solicits donations.

Tickets

No organization or individual shall be permitted to sell tickets of any kind or ask library staff to sell tickets of any kind within the library.

Direct Contact

No organization, business, or individual shall be permitted to distribute advertising material or to solicit donations directly from visitors or staff in the library.

Exceptions

Fundraising within the library is permitted for

• Library-sponsored sales or solicitations
• Friends of the Library sales or solicitations that have been approved by the library Board

Bulletin boards are available for announcements of community events and programs of cultural or educational interest. They are not available for the purpose of advertising solely commercial endeavors.

Use of the bulletin board, display case or other display areas is scheduled through the Adult and Youth departments on a first-come, first-served basis.

Those who use the display cases or other display areas will be required to sign the Display and Exhibit Area User Agreement (Appendix X)

Youth department display cases are available to be used by children fourteen years and under to display personal collections. Content of the display must be suitable for all children and is subject to the approval of the Youth Department Director.

Posters announcing events or programs sponsored by nonprofit organizations may be displayed, given available space and staff review and approval.

Glen Ellyn Public Library provides information resources to its staff and members through the internet. The library also provides a limited selection of software on public desktop computers and laptops. We make these services available as part of our mission to serve the community as a vibrant center for accurate information, robust learning, and personal discovery.

The internet poses significant challenges as an information resource. The library cannot monitor or control the content of the internet. Library members and guests use services at their own discretion and the library is not responsible for any damages, direct or indirect, including but not limited to loss of data or any violation of privacy, arising from a library member’s use of electronic resources.

Members and guests using the library’s internet connection are required to abide by the current Glen Ellyn Public Library Code of Conduct and Internet Use Policy.

Guidelines

Library staff reserve the right to monitor usage and set time limits on public computers in order to meet demand and provide access to all users.

Library staff will assist users with internet use and other software packages as time permits but cannot offer extended personal instruction. Staff is always available to locate books, periodicals and other sources describing the internet and its uses and the functionality of publicly provided software.

The library is not responsible for any commercial transactions conducted by users on library equipment.

The library does not provide email accounts for library users.

Users are not permitted to save work on library computers. All user work will be erased upon logging off.

Users are not permitted to load personal software on, or attach equipment to, library equipment.

To ensure adequate resources for all, users may only access one computer at a time.

Use of the internet at the library is a privilege, not a right; verified inappropriate use will result in loss or suspension of computer privileges. Examples of inappropriate use include, but are not limited to, the following:

• Unauthorized tampering with computer hardware or software
• Harassment, libel or slander of other persons
• Accessing sites containing illegal material such as child pornography and obscenity
• Violation of computer system integrity, or hacking
• Violation of software license agreements and copyright laws
• Violation of another user’s privacy
• Use of internet workstations for purposes other than internet access and specific functions authorized and promoted by the library
• Viewing of pictorial sexually explicit web sites that create a harassing, hostile, and/or uncomfortable atmosphere for fellow library users
• Illegal acts involving library computing resources are subject to prosecution by local, State or Federal authorities

Children and the Internet

As with all other library materials, restriction of a child’s access to the internet is the responsibility of the parent or legal guardian. Parents should supervise their children’s internet sessions if they wish to assure protection from materials they consider harmful.

While reasonable attempts are made to prevent teens and youth from viewing inappropriate content on computers in the library, no filter or other method is fail-safe. Parents are advised to have a discussion about safe and appropriate internet use with their children, which would include guidance about use of electronic mail, chat, and other forms of direct electronic communications. Parents should stress that no child should share personal identifying information over the internet.

The library is not responsible for content viewed by minors on computers or mobile devices in the library.

Library staff reserve the right to limit computer access for minors to those computers located on the first floor.

Enclosed study rooms are available in both the Youth and Adult departments. In the Adult Department, these rooms are available on a first-come, first-served basis for high school students, adults, or younger children who are accompanied by an adult. Library staff will impose a two hour time limit when others are waiting. Users must check in at the 2nd Floor Information Desk.

In the Youth Department, these rooms are available on a first-come, first-served basis for children up to grade eight. Youth Study rooms are intended to be used primarily by groups that include children or for activities with children. Library staff will impose a one hour limit when others are waiting. Users must check in at the Youth Desk.

Purpose

The North and South Meeting Rooms are designed primarily to meet the operational needs of the library and offer accommodations for educational, informational, cultural, and civic functions of the Glen Ellyn Community.

The meeting rooms may not be used for private social functions, programs which are not suitable for the library’s physical facilities, or which would interfere with the library’s normal operation, or programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, library staff and visitors, and/or the community.

The library does not discriminate based on political or religious beliefs or on any other constitutionally or statutorily prohibited basis. The library does not advocate or endorse the viewpoints expressed during meetings or by meeting room users. Events taking place in the meeting room may not be closed to any person due to age, gender, race, religion, national origin, disabling condition, or any other legally protected category.

Use and Care of Facility

Access to meeting rooms is not permitted outside of normal library hours. Preparation and clean up time must be included in the reservation request.

State law prohibits smoking or use of alcohol or illegal substances in public buildings. Glen Ellyn Public Library is a smoke free campus; in accordance with the Library Policy smoking is also prohibited on library grounds.

Minors may use the meeting rooms only under direct and constant supervision of adults, who will assume full responsibility for activities and condition of the rooms.

Nothing may be attached to the walls, ceiling, floor, furniture, equipment, or doors of the meeting room.

Additional costs will be assessed if the room is left excessively littered or for any breakage, damage, or theft of library property.

The library is not responsible for the loss of or damage to any equipment or material owned or rented by a group/organization meeting in the library.

Due to liability and insurance regulations, all meetings must conclude no less than 15 minutes prior to library closing; all attendees must exit by library closing, or an additional charge of $25 will be assessed. Multiple violations of this shall result in revocation of library meeting room privileges.

The library retains the right to monitor all meetings, programs, and events conducted on the premises.

The library may relocate any scheduled meeting if circumstances warrant, and staff must always have free access to meeting rooms.

All meetings must be open to the public.

Cancellations

The library reserves the right to cancel any meeting due to attendance in excess of fire code regulations or in the event of a building or weather emergency.

Groups may cancel their reservation; however, refunds will not be given for cancellations made within 24 hours of the meeting date.

Publicity and Sales

In accordance with the Library Policy, no admission fees, sales, solicitations or fundraising is permitted within the library except for library-sponsored events.

In accordance with the Library Policy, no signs or flyers may be posted or distributed on library property except for library-sponsored events.

The name and contact information of the library may not be used in any publicity except as a designation of location.

Priority

Priority for use of the meeting rooms will be given in the following order:

• Glen Ellyn Public Library sponsored meetings or programs
• Meetings whose membership includes a Glen Ellyn library cardholder
• Meetings of groups whose membership does not have a Glen Ellyn Public Library card

Violations of Policy

If any policy violations have occurred, the Meeting Room Coordinator, the Library Services Director, or Library Director will notify the person who reserved the room.

Appeals Process

If a group or organization has been denied permission to use the meeting room, they may appeal the denial to the library Board of Trustees at the Board’s next regularly scheduled meeting. However, written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least five business days before such Board meeting.

Review of Policy

The Board of Trustees of Glen Ellyn Public Library will review the Meeting Room policy periodically and reserves the right to amend them at any time.

The makerspace is available for use by Glen Ellyn Public Library cardholders during its posted hours. It is an open, collaborative environment to facilitate learning, creativity, and connection.

Makerspace equipment may only be used for lawful purposes in accordance with copyright law (Title 17, U.S. Code), patent law (Title 35, U.S. Code), and library policies, and with respect for the health and safety of others.

Please Note

• Certain equipment may have proficiency or reservation requirements.
• There may be fees associated with supplies.
• Staff must approve any outside materials used on equipment and may deny use of certain materials or tools.
• The library cannot guarantee project quality, satisfaction, equipment availability or stability, confidentiality of designs, or specific delivery times.
• Users are responsible for the storage of their digital files and providing their own storage devices as needed.
• Food is not permitted. Covered drinks are allowed.
• The makerspace is not available to outside groups as a meeting space.
• The library is not responsible for any damage, loss, or security of data arising from the use of its computers or network, nor for the functionality or quality of content produced in the makerspace.
• Library staff may deny use of library equipment and tools to individuals who do not take proper care of, recklessly use, or do not complete required training for their use.
• Users may be held financially responsible for willful misuse of or damage to library equipment or space beyond normal wear.

Using The Workshop at Glen Ellyn Public Library

To use The Workshop at Glen Ellyn Public Library (“makerspace facilities and equipment”) and participate in Makerspace Activities (defined in the Makerspace Use Agreement and Waiver and Release of Liability), visitors must

1. have a valid Glen Ellyn Public Library card
2. be at least high-school age, and
3. complete, sign, and date the Makerspace Use Agreement and Waiver and Release of Liability (the “Agreement”). Visitors under 18 years of age must have a parent or legal guardian sign the Agreement on their behalf.

Please read the Agreement carefully, sign it, and deliver the Agreement to staff in The Workshop.

Glen Ellyn Public Library is committed to providing technology necessary to meet visitor expectations with respect to its primary mission and functions. In this regard the library’s strongest priority is to support and maintain the library website, the online catalog, and access to all other electronic reference databases and software available on its computers.

In fulfilling its primary mission, the Glen Ellyn Public Library also maintains and makes available Internet access which visitors may utilize to access other Internet sites not directly related to the library’s primary mission. While the library and its staff are committed to making such access available, the library cannot guarantee visitor satisfaction in accessing these other sites with the same commitment and support provided to the delivery of its primary services.

Free wireless Internet access is provided to library visitors inside the library building and in the library parking lot. Visitors are responsible for configuring their own wireless equipment.

Visitors’ experiences with websites may vary and may be beyond the control of the Glen Ellyn Public Library and its staff.

Glen Ellyn Public Library is in compliance with the Children’s Internet Protection Act (CIPA). To the extent practical, technology protection measures (or “Internet Filters”) shall be used to block or filter Internet, or other forms of electronic communications, access to inappropriate information. Specifically, as required by CIPA, blocking shall be applied to visual depictions of material deemed obscene or child pornography, or to any material deemed harmful to minors.

Subject to staff supervision, technology protection measures may be disabled for adults age 17 or over upon proof of age or, in the case of minors, minimized only for bona fide research or other lawful purposes.

Acceptable Use

1. The following uses of the Internet and equipment at the library are prohibited: illegal purposes, and displaying graphics, which may be reasonably construed as obscene.
2. Users of the public computers and equipment are responsible for their own choices.
   Parents and guardians are responsible for the use of these resources by their own minor children.
3. Users of the public computers and equipment shall not: misrepresent themselves as another person; attempt to modify or gain access to files, passwords, or data belonging to others; seek unauthorized access to any computer system; damage or alter software components of any network or database; upload information to a library computer’s hard drive or equipment without authorization by staff; or modify any library screens or programs.
4. The sending of any information, including name, address, and credit card numbers, via the Internet is at the sole risk of the user. The library accepts no responsibility for unauthorized access or modification of accounts or materials accessed through the library’s equipment or networks.
5. The library reserves the right to charge for printing or use of consumables.
6. Makerspace users may bring their own consumable materials or use library-supplied materials. Makerspace-user supplied materials are subject to the approval of staff. Library supplied materials may be supplied at a cost to the user.
7. Use of a public computer is on a first-come basis. Makerspace equipment will require a reservation.
8. The copyright law of the United States (Title 17 U.S. Code) governs the reproduction of copyrighted material. The user of the public computer or tablet is liable for any infringement.
9. Users may bring their own storage devices and media for the purposes of uploading, downloading or storing data. Documents saved to library computers’ hard drives are erased on a regular basis. The library is not responsible for damage to visitor-supplied storage devices or computers, or for any loss of data, damage, or liability that may occur from use of the library’s equipment.
10. The library reserves the right to end a session at any time.
11. Library staff assistance with equipment and technology is available as staff time permits.
12. Misuse of the library’s computers and/or equipment may result in loss of library privileges.

A. Introduction

This Employee Handbook contains information on policies and benefits of Glen Ellyn Public Library. All employees are provided with a Handbook so that they may become more familiar with the library. It is expected that employees will take the time to acquaint themselves with its contents.

Because it will be necessary to make revisions from time to time, the library reserves the right to change or modify this information, at any time, or cancel in whole or in part, with or without any notice, the published or unpublished benefits or practices. When such changes or modifications are made to the Employee Handbook, employees will be provided with replacement pages for their Handbook. In some instances, policies may be implemented before the manual is revised. Employees are expected to keep their Handbooks updated at all times.

The contents of this Handbook do not constitute an expressed or implied contract of employment. Employment at Glen Ellyn Public Library is employment-at-will and as such, may be terminated at the will of either the employer or the employee at any time and for any reason, or for no reason.

Employees with questions concerning the information, procedures or programs outlined in this Handbook should contact their Department Head or the library Director.

B. Library Guidelines

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, 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

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. 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.

A. Harassment

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. 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:

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

B. 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:

1. Submission to such conduct is made either explicitly or implicitly a term or condition of a person’s employment.
2. Submission to or refusal to engage in such conduct is used as the basis for any employment decisions affecting such individual; or
3. 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:

1. Uninvited sex-oriented verbal “kidding” or demeaning sexual innuendoes, leers, gestures, teasing, sexually explicit or obscene jokes, remarks or questions of a sexual nature;
2. Graphic or suggestive comments about an individual’s dress or body;
3. Displaying sexually explicit objects, photographs or drawings;
4. Unwelcome touching, such as patting, pinching or constant brushing against another’s body; or
5. 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

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.

C. 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. 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.

D. 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. 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)
Chicago 312-814-6200 or 800-662-3942
Chicago TTY 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
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, they 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, they 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.

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 they have 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

1. Stopping work before the specified end of the workday.
2. Loitering during work hours.
3. Regular failure to fill out time sheet or to otherwise accurately account for time worked.
4. Repeated failure to be at the workstation at the scheduled beginning of the workday.
5. Smoking, eating or drinking in prohibited areas.
6. Creating or fostering unsanitary conditions.
7. Posting or removal of notices on or from library bulletin boards without the expressed, prior approval of the Director.
8. Unexcused absenteeism.
9. Careless operation of library equipment.
10. Obscene, abusive, inflammatory or derogatory language. This includes the spreading of rumors and/or malicious gossip.
11. Horseplay or fighting during working hours.
12. Threatening and/or coercing fellow employees during working hours.
13. Outside employment which conflicts with library interests or inhibits the employee’s ability to function effectively.
14. Negligent actions that might result in injury to co-workers or damage to library property.
15. Unauthorized possession or use of library, visitor or employee property.
16. Falsifying employment application, time sheet, expense report, personnel or other documents or records of the library.
17. Possession, distribution or use of weapons (including firearms) or explosives, or violating criminal laws on the premises of the library.
18. Dishonesty, fraud, theft or sabotage against the library or its employees.
19. Insubordination or failure to perform reasonable duties which are assigned.
20. Unauthorized use of material, time, equipment or property of the library or a visitor.
21. Conduct that the library feels reflects adversely on the employee or the library.
22. Performance that does not meet the requirements for the position.
23. Abuse or negligence of our security or confidential materials.
24. Installing unauthorized or illegal copies of software on a library-owned computer.
25. Revealing any confidential information to any person who isn’t authorized to receive it, and who does not need to know it.
26. Violation of the library’s drug/alcohol policy.
27. Any behavior that results in an employee not performing their job.
28. 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:

• is directed at one or more employees;
• substantially interferes with work/prevents work from being accomplished; and
• 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 they have experienced or witnessed bullying is encouraged to report the incident as soon as possible to their 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 their 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, cardholders, 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, 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 Procedures, under “Blood borne Pathogens.”

19. Employee and Trustee Ethics

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.

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.

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.

The participation in political activities prohibited under the Act, by any officer or employee of the library, is hereby prohibited.

For purposes of this Section, the terms “officer” and “employee” shall be defined as set forth in 5 ILCS 430/70-5(c).

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.

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).

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 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 anti-harassment and discrimination policy).

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 Glen Ellyn Public Library 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.

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 non-work 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.

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.

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.

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.

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 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 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 they are at work. A library employee also makes a statement about their own self image by the way they dress 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.

C. Compensation and Performance

1. Workweek

The library workweek begins Sunday and ends the following Saturday.

Full-time employees are scheduled to work 37.5 hours per week on a regular basis.  Full time employees receive a daily, paid meal break of thirty (30) minutes, for a total of 40 paid hours per week.

Part-time, temporary, and seasonal employees are paid for hours actually worked.

“Normal weekly hours” are established through current official Business Office personnel files only and represent the number of hours an employee is expected to work in one week. Unofficial variations of hours actually worked do not constitute a change in employee’s normal weekly hours.

For employees who work an unbalanced or irregular schedule, normal weekly hours will be calculated by dividing the total number of hours the employee is supposed to work in a year by 52 weeks.

Benefits are calculated with reference to normal weekly hours. A “week” at the library runs from Sunday through Saturday.

2. Workday

The library’s official start time is 7 am for maintenance staff, and no earlier than 7:30 am for the rest of the staff Monday through Friday, 8:30 am on Saturday and 12:30 pm on Sunday. Start time for openers for the Adult, Youth, and Library Services Departments is no earlier than 8 am on Saturday and Noon on Sunday.

Specific workday and workweek hours for each employee will be determined from time to time by the appropriate department manager based on the operational needs of the library. The library will attempt to notify employees of any changes in workdays or workweek hours two weeks in advance of the effective date of any such change.

3. Alternative Work Schedule (AWS)

Purpose of AWS
The purpose of the AWS is to assist employees in balancing family and work life, by allowing employees to work their assigned hours in a non-traditional schedule. This policy discusses those alternatives.

Eligibility for AWS
The eligibility for an AWS is based on the responsibilities and autonomy of the actual job rather than on factors related to the individual employee, such as years of service or experience.  Some jobs more readily accommodate an AWS situation, while others do not. Positions that might generally lend themselves to an AWS (1) utilize discretionary authority and independent action; and (2) maintain a low percentage of time spent performing routine, manual or clerical work. Positions classified as “exempt” from the Fair Labor Standards Act (FSLA), by definition, generally accommodate an AWS situation better than positions classified as “non-exempt” from the FSLA.

Even if an employee’s job lends itself to an AWS, the employee’s performance I his or her job will also be a determining factor in the approval of an AWS.

Types of AWS
Some departments can more readily accommodate the AWS, while others cannot.  The Department Director has overall discretion as to which AWS, if any, he or she will permit in his or her department. There are several types of AWS to be considered and are discussed below:

1. Flex time – A flex time schedule allows the employee to work his or her assigned hours with consideration to his or her personal needs (for example; attending school, caring for children, working another job, etc.). Flex time does not permit the employee to report to work whenever he or she feels like it; rather the employee establishes a regular schedule, based on his or her personal needs, which may vary little from week to week and communicates schedule changes according to department policy. This applies to full-time and part-time employees.
2. Compressed Work Week – A compressed work week schedule allows full-time employees to work their full-time schedule in fewer than 5 days.
3. Work At Home – A Work at Home (WAH) schedule allows employees to work part or all of their assigned hours from home. This applies to full-time Department Heads. Given the nature of library work, it would be very rare for the library Director to approve an AWS permitting an employee to work exclusively from home. Employees requesting a WAH schedule must prove that they have the resources to be successful and productive while working at home. For example, a working computer compatible with the library’s systems, an available telephone line, adequate child care arrangements for children, etc.

Procedures for Applying for AWS
Employees considering an AWS need to think about how an AWS can be successful.  Employees need to consider the impact that an AWS will have on their department, their department director, supervisors, co-workers, vendors, etc. Employees also need to define the business need for an AWS and how the library will benefit from the AWS.

After considering if an AWS will work for the employee and the library, the employee should complete all sections of the “Alternative Work Schedule Application” form. This form can be obtained in the Business Office. After the application is completed, the employee should submit it to his or her department director. The department director and the employee should then discuss the purposed schedule, making any notes or modifications on the application.

If the department director approves the proposed AWS, he or she should indicate that it is “approved” or “approved with the following amendments” and the start date of the AWS should be entered, along with a “trial period” ending date and a date for “further review”.

If the department director does not approve the AWS, he or she should indicate that it is “declined” and provide a statement supporting the reason for his or her decision and indicating under what conditions, if any, an AWS would be considered in the future.

The employee, department director, and library director sign and date the application. The original application is submitted to the business office. Even when an AWS is granted, it may be withdrawn at any time by the library to accommodate business needs.

4. Overtime

Non-exempt staff shall be paid at a rate equal to their regular rate for the first 40 hours worked each week and one and one-half their regular rate for hours over 40.

All hours worked by an employee in excess of 37.5 hours weekly must be pre-approved by the department head and the library Director.

Hours taken for vacation and holidays are not recognized in calculating overtime.

Exempt employees are not eligible for overtime.

5. Compensatory time

It is the policy of  the library that employees who are subject to the hourly work week limitations in the federal Fair Labor Standards Act, (non-exempt) and who work in excess of forty (40) hours per work week, shall accrue compensatory time in accordance with the requirements and limitations set forth in the federal Fair Labor Standards Act.

Eligible Employees
Eligible employees are employees who are subject to the federal Fair Labor Standards Act (FLSA).  Exempt employees under the Fair Labor Standards Act and are not eligible employees.

Determination of Overtime Hours
Overtime hours are any hours worked in a given work week in excess of forty (40) hours. The beginning day of the work week for each eligible employee shall commence at 12:01 am each Sunday.

Accrual of Compensatory Time

A. Rate
For each hour of overtime worked by an eligible employee in a given work week, one and one half (1-1/2) hours of compensatory time shall accrue.

B. Limitations
Eligible employees may accrue not more than thirty (30) hours of compensatory time, computed as one and one half hours of compensatory time for not more than one hundred sixty hours of overtime work.

C. Use
An eligible employee who has accrued compensatory time shall be allowed to use said time with a reasonable period following accrual so long as the operations of the library are not unduly disrupted. Compensatory time shall not be counted as hours worked in the period in which such hours are used.

D. Payment on Termination
An eligible employee who is terminated, and who has accrued compensatory time, shall be paid for such accrued compensatory time at a rate not less than the average rate of pay for the preceding three years, or the final regular rate of pay, whichever is higher.

Records
Records shall be maintained to evidence the overtime hours worked by each eligible employee in a given work week, if any, and the number of hours of compensatory time accrued by each eligible employee, if any.

Payment of Cash in Lieu of Compensatory Time
Authority of Employer
Nothing herein shall prohibit the library, at the library’s option, of freely substituting cash, in whole or in part, for compensatory time off; and an overtime payment in cash does not affect subsequent granting of compensatory time in future work weeks or work periods.

Payments to Employee
Cash payments to an employee for accrued compensatory time may be made at any time except that on termination, payment shall be made pursuant to this policy. No employee shall otherwise have the right to receive, upon request, cash in lieu of accrued compensatory time.

6. Sunday Work Hours

Hours worked on Sunday will be considered part of the normally scheduled workweek (37.5 hours) from Sunday to Saturday.

7. Deductions from Pay

It is the policy of Glen Ellyn Public Library not to take any improper pay deductions that would be in violation of the Fair Labor Standards Act, its regulations (specifically Section 541.602(a)), or relevant state law or local ordinance.

Employees who believe their pay has been improperly deducted should report such improper deduction immediately to the Finance/HR Director. The complaint will be promptly investigated and the results of the investigation will be reported to the complaining employee. If the employee is unsatisfied with the findings of the investigation, the employee may appeal the decision to the Director.

Any employee whose pay is improperly deducted shall be reimbursed for such improper deduction no later than the next pay period after the improper deduction is communicated to management.

8. Lost or Uncashed Payroll Checks

Glen Ellyn Public Library strongly encourages all employees to participate in the Direct Deposit Program to avoid having lost or misplaced checks. Employees not enrolled in the Direct Deposit Program will be issued a paper check. If the paycheck is misplaced, the employee should contact the Finance/HR Director immediately to report it.  The Finance/HR Director will issue a stop payment on the check and charge the employee an administration fee of $25 (twenty-five dollars) for this service. After the Bank has confirmed the stop payment, a replacement check will be prepared for the employee. The employee will then be notified by the Finance/HR Director via e-mail or phone that the replacement check is ready for pick up.  This entire process takes approximately two weeks to complete.

9. Employment Classification

For purposes of salary administration and eligibility for overtime payments and employee benefits, the library classifies its employees. These classifications are for administrative purposes only and do not create any contractual right to continued employment.

Each employee is designated as either NONEXEMPT or EXEMPT from the federal and state wage and hour laws.

NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws.

EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws.

In addition to the above categories, each employee will belong to one other employment category:

Regular Full-Time: Employees who are regularly scheduled to work the organization’s full-time schedule of 37.5 hours per week. Generally, they are eligible for the employer’s full benefit package, subject to the terms, conditions, and limitations of each benefit program.

Part-Time: Employees who are regularly scheduled to work less than 37.5 hours per week but at least 8 hours per week. While they do receive all legally-mandated benefits (such as workers’ compensation and Social Security benefits), they are eligible for some additional benefits, dependent upon their specific hours worked.

Temporary: Employees hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of limited and indefinite duration. Employment beyond any initially stated period does not in any way imply a change in employment status. “Temporary” employees retain that status until notified of a change. While temporary employees receive all legally-mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for any of the employer’s other benefit programs.

Casual: Employees who have established an employment relationship with the organization but who are assigned to work on an intermittent and/or unpredictable basis of less than 20 hours per week. While they receive all legally-mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for any of the employer’s other benefit programs.

You will normally be informed of your initial employment classification and of your status as an exempt or nonexempt employee during your orientation session. If you change positions during your employment as a result of a promotion, transfer, or otherwise, you will normally be informed by the Human Resources Department of any change in your exemption status.

Please direct any questions regarding your employment classification or exemption status to the Human Resources Department.

10. Timekeeping

To ensure that the library has accurate time records and that nonexempt employees are paid for all hours worked in a timely manner, exempt and nonexempt employees are required to accurately record all hours worked on an excel spreadsheet. Exempt and nonexempt employees should record all hours worked and breaks longer than 20 minutes on a daily basis, including lunch and other breaks. Your supervisor will review your time records and ask you to verify them at the end of each pay period.  Any changes to the time records must be verified by both you and your supervisor.

Employees must ensure all time is recorded accurately. Off-the-clock work by nonexempt employees is strictly prohibited. Fraudulent timekeeping and falsification of time records are subject to discipline, up to and including termination of employment.

Employees are responsible for reporting any supervisor or manager who encourages or requires off-the-clock work by nonexempt employees to the Director.

11. Job Descriptions and Salary Administration

Purpose
The purpose of the Glen Ellyn Public Library job Descriptions and salary administration policy is to ensure that the organization is able to attract, retain and motivate the number and caliber of individuals necessary to achieve its goals within budgetary guidelines.

Implementation
In order to accomplish this, it is the Glen Ellyn Public Library’s policy that a salary range will be established for each group of positions and that these ranges will be internally equitable, i.e. fair when compared with the ranges established for other Glen Ellyn Public Library position groups as well as competitive when compared with the rates paid and ranges utilized by other employers for comparable positions.

The job descriptions and salary schedule are normally reviewed at least annually to keep salaries equitable and competitive within the budget constraints inherent in Glen Ellyn Public Library being a publicly funded institution.

It is also Glen Ellyn Public Library policy that each employee will receive a rate of pay which falls within the range established for their job; and that the progression of each employee’s salary within the range will be determined by the employee’s on the job work performance.

All Glen Ellyn Public Library salary administration programs will be designed and administered in such a way as to comply with all laws and to provide fair treatment for all employees regardless of race, color, religion, sex, national origin, age, disability, sexual orientation or other applicable legally protected status.

D. Benefits and Services

1. Paid Holidays

The following days or partial days on which the library is closed are paid holidays as detailed below:

New Year’s Day
Easter Sunday (4 hours)
Memorial Day
Independence Day
Labor Day
Thanksgiving Eve (4 hours)
Thanksgiving Day
Christmas Eve
Christmas Day
New Year’s Eve (4 hours)

The library also recognizes the following days as “floating holidays:”

Veteran’s Day
President’s Day
Juneteenth

The library is open to the public on these days, but holiday compensation is provided to qualified employees.

A. Holiday Compensation for Full-time Employees

Subject to the restrictions listed below, full-time employees will be compensated for all listed holidays.

Employees working a full time schedule are eligible to receive 75.5-79.5 hours of holiday time each year, dependent upon whether or not they are scheduled to work Sundays on a regular basis.

If a holiday falls on a full-time staff member’s regularly scheduled day off, she will receive additional vacation time equivalent to the holiday pay for full-time employees.

All full-time employees scheduled to work on Sundays will be granted a four-hour paid holiday for Easter Sunday.

For the “floating holidays” of Veteran’s Day and President’s Day, the library will add one day each to the full-time employee’s vacation time.

In pay periods when the library closes early for a paid holiday, full time staff must adjust their schedules so that their work time plus paid holiday or vacation time equals 75 hours.

B. Part-time Employees

To be eligible for paid vacation time, an employee must be hired for a work schedule expected to total at least 20 normal weekly hours.

All part-time employees working 20 hours or more per week and regularly scheduled to work on Sundays (not including Premium Summer Sundays) will utilize 79.5 hours holiday time as their base for calculation; all other part-time employees scheduled to work 20 hours or more per week will use 75.5 hours.

Paid holidays are earned on a pro-rated basis as the benefits year progresses.  The following formula is used to calculate an employee’s annual paid holiday hours:

Normal Two-Week Pay Period Hours / 75 X (79.5 or 75.5 as defined above) = Annual Holiday hours

Part-time employees may take earned holiday time at any time during the year, subject to the approval of the employee’s supervisor.

Unused holiday time is subject to the same carryover restrictions as vacation time, detailed below.

C. Part-time Employees Working Less than 20 Hours Weekly/Seasonal Employees

Part-time employees regularly working 10 to 19 hours weekly, but with a minimum of three years continuous service with the library will be granted 15 hours of holiday time annually.

Part-time employees regularly working 10 to 19 hours weekly with less than three years continuous service with the library are not entitled to holiday pay.

Part-time employees working less than 10 hours weekly are not entitled to holiday pay.

Seasonal employees are not entitled to holiday pay.

2. Vacation Leave

A. Full-Time Employees

Full-time employees are entitled to paid annual vacation leave on the following basis:
Full-time Staff: 20 days / 160 hours

B. Part-time Employees Scheduled 20 or More Hours Weekly

Part-time employees working an average of twenty (20) or more hours per week annualized are entitled to paid annual vacation leave on the following basis:

Part-time Staff: Normally Scheduled Weekly Hours X 4

C. Calculating Paid Vacation Leave

Eligible staff members earn paid vacation leave from the date of their employment.

Vacation leave accrues on a prorated monthly basis, at the conclusion of each full month of employment.

D. Taking Vacation Leave

Vacation leave may be taken as earned.

A new employee may take earned vacation leave after three months.

Approval of vacation leave is subject to the service needs of the library and the approval of the library Director and/or the employee’s Department Head.

Vacation leave is to be taken in increments of at least one half (1/2) hour.

F. Accumulation of Vacation Leave

An employee may accumulate no more than the equivalent of 2 weeks accumulated vacation at the end of the calendar year.  Any vacation carried over from the previous year must be used by June 30 of the following year.

G. Compensation for Unused Vacation Leave

Upon termination of employment with the library, all unused vacation leave will be paid to the employee.

H. Vacation Accumulation During Unpaid Leave

Vacation leave does not accrue while an employee is on unpaid leave.

3. Sick leave

The purpose of sick leave is to provide protection for employees when they or members of their immediate family are ill, or to meet medical/dental appointments.

A. Eligibility and Rate of Accumulation

Sick leave benefits are provided for full-time employees and for part-time employees who are scheduled to work a minimum average of twenty (20) hours per week annually.

Full-time employees are granted 10 days or 75 hours of sick time every twelve months.

The following formula is used to calculate a part-time employee’s annual paid sick leave:

Normally Scheduled Weekly Hours X 2 = Annual Paid Sick Leave

Sick leave is earned on a prorated monthly basis starting with the first full month of employment.

B. Limits of Accumulation and IMRF Retirement Benefit

Unused sick leave may be carried over and accumulated to a maximum of 240 workdays.

Based on prevailing Illinois Municipal Retirement Fund policy at the time of retirement, if an employee retires from the Glen Ellyn library, ALL unused sick leave will be included as part of the final IMRF retirement calculation.

Except for this additional IMRF benefit, employees will not be compensated for unused sick leave when they leave the library’s employment.

C. Calculation

Full day absences are calculated as 7.5 hours for full-time employees, plus a ½ paid meal break.

For part-time employees a full day’s absence is calculated as the scheduled number of hours to be worked the day of the absence unless some or all of the time is made up during the same pay period with the approval of the department head.

Sick leave may be taken in increments of one half (1/2) hour for all employees.

D. Appropriate Uses

Sick leave may be used for:

• Illness or injury of the employee
• Medical and dental appointments which cannot be made outside of working hours
• Care of members of the employee’s immediate family (child, step-child, spouse, domestic partner, parent, sibling, grandparent, grandchild, step parent, aunt, uncle, in-laws of the same degree) who are ill.
• “Personal care” to a covered family member. For purposes of this policy, personal care includes activities to ensure that a covered family member’s basic medical, hygiene, nutritional, or safety needs are met, or to provide transportation to medical appointments, for a covered family member who is unable to meet those needs himself or herself. In addition, personal care also means being physically present to provide emotional support to a covered family member with a serious health condition who is receiving inpatient or home care.

Scheduling of medical and dental appointments is subject to the approval of the Department Head.

E. Notification

Sick leave benefits will be contingent upon prompt notification to the employee’s direct supervisor.   Except in emergency situations, prompt notification is defined as notifying the appropriate supervisor within the two (2) hour period preceding the start of the scheduled work time.

Any employee using sick leave may be required to provide verification of the necessity for such leave and/or verification that the employee is fit to return to duty in the event of an absence that exceeds three working days or when the library has reason to believe that sick leave is being abused.  The sufficiency of any verification shall be determined by the Department Head.

All accidents involving employees during working hours or while on library premises must be reported as soon as possible to the Department Head and Finance/HR Director.

4. Other Leave

A. Other Paid Leave

All employees, including seasonal and temporary, working less than 20 hours per week, will earn 25 hours of paid leave on January 1^st.  Employees are eligible to begin taking leave 90 days after their employment begins, and leave may be taken for any reason.  The library requires advance notice when the leave is foreseeable.

Paid leave does not carry over and must be used during the course of the calendar year in which it was granted.

Upon termination with the library, any unused paid leave does not get paid to the employee.

B. Personal Leave

All employees working more than 20 hours per week can earn paid personal leave.  Based on years of service, employees receive the following paid personal days:

• 0 – 5 years: 1 day
• 6 – 10 years: 2 days
• 11 – 15 years: 3 days
• 16 – 20 years: 4 days
• 21 and up: 5 days

Personal leave is prorated for part time employees working more than 20 hours per week and based on normally scheduled hours in a pay period.

Personal leave may be taken in increments of one hour.

Personal leave does not carry over and must be used during the course of the calendar year in which it was granted.

Personal leave is for matters that cannot be accomplished outside of an employee’s working hours, such as banking or legal appointments, home repairs, etc.

C. Jury Duty

Employees should notify their supervisor upon receipt of a jury summon. Upon submission of proof of service, employees shall receive full pay for time spent serving on jury duty not to exceed two full weeks.

D. Bereavement Leave

All employees are granted up to three days of paid leave due to the death of an immediate family members. Immediate family includes the employee’s parent, stepparent, mother-in-law, father-in-law, spouse, domestic partner, child, stepchild, sibling, grandparent, or grandchild.

In addition, employees who have worked at least 12 months and 1250 hours in the 12 months preceding the leave are eligible for an additional seven days of unpaid leave in the event of the death of a covered family member, and, in the event of the death of more than one covered family member in a 12-month period, up to six (6) weeks of bereavement leave during that period. (Up to three days will be paid pursuant to this policy). Employees may use any accrued, unused paid time off to run concurrently with this time. Employees must complete time off under this policy within 60 days of learning of the need for leave.

Employees may use this time to attend the funeral or alternative to a funeral of a covered family member, make arrangements necessitated by the death of the covered family member, and/or grieve the death of the covered family member. In  addition, employees who meet the service requirements may also use the time for absences from work due to (i) a miscarriage; (ii) an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure; (iii) a failed adoption match or an adoption that is not finalized because it is contested by another party; (iv) a failed surrogacy agreement; (v) a diagnosis that negatively impacts pregnancy or fertility; or (vi) a stillbirth.

E. Child Extended Bereavement Leave (CEBLA)

Full-time employees, who have been employed for at least two weeks and have lost a child due to homicide or suicide, are eligible for six weeks of bereavement leave. Three days will be paid as detailed in the section regarding family member bereavement leave and the remaining time will be unpaid.

Employees may take leave in one continuous period or intermittently in increments of no less than four (4) hours. Leave must be taken within one (1) year after the employee notifies the library of the loss. This six weeks of leave is the maximum amount of leave an employee may take for the loss of their child due to homicide or suicide. Accordingly, the employee may not seek additional bereavement leave as provided in the section regarding family member bereavement leave.

Additional Time, Notice, and Documentation
Additional paid or unpaid time or leave for persons not covered in the definition of “immediate family member” may be allowed in some circumstances at the discretion of the organization, or the employee may be permitted to use other available paid or unpaid time off. In certain circumstances, the organization may require an employee seeking leave under this policy to provide reasonable documentation of the need for the leave. Employees are requested to provide as much notice of the leave as possible. This policy does not permit an employee to exceed the amount of leave available under the Family and Medical Leave Act.

Returning From Leave
When returning from bereavement leave, employees are entitled to the position they held when the leave began. If that position has been filled or is no longer available, returning employees are entitled to an equivalent position with equivalent pay, benefits, and responsibilities.

5. Paid Parental Leave

Glen Ellyn Public Library is committed to supporting its employees during significant life events, including the birth, adoption, or fostering of a child. This Parental Leave Policy outlines the provisions for paid and unpaid parental leave to ensure that employees can balance their work responsibilities with their family needs. This policy will run concurrently with Family and Medical Leave (FML) as applicable.

All full-time and part-time employees who have completed at least one year of continuous service with the Glen Ellyn Public Library are eligible for parental leave. This policy applies to birth parents, adoptive parents, and employees fostering a child. Seasonal and temporary employees are not eligible.

A. Amount, Time Frame, and Duration

Eligible staff members will receive a maximum of eight (8) weeks of paid parental leave per birth, adoption, or placement of a child/children. The fact that a multiple birth, adoption, or placement occurs (e.g., the birth of twins or adoption of siblings) does not increase the eight week total amount of paid parental leave granted for that event.

Paid parental leave is compensated at the staff member’s current regular rate of pay based on the staff member’s regularly scheduled weekly hours. Paid parental leave will be paid on regularly scheduled pay dates.

Paid parental leave can be taken intermittently but should be taken in full week increments where possible. Approved paid parental leave may be taken at any time during the twelve-month period immediately following the birth, adoption, or placement of a child with the staff member.

Any unused paid parental leave will be forfeited at the end of the twelve month time frame.

Upon separation of employment, the staff member will not be paid for any unused paid parental leave for which they were eligible.

B. Coordination with Other Policies and Benefits

After the paid parental leave is exhausted, the remainder of the leave can be compensated through staff members’ applicable paid time off. Upon exhaustion of applicable paid time off, any remaining leave will be unpaid leave. Please refer to the Family and Medical Leave Act (FMLA) policy for further guidance.

The library will maintain all benefits for staff members during the paid parental leave period just as if they were taking any other leave. If a holiday occurs while the staff member is on paid parental leave, such a day will be charged to holiday pay.

Employees are to provide reasonable advance notice (30 days when possible) to their supervisor and the Finance/HR Director before commencing parental leave. Additionally, employees must submit appropriate documentation (birth certificate, adoption papers, etc.) to verify the reason for leave.

At the end of parental leave, employees are guaranteed to return to their previous position or an equivalent position with the same pay and benefits. The Library will make reasonable accommodations to facilitate a smooth transition back to work.

During both paid and unpaid parental leave, employees will continue to receive their healthcare benefits as per the Library’s policy. However, employees on unpaid leave are responsible for covering their share of the benefit premiums.

The library provides a designated lactation room for nursing parents to express breast milk. This room is equipped with appropriate facilities and privacy to ensure a comfortable and supportive environment.

Glen Ellyn Public Library is committed to the well-being of its employees and recognized the importance of supporting them during the transition to parenthood. This Parental Leave Policy reflects our dedication to creating a family-friendly work environment.

6. Family and Medical Leave

This policy contains information consistent with and in addition to the information contained in the “Employee Rights Under the Family and Medical Leave Act” notice (see here: https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf ) and is meant to provide additional information about the library’s specific policies and procedures under the Family and Medical Leave Act (FMLA).  In the event of any conflict between the “Employee Rights” notice and this policy, the “Employee Rights” notice will prevail.

Employees may be eligible to take up to 12 weeks of unpaid family/medical leave within a 12-month period and be restored to the same or an equivalent position upon return provided that the employee has worked for the library for at least 12 months AND worked at least 1250 hours in the last 12 months AND if at least 50 employees are employed by the employer within 75 miles.  The “12-month period” is measured backward from the date leave is taken and continuous with each additional leave day taken.

FMLA leave may be used for any of the following events:

• The birth and/or care of a newborn child of the employee
• Placement of a child for adoption or foster care with the employee
• To care for the employee’s spouse, child or parent with a serious health condition
• A serious health condition that makes the employee unable to perform the functions of the employee’s job.

Leave because of reasons one and two above must be completed within the 12-month period beginning on the date of birth or placement.  In addition, spouses employed by the library who request leave because of reasons one or two or to care for a parent with a serious health condition may only take a combined aggregate total of 12 weeks leave for such purposes during any 12-month period.

If an employee is eligible, the employee may use the 12-week FMLA leave entitlement to take military family leave.  This leave may be used to address certain qualifying exigencies related to the covered active duty or call to covered active duty of a spouse, son, daughter or parent.  Qualifying exigencies may include (1) attending certain military events; (2) arranging for alternative childcare; (3) addressing certain financial and legal arrangements; (4) attending certain counseling sessions; (5) addressing issues related to short-notice deployment; (6) spending time with a covered family member who is resting and recuperating; (7) attending post-deployment briefings; and (8) for certain activities relating to the care of the military member’s parent who is incapable of self-care where those activities arise from the military member’s covered active duty.

An employee may also be eligible for up to 26 weeks of leave to care for a covered servicemember during a single 12-month period if the employee is the spouse, son, daughter, parent, or next of kin of the covered servicemember.  This single 12-month period begins with the first day the employee takes the leave.  A covered servicemember includes: (1) a  current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) a veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness and: (i) was a member of the Armed Forces (including a member of the National Guard or Reserves); and (ii) was terminated or released under conditions other than dishonorable within the five-year period before the eligible employee first takes FMLA military caregiver leave to care for the veteran.

Improper Use of Leave
An employee may not be granted a FMLA leave to gain employment or work elsewhere, including self-employment.  If an employee misrepresents facts in order to be granted an FMLA leave, the employee may be subject to immediate termination.

Intermittent or Reduced Leave

In the case of leave taken for a serious health condition, to care for a service member with a serious injury or illness, or because of a qualifying exigency, the leave may be taken intermittently (in separate blocks of time due to a single qualifying reason or health condition) or on a reduced hours basis if necessary.  When the leave is needed for planned medical treatment, employees must attempt to schedule treatment so as not to unduly disrupt the library’s operations.  Furthermore, if intermittent or reduced hours leave is required for planned medical treatment, the library may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay and benefits that better accommodates that type of leave.  If leave is unpaid, the library will reduce the employee’s pay based on the amount of time actually worked.  A fitness-for-duty certification may be required to return from an intermittent absence if reasonable safety concerns exist concerning the employee’s ability to perform his or her job duties.

The amount of leave an employee receives each week is equal to their normal workweek schedule. If an employee’s work hours vary so significantly that regular work hours cannot be determined, the library may use a weekly average to calculate the employee’s FMLA leave entitlement. The weekly average is determined by the hours scheduled over the 12 months prior to the beginning of the leave and including any hours for which the employee took any type of leave.

Substitution of Paid Vacation and Sick Time

1. An employee will be required to substitute accrued paid vacation time for any part of a family/ medical leave taken for any reason.
2. When an employee has used accrued paid vacation time for a portion of family/medical leave, the employee may request an additional period of unpaid leave to be granted so that the total of paid and unpaid leave provided equals 12 weeks.
3. An employee may be required to use accrued sick leave for all or a portion of medical leave.

Notice Requirement

1. An employee is required to give 30 days notice to the library in the event of a foreseeable leave. A “Request for Family/Medical Leave” form should be completed by the employee and returned to the Business Services Department.  In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable, usually verbal notice within one or two business days of when the need for leave becomes known, followed by a completed “Request for Family/Medical Leave” form. When the leave is needed for planned medical treatment, employees must attempt to schedule treatment so as not to unduly disrupt the library’s operations.
2. If an employee fails to give 30 days notice for a foreseeable leave with no reasonable excuse for the delay, the leave will be denied until 30 days after the employee provides notice.

Medical Certification

If the employee is requesting leave because of the employee’s own or a family member’s serious health condition, the employee and the relevant health care provider must supply appropriate medical certification.  The medical certification must be provided within 15 days after it is requested, or as soon as reasonably possible under the circumstances.  Failure to provide requested medical certification in a timely manner may result in denial of leave until it is provided.  The library, at its expense, may require an examination by a second health care provider designated by the library, if it reasonably doubts the medical certification the employee initially provides.  If the second health care provider’s opinion conflicts with the original medical certification, the library, at its expense, may require a third, mutually agreeable health care provider to conduct an examination and provide a final and binding opinion.  The library may also require medical recertification periodically during the leave, and employees may be required to present a fitness for duty verification upon their return to work following a leave for the employee’s own medical condition specifying that the employee is fit to perform the essential functions of the job.

Certification for a Qualifying Exigency
If the employee is requesting leave because of a qualifying exigency arising out of a covered family member’s active duty or call to active duty, the employee must supply a copy of the covered military family member’s active duty orders or other documentation issued by the military indicating that the covered military member is on active duty or call to active duty (including the dates of the active duty service).  The library may also request additional information pertaining to the leave.

Certification for Service Member Family Leave
If an employee is requesting leave because of the need to care for a covered servicemember with a serious injury or illness, the Employer may require the employee to supply certification completed by an authorized health care provider of the covered servicemember.  In addition, the library may also request additional information pertaining to the leave.

Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave
If an employee is requesting leave because of the need to care for a covered veteran with a serious injury or illness, the library may require the employee to supply certification completed by an authorized health care provider of the covered veteran.  In addition, the library may request additional information pertaining to the leave.

Effects on Benefits

1. An employee granted a leave under this policy will continue to be covered under the library’s group health insurance plan, life insurance plan and long-term disability plan under the same conditions as coverage would have been provided if the employee had been continuously employed during the leave period.
2. Employee contributions will be required either through payroll deduction or by direct payment to the library. The employee will be advised in writing at the beginning of the leave period as to the amount and method of payment.  Employee contribution amounts are subject to any change in rates that occurs while the employee is on leave.
3. If an employee’s contribution is more than 30 days late, the library may terminate the employee’s insurance coverage.
4. If the library pays the employee contributions missed by the employee while on leave, the employee will be required to reimburse the library for delinquent payments (on a payroll deduction schedule) upon return from leave. The employee will be required to sign a written statement at the beginning of the leave period authorizing the payroll deduction for delinquent payments.
5. If the employee fails to return from unpaid family/medical leave for reasons other than (1) the continuation of a serious health condition of the employee or a covered family member or (2) circumstances beyond the employee’s control (certification required within 30 days of failure to return for either reason), the library may seek reimbursement from the employee for the portion of the premiums paid by the library on behalf of the employee (also known as the employer contribution) during the period of leave.
6. An employee is not entitled to seniority or benefit accrual during periods of unpaid leave but will not lose anything accrued prior to leave. During the unpaid portions of FMLA leave, the employee will not accrue vacation pay and sick/personal pay, etc. Also during the unpaid portions of FMLA leave, the employee will not receive pay for holidays.

Job Protection

1. If the employee returns to work within 12 weeks following a family/medical leave, the employee will be reinstated to his/her former position or an equivalent position with equivalent pay, benefits, status, and authority.
2. The employee’s restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee’s position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave.
3. If the employee fails to return within 12 weeks following a family/medical leave, the employee will be reinstated to the employee’s same or similar position, only if available, in accordance with applicable laws. If the employee’s same or similar position is not available, the employee may be terminated.
4. An employee who took leave because of his or her own serious health condition who wishes to return to work from FMLA leave may be required to present a fitness-for-duty release by a doctor prior to being restored to employment. An employee who fails to provide the certification will not be permitted to resume work until it is provided.

7. Victims’ Economic Security and Safety Act (VESSA)

Statement of Policy

Eligible employees may use unpaid victims’ economic and security and safety leave for up to 12 weeks per 12-month period for any one or more of the following reasons:

1. Seeking medical attention for, or recovering from physical, or psychological injuries caused by domestic sexual or gender violence, or any other crime of violence to the employee or the employee’s family or household member; or
2. Obtaining services from a victim services organization for the employee or the employee’s family or household member; or
3. Obtaining psychological or other counseling for the employee or the employee’s family or household member; or
4. Participating in safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee’s family or household member from future domestic, sexual or gender violence or any other crime of violence or ensuring economic security; or
5. Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee’s family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic, sexual or gender violence or any other crime of violence.

Eligible employees may use up to two workweeks (10 days) of unpaid VESSA leave for any one or more of the following reasons:

• Attending the funeral or alternative to funeral or wake of a family or household member who is killed in a crime of violence;
• Making arrangements necessitated by the death of a family or household member who is killed in a crime of violence; or
• Grieving the death of a family or household member who is killed in a crime of violence.

Leave for these reasons must be completed within 60 days after the employee receives notice of the death of the victim.

Definitions

“12-Month Period” – means a rolling 12-month period measured forward from the date leave is taken and continuous with each additional leave day taken.
“Family or Household Member” – means a spouse or party to a civil union, parent, grandparent, child, grandchild, sibling, or any other person related by blood or by present or prior marriage or civil union, other person who shares a relationship through a child, or any other individual whose close association with the employee is the equivalent of a family relationship as determined by the employee and persons jointly residing in the same household.
“Parent” – means the biological parent of an employee or an individual who stood in loco parentis to an employee when the employee was a child.
“Son or Daughter” – means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age, or is 18 years of age or older and incapable of self-care because of a mental or physical disability.
“Domestic, Sexual, or Gender Violence” – means domestic violence, sexual assault, gender violence, or stalking.
“Crime of Violence”- means any conduct proscribed by Articles 9, 11, 12, 26.5, 29D, and 33A of the Criminal Code of 2012 or a similar provision of the Criminal Code of 1961, in addition to certain conduct proscribed by the Articles of the Criminal Code of 2012. This can include sex offenses, assault, harassment and obscene communications, armed violence, and other crimes.

Coverage and Eligibility

Both full and part-time employees are eligible to apply for this leave.

Intermittent or Reduced Leave

An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule.

Substitution of Paid Time Off/Family/Medical Leave

An employee may elect to substitute accrued paid vacation, sick or personal time for any part of victims’ economic security and safety leave. Such substitution will not extend the 12-week period.

Notice Requirement

An employee is required to give 48 hours notice to the library in the event of a foreseeable leave. In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable – usually verbal notice within one or two business days of when the need for leave becomes known.

Certification

1. For leaves taken pursuant to this policy, the employee may be required to submit a certification demonstrating the need for leave. The certification must be provided by the employee as soon as reasonably possible, but in most cases, with 15 days after requested
2. The certification requirement may be satisfied by the submission of a sworn statement from the employee and one of the following:
   • Documentation from a victim services organization, attorney, clergy, or medical or other professional from whom the employee or the family/ household member has sought assistance from in addressing domestic, sexual or gender violence or any other crime of violence and/ or its effects.
3. A death certificate, published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or government agency documenting that a victim was killed in a crime of violence; or
4. Other corroborating evidence

All information provided to the library pursuant to this policy, including a statement of the employee or any other documentation, record, or corroborating evidence, and the fact that the employee has requested or obtained an accommodation pursuant to this Section shall be retained in the strictest confidence by the library except to the extent that disclosure is (1) requested or consented to in writing by the employee; or (2) otherwise required by applicable federal or State law.

Effect on Benefits

During an approved VESSA leave, the library will maintain your health benefits, as if you continued to be actively employed.  If paid leave is substituted for unpaid VESSA leave, the library will deduct your portion of the health plan premium as a regular payroll deduction.  If you leave is unpaid, you must pay your portion of the premium during the leave.  Your group health care coverage may cease if you premium payment is more than 30 days late.  If you do not return to work at the end of the leave, premiums paid by the library for maintaining coverage during your unpaid leave, unless you cannot return to work because of the continuation, recurrence, or onset of domestic or sexual violence or other circumstances beyond your control.

When your need for the leave also qualifies as family/medical leave pursuant to the Family and Medical Leave Act (FMLA), the FMLA leave will run concurrently with leave taken pursuant to this policy, such that the total amount of unpaid leave for which an employee will be eligible in one year is 12 weeks.

When your need for leave also qualifies for bereavement leave under Illinois’ Family Bereavement Leave Act (FBLA), FBLA leave will run concurrently with leave taken pursuant to this policy, such that the total amount of unpaid leave for which an employee will typically be eligible in cases of bereavement is 10 days. However, in such cases, the 10 days of bereavement leave will not be deducted from the employee’s total VESSA allotment of 12 weeks.

Job Protection

If you wish to return to work a the expiration of your leave, you are entitled to return to your same position, or to an equivalent position with equal pay, benefits and other terms and conditions of employment.  If you take leave because of your own medical condition, you are required to provide medical certification that you are fit to resume work.  You may obtain return to Work Medical Certification forms from the Business Office.  Employees failing to provide the Return to Work Medical Certification Form will not be permitted to resume work until it is provided.

Reasonable Accommodations

The library supports the Victims’ Economic Security and Safety Act and will attempt to provide reasonable accommodations for people who are entitled to protection under this Act, unless such accommodations would present an undue hardship for the library.

Reasonable accommodation applies to applicants and employees and may include adjustment to a job structure, workplace facility, or work requirement, transfer, reassignment, or modified schedule, leave, a changed telephone number or seating assignment, installation of a lock, or implementation of a safety procedure in response to actual or threatened domestic sexual or gender violence or any other crime of violence.

A qualified individual is an individual who, but for being a victim of domestic, sexual or gender violence any other crime of violence or with a family or household member who is a victim of domestic, sexual or gender violence, or any other crime of violence, can perform the essential functions of the employment position that such individual holds or desires.  Should you wish to request a reasonable accommodation pursuant to this policy you should contact your Department Manager.

8. Military Leave

Leaves of absence for Military or Reserve duty are granted to all employees of the library.  Employees called to active Military duty or to Reserve or National Guard training, or volunteering for the same, should submit copies of their Military orders to their supervisor as soon as is practicable. Employees will be granted a Military leave of absence for the period of Military service in accordance with applicable Federal and State laws. Employees who are reservists or members of the National Guard are granted time off for required Military training.  This leave of absence includes time off for (i) service in a federally recognized auxiliary of the U.S. Armed Forces when performing official duties in support of military or civilian authorities as the result of an emergency; (ii) service covered in the Illinois State Guard  as defined by the Illinois State Guard Act; and (iii) a period for which an employee is absent from a position of employment for the purpose of medical or dental treatment for a condition, illness, or injury sustained or aggravated during a period of active service in which treatment is paid by the United States Department of Defense Military Health System.

Their eligibility for reinstatement after the completion of above, benefit continuation/eligibility and payment for leave issues are determined in accordance with applicable Federal and State laws. Employees may elect, but are not required, to use any vacation entitlement for any portion of the absence that may be unpaid.

9. Unpaid Leave of Absence

The following policy applies to those employees who are not covered by another library policy pertaining to a leave of absence.

Occasionally, for personal or other reasons, you may need to apply for an unpaid personal leave of absence when you do not qualify for a leave under another of the library’s policies.  Under these circumstances, you may qualify for a leave of absence. This leave of absence may be granted for a maximum of up to three months (12 weeks).

You must apply in writing for this leave of absence and submit your request to the Director.  Your request should set forth the reason for the leave, the date on which you wish the leave to begin and the date on which you will return to active employment with the library. The granting of a leave of absence, and the terms and conditions surrounding the leave of absence, are at the sole discretion of the library. While the library will make every effort to reinstate the employee to his/her previous position, there are no guarantees.

Failure to return from a leave of absence at the time agreed upon will normally result in immediate termination of employment.

Requests or an extension of a general leave of absence should be submitted in writing to the Director for re-evaluation and will be considered in accordance with applicable law.

Any qualifying accrued paid leave time will run concurrently with any unpaid leave time.  (Meaning all qualifying accrued vacation, personal, holiday, sick etc. will be paid until it is exhausted during the unpaid leave of absence.)

Vacation, holiday and sick leave credit may not be earned during an unpaid leave of absence.

Holidays which fall on an unpaid leave of absence day are not paid. If the employee takes more than 15 days of unpaid leave of absence in a calendar month, and wishes to continue health and life insurance, the employee must pay the premiums for that month.

10. Professional Development of Staff

Glen Ellyn Public Library supports the growth and development of its staff through a broad range of learning opportunities. Priority is placed on learning activities directly related to the employee’s job.  Staff members are to take the initiative to develop their professional skills in order to make a meaningful contribution to the goals of the library.

Participation in conferences on a local or national level allows employees the opportunity to network with their peers, and keep abreast of changes in their field. The library supports activities such as committee participation, presenting or moderating a program and attending exhibits to learn about new products and services. Determining which committees are appropriate for a particular employee should be a joint effort between the employee and the department head.  An employee must work a minimum of 8 hours per week in a position related to the requested activity.

Funds for professional development must be requested when the Department Head is planning the budget for the coming fiscal year.  All staff must submit their requests through their department head. Eligibility to attend a national conference is granted on a rotational basis.  Specific allocations are made for travel, conferences, dues, journals, electronic devices and professional activities that further the professional growth of the individual.These requests must be submitted to the department head for written approval.

Employees are paid for their time spent traveling to and attending a conference, or workshop.  Employees should work out their time away at conferences with their department head, in order to accommodate the department’s schedule. Hours charged for a conference should be time spent productively.

Transportation is covered per the maximum reimbursable schedule currently held in the Business Office, and the most economical choices should be made. Mileage will be reimbursed at the current rate established by the Internal Revenue Service only if it is the most economical choice.

Lodging will be reimbursed at the maximum per the current GSA Per Diem Rates.  Meals are reimbursed for breakfasts, lunches and dinners related to a conference per the current GSA Per Diem Rates. The library will cover penalty fees when changes or cancellations result from family emergencies, workplace demands or other emergency circumstances. It is the responsibility of the employee to notify the department head and the business office, if they are not able to attend a planned function.

Staff meetings for information and training purposes are held periodically.

Attendance at staff meetings is mandatory and shall be compensated at an employee’s normal hourly wage rate.

When filling out forms for reimbursements, the following forms should be used:

Permissible Travel Expenses

The maximum reimbursable rates for travel are set forth as follows:

 

 

The following expenses shall not be reimbursable:

• Alcoholic Beverages
• Entertainment Expenses including, but not limited to: shows amusement parks, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement unless ancillary to the purpose of the program or event

Travel Expense Reimbursement Request Form

Before an expense for travel, meals, or lodging may be approved under the Glen Ellyn Public library’s policy, the following minimum documentation must first be submitted, in writing, to the individual’s direct supervisor for approval, and then the Business Office for reimbursement.

• The name of the individual who received or is requesting the travel, meal, or lodging expense and the individual’s job title or office.
• The date or dates and nature of the official library business in which the travel, meal, or lodging expense was or will be expended. Please attach supporting documentation describing the nature of the official library business event or program.

You may also provide such other documentation as would assist the Board of the Glen Ellyn Public Library in considering your request for reimbursement.  In the discretion of the Board of the library, additional documentation relevant to the request for reimbursement may be required prior to action by the library Board with respect to the reimbursement request.

When requiring reimbursement for travel, please use the following request form:

Glen Ellyn Public Library Reimbursement Request

Request Date:
Account Number:
Name of Event or Program, if applicable:
Total Requested:
Person Making Request:
Description of Goods / Services or reason for travel including location and dates:

Department Head Signature:

Date:

Please attach Invoices, Receipts, and Driving Directions to the form.

11. Staff Privileges

All staff members are eligible for a Glen Ellyn Public Library card.  Staff library cards are only to be used at the Glen Ellyn Public Library.  Staff visiting other libraries should use their home library card, or in the case of staff who are Glen Ellyn residents, use a separate Glen Ellyn library card.

All personal materials must be checked out at the library Services desk or at a self-check machine, and all materials that leave the library must be checked out.  Checking out or renewing one’s own personal materials, or leaving the library premises with materials that have not been checked out is a serious violation of library policy and may result in disciplinary procedures.

Employees who fail to return library materials that have been checked out or otherwise removed may be subject to disciplinary procedures and / or be suspended from the work schedule until the matter is resolved.

Staff members are exempt from payment of fines providing that the privilege is not abused.

12. Education Assistance

Glen Ellyn Public Library encourages employees to further their education and training in work-related areas and may provide employees with financial support to do so. Such courses should be taken from approved institutions of learning, such as accredited colleges, universities, secretarial and trade schools. A course is a formal academic activity in which a grade is given. Non-credit classes, seminars and workshops are generally not eligible for educational assistance reimbursement, but may be covered as “professional development” activities.

Education assistance is available to any full-time employee or a part-time employee working 20 hours or more a week with at least one year of continuous satisfactory performance. Courses must be approved by the employee’s departmental director and the Library Director prior to class enrollment to qualify for reimbursement.

The maximum reimbursement that will be made to an individual employee is $2,500 per calendar year. The Glen Ellyn Public Library will reimburse employees for the actual cost of the coursework, textbooks, and any applicable laboratory fees. Total reimbursement to be made, up to a maximum of $2,500 per calendar year is as follows:

Grade % Reimbursement

A- Or above 100%
B- Or above 80%
C- Or above 50%
Less than a C- 0%

Reimbursement will be granted for approved courses at the rate stated above upon receipt of a paid tuition bill and an official grade report.

Employees eligible for reimbursement from any other sources (e.g., a government-sponsored program or scholarship) may seek assistance under our education assistance program but are reimbursed only for the difference between the amount received from the other funding source and the actual course cost. Total aid provided by the Glen Ellyn Public Library and other sources may not exceed 100% of the allowable tuition and fees.

Time spent in such educational activity is not paid time. No mileage allowance will be paid for travel to such courses.

If the employee resigns or is terminated within twelve months after reimbursement is received, the employee must agree to repay the Glen Ellyn Public Library in full. Repayment will be deducted from remaining pay checks. A payroll deduction form for this purpose must be completed when the tuition bill and official grade report are submitted.

13. Blood and Organ Donation

Eligible employees may take paid leave for up to one hour every 56 days to donate or to attempt to donate blood and up to 10 days in any 12-month period to serve or attempt to serve as a living organ donor.

Definitions

“Eligible Employee” means a full-time employee who has been employed for at least 6 months and who donates or attempts to donate blood or an organ.

“Blood Donation” means the act of donating blood in accordance with the nationally recognized medical standards for blood donation eligibility of the community blood bank as operated by the American Red Cross, America’s Blood Centers, the American Association of Blood Banks, or other blood bank.

“Organ Donation” means the act of donating any biological tissue of the human body that may be donated by a living donor (other than blood), including but not limited to, the kidney, liver, lung, pancreas, intestine, bone, and skin or any subpart thereof.

Notice, Approval, and Verification

An employee is required to give reasonable notice to the library in the event that the employee chooses to use leave under this policy.   A request for leave under this policy must be in writing and must include the day the employee wishes to use the leave along with a written statement from the blood bank or medical/transplant facility indicating that the employee has an appointment on the day requested for leave to donate or attempt to donate blood or an organ.

Upon an employee’s return from an approved leave, the employee will be required to submit a written statement from the blood bank or medical/transplant facility verifying that the employee kept the appointment.

Purpose

Capital assets purchased or constructed by Glen Ellyn Public Library represent a major investment by the taxpayers. The purpose of this policy is to set forth the accounting policy as to how capital assets are to be accounted for and reported.

Capital Asset Definition

Capital assets are major assets that benefit more than a single accounting period. They are considered real or personal property that have a value equal to or greater than the capitalization threshold for the particular classification of the asset and have an estimated life of greater than one year. They include such items as land, buildings, improvements other than buildings, furnishings and equipment, infrastructure, construction or development in progress, and vehicles.

Capitalization Thresholds

The library will capitalize all assets with an estimated useful life in excess of one year and a cost of $20,000 or more. With regard to asset repairs and improvements, costs incurred in the amount of $20,000 or more will be capitalized if the repair or improvement extends the useful life of the asset or significantly increases the service capacity or usefulness of the asset. The Business Manager bears the responsibility for recording new additions of capital assets. Additions will primarily be substantiated through paid invoice files and will be reviewed and updated on an annual basis or as additions are procured.

Estimated Useful Lives

“Estimated useful life” means the estimated number of years that an asset will be able to be used for the purpose for which it was intended when purchased. Estimated useful life is used to allocate the cost of the asset over the period of time in which the library is expected to receive benefit from the asset. The periodic charge of the benefit is called depreciation expense and is reported in the government-wide financial statements of the library. The following table sets forth the useful life of each category of capital asset that is depreciated.

Capital Asset Classification

Assumed Useful Life
Buildings
40 years

Improvements
15 – 25 years

Equipment
5 – 15 years

Furniture
10 – 15 years

Vehicles
8 – 10 years

Recording Capital Assets

Capital assets are to be reported and depreciated in the government-wide financial statements. All assets that meet the above definitions and thresholds will be recorded at historical costs or estimated historical cost. In the case of a donated asset, it shall be recorded at its estimated fair value at the time of acquisition. The following parameters further refine the recording of capital assets:

Land is recorded at historical cost and is not depreciated.

Expenditures classified as construction in progress will be recorded at historical cost and will not begin to be depreciated until the construction is complete and the expenditure is reclassified to another capital asset classification.

Depreciation

Depreciation is the allocation of the total acquisition cost of a capital asset over its estimated useful life. Glen Ellyn Public Library will use the straight-line method of depreciation, with an assumed salvage value of zero. Maintaining and recording depreciation will be the responsibility of the Business Manager.

Inventory Records

Glen Ellyn Public Library will maintain an accurate, complete, and up-to-date record of all capital assets. Each inventory record will include: description, year of acquisition, method of acquisition, funding source, cost or estimated cost, and estimated useful life. The library will ensure completeness and accuracy of its inventory records through physical counts, review of purchase records, and other methods deemed necessary.

Library Bill of Rights

Freedom to Read

Freedom to View

Library Records Confidentiality Act

Glen Ellyn Public Library will cooperate with Law Enforcement Officials to allow access to items within the scope of the Search Warrant while at the same time seeking to protect the rights of patrons in accordance with the Illinois Library Records Confidentiality Act (75 ILCS 70/1-2)

Designated Library Official

The Library Director will handle all requests to search library records pursuant to a Search Warrant. In the absence of the Library Director, the individuals holding the following staff positions will respond to the Search Warrant:

• Adult Director
• Youth Director
• Materials Processing Manager
• Business Manager

Identify Serving Officer

The Library Director will request identification form the Law Enforcement Officials and record their names, badge numbers and agencies.

Review Warrant for Content

The Library Director will review the Search Warrant when served and will contact library legal counsel for consultation concerning the scope of the Warrant and compliance procedures.
Library Legal Counsel Klein, Thorpe & Jenkins (312) 984-6400

• Dennis Walsh
• Kenneth Friker

Request the Presence of Library Legal Counsel

The Library Director will ask the Law Enforcement Officials to wait until the library Legal Counsel is present before beginning the search.

Cooperate with Officials

The Library Director will cooperate with Law Enforcement Officials to help identify the records/evidence falling within the scope of the Search Warrant.

No Access to Other Records

The Library Director will not permit access to records beyond the scope of the Search Warrant, i.e. records not specifically identified in the Search Warrant.

Record Evidence Viewed or Taken

The Library Director will record all records or evidence viewed, copied, or removed from the library pursuant to the search. The searching Officer will be asked to sign a statement verifying this record. Refusal by the searching Officer to verify their actions, in writing, will be noted.

No Disclosure of Search

No person will disclose the receipt of the Search Warrant or the search to anyone except the Library Director and / or library Legal Counsel.

Provide the Policy

To assist the Law Enforcement Officials a copy of this Search Warrant Policy will be provided promptly to the Officials upon their arrival at the library.

Request for Reconsideration of Library Materials

It is the policy of Glen Ellyn Public Library to develop and maintain a superior collection of materials with available financial resources. It is the policy of Glen Ellyn Public Library to seek input from diverse resources in the community regarding purchase suggestions. Further, it is the policy of the library not to use its collection to promote particular beliefs or views. Rather, through its collection, the library provides material which visitors can examine freely and draw their own conclusions.

Responsibility for this policy rests with the library Board of Trustees. Implementation of the policy is delegated by the Board to the Library Director and staff who shall abide by the following collection development procedures governing the selection, acquisition, and weeding of library materials of all formats.

Glen Ellyn Public Library upholds and promotes the American Library Association in the following statements.

• Library Bill of Rights
• Freedom to Read
• Freedom to View

Collection Development Procedures

Library staff shall follow criteria for selection of materials for the library’s collections. The criteria are designed to make available a variety of materials that meet the educational, informational, cultural, and recreational interests and needs of the residents of Glen Ellyn. The criteria include the value of the material to the library and the public, regardless of the personal taste of the selectors

• variety of views on important, complicated, and/or controversial questions, regardless of
  whether these views contain unpopular or unorthodox opinions
• variety of views from input by diverse resources in the community
• judgments of trained staff, experts, and book reviewers

All acquisitions, whether purchased or donated, shall be governed by this document.

Recommendations for the purchase of library materials may be submitted by the general public to the library, which will base a decision to purchase upon the criteria herein.

The Collection Development Policy and Procedures shall be reviewed at least every three years in order to respond to the changing needs of Glen Ellyn residents.

Collection Development Plan

Selection Guidelines

All materials and electronic sources comprising the collection will be selected with consideration for, but not limited to, the following aspects:

• Interest to visitors
• Popularity of the author
• Authenticity of the information
• Authority of the author or publisher
• Physical features and format
• Price
• Currency of the material
• Space to house the material
• Ability to troubleshoot and keep the material in good working order

No title is excluded on the basis of moral, racial, religious, or political prejudice. Titles are selected, within the limitations of the budget, on the basis of critical consensus among recognized subject authorities. Qualitative standards include checking subject areas against standard bibliographic tools and recommended subject lists to be sure that the library is acquiring recommended materials.

Due to the vast number of titles published and the limits of the library’s budget, Glen Ellyn Public Library cannot possibly purchase all materials published.

Selection in all areas of the library will be focused on ordering materials to meet the needs of the Glen Ellyn Community.

Print
Reviews and recommendations of materials are consulted before purchasing most materials. Sources consulted for objective reviews of reference materials include, but are not limited to: Library Journal, Booklist, and Publisher’s Weekly. Online sources are consulted. Materials are also examined by library staff at conference exhibits and bookstores. Publishers’ ads and brochures are checked for new titles. Electronic selection lists provided by library vendors are used to bolster areas of the collection.

Cardholder and diverse community resource input will also be used to aid in the evaluation of the collection. Suggestions from visitors are encouraged and will be given due consideration. In most cases, the library will not purchase self-published material because it is not reviewed in established review sources, and because staff are unable to order through pre-approved book wholesalers. An exception may be made for Glen Ellyn local authors. Local authors are encouraged to donate their books to the Emerging Author Collection.

The library does not usually purchase spiral bound titles, and hardback binding is generally preferred if available for most collections.

When selecting magazines and newspapers, staff will give preference to titles of broad, general appeal over highly specialized or scholarly journals. Cost is also a determining factor.

Library of Things
Reviews and recommendations of materials are consulted before purchasing most materials.

Online sources are consulted. Materials are also examined by library staff at conference exhibits and bookstores.

Cardholder input and input from diverse community resources will also be used to aid in the evaluation of the collection. Suggestions from visitors are encouraged and will be given due consideration.

Retention & Weeding

Retention and weeding in all areas of the library will be focused on retaining those materials and resources that meet the needs of the Glen Ellyn community.

Retention of print or electronic materials and Library of Things items is based on the likelihood of a historical interest in the field, as well as the timeliness of a title and its informational content. Cardholder demand and circulation statistics also have an impact on the retention or replacement of materials.

Weeding of print or electronic materials and Library of Things items is done on an ongoing basis as needed. Weeding criteria for both print and electronic materials will be currency and demand for the subject matter. The physical condition of heavily used print materials will also be a consideration.

An essential consideration in retention of online database products is visitor use. A subscription database that does not show adequate use considering the cost of the product over a time period of a year or more will be replaced or removed.

Titles of newspapers and magazines are kept for varying lengths of time, depending on space.

Emerging Author Collection
To support self-published authors whose works may not yet meet all of the criteria for the permanent collection, the library will establish an Emerging Author collection that will be subject to the following guidelines.

Books will be accepted as donations from the author or publisher and selected for inclusion in the Emerging Author collection by the librarian responsible for that genre or subject area. Authors must be residents of the greater Chicago metropolitan area or the book must take place in metro Chicago. Books will be included based on condition and perceived demand or interest by the Glen Ellyn community.

Due to staffing and time constraints, staff are not able to meet with individual authors, nor notify authors if books are not accepted.

Items will rotate out of the collection and may be withdrawn, depending on demand and established weeding criteria.

All materials that are donated become the property of Glen Ellyn Public Library and cannot be returned to the donor.

Donations that are not accepted into the collection will be sent to the Friends of the Library for use in their book sales.

Borrowing from other Libraries
The library participates in SWAN Library Services, an automation consortium of 100 public libraries in RAILS (Reaching Across Illinois Library System). Cardholders are able to place their own reserves directly on most materials without contacting a staff member. Outside of the SWAN system, the library also makes every attempt to Interlibrary Loan (ILL) materials for our cardholders from other owning libraries, at no charge for most materials.

In addition, the library is fortunate to be located in an area where there are two academic libraries nearby (College of DuPage and Wheaton College), where residents have access to materials.

Selection sources of audiovisual materials will also include catalogs (Ingram Advance, Facets Media, Midwest Tape, Recorded Books, Audio Editions, etc.), general interest newspapers, periodicals, and cardholder requests. Appropriateness and expected long-term use will be deciding factors in selection.

The online database collection complements the “electronic branch” concept of library services. Factors in selection include reference value, availability of print equivalent, subscription cost, availability of remote access, and cardholder demand. Priority items will be those products which provide a unique service, provide added value to their print equivalents, and products which are the equivalent of large paper collections.

Staff will make every opportunity to see demonstrations of potential databases at conferences or at other libraries, or to obtain trial subscriptions of potential databases, before purchasing. Catalogs from publishers and distributors and cardholder recommendations will be used to identify new subscriptions of possible interest.

Methods of evaluation include comparisons to similar products, demonstrations, literature reviews, and peer consultation. Criteria may include:

• Authority of contributors
• Timeliness and accuracy
• Quality and uniqueness of information
• Target audience
• Depth of coverage
• Interface that encourages effective use
• Price
• Vendor reputation
• Customer support
• Advantage/availability over comparable print resource

Role of the Collection

The collections of Glen Ellyn Public Library serve the following purposes:

• Education Support for high school through adult learners
• Popular Materials Selections
• Reference
• Education Support

The collection’s educational role is to support formal education from high school through adult independent learning. In addition, some material may be collected for visitors for whom English is a new language (ENL) as determined by the community’s changing demographics.

Selectors will bear in mind the needs of students, particularly recurring assignments, in developing the collections. However, high school and college textbooks will generally not be purchased. The library does keep a separate, non-circulating collection of textbooks provided by local schools. These are donated by the schools and the library requests updates as needed.

In order to meet the needs of adult independent learners, the print and electronic collections will provide a broad range of information in all subject areas. A basic selection of the principal works in each subject area and of classic fiction also will be maintained.

Interlibrary Loan service will be provided on request to supply most professional and academic level titles for which there is no general demand.

Popular Materials Selections
Popular materials are those which are in demand by the community. Selectors will take into consideration demand as reflected by reserve/purchase requests and may consult community groups or subject experts regarding special needs for materials in specific subject areas. Multiple copies will be purchased in various formats to meet cardholder demand. After initial demand has passed, most duplicate copies will be removed from the collection, due to lack of space.

Reference
A general collection of print and electronic reference sources will be maintained. The combined print and electronic reference collection will cover all disciplines at a basic level. Most print reference sources are available for in-library use only. Most electronic resources are available 24/7 through gepl.org with a Glen Ellyn Public Library card.

Due to the nature of reference material, the reference collection cannot be comprehensive. More in-depth research materials can be found at the local academic libraries.

Print reference materials which are in high demand and require extended use may be duplicated in the circulating collection.

A small collection of local history materials is maintained as reference material. In general, questions of this nature are referred to the Glen Ellyn Historical Society.
Book Collections
Reference
The availability of information on the Internet has increased our library’s access to timely information, necessitating a smaller more select print reference collection. This collection serves the general public; thus, the library does not have extensive legal, tax, or medical information appropriate for professionals practicing in these areas. The Reference Collection is continuously updated.

Fiction
The Fiction collection encompasses general fiction, mysteries, and science fiction. Well- reviewed titles are given a priority. The replacement of tattered copies of classic fiction is an ongoing expenditure. The majority of fiction purchases will be hardbound, but paperbound
copies may be purchased as replacements. Every attempt is made to acquire and maintain books in a series written by a popular author. The number of copies purchased of popular fiction will be based on demand. Once an individual title is no longer in high demand the library will reduce the number of copies of that title.

Biographies
Biographies commonly found at the classification number 920 will be separated out into their own section. Biographies and autobiographies of single individuals are here, with the exception of sports celebrities and artists, which will be found in the 700s.

Biographies about more than one person are usually classified in the most appropriate Dewey area. The titles are classified by the name of the subject of the book.

Large Print
Large Print titles are usually duplicates of popular interest titles held in the other collections, both fiction and nonfiction.

Mass Market Paperbacks
The mass market paperback collection is meant as a non-comprehensive, rotating collection of current, popular interest titles, including genre fiction. Only fiction will be purchased in mass market paperback format. Tattered copies with high circulation will be replaced.

Graphic Novels
The Graphic Novel collection consists of fiction and nonfiction titles in pictorial form using text and sequential art to tell the story. Preference is given to hardcover titles, although paperbacks will be purchased when that is the only available format. Selection criteria are the same as above but also include the quality of graphics.

Young Adult/Teens
The library will maintain a collection of fiction which appeals primarily to young people of high school age. The collection will include some classics commonly read in high school but will be primarily a browsing collection of popular materials for this age group. Every effort will be made to acquire books on local school reading lists. When appropriate, books will be purchased in paperback format.

Nonfiction
The nonfiction collection of Glen Ellyn Public Library is classified in the Dewey Decimal System and uses Library of Congress Subject Headings. Additional copies of popular nonfiction will be purchased based on demand. Once an individual title is no longer in high demand, the library will reduce the number of copies of that title.

000 – Generalities
Areas of special emphasis include: computer science and the internet; journalism and publishing; and readers’ advisory. The computer book collection will address the needs of home computer users. Some titles on older software applications are kept, but the bulk of this section is devoted to newer software titles that are currently in widespread use.

100 – Philosophy and Psychology
Special emphasis will be placed on self-help materials and topics in demand for school assignments.

200 – Religion
The collection will include a general overview of each of the major world religions. Mythologies of the world will be covered on a basic level.

300 – Social Sciences
Areas of special emphasis in the social sciences include: college guides and test prep; finance and investment; legal guides; and true crime. Current information is crucial in most of these areas. Tax guides are kept for seven years. Multiple copies are weeded after the current tax year.

400 – Language
The collection will include English grammar, usage, and etymological materials; a dictionary and grammar book for each major language; and materials meant for visitors for whom English is a new language. The English as a New Language (ENL) collection does include some textbooks and workbooks. This is a developing collection and will be periodically evaluated to insure that it meets the needs of the Glen Ellyn community.

500 – Science
This collection will include books on natural history, mathematics, and pure sciences for the layperson. An emphasis is placed on materials for students, high school through basic college. This is another area where the library does purchase some textbooks, since they are frequently the best source for well-written overviews on physics, mathematics, astronomy, etc.

600 – Applied Science and Technology
Areas of special emphasis in the 600s include: health and specific diseases; gardening; cooking (including special diets and ethnic cuisines); business/jobs; parenting; and home construction projects. The subject area of medicine will consist of lay-level books on specific diseases, systems of the body, and health encyclopedias.

700 – Arts
Areas of special emphasis in the arts include: hobbies and crafts; interior design and home decoration; architecture; performing arts; and sports.

800 – Literature
The collection will cover world literature on a basic level. Special emphasis will be placed on the following: Shakespeare plays and criticism; drama; criticism of works and authors; poetry; essays; and humor.

910-919 – Travel
This collection will cover all areas of the world, with emphasis on major international and United States cities. Multiple copies of popular travel guides will be purchased.

900 – History, Biography
Special consideration is made to balance the needs of students as well as the interests of those who simply enjoy reading history. The collection includes books on local history as well as basic books on genealogy.

Newspapers and Magazines
The Newspapers and Magazine collection consists of approximately 200 titles, including reference serials. The collection includes popular titles in a broad range of subject areas.

Databases and Electronic Resources
The electronic collection will reflect the academic needs of students at the junior high level through college, as well as the reference needs of the general public. When feasible, electronic sources are made available from remote locations as well as inside the library. The Glen Ellyn News dating back to 1912 has been digitized and is available on public computers inside the library.

Audiovisual Materials and Resources
The library will continue to expand its collection of audiovisual formats. As new technologies emerge, older formats will be phased out, depending on cardholder demand. Shelving and storage options also have an impact on these collections.

Downloadable Materials
Through participation in consortia and purchased databases, the library offers Glen Ellyn Public Library cardholders the ability to download a variety of materials that can be viewed, read, or listened to on computers and wireless devices. Titles of downloadable materials vary according to publisher and provider.

The Youth Department Director has responsibility for the collection and delegates collection management roles as needed. “Collection” in this document refers to the Youth collection.

Selection Guidelines

Print
All titles are selected with the intent of being within the general interest of children from birth through eighth grade, their grownups, and any persons who have a need for juvenile items. The Youth Department strives to meet the informational and recreational needs of this group. Specific technical titles, textbooks (with some exceptions), and workbooks are generally not considered for purchase.

Nonprint
Titles in different types of media are selected to suit the interests, preferences, and developmental needs of the targeted audience of the department. Selection sources of audiovisual materials include catalogs (Ingram Advance, Midwest Tapes, Recorded Books, etc.), general interest newspapers, periodicals, and cardholder requests. Appropriateness and expected long-term use will be deciding factors in selection.

The online database collection complements the “electronic branch” concept of library services. Factors in selection include reference value, availability of print equivalent, subscription cost, availability of remote access, and cardholder demand. Priority items will be those products which provide a unique service, provide added value to their print equivalents, and products which are the equivalent of large paper collections.

Methods of evaluation include comparisons to similar products, demonstrations, literature reviews, and peer consultation. Criteria may include:

• Authority of contributors
• Timeliness and accuracy
• Quality and uniqueness of information
• Target audience
• Depth of coverage
• Interface that encourages effective use
• Price
• Vendor reputation
• Customer support
• Advantage/availability over comparable print resource

Role of the Collection

The collections of the Youth Department of Glen Ellyn Public Library serve the following purposes:

• Education Support
• Popular Materials Selections
• Education Support

The collection’s educational role is to support formal education through eighth grade. In addition, material is collected in our Parent/Teacher section for adults seeking information on topical parenting topics. Selectors bear in mind the needs of students, particularly recurring assignments, in developing the collections. Although curriculum-related items may be purchased in accordance with the collection development criteria, items are not specifically purchased for an individual school’s program or curriculum.

Popular Materials Selections
Popular materials are those which are in demand by the community. Selectors take into consideration demand as reflected by award lists, reserve/purchase requests, and may consult community groups or subject experts regarding special needs for materials in specific subject areas.

Multiple copies and multiple formats are purchased to meet cardholder demand. After initial demand has passed, most duplicate copies are removed from the collection, due to lack of space and condition of the item.

Book Collections
Board Books
Board books are sturdy concept books designed to be handled by infants and toddlers. The size of the book and the durability of any moving parts are important purchase considerations.

Picture Books
Picture books include fiction and concept books usually intended for an adult to read to a child from infant to age eight. The picture book collection is organized into categories and sub- categories to allow for easy browsing by both children and adults. Holiday picture books are stickered with holiday stickers and shelved in the Juvenile Holiday collection, rather than the picture book collection. The books in this section must be durable because of their audience, so library binding hardbacks are preferred. However, the library purchases current, popular material, such as favorite character picture books or television and movie tie-ins, which may be in paperback binding. Picture books which are on the annual Monarch nominee list are purchased in paperback, if available, to meet increased demand.

Early Readers
Early reader books are written for beginning to emergent readers below a third grade reading level. The early reader collection is organized into five levels with colored stickers on the spine indicating the level of the book. Each book is read prior to processing to determine the level.

The level is chosen based on various criteria, including number of words per page, sentence structure, illustrative support, and vocabulary. Hardcover bindings are preferred, although the library purchases current, popular material, such as movie tie-ins written at this level, whether in paperback or hardcover binding. Boxed sets of small paperbacks are purchased and are designed to circulate as one packaged unit. Holiday early readers are stickered with holiday stickers and shelved in the Juvenile Holiday collection, rather than the Early Readers. Early reader books which are on the annual Monarch nominee list are purchased in paperback, if available, to meet increased demand. An early reader nonfiction collection has been pulled out of the nonfiction collection and shelved separately within the early reader collection. These organization of these books considers their Dewey Decimal number as well as their reading level. Readers are added to the Monarch shelf as needed, and in paperback, if available. An early reader nonfiction collection has been pulled out of the nonfiction collection and shelved separately within the early reader collection. The early reader nonfiction collection is shelved by reading level and then by author.

Fiction
Fiction contains books written for second through fifth grade readers, which comprises a wide range of reading levels and content. Genre labels assist visitors in finding books to suit their needs. In addition, transitional chapter books which are at a second or third grade reading level have an “owl” spine label. The library relies on professional reviews to determine whether a title is appropriate for juvenile fiction, or is better suited in early readers or middle school fiction. The Youth Department does not keep a comprehensive collection of series if the circulation rates do not justify. Fiction books which are on the annual Bluestem or Rebecca Caudill nominee lists are purchased in paperback, if available, to meet increased demand.

Graphic Novels
The Graphic Novel collection consists of fiction and nonfiction titles in pictorial form using text and sequential art to tell the story. Preference is given to hardcover titles, although paperbacks will be purchased when that is the only available format. Selection criteria are the same as above but also include the quality of graphics.

Middle School Fiction
Middle School Fiction contains books written for sixth through eighth grade readers, which comprises a wide range of reading levels and content. Books in this collection are identified with a colored overlay sticker on the spine. Genre labels assist visitors in finding books to suit their needs. Hardcover bindings are preferred, but paperback titles are purchased when hardcover is not available. Staff rely on professional reviews to determine whether a title is appropriate for middle school fiction or is better suited in juvenile fiction or the Young Adult collections. The Youth Department does not keep a comprehensive collection of series if the circulation rates do not justify. Middle School fiction books which are on the annual Rebecca Caudill nominee list are purchased in paperback, if available, to meet increased demand.

Nonfiction
The nonfiction collection of Glen Ellyn Public Library is classified in the Dewey Decimal System and uses Library of Congress Subject Headings. The collection is predominantly a print collection, although nonfiction audiovisual formats are classified with Dewey numbers. The Youth Department strives to provide a wide range of reading levels throughout the collection. Once an individual title is no longer popular, the library will reduce the copies of that title.

000 – Generalities
Common subjects include computers, world records, unidentified flying objects, and ancient mysteries.

100 – Philosophy and Psychology
Common subjects include Salem Witch Trials, optical illusions, feelings, character education, and self-esteem.

200 – Religion
Common subjects include a general overview of each of the major world religions, as well as mythologies of the world and Christian entertainment media such as VeggieTales.

300 – Social Sciences
Common subjects include family issues, social issues, environmental issues, government, military, holidays, folktales and fairy tales. Youth Services maintains a large collection of folktales, and fairy tales representing a wide range of cultural traditions.

400 – Language
Common subjects include English grammar, sign language, dictionaries, and foreign language instructional as well as recreational reading material. The foreign language collection evolves to meet the changing needs of our residents.

500 – Science
Common subjects include science experiments, natural sciences, dinosaurs, mathematics, pure sciences, biomes, botany, and animals for the student.

600 – Applied Science and Technology
Common subjects include toilet training, human body, machinery, space flight, farming, pets, cookery, and architecture.

700 – Arts
Common subjects include art, crafts, performing arts, riddles, games. and sports.

800 – Literature
Common subjects include poetry, children’s literature collections, and plays.

900 – History and Geography
Common subjects include pirates, explorers, saints, atlases, countries, ancient civilizations, history, and Native Americans.

Biographies
Biographies and autobiographies of single individuals are here, while collective biographies are found in the 900s or in the appropriate Dewey area for their topic.

Parenting
Parenting material is written at an adult level and covers parenting topics and school curriculum topics. Common subjects include children’s literacy and child-rearing. Paperback workbooks may be purchased to support curriculum needs. The parenting collection is organized by categories to allow for easy browsing. There is some intentional duplication of material also found in the Adult Department.

Magazines
The magazine collection is intended to include educational popular titles in a broad range of subject areas for preschool through eighth grade. The majority of the titles are at the elementary school level. There is no duplication between Youth, YA, and Adult titles.

Databases and Electronic Resources
The electronic collection will reflect the academic needs of schools and community members birth through eighth grade and their caregivers. When feasible, electronic sources are made available from remote locations as well as inside the library. When possible, the library looks to partner with local schools to offer databases that are needed and promoted within the schools and the curriculum.

Audiovisual Materials and Resources
The library continues to expand its collection of audiovisual formats. Appropriateness and expected long-term use are the deciding factors in selection. As new technologies emerge, older formats will be phased out, depending on cardholder demand. Shelving and storage options also have an impact on this collection.

Downloadable Materials
Through participation in consortia and purchased databases, the library offers Glen Ellyn card holders the ability to download a variety of materials that can be viewed, read, or listened to on computers and wireless devices. Titles of downloadable materials vary according to publisher and provider.

Non-Books
Non-book materials are purchased based on the changing needs within the community. These can be educational or popular but not commonly owned items. As the needs of the community change, some materials will be phased out, and others will be introduced into the collection.

Glen Ellyn Public Library does not have sufficient space or atmospheric or security controls to be considered a suitable place for any but a very few pieces of permanently displayed works of art or historic artifacts.

The library primarily confines itself to providing a location for temporary displays of local art from community residents, typically changed on a monthly basis.

As currently interpreted by the library, our current mission precludes us from devoting significant space to permanent displays of art or other objects. As a result, the library must be extremely selective in its choices.

In considering any potential donation, consideration will be given to

• Availability of space not required for other library mission-critical functions
• Degree to which the piece enhances current activities of the library
• Specific relevance to the community, and perceived community demand for display
  of the object
• Local connections to the artist and/or benefactor
• Professional quality of the item
• Suitability of the piece for display inside or outside the building
• Location of an appropriate spot for the placement of the piece
• Potential for problems regarding patron safety
• Vulnerability of the piece to theft or damage, and related additional insurance costs,
  if any

The library encourages all potential donors to discuss their interests with the library at an early stage to determine if some mutually satisfactory donation decision can be reached. The Board and staff will do their utmost to recommend potential donation projects that suit the desires of the donor and the long-term needs of the library.

The library has a significant interest in maintaining an environment that allows cardholders to freely access library information and resources. This significant interest requires the library to maintain policies that protect the privacy of its cardholders and staff and ensures their freedom
from harassment, intimidation, and threats to their safety and well-being. In order to provide appropriate safeguards against such behavior and enforce policies and procedures addressing that behavior when it occurs, the library has adopted the following policy regarding the taking of photographs or videos inside the library building.

General Policy
Permission is not required for taking photographs or videos in public areas of the library building for personal, noncommercial use if no tripods, lights, or other specialized equipment is used. However, there may be library locations and/or exhibition areas where the taking of photographs or videos is restricted or prohibited (i.e., restrooms, rooms reserved for nursing, museum artifacts, and archival materials). Taking photographs or videos of, or in, areas reserved for staff use only is also prohibited. If tripods, lights, or other specialized equipment is to be used, requests must be made at least 24 hours in advance. Persons taking photographs and videos shall not (i) compromise a cardholder or staff member’s right to privacy, (ii) harass, intimidate, or threaten a visitor staff, or (iii) block library aisles, walkways, stairwells, doors, or exits.

Exterior
Taking photographs and videos outside the library building and/or of the library grounds does not require permission. However, the activity may not impede the ingress or egress of visitors or staff to or from the library building.

Commercial
The library may permit use of its facilities for the taking of commercial photographs or videos if the project does not interfere with the mission of the library and is in accordance with the rest of the policy. The library will charge a fee to offset costs incurred by the library to provide access to the facility and prior per mission must be sought at least one week in advance.

Of Materials and Resources
The library permits the taking of photographs and videos of its publicly-available collections. However, visitors are solely responsible for obtaining consent or other permission when taking photographs or videos of copyrighted materials.

By the Library
The library may take photos, videos, and audio recordings at the library and during library events to use in its publicity materials and on its website and social media sites. The library reserves the right to document its services and the public’s use of the library building and grounds. These photographs, videos, and audio recordings may be copied, displayed, televised, and published (including on any library website or social media site). Any individual that does not wish the library to use a photograph or video of them or their child should inform a library staff member prior to or while such photographs or videos are being taken.

Of Library Board Meetings
Pursuant to Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of the library Board and other meetings required by the Act to be open to the public. The recordings may be made by tape, film or other means and shall not disrupt the meeting or create a safety hazard.

Liability
Persons involved in taking photographs or videos are solely liable for any injuries to persons or property that result from their activities on library property. They also have sole responsibility for obtaining all necessary releases and permissions required by law from persons who can be identified in any photograph or video for copyrighted materials. The library undertakes no responsibility for obtaining these releases or permissions.

Right Subject to Compliance with Policy
The library reserves the right to ask any individual or group violating this policy to cease the taking of photographs or videos.

Notices

Cardholders can choose to receive notices via email, text, phone, or mail. Notices are a courtesy and do not relieve the cardholder of responsibility.

Renewal notices and/or Courtesy notices are sent two days prior to an item’s due date.
Overdue notices for unreturned items are sent when item reaches 7 days 21 days overdue.
A bill for the cost of the item(s) and any other fees is sent at 42 days overdue.
Collection notices may be sent 10 days after the bill notice.

Loan Periods

Loan periods (due dates) vary by material type.

• Nine weeks: Exercise DVDs that are specifically marked
• Three weeks: Most materials
• Two weeks: New Adult books, Hot Pick books, New Non-Fiction DVDs, and TV Shows
• One week: Entertainment DVDs, Games, Playaway Views
• Three days: Hot Pick DVDs

Renewals

Eligible materials may be renewed up to five times. An item may not renew if it

• is on hold for another borrower
• is part of a non-renewable collection, such as Hot Pick books and HotPick DVDs
• has already been renewed the maximum number of times
• is borrowed on an account that has reached its fines threshold
• was retrieved from a library outside of the SWAN library system, such as through
  WorldCat
• was retrieved for a Book Discussion group

Fees

Glen Ellyn Public Library does not charge late fees for overdue items.

Lost Items

An item is considered lost when a cardholder reports an item lost or when an item reaches 42 days overdue. The cost of the item and a processing fee will be billed to the cardholder’s account and their borrowing privileges will be suspended until the item is returned and/or all associated fees have been paid. The library does not accept replacements for lost items.

Finding a Lost Item

If an item was lost and paid for but is returned within three months of the due date, the cost of the item will be refunded minus a $3 fee. After three months, all charges are non-refundable, and the item is non-returnable.

Damaged Items and Missing Pieces

If an item is returned in poor condition, wet and/or moldy, if the cover or pages are defaced, or if a piece is missing, the most recent borrower will be contacted. The borrower may be charged for the cost of the item and a processing fee or may be charged a fee to replace a missing part. Replacement costs are determined by the average replacement cost and are non-refundable. The library does not accept replacements for damaged items.

Borrowing Restrictions

Cardholders’ borrowing privileges will be suspended when they reach the following thresholds.

Glen Ellyn Public Library Cardholders

• Five or more items overdue
• $10 in unpaid fees
• One or more items 42 days late
• $30 or more in outstanding fees. In this case, a bill will be sent to a collection agency and the
  cardholder will be charged an additional $10.

Cardholders from libraries outside of SWAN Library Services

• Fifty items checked out
• Five holds
• Five or more items overdue
• $10 in unpaid fees
• One or more items 42 days late

Cosigners on library cards are financially responsible for any fees accrued on cards for which they have cosigned. Therefore, their borrowing privileges will be suspended until any issues are resolved.

Code of Ethics

The policy with Regard to the Collection, Use, Disclosure and Protection of Individuals’ Social Security Numbers is intended to comply with Public Act 96-0874 of the State of Illinois, cited as the Identity Protection Act (“Act”).

This policy does not supersede any more restrictive law, rule, or regulation regarding the collection, use, or disclosure of social security numbers.

Purpose and Scope

The purpose of this policy statement is to outline the responsibilities, general objectives, and specific guidelines for management of public funds by Glen Ellyn Public Library. Its scope is all funds of the library.

Responsibilities

All investment policies and procedure of Glen Ellyn Public Library will be in accordance with Illinois law. The authority of the library Board of Trustees to control and invest public funds is defined in the Illinois Public Funds Investment Act and the investments permitted are described therein. Administration and execution of these policies are the responsibility of the Treasurer, who is hereby delegated as “Chief Investment Officer” of the library acting under the authority of the library Board of Trustees.

Delegation of Authority

Administrative responsibility for the investment program is delegated by the Chief Investment Officer. The Library Director and Business Manager are responsible for establishing internal controls and written procedures for the operation of the investment program. Investment decisions are made in conjunction with the Chief Investment Officer of the library.

“Prudent Person” Standard

All library investment activities administered by Glen Ellyn Public Library Board shall use a “prudent person” standard of care. Public funds shall be handled with judgment and care, under circumstances then prevailing, which persons knowledgeable of investment and treasury management practices and persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of their capital as well as the possible income to be derived.

Objectives

The following objectives, in priority order, will be considered in selecting financial institutions and investment instruments

• Safety of principal
• Liquidity
• Rate of return

Guidelines

The following guidelines shall be used to meet the general investment objectives:

Safety

Authorized investments include and will primarily consist of: Certificates of Deposit, Treasury Bills and other securities guaranteed by the U.S. government, participation in the State of Illinois Public Treasurer’s Investment Pool and Illinois Metropolitan Investment Fund.

All deposits with financial institutions other than those secured by the FDIC shall be fully collateralized at not less than one hundred ten percent (110%) of the fair market value of the funds secured. Pledged collateral will be held either by the library or in safekeeping and evidenced by the safekeeping agreement. If collateral is held in safekeeping, it shall be held by a third party acceptable to the library or by an escrow agent of the pledging institution.

Custody of any investments in US Government securities other than those of the US Treasury will be held by a third party custodian rather than the original investment broker.

Liquidity

The investment structure shall remain sufficiently liquid to assure that the operating requirements of the library are met in a timely fashion.

Rate of Return

The library Board will seek to regularly take advantage of the highest rate of return available from approved securities. The library will endeavor to keep all available cash invested in interest-bearing accounts.

Maintaining the Public Trust

The library will avoid any transaction that might impair its public confidence. Diversification will be sought in order to minimize the risk of loss associated with any individual security type or individual financial institution.

Reporting

Fund balances and the status of such accounts will be reported at each regularly scheduled meeting of the library Board and at least quarterly include information regarding securities in the portfolio. At least annually, the Chief Investment Officer shall review this policy for any needed modifications and report to the Board on the investment portfolio, its effectiveness in meeting the library’s need for safety, liquidity, rate of return, diversification, and general performance.

Annual Audit

The required annual examination of the financial statements of the library will include an examination of the application of the library’s treasury management. The examination shall include an evaluation of controls in place to prevent the possible loss of funds arising from fraud, error, misrepresentation, theft, or imprudent actions by the employees or agents of the library.

Conflicts of Interest

Officers and employees involved in the investment process shall refrain from personal business activities that might conflict with the proper execution and management of this investment program, or that could impair their ability to make impartial decisions, or that could give the appearance of impropriety.

General Statement of Purpose
The intent of this document is to provide guidance to the staff of Glen Ellyn Public Library in determining appropriate discipline for patron misbehavior while on library grounds.

Legal Basis for Action
Glen Ellyn Public Library’s legal basis for discipline directed toward users of the library is based on two sections of State statute law, relating to the powers and duties of a library board of trustees (ILCS 5/4-7) “Each board of library trustees…shall carry out the spirit and intent of this Act in establishing, supporting and maintaining a public library or libraries for providing library service and, in addition to but without limiting other powers conferred by this Act, shall have the following powers”

• To make and adopt such bylaws, rules, and regulations, for their own guidance and for the government of the library as may be expedient, not inconsistent with this Act.
• To exclude from the use of the library any person who willfully violates the rules prescribed by the board.

Delegation of Immediate Response to Library Staff
The Person in Charge (PIC) as an “agent” of the library Board, is empowered to take disciplinary action on behalf of the library, up to and including expulsion from the library.

General Categories of Action
The categories of action available to the staff are

• Verbal warning (see details below) – delivered by staff witnessing the behavior
• Written warning (see details below) – delivered by PIC
• One to seven-day expulsion (see Expulsions / No Trespass Order below) – delivered by PIC
• Longer expulsion (see Expulsions / No Trespass Order below) – subject to the approval of
  the Library Director
• No Trespass Order (see Expulsions / No Trespass Order below)

Verbal warning
Inform the individual of the inappropriate behavior, sharing with them a copy of the Code of Conduct and referencing the line or lines that pertain to the situation. If the individual or individuals do not correct the inappropriate behavior, politely but firmly ask the individual or individuals to leave. If they do not respond to the request either by correcting the behavior or leaving, again ask them to leave and let them know if they do not conform you will call 911. If they do not respond to the second request, call the police.

Written warning
If an individual has left the building without a staff member informing them of the inappropriate behavior, a written letter should be prepared to be presented to the individual the next time they visit the library. A written warning should include the individual’s name, a description of the inappropriate behavior, a reference to the Code of Conduct infraction and appropriate behavior expected, a printed copy of the Code of Conduct, and a date when the individual may return to the library.

Least Severe Sanction/Proportionality
The library will attempt to levy the least severe sanction on library patrons to gain compliance with acceptable behavior, and in proportion with the severity of the violation of library rules.

Progressive Discipline
If a sanction brought against a particular library patron does not produce acceptable behavior, the intent of the library will be to increase the severity and duration of the subsequent sanctions.

Expulsions / No Trespass Order
In the case of expulsions longer than a single day, the library will prepare and present a written statement of expulsion to the offending party, which will include a description of the inappropriate behavior, any relevant behavioral past history with the library, and a date when reconsideration of their library use status could be requested.

In many instances, the library may request police assistance in delivering this letter, and in turn request the creation of a “no trespass” letter, to be kept on file with the Glen Ellyn Police, which serves as the legal basis for arrest if the individual returns to the library after receiving the notice. If possible, have the Library Director sign the No Trespass Order.

Review of Decision
An individual may immediately request, in writing or by phone, an administrative reconsideration of the expulsion decision. The reconsideration will be conducted by the Library Director, in consultation with the library Board, and will be communicated back to the person in a timely fashion, if patron contact information is available.

Expulsion decision letters will automatically include a date after which future reconsideration will be entertained.

In all cases, the stated period prior to potential reconsideration will not extend beyond one year.

Expelled patrons MUST in all cases request reconsideration, in writing, or by phone, addressed to the Library Director. Persons attempting to visit library property prior to notice of favorable reconsideration will still be subject to the legally enforceable “no trespass order.”

Formally received requests for consideration will be reviewed by library management staff and other staff members involved with the incidents prompting expulsion.

A recommendation for action will be presented to the library Board of Trustees for approval.

The decision will be communicated back to the individual by phone or in writing if contact information is available.

If the decision is favorable to the patron, the Glen Ellyn Police will be informed that the “no trespass” order should be lifted.

If initially unsuccessful, the person may request future reconsiderations of status at one year intervals, from the date of the most recent reconsideration decision.

Security cameras are used to enhance the safety and security of library users and staff by discouraging violations of the library’s Code of Conduct, to assist library staff in preventing the occurrence of any violations, and when necessary, to provide law enforcement assistance in prosecuting criminal activity while adhering to the applicable federal, state, and local law concerning the confidentiality of library records and the protection of individual privacy.

Security Camera Purpose and Placement Guidelines
Video recording cameras will be used in public spaces of library locations to discourage criminal activity and violations of the library’s Code of Conduct. The recording of audio is restricted under the Electronic Communications Privacy Act and will not be used.

Cameras may be installed in outdoor and indoor places where individuals lack a reasonable expectation of privacy. Examples include public common areas of the library such as parking lots, entrances, seating areas, service desks, and areas prone to theft or misconduct, or areas where money is stored or handled.

Cameras will not be installed in areas of the library where individuals have a reasonable expectation of privacy such as restrooms or private offices.

Signs will be posted at all entrances informing the public and staff that security cameras are in use.

Because cameras will not be continuously monitored, the public and staff should take appropriate precautions for their safety and for the security of their personal property. Glen Ellyn Public Library is not responsible for loss of property or personal injury.

Regarding the placement and use of the digital recording cameras, staff and patron safety is the first priority; protection of library property is of secondary importance.

Cameras are not installed, nor will they be used for the purpose of routine staff performance evaluations.

Use/Disclosure of Video Records
Access to the archived footage in pursuit of documented incidents of injury, criminal activity, or violation of the library’s Code of Conduct is restricted to library staff.

All staff may have access to real-time images, viewable on desktop monitors. The frequency of viewing and the amount of video viewed will be limited to the minimum needed to give assurance that the system is working, to monitor a potential violation of the library Code of Conduct, or to ascertain if footage is available relative to a specific incident.

Access is also allowed by law enforcement when pursuant to a subpoena, court order, or for matters of local law enforcement.

Recorded data is confidential and secured in a controlled area. Video recordings will be stored for 30 days, provided no criminal activity or policy violation has occurred or is being investigated.

Video records and still photographs may be used by authorized individuals to identify those responsible for library policy violations, criminal activity on library property, or actions considered disruptive to normal library operations as delineated in the library Code of Conduct. In situations involving banned patrons, stored still images may be shared with staff system wide. Shared images may remain posted in staff areas for the duration of the banning period.

After the banning period ends, these images will be archived in the Administrative Offices for seven years.

Unauthorized Access and/or Disclosure
Confidentiality and privacy issues prohibit the general public from viewing security camera footage that contains personally identifying information about library users. If the library receives a request from the general public to inspect security camera footage, they will be advised to file a police complaint.

A breach of this policy may result in disciplinary action up to and including dismissal. Any library employee who becomes aware of any unauthorized disclosure of a video recording and/or a potential privacy breach has a responsibility to immediately inform the Library Director of the breach.

Disclaimer of Responsibility
A copy of this policy may be shared with any patron or staff member upon request. The policy is also posted on Glen Ellyn Public Library’s official website.

Questions from the public may be directed to the Library Director.

The library disclaims any liability for use of the video data in accordance with the terms of this policy, given that the library is a public facility, and the security cameras shall be limited to those areas where patrons and/or staff have no reasonable expectation of privacy.

A missing child is a serious issue and should be addressed quickly and decisively by staff. For the safety of all children who visit Glen Ellyn Public Library, the library has instituted Code Adam Procedures.

Glen Ellyn Public Library staff are trained in Code Adam Procedures, which aim to reunite a lost child with their parent or caregiver and/or notify police of a possible abduction as quickly as possible.

Code Adam can also be used for adults who may become disoriented and need staff intervention to be reunited with their caregiver.

The purpose of the Glen Ellyn Public Library social media platforms is to disseminate information about and discuss Library programs and services and relevant community events.

As a result, the Library’s social media accounts are a limited public forum. The Glen Ellyn Public Library will review all comments and posts for appropriate content. Any comments and posts containing the following are considered in violation of the library’s Member Code of Conduct and will be immediately removed by library staff:

• Obscene, sexual, or pornographic content or language
• Content that promotes discrimination on the basis of race, age, religion, or gender
• Threats to any person
• Conduct that violates any federal, state, or local law or encourages illegal activity
• Promotion of any commercial activities
• Spam, links, or malware
• Advocation for or against a candidate, referendum, or campaign

By posting content on any library social media site, you agree to abide by the above rules.

The library wishes to support self-published authors whose works may not yet meet all of the criteria for the permanent collection. The library will establish an Emerging Author Collection that will be subject to the following guidelines.

Books will be accepted as donations from the author or publisher and selected for inclusion in the Emerging Author Collection by the librarian responsible for that genre or subject area. Authors must be residents of the greater Chicago metropolitan area or the book must take place in metro Chicago. Books will be included based on condition and perceived demand or interest by the Glen Ellyn community.

Due to staffing and time constraints, staff are not able to meet with individual authors, nor notify authors if books are not accepted.

Items will rotate out of the collection and may be withdrawn, depending on demand and established weeding criteria (see Retention and Weeding).

All materials that are donated become the property of Glen Ellyn Public Library and cannot be returned to the donor.

Donations that are not accepted into the collection will be sent to the Friends of the Library for use in their book sales.

Staff at the 2nd Floor Information Desk are available to proctor exams. Exam proctoring is free for Glen Ellyn residents. Non-residents can pay a $10 per exam fee when the exam is taken. The library offers a quiet place to take an exam and staff to verify students’ identities. Staff do not sit with the students to watch them take the test. If a school requires supervision during the exam, library staff cannot proctor the test.

All exams must be completed 30 minutes prior to the posted library closing time.

Written Exams

Students must plan with the school to have the test sent to the library. Students will be charged printing costs of 10 cents per page for tests that are faxed or emailed. Students are not allowed to mail tests back themselves. Exams will be mailed or faxed back to the school within 24 hours. All mailed tests must have a postage-paid return envelope. The library is not responsible for U.S. mail service delays and does not provide a receipt of mailing.

No appointment is necessary for written tests, but the student should contact the 2nd Floor Information Desk to confirm that the exam has arrived.

Exams that have not been taken within four weeks of receipt at the library will be mailed back, blank, to the school.

Online Exams

Online exams require an appointment. In order to reserve a computer for a specific time, please make an appointment at the 2nd Floor Information Desk. Twenty four-hour notice is appreciated. The library does not proctor exams on laptops because we cannot guarantee uninterrupted connectivity. Students who are not Glen Ellyn residents must be 18 or older to take online exams.

Every visitor has the right to use library spaces and services undisturbed, and library staff has the right to work without undue interference. All visitors and staff should be free from any threat of harm, invasion of privacy, or gross indignity. Those whose conduct is disruptive to library operations and other visitor’s use of the library may have the privilege of using the library abridged or denied. Visitors who violate these rules and regulations may be asked to leave, or the authorities may be called. Suspected child abuse will be reported to Children’s Protective Services.

To safeguard these rights, the following rules apply to visitor behavior on all library property, library-maintained online environments, and in all communication with staff in the course of library business.

Respect Staff and Visitors
Visitors will respect the right of other visitors to enjoy the library free from disturbances that would not be reasonably expected in a public place. Visitors will additionally respect the right of library staff to do their work in a safe and respectful environment.

Conduct not permitted includes but is not limited to:

• Harassing, or threatening others, verbally or physically.
• Interfering with the use of or access to the library by other visitors.
• Interfering with staff carrying out work activities.
• Failing to comply with the direction and requests of library staff related to appropriate use of the library and compliance with policies.
• Behaving in a loud, boisterous, abusive, threatening, insulting, profane, or other manner so as to create a nuisance or disturb the peace of other users of the library.

Respect Library Spaces and Property
Visitors will honor the community’s continued investment in the library by practicing good
stewardship of library spaces and property.

Conduct not permitted includes but is not limited to:

• Improper use of library facilities. Use computer and digital equipment in accordance with the Computer and Internet Policy.
• Intentionally damaging, vandalizing, mutilation, defacing, abusing, stealing, or altering library property or the property of others.
• Removing library property from library buildings without permission.
• Entering non-public areas of library buildings.
• Negligence while consuming food and drink in library buildings. Eat only light snacks in the library (no messy food or full meals) and drink only covered beverages.
• Leaving personal items unattended or allowing personal items to block access to library spaces and resources. Library staff is not responsible for monitoring or locating personal property.
• Selling, soliciting, and/or promoting commercial enterprises or non-library activities on
  library property.
• Bringing animals into library buildings with the exception of service animals individually trained to do work or perform tasks for a person with a disability as recognized by the Americans with Disabilities Act.
• Solicitation of names on petitions or distributions of print material inside the library
  building.
• Distributing leaflets, printed material, or posting notices not authorized by library administration inside the library building.
• Use of library parking lots for illegal activities. Vehicles left in the parking lot after closing will be reported to public safety authorities.
• Leaving a motor vehicle stranded on library property without informing the administrative office of the library of the reason for doing so and the time during the ensuing twenty-four (24) hour period when it will be removed. Motor vehicles left on library property for 24 hours or more are considered abandoned and may be removed by the library. All expenses related to the removal of any such motor vehicle or part thereon, including but not limited to fees for towing and/or for the storage of the motor vehicle shall be the sole responsibility of the motor vehicle owner. The motor vehicle owner shall reimburse the library for any costs and expenses it incurs in removing an abandoned motor vehicle.
• Using library property, including but not limited to any parking lots to maintain, repair, or
  sell a motor vehicle or any other equipment or machinery.
• Playing of audio equipment so others may hear it. Use headphones with all electronic and communications equipment.
• Using threatening or harassing language.
• Using a cell phone, pager, or other electronic device in a manner that disturbs others; cell phones and pagers should be set to silent or turned off, and when talking on a cell phone, persons should use a low conversational voice.

Respect the Health and Safety of Others
Visitors will respect the right of other visitors and library staff to experience a safe and healthy environment while on library property and will do their part to maintain that environment.

Conduct not permitted includes but is not limited to:

• Use of tobacco, herbal, or cannabis products, or use of e-cigarette devices in the library, within 30 feet of the library’s main entrance or on the library smoke free campus.
• Possessing or selling alcohol or any controlled substance or be being under the influence of alcohol or a controlled substance as provided in the Illinois Controlled Substances Act (720 ILCS 570/102 (f), 204, 206, 208, 210 and 212) as same is amended from time to time.
• Participating in illegal games of chance or gambling.
• Engaging in sexual activity or sexually harassing staff or other visitors.
• Exhibiting bodily hygiene that constitutes a nuisance or health hazard to others.
• Possessing or use weapons on the library property and in the course of library related activities except for law enforcement and/or security personnel while engaged in official duties. Weapons include any pistol, revolver, shotgun, rifle or other firearm, BB or pellet gun, Taser or stun gun, bomb, grenade, mine or other explosive or incendiary device, ammunition, bows and arrows, dagger, stiletto, switchblade knife, or knife having a blade exceeding five inches in length, nunchakus, and metal knuckles or other similar weapon that is capable of causing death or bodily injury and is commonly used with the intent to cause death or bodily injury, and any concealed weapon except a weapon or firearm may be transported into a parking area within a person’s personal vehicle if the weapon or firearm and its ammunition remain locked in a case out of plain view within the parked vehicle. For the purpose of this regulation, the term “case” means a glove compartment or console that completely encases the weapon or firearm and its ammunition, the trunk of the vehicle or a weapon or firearm carrying box, shipping box or another container. The weapon or firearm may only be removed for the limited purpose of storage or retrieval from within the trunk of the vehicle. A weapon or firearm must first be unloaded before removal from the vehicle. For the safety and security of our visitors and staff, the library prohibits hazardous materials and substances from being brought onto library property except for library business. This includes a substance or combination of substances which because of its quantity, concentration or physical, chemical, or infectious characteristics, may cause or contribute to an increase in mortality or an increase in serious illness or pose a present or potential threat to human health, safety, or welfare or to the environment when improperly stored, transported, used, or disposed of or otherwise managed. Those substances considered to be hazardous materials shall include, but shall not be limited to:
  • Any explosive or flammable material which might endanger the health of visitors and staff or the general safety of the library. Some examples of items in this category would include: any kind of ammunition or munitions or related mechanisms, gases and gas containers, flammable liquid fuels, any kind of firework, paint containers, and materials;
  • Any chemical or toxic substance, such as: acids and alkalis, corrosive or bleaching substances, disabling or incapacitating sprays, radioactive materials, poisons;
    Infectious or biologically hazardous materials, e.g., contaminated blood, bacteria, and viruses.
• Light, maintain, or make use of any fire on library property.
• Failure to monitor and care for children or vulnerable adults in one’s charge. Ensure that your children under the age of seven are in the library with a responsible caregiver (13 years of age or older) at all times. Provide transportation for your children ages 7-11 from library grounds at the time of closing.
• Engaging in any acts in violation of any federal, state, or local law including any criminal statute or ordinance.
• Entering library buildings not fully clothed (including shoes and shirt) or sexually harassing staff or other patrons.
• Using the library restroom for bathing, shampooing, washing dishes or as a laundry.
• Entering a library area or restroom designated for use only by the opposite sex unless such person is no more than four (4) years of age provided, however, the library will make accommodations for a transgender person as required by law.
• Intentionally or knowingly by any means cause bodily harm or make physical contact of an insulting or provoking nature with another person on library property.
• Any activity which may be reasonably expected to result in injury to self or others.

Our Vision

Create and expect an atmosphere of courtesy, respect, and dignity.

Each customer service encounter with both members and staff can impact a person’s perceptions of the library. We will strive to provide a consistent level of excellent service that fosters good communication, is equitable, and is personalized for people of all ages and abilities.

Our Commitment

To communicate clearly

• We are attentive and welcoming
• We warmly greet people using eye contact as they enter our space
• We make the person in front of us a priority with our undivided attention
• We listen carefully
• We ask follow-up questions
• We are courteous in both written and verbal communication
• We are respectful, prompt, and discrete in answering phone calls, texts, and email providing a response within 24 hours when working

To be equitable

• We seek to understand diverse perspectives, are quickly responsive, and offer an inclusive and compassionate environment
• We offer our services, collections, and resources to all
• We lead with kindness and positivity
• We approach questions without judgement
• We protect the intellectual freedom of all
• We enforce the code of conduct equally, and are respectful but firm with those violating our policies
• We offer materials, programs, and services that reflect diverse cultures, races, ages, and abilities
• We provide accommodations to individuals that may need special assistance

To provide personalized service

• • We keep informed of library events, programs, services and collections reading the weekly e-news and the quarterly Guide
  • We keep informed of library policies, and how best to implement them
  • We connect with people by being open, curious, and respectful
  • We offer unique and knowledgeable guidance
  • We work cooperatively to find creative and equitable solutions and suggest options
  • We stay informed about library trends and best practices
  • We make someone’s day by providing a remarkable experience
  • We strive to meet each person’s unique needs
  • We ask if there is anything else we can provide
  • We ask questions and take responsibility for understanding the library’s policies, procedures, and standards of service excellence

Individuals requesting permission to record, photograph, or film on library property must sign a Glen Ellyn Public Library Media Production Agreement .

Display and Exhibit Area User Agreement