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Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Wednesday, February 21, 2024  |  9 am – 9 pm

Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Personnel Policies

Benefits and Services

Last Revised: January 15, 2024

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 all three days, but holiday compensation is provided to qualified employees.

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 88-92 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, they 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, Juneteenth, 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 80 hours.

Part-time Employees

All part-time employees working 20 hours or more per week and regularly scheduled to work on Sundays will utilize 87 hours holiday time as their base for calculation; all other part-time employees scheduled to work 20 hours or more per week will use 83 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 (87 or 83 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.

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

Part-time and seasonal employees working less than 20 hours per week are not entitled to paid holiday time.

Vacation Leave

Full-Time Employees
Full-time employees are entitled to 20 days / 160 hours of paid annual vacation leave

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 Normally Scheduled Weekly Hours times 4 hours of paid annual vacation leave.

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.

Taking Vacation Leave
Vacation leave may be taken as earned.

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

Granting 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.

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 30th of the following year.

Compensation for Unused Vacation Leave
Upon termination of employment with the library, all unused vacation leave will be paid to the employee.

Vacation Accumulation During Unpaid Leave
Vacation leave does not accrue while an employee is on unpaid leave.

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.

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.

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 Public 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.

Calculation

Full day absences are calculated as 7.5 hours for full-time employees.

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.

Appropriate Uses

Sick leave may be used for:

Illness 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, spouse, parent, sibling, grandparent, grandchild, step parent, aunt, uncle, in-laws of the same degree) who are ill.

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

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. The sufficiency of any verification shall be determined by the Department Head. A doctor’s note and/or a doctor’s authorization to return to work may be required.

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

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 1st. 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.

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
5-10 years: 2 days
10-15 years: 3 days
15-20 years: 4 days
20+ years: 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.

Jury Duty

Upon submission of proof of service, employees shall receive full pay for time spent serving on jury duty not to exceed two full weeks.

Bereavement Leave

Eligible full time and part time employees receive up to three (3) days paid bereavement leave for a death in the immediate family. In the case of this policy, immediate family includes spouse, parent, sibling, grandparent, grandchild, aunt, uncle, and in-laws of the same degree. In exceptional circumstances, other close relative, or individuals with a significant impact on the employee may be considered for bereavement leave.

If needed, additional paid leave may be charged against the employee’s vacation or sick leave allowance.

An employee may take unpaid leave with the prior approval of the Library Director.

Extended Bereavement Leave Act (EBLA)

The new Illinois Child Extended Bereavement Leave Act (CEBLA) becomes effective January 1, 2024. CEBLA defines a “child” to include biological, adopted, foster, and stepchildren, along with legal wards and children of people legally serving in place of a parent (in loco parentis).

Employees will be granted up to six (6) weeks of unpaid leave for the loss of a child. CEBLA leave may be taken in a single, continuous period or intermittingly in increments of no less than four (4) hours. However, CEBLA leave must be completed within one (1) year after the employee notifies the library of the loss.

The library may require advance notice of the employee’s intention to take CEBLA leave and reasonable documentation. When an employee returns from CEBLA leave, they are entitled to be restored to a position of employment held by the employee when the leave commenced or to be restored to an equivalent position.

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.

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.

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.

Family and Medical Leave

Library employees may be eligible for leave under the Family and Medical Leave Act of 1993 (FMLA)

An employee must be employed by the library for at least twelve months and worked at least 1,250 hours during the twelve months prior to the start of the leave.

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

Employees may not be granted an FMLA leave to gain employment or work elsewhere, including self-employment. If an employee misrepresents facts in order to be granted an FJLA leave, the employee may be subject to immediate termination.

Definitions

“12-Month Period” – means a rolling 12-month period measured backward from the date leave is taken and continuous with each additional leave day taken.

“Spouse” – does not include unmarried domestic partners. If both spouses work for the library, their total leave in any 12-month period may be limited to an aggregate of 12 weeks if the leave is taken for either the birth or placement for adoption or foster care of a child or to care for a sick parent.

“Child” – means a child either under 18 years of age, or 18 years of age or older who is incapable of self-care because of a mental or physical disability. An employee’s “child” is one for whom the employee has actual day-to-day responsibility for care and includes a biological, adopted, foster or step-child.

“Serious Health Condition” – means an illness, injury, impairment, or a physical or mental condition that involves:

Inpatient care; or

Any period of incapacity requiring absence from work for more than three consecutive calendar days AND that involves continuing treatment by a health care provider; or

Continuing treatment by a health care provider for a chronic long-term health condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days; or

Prenatal care by a health care provider

“Continuing Treatment” – means:

Two or more visits to a health care provider; or

Two or more treatments by a health care practitioner on referral from, or under the direction of a health care provider; or

A single visit to a health care provider that results in a regimen of continuing treatment; or

In the case of a serious, long-term or chronic condition or disability that cannot be cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider.

Coverage and Eligibility

To be eligible for family/medical leave an employee must:

  • Have worked for the library for at least 12 months, not necessarily consecutively; and
  • Have worked at least 1250 hours over the previous 12 month period.
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 to care for an immediate family member with a serious health condition or because of a serious health condition of the employee when “medically necessary.”

“Medically necessary” means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule.

The employee may be required to transfer temporarily to a position with equivalent pay and benefits that better accommodates recurring periods of leave when the leave is foreseeable based on scheduled medical treatment.

An employee may take leave intermittently or on a reduced leave schedule for birth or placement for adoption or foster care of a child only with the employer’s consent.

For part-time employees and those employees who work variable hours, the family and medical leave entitlement is calculated on a pro rata basis. A weekly average of the hours worked over the 12 weeks prior to the beginning of the leave should be used for calculating the employee’s normal workweek.

Substitution of Paid Vacation and Sick Time

An employee will be required to substitute accrued paid vacation time for any part of a family/ medical leave taken for any reason.

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.

An employee may be required to use accrued sick leave for all or a portion of medical leave.

Notice Requirement

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.

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

For leaves taken because of the employee’s or a covered family member’s serious health condition, the employee must submit a completed “Physician or Practitioner Certification” form and return the certification to the Business Services Department. Medical certification must be provided by the employee within 15 days after requested, or as soon as is reasonably possible.

The library may require a second or third opinion (at its own expense), periodic reports on the employee’s status and intent to return to work, and a fitness-for-duty report to return to work.

All documentation related to the employee’s or family member’s medical condition will be held in strict confidence and maintained in the employee’s medical records file.

Effects on Benefits

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.

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.

If an employee’s contribution is more than 30 days late, the library may terminate the employee’s insurance coverage.

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.

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.

An employee is not entitled to seniority or benefit accrual during periods of unpaid leave but will not lose anything accrued prior to leave.

Job Protection

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.

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.

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.

Victims’ Economic Security and Safety Act

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:

  • Seeking medical attention for, or recovering from physical, or psychological injuries caused by domestic or sexual violence to the employee or the employee’s family or household member; or
  • Obtaining services from a victim services organization for the employee or the employee’s family or household member; or
  • Obtaining psychological or other counseling for the employee or the employee’s family or household member; or
  • 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 or sexual violence or ensuring economic security; or
  • 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 or sexual violence.
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, parent, son, daughter, 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.

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 a substitution will not extend the 12-week period.

When the employee’s need for the leave also qualifies as family/ medical leave pursuant to the Family and Medical Leave Act (FMLA), or for short-term or long-term disability, these leaves may run concurrently with leave taken pursuant to this policy. Unpaid leave taken pursuant to the FMLA during any 12 month period will count against the 12 week allowance of unpaid leave permitted under VESSA.

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

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, within 15 days after requested.

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 or sexual violence and/ or its effects.
  • A police or court record; or
  • Other corroborating evidence

All documentation related to the employee’s need for the leave pursuant to this policy will be held in strict confidence and will only be disclosed as required/ permitted by 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.

Job Protection

If you wish to return to work at 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 or sexual violence.

A qualified individual is an individual who, but for being a victim of domestic or sexual violence or with a family or household member who is a victim of domestic or sexual 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.

Military Leave

All employees who are called for military training or service shall be granted a leave of absence without pay from their positions, as is required by law. Employees may use accrued paid time, as appropriate, for such leave.

Other Extended Leave

The library abides by the Family and Medical Leave Act of 1993. An unpaid leave of absence does not replace or extend FMLA. In no case shall an Unpaid Leave of Absence exceed 12 weeks in a rolling 12-month period measured backward. The following policy applies to those leaves of absence not covered by FMLA.

The Library Director may grant an unpaid leave of absence to probationary employees. The granting of such leave is at the sole discretion of the Library. The granting of an extended leave of absence is non-presidential and non-binding.

The staff member’s written petition for leave shall be considered by the Library Director in conjunction with reports from the Department Head regarding the impact on the library of granting such leave.

An employee’s position cannot be guaranteed upon return from such leave.

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.

Requests for extension of leave must be made in writing to the Director before the date agreed upon for the employee to return to work. Failure to return to work on the agreed date, will be considered as voluntary termination.

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. The 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:

Maximum Reimbursable Rates for Transportation
Air Travel: Lowest reasonable rate (coach)
Auto: IRS standard mileage rate
Rental Car: Lowest reasonable rate (midsize)
Rail or Bus: Lowest reasonable rate and cost shall not exceed airfare
Taxi, Shuttle, Rideshare, or Public Transportation: Actual reasonable rate

Maximum Reimbursable Rates for Meals
Breakfast: Per Diem Rates at www.gsa.gov
Lunch: Per Diem Rates at www.gsa.gov
Dinner: Per Diem Rates at www.gsa.gov

Maximum Reimbursable Rates for Lodging
Inside/Outside Illinois: Per Diem Rates at www.gsa.gov

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.

Name:
Job Title/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.

__________________________________________ ________________________________

Name of Event or Program Date(s) of Event or Program

__________________________________ ________________________________

Location of Event or Program Purpose of 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:

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:

ATTACH ALL INVOICES, RECEPTS OR DRIVING DIRECTIONS TO FORM

Staff Privileges

All staff members are eligible for a Glen Ellyn Public Library card. Staff library cards are only to be used at 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 Public 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.

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.

Compensation and Performance

Last Revised: January 20, 2022

Compensation Philosophy and Policy

Our employees are our most valuable asset. Our overall compensation philosophy is to maintain a fair and equitable market-based compensation program that rewards performance and recognizes contributions made by all employees within the organization. While remaining fluid and flexible to meet changing economic and market conditions, we strive to pay market rates as is financially practical, taking into account individual performance and contributions.

Primary Objectives of the Compensation Program

Recruit, attract, retain and engage skilled, productive and dedicated employees.

Motivate and reward employees to perform their jobs in ways that contribute to the overall success of the organization.

Establish and maintain competitive pay ranges that ensure positions are valued appropriately in relation to one another within the organization and are aligned with market rates offered by the competitive labor market.

Compensation Plan Guidelines

In order to achieve the primary objectives of the organization’s compensation program, determining and identifying base pay compensation levels consists of the following key elements:

Having formal, current job descriptions which indicate essential job functions (including supervisory responsibilities, if applicable), and requisite knowledge, skill, and ability requirements.

Regularly conducting compensation benchmarking against the external market.

Providing pay increases that are commensurate with the market, individual performance and company performance.

Job Descriptions

Each position in the organization has a corresponding job description. This description specifies the position’s duties and responsibilities, and details the tasks, processes, functions and qualifications for the job. Job descriptions are reviewed annually for accuracy and updated as necessary.

Market Benchmarking

The organization uses an outside third party to objectively benchmark our job descriptions against current, valid, and reliable compensation survey data. As a result, the organization has a competitive compensation structure which consists of pay grades and pay ranges for all positions. Pay grades and pay ranges are reviewed and updated annually.

Pay Ranges

Every position within the organization has a pay range. Each range has a designated minimum, midpoint and maximum pay rate.

The amount paid to any individual employee is determined by the pay range for the position. It is the goal of the organization to have all employees paid within their respective pay range. Based on the individual’s relevant experience, expertise, performance and tenure, an appropriate pay rate will be determined for each employee. This intention upholds the organization’s philosophy that all employees contribute to the success of the organization and individual contributions will be acknowledged accordingly. Final base pay determination will be approved by the Executive/Management Team in coordination with Department Managers/Supervisors.

Pay Adjustments

Pay adjustments must be approved in advance by the Executive/Management Team. Pay adjustments may occur for the following reasons. All pay changes will be communicated to the employee, in writing, prior to the effective date of the change.

Annual Review and Pay Increases

Employees are eligible for an annual pay increase at their annual performance review. The amount of base pay increase for an employee is dependent upon the employee’s overall performance rating, where the employee’s pay falls relative to their pay range, and the parameters of the approved operating budget.

If an employee’s pay is at (or beyond) the maximum of the pay range, further pay increases will not be issued until the employee’s pay rate is back within range.

Annual increases recommended by Department Managers/Supervisors are subject to approval by the Executive/Management Team to ensure the compensation program is administered consistently and fairly, and to ensure budgetary guidelines are followed.

Market Adjustment Increases

Adjustments in an employee’s pay may occur separately from the annual review process to maintain internal equity. Pay adjustments may also occur when there is an unexpected market fluctuation for a particular position and the incumbent’s current pay is below market.

Promotional Increases

A promotion is a reassignment from a position with a lower pay grade to another position with a higher pay grade. In most cases, a base pay increase will accompany a promotion, but it is not required unless the employee’s pay is below the minimum of their new range.

Reassignment to a Position with Lower Pay Range

On rare occasions, employees may move to a job of significantly decreased responsibility and a lower pay grade, either voluntarily or at the request of management. In some cases, a pay decrease may be initiated at the time of the job change, but is not required unless the employee’s pay is above the maximum of their range.

Lateral Transfer

A lateral transfer is defined as a move from one position to another within the same pay grade. Lateral transfers typically involve no change in base pay.

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 employees’ 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.

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 Service 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.

Alternative Work Schedule

The purpose of the Alternative Work Schedule (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 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.

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:

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.

Compressed Work Week – A compressed work week schedule allows full-time employees to work their full-time schedule in fewer than 5 days.

Work From Home – A Work From Home (WFH) 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 WFH 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

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 . After the application is completed, the employee should submit it to his or her department manager. The department manager 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 manager, and library director sign and date the application. The original application is submitted to the business office.

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.

Compensatory time

Non-exempt employees may earn compensatory time when they are scheduled to work more than 37.5 hours in one workweek. Earned compensatory time must be taken within the current pay period.

Sunday Work Hours

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

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 an 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.

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 email or phone that the replacement check is ready for pick up. This entire process takes approximately two weeks to complete.

Job Descriptions and Salary Administration

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 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 protected status.

Employee Acknowledgement

Last Revised: January 20, 2022

The Employee Handbook provides important information about the organization, and I understand that I should consult the Finance/HR Director regarding any questions not answered in the handbook.

Since the information, policies, and benefits described herein are necessarily subject to change, I acknowledge that revisions to the handbook may occur. All such changes will normally be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies. Only the Library Board has the right to approve and adopt any revisions to the policies in this handbook.

I have entered into my employment relationship with the organization voluntarily and acknowledge that there is no specified length of employment. Accordingly, either the organization or I can terminate the relationship at will, with or without cause, at any time.

Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.

Name:
Date:

Employee Handbook

Last Revised: January 20, 2022

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.

Personnel Appendices

Last Revised: January 20, 2022

Family Military Leave
Victims’ Economic and Security Act
Alternative Work Schedule Application
Credit Card Use Agreement

The purpose of the credit card use agreement is to facilitate purchases for the library in circumstances where using a credit card is the most practical means for making a purchase. Credit cards are issued to improve efficiency and make additional vendors available to provide goods for the library through internet sales.

Department directors will be issued a credit card with approval from the Library Director. Card numbers should not be recorded or saved in online accounts. When charging, the physical card needs to be present. Each card has a monthly purchase limit based upon the purchasing requirements of the department. Employees must sign an agreement that they will use the card only for library-related purchases.

Each employee is responsible for the security of their card and should not permit its use for means other than those permitted by this agreement. Staff members shall immediately notify the issuing bank and then the Business Manager if the credit card is lost, stolen, or used by unauthorized persons. Written documentation of the event should follow the report as soon as possible detailing the date and circumstances of theft or loss. If an employee’s card is used for egregious or unauthorized purposes or uses, receipts are not turned in to the Business Office in a timely manner, or it is used outside the permissions of this agreement, the employee’s credit card may be immediately suspended or revoked, temporarily or permanently. If such action is taken, the Library Director will be advised of the action and reasons.

Use of the credit card should be limited to purchases from companies, stores, and vendors that do not invoice, as with orders placed over the internet. For all credit card purchases made, the cardholder must submit documentation in the form of receipts detailing the goods or services purchased, the cost of those goods or services, the date of the purchase, and the budget line covering the expenditure. All documentation of approved credit card transactions must be turned into the Business Manager within one week of purchase so it may be matched to the consolidated statement invoice.

Library credit cards shall be used for library purchases only. Absent approval from the Library Director or Business Manager, the credit cards shall not be used for purchases for other people or organizations, even if the library is reimbursed for the purchase. The library’s credit card may not be used for cash withdrawal or cash advance. No personal expenditures are allowed by staff members with the library credit cards. Any misuse of a library credit card shall result in no less than the credit card in question being revoked up to and including termination. Any disciplinary measures for misuse of library credit cards will be at the discretion of the Library Director.

As with all purchases made on the library’s behalf, goods purchased with a credit card are exempt from sales tax. This is indicated on the front of all cards and should be pointed out to the vendor to prevent sales tax from being charged on any purchases made with the card. Depending on the vendor, card holders may still need to present the tax exempt letter or complete other documentation in order to receive the exemption.

Credit Card Agreement Form (available from the Business Office)

Personnel Library Guidelines

Last Revised: January 20, 2022

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, gender, sexual orientation, gender identity, national origin, ancestry, work authorization 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 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.

Anti-Harassment and Non-Discrimination

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

Discrimination

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

Harrassment

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s 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:

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

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

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

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

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

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

Investigative

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

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

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 Public Library will also take appropriate action to address a substantiated complaint of discrimination or harassment by a third party or non-employee. If an investigation results in a finding that the complainant falsely accused another of harassment or discrimination knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, including the possibility of discharge.

Retaliation Prohibited

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

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

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

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.

Open Door Communication

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.

Email communication as a mode to resolve an issue or problem is highly discouraged.

Complaints

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

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

Reasonable Accommodations

The library supports the Americans with Disabilities Act of 1990 and will attempt to provide reasonable accommodations for employees and guests with disabilities unless such accommodation(s) would present an undue hardship for the library.

Reasonable accommodations apply to all employees and applicants (where applicable) and include hiring practices, job placement, training, pay practices, promotion and demotion policies and layoff and termination procedures.

A qualified person with a disability is 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.

Should you require reasonable accommodation in the workplace, please contact your supervisor.

Confidential Information

Information about the library, its patrons, vendors, or employees should not be divulged to anyone other than people who are authorized to receive such information. Some examples include, but are not limited to our employee handbook, training programs, and employee information. When in doubt as to whether certain information is or is not confidential, employees should contact their supervisor. Some employees may be required to sign a Confidentiality Agreement as a condition of employment.

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, patrons, and/or the library.

Whether you are on duty or off, your conduct is reflected 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.

These guidelines apply to all employees.

Group One Rules
  • Stopping work before the specified end of the workday
  • Loitering during work hours
  • Regular failure to fill out time sheet or to otherwise accurately account for time worked
  • Repeated failure to be at the work station at the work station at the scheduled beginning of the workday
  • Smoking, eating or drinking in prohibited areas
  • Creating or fostering unsanitary conditions
  • Posting or removal of notices on or from library bulletin boards without the expressed, prior approval of the Director
  • Unexcused absenteeism
  • Careless operation of library equipment
  • Obscene, abusive, inflammatory, or derogatory language. This includes the spreading of rumors and/or malicious gossip
  • Horseplay during working hours
  • Threatening and/or coercing fellow employees during working hours
  • Outside employment which conflicts with library interests or inhibits the employee’s ability to function effectively
  • Negligent actions that might result in injury to co-workers or damage to library property
  • Unauthorized use of library property

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
Fourth Offense Discharge

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

Group Two Rules
  • Refusal to obey a direct, reasonable order that pertains to an employee’s position as described
  • Deliberate destruction or damage to library property
  • Falsification of any kind or type of library records
  • Falsification of time records or the completion of time records for another employee
  • Theft of library property of the property of a co-worker
  • Any violation of the civil code on library premises. This includes gambling, the use of controlled substances, the possession and/or use of weapons, etc.
  • Immoral or indecent actions on library premises
  • Fighting
  • Failure to return from an absence on the agreed upon date
  • Revealing any confidential library information

When a violation of a group two rule occurs, the employee may be subject to immediate termination.

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.

Paid Relief Periods

Each employee is allowed a relief period of fifteen (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 20 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.

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 five hours of work.

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.

Resignation/Notice

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

A Department Director or professional (MLS) employee submitting his/her resignation is expected to provide four weeks written notice. All other employees are expected to provide two weeks written notice before voluntarily terminating employment. The library reserves the right to decline such notice or portions thereof when deemed appropriate.

Department Heads are expected to offboard the employee in Bamboo HR.

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.

Drug Free Workplace

Employees are expected and required to report to work on time and in appropriate mental and physical condition for work.

It is the library Board’s intent and obligation to provide a drug-free, healthful, safe, and secure work environment. The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or alcohol on library premises or while conducting library business off library premises is prohibited.

The library’s policy with respect to drugs and alcohol is as follows:

The illegal use, sale, or possession of narcotics, drugs or controlled substances; including, but not limited to, marijuana, cocaine, PCP, heroin, LSD, amphetamines, and barbiturates while on the job or on the library’s property is a dischargeable offense. Any illegal substances will be turned over to the appropriate law enforcement agency and may result in criminal prosecution. The possession, distribution, or use of alcoholic beverages by any library employee is prohibited during working hours. Individuals found using alcohol will be subject to disciplinary action up to and including discharge.

Employees will not be permitted to work while under the influence of drugs or alcohol. Drinking alcoholic beverages during a business lunch is unacceptable conduct. Individuals who appear to be unfit for duty will be relieved from duty and may be requested to take a physical examination at a designated medical facility. Refusal to comply with a physical examination may result in disciplinary action, up to and including discharge.

Off-the-job illegal drug and/or alcohol use which could adversely affect an employee’s job performance, or which could jeopardize the safety of other employees, the public, or the library’s facilities, or where such usage adversely affects the public trust in the ability of the library to carry out its responsibilities, is also cause for disciplinary action, up to and including discharge.

Employees who are arrested for off-the-job drug activity may be considered in violation of this policy. In deciding what action to take, the library will take into consideration the nature of the charges, the employee’s present assignment and record with the library, and the impact of the employee’s arrest on the conduct of the library’s business.

Employees are encouraged to request assistance through the library’s Employee Assistance Program or reputable sources in the community in dealing with a personal alcohol or drug-related problem. Their employment will not be jeopardized so long as an approved treatment program is successfully completed, and they continue to observe the library’s policy regarding drugs and alcohol. The Employee Assistance Program (EAP) is provided through Reliance Standard Life Insurance. The phone number is 1-800-767-5320 or at www.my-life-resource.com They can be contacted 24 hours a day. The website username is: hmsa and the password is: myresource.

Employees who wish to report drug and alcohol use in violation of this policy should contact a member of management. The library will make every effort to protect anonymity, and such information will be treated in confidence.

Violation of this policy will result in disciplinary action, including possible termination, and may have legal consequences.

Employees are required by law to report to the library within five (5) days any criminal drug conviction arising from a workplace violation.

Smoke Free Workplace

In the interest of promoting high standards of health and safety, no smoking will be permitted in any area of the Glen Ellyn Public Library. Smoking is also prohibited within 20 feet of the library building.

Blood Borne Pathogens

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

Specific procedures must be followed when exposed to blood products or other body fluids.

They are detailed in the Glen Ellyn Public Library Emergency Procedures, under “Blood borne Pathogens.”

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.

Proper Use of Electronic Communications and Equipment

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

The use of electronic communications is a privilege, not a right. This privilege may be revoked at any time for abusive conduct. Additionally, employees violating this policy may be subject to discipline, up to and including termination. Such conduct includes, but is not limited to the following:

  • The placing of unlawful or unauthorized information on a system
  • The unauthorized or excessive use of the internet
  • Any use of computer games
  • The use of abusive or otherwise objectionable language in either public or private messages
  • Communications that contain hostile, degrading, sexually explicit, or otherwise offensive references to people based on their sex, race, nationality, religion, age, color, disability status, or sexual orientation.

Email and Internet messages that are sent and received via the library’s email system are public communication and remain the property of the library. Such communications should not be considered “private” by employees. The company reserves the right to access and monitor all messages on the library’s email system as the library deems necessary and appropriate. There is no exception of privacy within any of the library’s electronic communication systems. The contents of an employee’s email may be inspected as part of routine monitoring by the library or in the course of an investigation triggered by indications of impropriety. All communication, including text and images, may be disclosed by the library to law enforcement authorities or other third parties without the prior consent of the sender or receiver of such information.

All 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 emails that generally constitute public records:

  • Email created or received by library employees in connection with library business
  • Email 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 emails that may constitute public records:

  • Email 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 emails that generally do not constitute public records:

  • Personal email messages and announcements not related to library business
  • Copies or extracts of documents e-mailed for convenience or reference
  • Internal emails 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 events
  • Spam
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, TikTok 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 nonwork time, outside the workplace or during working time while using library owned equipment. These rules and guidelines apply to all employees.

Employees are prohibited from discussing confidential, company matters through use of social media. Confidential information means customer account information, customer lists, business contracts, investments, and employee medical information. Employees may not post any information that is directly or indirectly related to the safety performance of the library’s systems or components.

Employees cannot use social media to harass, threaten, libel or slander, bully, make statements that are maliciously false or discriminate against co-workers, customers, clients, 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-works.

Library-Sponsored Social Media

Library sponsored social media is used to: convey information about programs and services; obtain member feedback; exchange ideas or insights about library trends; reach out to potential new members; 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.

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.

Respect copyright, trademark and similar laws and use such protected information in compliance with applicable legal standards.

Designated employees are responsible for ensuring that the library sponsored social media conform to all applicable company 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 company 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 company 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.

Parking for Staff

The full-time staff at the Glen Ellyn Public Library is to park in their assigned space and display their yellow sticker in the upper right corner of the rear window. If you do not have your yellow sticker, you will be ticketed by the Glen Ellyn Police. If you are not in your designated spot, you will be ticketed by the Glen Ellyn Police. Staff that are working an evening shift may move their car to a spot on the east end of the commuter lot during their dinner break. If you lose your sticker, or it becomes too faded, stop by the Business Office to pick a new one up. Part time staff 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 patrons.

Dress Code

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

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

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

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

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

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