Jackson-George Regional Library System

Pascagoula, Mississippi

 

 

 

PERSONNEL

POLICIES

 

 

2005

 

 

 

 

As Revised and Adopted by the

Jackson-George Regional Library

Board of Trustees

May-August 2003

 

Revisions

July 2004

August 2004

March 2005

April 2005 (Military Leave)

 

TABLE OF CONTENTS

 

MISSION STATEMENT..........................................................................................              7

 

AUTHORITY..............................................................................................................              7

 

STANDARDS OF EMPLOYEE CONDUCT-GENERAL....................................              8

            Introduction...................................................................................................              8

            Attendance...................................................................................................              8

            Book Sales and/or Surplus Property.........................................................              8

            Break Room/Kitchen...................................................................................              8

            Conflict of Interest........................................................................................              9

            Dress Code..................................................................................................              9

            Eating and Drinking.....................................................................................              9

            Gifts from Vendors.......................................................................................             9

            Housekeeping..............................................................................................           10

            Personal Visitors         ................................................................................            10

            Pre-School Children in the Workplace......................................................            10

            Rest Periods and Meal Breaks..................................................................            10

            Safety Meetings and Safety........................................................................            11

            Smoking........................................................................................................            11

            Staff Meetings .............................................................................................            11

            Staff Orders for Library Materials...............................................................            11

            Staff Suggestions........................................................................................            11

            Telephone/Copies/Fax/Cell Phones..........................................................            11

            Telephone – Business Related Long-Distance Telephone Calls From

                 Home........................................................................................................            11

            Time Clock...................................................................................................            12

            Work Week and Work Performance.........................................................            13

           

STANDARDS OF EMPLOYEE CONDUCT-CUSTOMER SERVICE .............            14

 

STANDARDS OF EMPLOYEE CONDUCT – STAFF COMPUTER USE ......            16

 

GENERAL POLICIES:  SALARY ADMINISTRATION: SALARIES AND

            MERIT RAISES...........................................................................................................................               17

            Policy.............................................................................................................            17

 

GENERAL POLICIES:  SALARY ADMINISTRATION:  COMPENSATED

            OVERTIME...................................................................................................            18

            Policy.............................................................................................................            18

           

GENERAL POLICIES:  DRUG FREE WORKPLACE POLICY.........................            19

            Procedure.....................................................................................................            19

 

GENERAL POLICIES: HEALTH INSURANCE PORTABILITY AND

            ACCOUNTABILITY ACT.............................................................................            21

 

GENERAL POLICIES:  PERSONNEL PERFORMANCE EVALUATION........            22

            Policy.............................................................................................................            22

            Procedure.....................................................................................................            22

 

GENERAL POLICIES:  PROBATIONARY PERIOD............................................            23

            Policy.............................................................................................................            23

            Procedure.....................................................................................................            23

 

GENERAL POLICIES:  REIMBURSEMENT FOR LIBRARY BUSINESS-

            RELATED TRAVEL....................................................................................            24

            Policy.............................................................................................................            24

            Reimbursable and Non-Reimbursable Expenses....................................            24

            Receipts........................................................................................................            25

            Transportation..............................................................................................            25

            Meals.............................................................................................................            25

            Lodging.........................................................................................................            26

            Miscellaneous..............................................................................................            26

 

GENERAL POLICIES:  STAFF DEVELOPMENT AND INSERVICE TRAINING.........            28

            Policy.............................................................................................................            28

            Inservice Training Program.........................................................................            28

            Inservice Training Needs Assessment......................................................            28

            Annual Staff Inservice Training Day...........................................................            29

            Library Conference Attendance.................................................................            29

            Other Training Programs............................................................................            29

            College and University Course Work........................................................            30

 

LEAVES OF ABSENCE:  ELIGIBILITY.................................................................            31

            Policy.............................................................................................................            31

            Sick and Annual Leave...............................................................................            31

            Holiday Leave..............................................................................................            31

 

LEAVES OF ABSENCE:  ADMINISTRATIVE LEAVE.......................................            32

            Policy.............................................................................................................            32

           

LEAVES OF ABSENCE:  ANNUAL LEAVE.......................................................            33

            Policy.............................................................................................................            33

           

LEAVES OF ABSENCE:  EMERGENCY/DISASTER LEAVE.........................            35

            Policy.............................................................................................................            35

 

LEAVES OF ABSENCE:  EMERGENCY LEAVE (DEATH IN FAMILY).........            36

            Policy.............................................................................................................            36

 

LEAVES OF ABSENCE:  HOLIDAYS..................................................................            37

            Policy.............................................................................................................            37

 

LEAVES OF ABSENCE:  JURY DUTY/COURT WITNESS...............................            38

            Policy.............................................................................................................            38

           

LEAVES OF ABSENCE:  LEAVE WITHOUT PAY – FAMILY AND MEDICAL

            LEAVE ACT.................................................................................................            39

            Policy.............................................................................................................            39

            Employee Eligibility.....................................................................................            39

            Leave Entitlement........................................................................................            39

            Maintenance of Health Benefits.................................................................            39

            Notice and Certification..............................................................................            39

 

LEAVES OF ABSENCE:  LEAVE WITHOUT PAY - NON-FAMILY & MEDICAL

            LEAVE ACT.................................................................................................            40

            Policy.............................................................................................................            40

           

LEAVES OF ABSENCE:  MILITARY LEAVE......................................................            41

            Policy.............................................................................................................            41

 

LEAVES OF ABSENCE:  RELIGIOUS HOLIDAYS............................................            41

            Policy.............................................................................................................            41

           

LEAVES OF ABSENCE:  SICK LEAVE..............................................................            42

            Policy.............................................................................................................            42

           

LEAVES OF ABSENCE:  UNAUTHORIZED LEAVE........................................            43

            Policy.............................................................................................................            43

 

BENEFITS:  HEALTH INSURANCE.....................................................................            44

            Policy.............................................................................................................            44

           

BENEFITS:  LIFE.....................................................................................................            45

            Policy.............................................................................................................            45

 

BENEFITS:  MISCELLANEOUS...........................................................................            45

            Policy.............................................................................................................            45

           

BENEFITS:  RETIREMENT....................................................................................            45

            Policy.............................................................................................................            45

           

BENEFITS:  SOCIAL SECURITY..........................................................................            45

            Policy.............................................................................................................            45

           

BENEFITS:  WORKER’S COMPENSATION.......................................................            46

            Policy.............................................................................................................            46

           

DIVERSITY ACTION PLAN AND POLICY ……………………………………... 47

            Diversity Statement……………………………………………………….            47

            Non-Discrimination Policy………………………………………………..            47

            Anti-Harassment Policy…………………………………………………...            47

            General Provisions………………………………………………………..            48

                   Sexual Harassment………………………………………………….. 48

                  Racial and Other Harassment……………………………………......            48

                  Complaint Procedure………………………………………………....            48

 

SELECTION, PROMOTION & TRANSFER.........................................................            49

            Policy.............................................................................................................            49

            Position Classification................................................................................            49

                 Library System Director and Professional Library Positions.............            49

            Career Ladder Promotion..........................................................................            49

            Entry Level Positions...................................................................................            49

           Employment Process...................................................................................            50

                 Transfer, Including Lateral Transfer.......................................................            50                          

Appointment – External Advertising......................................................................            50

           Employment Procedures.............................................................................            50

            The Interview.................................................................................................            51

 

EMPLOYMENT PROCESS:  RESIDENCY.........................................................            54

            Policy.............................................................................................................            54

 

NEPOTISM...............................................................................................................            55

            Policy.............................................................................................................            55

            Procedure.....................................................................................................            55

                 Definition of a “Person Related by Blood or Marriage Within the

                      Degree”...............................................................................................            56

                 Compliance.............................................................................................            56

                 Exclusions................................................................................................            56

 

DISCIPLINARY ACTION.........................................................................................            57

            Policy.............................................................................................................            57

            Types of Disciplinary Actions.....................................................................            57

                 Written Reprimands................................................................................            57

                  Reinstitution of Probationary Period....................................................            57

                  Suspension without Pay........................................................................            57

                   Suspension with Pay............................................................................            57

             Termination..................................................................................................            58

             Appeal..........................................................................................................            58

 

SEPARATION FROM SERVICE...........................................................................            59

            Policy.............................................................................................................            59

                 Forms of Separation..............................................................................            59

                      Retirement..........................................................................................            59

                      Resignation........................................................................................            59

                      Reduction in Force (RIF)...................................................................            60

                      Death...................................................................................................            60

                      Dismissal During Probationary Period...........................................            61

                      Dismissal Resulting from Disciplinary Action.................................            61

                 Payment to Separated Employees.......................................................            61

                 Employment Recommendations...........................................................            61

 

GRIEVANCE PROCEDURE.................................................................................            63

            Grievance Form...........................................................................................            70

 

INDEX.......................................................................................................................            71                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MISSION STATEMENT

 

The mission of the Jackson-George Regional Library System (JGRLS) is to provide high quality and relevant customer-oriented library and information services, collections of resources and programming that serves to expand and enrich the lives of our citizens.

 

AUTHORITY

Authority for the establishment and control of Public Libraries in Mississippi is based on public law as stated in The Mississippi Code of 1972 with updates.  The primary references of this text are:

 

39-3-1             Establishment of libraries by counties and municipalities

39-3-3             Funds for establishment and operation

39-3-5             County library tax

39-3-7             Municipal library tax

39-3-8             Joint city-county public library system

39-3-9             Regional public library systems

39-3-11          Participation

39-3-13          Contract Service

39-3-15          Board of Trustees

39-3-17          Board of Trustees - Organization, powers and duties

39-3-19          Annual Reports

 

A (1) The trustees of the administrative board designated pursuant to Section 39-3-13(4), immediately after their appointment or election, shall meet and organize by the election of such officers as they deem necessary.  They shall (a) adopt such bylaws, rules and regulations for their own guidance and for the government of the library as they deem expedient . . .”

 


STANDARDS OF EMPLOYEE CONDUCT - GENERAL

 

Introduction

 

Pride in, and commitment to, librarianship is necessary.  Employees are expected to maintain professional decorum in all working relationships and to promote professional standards.  Professional study, publication and continuing education are encouraged.

 

The first responsibility of every library staff member is to offer courteous, prompt and efficient service to the public, to whom all Library functions are directed.   To accomplish this, every staff member needs the cooperation of every other staff member.  Each person has his/her place in the organization of the library and should recognize the need for it and accept the responsibilities associated with it.  Working well with colleagues is everyone’s responsibility.

 

The work environment should be free from political influence, sexual harassment or solicitation of any kind.  The library should be a safe place to work with a comfortable climate-controlled temperature.   Any conditions or circumstances in the work environment which prevent an employee from performing effectively should be reported to the supervisor.

 

Attendance

 

Employees are expected to report to and leave work at the time designated.  Tardiness or absenteeism is unfair to other employees and will not be tolerated and may result in disciplinary action.

 

Book Sales and/or Surplus Property

 

Employees may not purchase directly or indirectly discarded library materials or surplus property from any state agency (i.e., library book sales, city, county or State auctions, etc.) (Mississippi Code 25-4-105(3)(b.).

 

Break Room/Kitchen

 

Branch libraries provide a break room/kitchen for the benefit of all employees.  Together, employees shall be responsible for general clean-up of the area, including the washing of personal dishes and utensils and cleaning of the stove, refrigerator, sink, microwave, coffee pot, etc.

 

Building custodians are responsible for floor care (washing, waxing, vacuuming, etc.) and other routine maintenance duties.

 

Trash should be disposed of in a trash container and the trash container should be emptied into an outside disposal unit prior to the end of the day.

 

Conflict of Interest

 

Employees should be careful to avoid using or appearing to use an official position for personal gain, giving unjustified preferences or losing sight of the need for efficient and impartial decisions in the library’s method of operation.  Solicitors, sale of tickets of chances or circulation of petitions are prohibited in the public service areas of the library. The Library Director may give permission for these activities if library business is involved. 

 

Dress Code

 

The apparel and appearance of staff members project, in part, the image the community has of the Library System. Employees are expected to be neat, well groomed and appropriately dressed for the work that they do. The clothing selected should not be distracting to other staff members or to library users.  Proper clothing for the library does not, under normal circumstances, include such items as worn and faded jeans, cutoffs, flip-flops and similar beach sandals, tank tops, sweats or exercise wear, hats, caps, bandanas, sun dresses without jackets, clothing with commercial mottoes, slogans or other writing, or form fitting, low cut or provocative clothing. Hair, regardless of length, must be kept neat, clean and well groomed. Beards and mustaches must be neatly trimmed.  Branch managers and other supervisors are responsible for enforcing the employee dress code. Employees not in compliance will be sent home.  The time needed to make the necessary changes will be “off the clock.” Employees are expected to make this time up at the library’s convenience during that workweek.

 

Eating and Drinking

 

Eating and drinking should be done in designated areas only, as determined by the Branch Manager/Supervisor.

 

Gifts from Vendors

 

Any rebates, refunds, coupons, merit points, gratuities or any article of value tendered or received by any library staff member from any vendor of material, supplies, equipment or other articles shall inure (be used) to the benefit of the library making the purchase.  The library may, in accordance with its best interest, either take delivery of the article of value tendered and use the same or convert it to cash by selling it for its fair and reasonable value, making use of the proceeds from such sale for the exclusive benefit of the library. (Adapted from: Mississippi Code, 37-7-23).

 

Housekeeping

 

Good housekeeping is the responsibility of every employee.  Everyone must help in keeping the library building, furnishings and equipment clean and in good condition.

Personal Visitors

 

Visits by family members and friends during working hours cannot be avoided.  The frequency and length of such visits, however, must be controlled by the employee.  To avoid disruption of library work, services and activities, visits by family members and friends should generally take place in the staff break room/kitchen.

 

Pre-school Children In the Workplace

 

The Library System recognizes that due to occasional child care limitations and emergencies, there are circumstances when children of employees should be allowed on the premises during business hours.  To minimize safety risks and other disruptions that may be caused, we ask our employees to agree to the following when the employee finds it necessary to have their child accompany them in the workplace:

 

1.      Obtain prior approval from the Branch/Department manager.

2.      Notify colleagues that the child is in the Branch/Department, including a physical description of the child.

3.      Ensure that their child remain in the break room area, except when in the restrooms.  The child needs to refrain from making excess noise, running around and wandering into the public service and office areas.  It is suggested the parent provide the child with something to read or provide some other quiet activity for the child.

4.      Clean up litter, etc., that may be left by the child.

 

It is important that employee who takes advantage of having their child visit the library during work hours agree and follow these rules.  By doing so, the Regional Library will be able to continue this privilege for our working parents.

 

Rest Periods and Meal Breaks

 

A 15-minute rest period is usually allowed but not owed each staff member during each 3.5 or 4-hour period of work.  This rest period may be taken when the workload permits, but is not cumulative and may not be added to a meal period or used to change either the beginning or the end of a scheduled assignment or work day.  All rest periods are subject to the supervisor’s approval.

 

The normal lunch period is 60 minutes and the normal dinner period is 30 minutes. Employees must clock in/out for all lunch and dinner periods.  The actual time is contingent on the schedule and workload.  Meal periods must be taken as scheduled and may not be used to adjust the employee’s work schedule in any way.

 

 

 

Safety Meetings and Safety

 

Safety meetings and/or other types of safety training programs are mandatory and conducted monthly.  At the end of each month, the Branch Manager will provide the Business Manager with a list of employees attending and not attending the monthly Branch safety meeting/training program.

 

Smoking

 

All libraries have been designated non-smoking facilities.  Smoking is permitted in outside areas only.

 

Staff Meetings

 

Branch managers and other library managers and supervisors meet at times set by the Library Director.  Each branch manager should meet with staff regularly to discuss new procedures or policies, problems that the staff and/or patrons are confronting and any information that was generated from the most recent managers’ meeting.

 

Staff Orders for Library Materials

Books and other library materials may be purchased through the library for personal use of a staff member, trustee or volunteer. A staff order file is maintained by Acquisitions.  The invoice for such materials must be paid by the employee, trustee or volunteer upon receipt of the item.  The Library System assumes no responsibility or liability for the payment of such invoices.  If invoices are paid by check, the maker of the check bears all liability for the payment and clearance of the check, including any charges for disavowed checks.

 

Staff Suggestions

Suggestions for improving procedures or innovative ideas are encouraged.  Such ideas or

suggestions should be given to the Library Director.  The Library Director and/or JGRLS Board of Trustees will recognize staff members for their contribution if it is implemented.

 

Telephone/Copies/Fax/Cell Phones

 

Personal telephone calls must be discouraged.  Employees may charge no personal telephone calls to the library.  Telephones are provided to conduct library business.  Personal calls, either incoming or outgoing, should be kept to a minimum since they are expensive and interfere with library business. Supervisors are responsible for monitoring and limiting staff and patron use of business telephones for personal use.

 

Personal photocopies can only be made on public access copiers and must be made during non-work time and at the employee’s expense. The sending and receiving of personal faxes are prohibited. 

 

The use of personal cell phones is not allowed while an employee is on duty. Personal cell phones must be turned off during all work hours.

 

Telephone - Business Related Long-Distance Telephone Calls from Home

If an employee or trustee needs to make business-related long distance telephone calls from home, such calls must be billed to the person’s home telephone and then the person may submit a copy of the bill and a copy of the telephone log sheet with each reimbursement request.  The employee or trustee making such calls must provide a written explanation for the call.

 

Time Clock

All employees, except the Library Director, are required to use the time clock to record attendance.    Time cards for part-time hourly employees cover the period beginning the 15th of the month through the 14th of the following month. Time cards for salaried employees cover the calendar month.

 

Employees are expected to clock in no earlier than five (5) minutes before the shift begins. Clock outs/ins for lunch and dinner periods must be as close as possible to sixty (60) minutes for lunch and thirty (30) minutes for dinner.  At the end of the shift, employees must clock out no later than five (5) minutes after the shift ended.

 

Time cards are library property and should not be removed from the library. Except for clocking in/out, time cards must be filed in the card rack adjacent to the time clock. Time cards may be taken from library premises if the employee has been assigned to work on a temporary basis at another branch location. At the end of the pay period, the employee may take the time card to his/her duty station in order to calculate hours worked.  (06/22/04)

 

All time cards must be signed by the employee and signed and dated by the supervisor; time cards must be submitted to the Business Manager within five working days after the end of the pay period.

 

While on the clock, on-duty “non-exempt” employees are not permitted to leave the premises for non-library, personal business except with permission of the branch manager, Assistant Director or Library Director.  If permission is obtained, the employee must clock out when leaving the building and clock in when he/she returns to duty.  Employees must make up this time during the workweek in which the time was taken and at the convenience of the library.  Employees not on the clock are not covered by Worker’s Compensation. Even when on the clock, employees are not covered by Worker’s Compensation if they are engaged in a non-library-related activity.

 

During off hours employees are prohibited from volunteering their services at any library within the Library System.

 

Work Week and Work Performance

The normal staff work week for full-time salaried employees is 37.5 hours.  The Monday to Sunday work week may include day, evening and weekend hours. A full day’s work is expected for a day’s pay.  Employees are expected to apply themselves to assigned duties for which they are being compensated.  Planned absences are to be arranged in advance and unexpected absences are to be reported promptly.

 

 

 


STANDARDS OF EMPLOYEE CONDUCT – CUSTOMER SERVICE

 

The following standards support the Mission of the JGRLS.  It is essential that all members of the Regional Library team practice these standards – everybody, everyday.

 

Attitude/Communication

 

·        Always focus on the customer’s needs; all else is secondary.

·        Display a polite, positive attitude.

·        Help make every customer feel special.

·        Treat customers as the reason for our being here, not as an interruption of our duties.

·        Promptly welcome customers in a friendly manner by smiling warmly, making eye contact and speaking clearly and distinctly.

·        Listen carefully to your customers’ requests.

·        Communicate in a positive manner and avoid using phrases such as “it’s not my job,” “I’m too busy” or “we’re short-staffed.”

·        Exhibit pleasant non-verbal communications skills; understand that words are important but non-verbal communications sometimes speak louder than words.

·        Use easily understood and appropriate language when speaking with customers.

·        Know how to operate telephone system; use good telephone etiquette.

·        Speak deliberately and clearly when answering the telephone; document complete telephone messages, including a return phone number.  When conversation is finished, make sure the customer is satisfied; tell them to call back if they need anything else.

·        When transferring a call or placing a call on hold, tell the caller what you are doing.

·        As customers depart, ask if they found everything they need and tell them to come back again.

 

Appearance/Pride

 

·        Take pride in personal appearance by reporting to duty wearing neat, clean and appropriate clothing and by practicing proper hygiene habits.

·        Strive to portray a good image at all times.

·        Take pride in the appearance of the work area and library by picking up and disposing of litter and returning equipment and materials to their proper place.

 

Sense of Ownership

 

·        Understand, accept, take charge of and complete all job duties and responsibilities.

·        Acknowledge that your responsibilities do not end where your co-workers’ responsibilities begin.

·        Verify that responsibilities sometimes merge and blend by performing any service when appropriate.

·        Do the job accurately the first time.

·        Diligently complete tasks in a timely manner.

·        Accept the responsibility of meeting a customer’s request or finding the appropriate person to do so.

·        Remain open to new ideas and responsive to the need to change.

 

Commitment to Co-workers

 

·        Treat fellow employees with respect at all times.

·        Show consideration toward fellow employees by avoiding last minute requests.

·        Consider co-workers’ priorities or responsibilities.

·        Demonstrate teamwork through compromise and cooperation.

·        Deal honestly with co-workers and supervisors in all matters.

·        Demonstrate a high level of integrity.

 

Courtesy

 

·        Take customers to where they will find the information or service they need instead of giving verbal directions or “finger pointing.”

·        Stay with customer until they are satisfied and no longer need assistance.

·        Apologize for unforeseen problems and inconveniences.

·        Check on customers from time-to-time to make sure their needs are being satisfied.

 

Privacy/Confidentiality

 

·        Maintain strict confidentiality of all customer information.

·        Never discuss customers with other employees in public areas.

 

Promptness

 

·        Respond to all customers’ requests in a timely manner.

·        Return from breaks, lunch and dinner promptly.

·        Always answer the telephone within three rings and identify yourself and your branch or department.

 

Library Policies, Etc.

 

·        Understand and adhere to Board approved personnel policies and procedures.

·        Understand and adhere to POISE manual policies and procedures.   

·        Understand and adhere to all other policies, procedures and other directives.

·       



STANDARDS OF EMPLOYEE CONDUCT – STAFF COMPUTER USE

 

This policy is applicable to all computers owned by the Library System, with the exception of public access computer workstations.

 

Computers provided at library sites are to be used exclusively for library purposes.

 

Only those employees and volunteers authorized by the Library Director or his/her designee will be allowed access to, and use of, library owned computers.

 

Employees are forbidden from revealing their assigned user logon and password or gaining access to another employee’s logon or password without authorization from the Library Director or his designee.

 

Destroying or modifying data, committing any form of vandalism, or downloading/ installing unauthorized software on a computer is prohibited.

 

No employee has a right to privacy while using a library owned computer. All library owned computers are subject to random electronic monitoring.

 

Employees found to be in violation of these policies may be subject to disciplinary action in   accordance with Library System personnel policies.

 

All employees and volunteers must read and understand this Staff Computer Use policy and sign and date an “Acknowledgement of Staff Computer Use” policy. New employees need to talk to their supervisors about this policy and are expected to sign the form within two (2) weeks after hire date.

 

 

 

GENERAL POLICIES

 

SALARY ADMINISTRATION – SALARIES AND MERIT RAISES  

 

SALARIES

 

The Library Director will review the library’s salary schedule annually, including position reclassifications, and will submit recommended adjustments to the Jackson-George Regional Library System (JGRLS) Board of Trustees for review and consideration.  

 

Contingent on the availability of funds the JGRLS Board of Trustees may grant an annual across-the-board cost-of-living salary increase to salaried and part-time hourly custodial employees. All other part-time hourly employees are paid federal minimum wage rate.

 

Payday is the last working day of the month. 

 

Salary advances are prohibited.

 

MERIT RAISES

 

The amount of merit raise granted will be determined by the JGRLS Board of Trustees on the recommendation of the Library Director. The JGRLS Board of Trustees will consider merit increases for individual employees on a case-by-case basis. The decision to grant merit raises rests exclusively with the JGRLS Board of Trustees.


 

 

GENERAL POLICIES

 

SALARY ADMINISTRATION - COMPENSATED OVERTIME

 

The Library System will comply with all provisions contained in the Fair Labor Standards Act 1985 Amendments and other applicable Federal and State employment laws. 

 

On the recommendation of the Library Director, the JGRLS Board of Trustees may designate certain executive, administrative and professional positions as “exempt” under FLSA.  All other positions will be designated as “non-exempt.”

 

All work performed for the Library System is performed on library time and for pay. 

 

Compensated overtime is applicable to employees classified as “non-exempt” under the Fair Labor Standards Act 1985 Amendments.

 

The library is not required to pay overtime to employees who work more than 7.5 hours in one day unless the employee’s workweek exceeds 37.5 hours.

 

Compensatory time off for overtime hours worked may be allowed for employees classified as “exempt” under the Fair Labor Standards Act 1985 Amendments.

 

During off hours employees are prohibited from volunteering  their services at any library within the Library System.

 

The work week is defined as Monday through Sunday.

 

It is imperative that employee time cards accurately reflect all work time. “Exempt” employees are not eligible for compensated overtime but are eligible for time off.

 

No employee will be allowed to work more than the regular 37.5 hour workweek without prior approval from his/her branch manager or from the Assistant Director or Library Director.

 

If an employee has received approval to work overtime, the employee will be compensated at his/her regular established hourly rate for the first 40 hours worked during the work week and at time and one-half for all hours worked in excess of 40 hours during the work week.


 

 

GENERAL POLICIES

 

DRUG FREE WORKPLACE

 

The JGRLS Board of Trustees intends and directs that the library and its employees shall be and remain in compliance with the Drug-Free Workplace Act of 1988.  All personnel will, upon appointment, read the implementing procedures and sign the “Acknowledgment and Employee’s Memorandum” of the Library System’s Drug-Free Workplace Policy.

 

Procedure

 

The following procedures are established to assure compliance with all requirements of the Act:

 

A.        That the library will publish a Drug-Free Workplace Act of 1988 memorandum notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the library workplace, buildings, lands, or on any property otherwise under the control of the library, with the penalty of appropriate personnel action against a violating employee, up to and including termination; or, requiring such employee at no expense to the library to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency.

 

B.        That the library will establish a drug-free awareness program to inform employees about      the following:

 

1.         Danger of drug abuse in the workplace.

2.         Library’s policy of maintaining a drug-free workplace.

3.         Drug counseling, rehabilitation, and other assistance programs.

4.         Penalties that may be imposed upon employees for drug abuse and/or violations occurring in the workplace.

 

C.        That each present employee, and each newly employed employee, will be given a copy of this policy.

 

D.        That the library will notify each present employee and each newly employed employee, that, as a condition of employment, the employee shall:

 

1.                  Sign the Drug-Free Workplace Act of 1988 Memorandum and Employee

            Acknowledgment of the JGRLS Drug-Free Workplace Policy as a condition   for employment.

2.         Abide by the terms of this policy.


3.         Notify the library of any conviction for a criminal drug statute violation occurring in the workplace as identified in Section A no later than five (5) days after such conviction.

 

E.        That the library shall notify such agencies as required within ten (10) days after receiving such notice in Section D (3) from an employee or otherwise receiving actual notice of such conviction.

 

F.         That the library will take one of the following actions within thirty (30) days of receiving notice under Section D (3) with respect to any employee who is so convicted:

 

1.         Take appropriate personnel action against such an employee, up to and including termination; or,

2.         Require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, local health, law enforcement, or other appropriate agency.

 

G.        That the library will make a good faith effort to continue to maintain a drug-free workplace through implementation of Section A through F.

 

H.        Any instances related to drug abuse by an employee, to include manufacturing, distributing, dispensing, possessing or using a controlled substance even outside the workplace, shall not prohibit and may warrant investigating and imposing penalties by the library under any other library rules and regulations or Federal or State laws, rules, and regulations.

 

I.          “Controlled substance” as used herein means a controlled substance in Schedules I through V of Section 202 of the Controlled Substances Act (21 U.S.C. 812), and as further defined by regulation at 21 CFR 1300.11 through 1300.15.


 

 

GENERAL POLICIES

 

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA)

Privacy Rules

 

It is the policy of the JGRLS, hereinafter “System”, in its capacity as an employer, to maintain the absolute confidentiality of individually identifiable health information as that term is defined in the Health Insurance Portability and Accountability Act  (HIPPA) of 1996.  No disclosure of such health information shall be allowed without the express written consent of the employee.  This provision, however, shall not apply to health information required for the enrollment of an employee in the medical health insurance plan, or for the institution and continuation of worker’s compensation benefits, disability benefits, sick leave or family medical leave pursuant to the Family Medical Leave Act.

 

Employees and prospective employees of the System are advised that the System is in compliance with the Health Insurance Portability and Accountability Act (HIPPA) of 1996, and expects that all employees of the System will maintain the confidentiality of individually identifiably health information as that term is defined in the Act.  The Act imposes both civil and criminal penalties for the deliberate divulgence of such information to unauthorized third parties.  Employees, who knowingly divulge such information concerning a fellow employee, without that employee’s express consent, shall be subject to disciplinary action which may include termination of employment with the System. Employees, who divulge information concerning their own health matters to other staff members other than their supervisor, lose their confidentiality and the System accepts no responsibility for such conduct on the part of a system employee.  Supervisors, unless given consent by the staff member, may not divulge any health related information to other staff members except for the library Director who serves as the Human Resource Officer and the library Director may also divulge information that he deems essential to the JGRLS Board of Trustees in executive session. 

 

 

GENERAL POLICIES

 

PERSONNEL PERFORMANCE EVALUATION

 

Performance evaluations of all employees of the JGRLS will be conducted annually during the months of August and September.  Supervisors may formally evaluate an employee’s performance at any time they deem necessary.

 

Procedure

 

Performance evaluations will usually be conducted by the employee’s immediate supervisor.

 

The personnel performance evaluation procedure has been designed to identify the contributions and needs of each staff member and to assist in his/her career development. Every employee deserves the courtesy of an honest evaluation that can lead to progress in the desired field of work.

 

Any exemplary work, as well as deficiencies in job performance, will be noted and explained to the employee.  If necessary, the employee will be told what he/she must do to bring his/her work up to an acceptable level.  The employee is then given a reasonable length of time to improve.  If performance does not improve, the employee may be subject to further personnel action.  After reviewing the performance evaluation, the employee will acknowledge the review by signing and dating the completed evaluation form. Provision for written employee comments will be provided on the evaluation form.

 

All completed performance evaluations are submitted to the Library Director for review.  The original signed copy will be filed in the employee’s personnel folder; a photocopy will be forwarded to the employee from the Library Director’s office.

 

 

GENERAL POLICIES

 

PROBATIONARY PERIOD

 

A probationary employee whose performance, attitude or personal philosophy of public library service does not meet the standards, requirements and philosophy of service of the JGRLS, may be dismissed at any time during the probationary period without right of appeal or hearing.

 

Termination may be initiated by either party during the probationary period.

 

The probationary periods vary according to the positions as follows:

 

I.          Professional Associate I to Library System Director        9 months       

II.          Clerk, Custodian, to Library Assistant                                6 months

III.         Other Employees                                                                  3 months

 

Procedure

 

The probationary period is the final phase of the appointment process for all employee appointments.  It is used by library administration to determine the probationary employee’s capabilities, compatibility with staff and organization and adjustment to the philosophy of the Library System.

 

All probationary employees will be evaluated by their supervisor/branch manager at the mid-point of the probationary period and within two (2) weeks before the end of the probationary period, at which time they will be recommended for permanent appointment, dismissal or an extension of the probationary period not to exceed six (6) additional months. Performance evaluations may be conducted at any other time during the probationary period at the discretion of the immediate supervisor, branch manager or Library Director.

 

Employees on either initial probation or reinstituted probation are not eligible for transfer or appointment to another position until after the end of the probationary period.


 

 

GENERAL POLICIES

 

REIMBURSEMENT FOR LIBRARY BUSINESS-RELATED TRAVEL

 

Single day travel by library staff and members of the JGRLS Board of Trustees to conduct Library System business within Jackson County, George County, Hancock County and Harrison County does not require prior approval.  All other travel requires JGRLS Board of Trustees’ approval.

 

Selection of personnel to attend conferences, seminars, and other business-related meetings is based on (1) employee/trustee training needs,  (2) relevance of program to job duties, (3) relevance of program to improvement of public library services in Jackson and George counties and (4) available funds.

 

            Single day travel by library managers, administrative personnel and members of the JGRLS Board of Trustees to Regional Library-related meetings or to conduct other library business within Jackson County, George County, Hancock County or Harrison County does not require prior approval. Single day travel by other staff on library business requires the approval of the immediate supervisor.  Travel reimbursement under this authorization is for mileage only.

 

All other library business related travel, including travel requiring registration fees, overnight accommodations and the use of public transportation, must be approved by the JGRLS Board of Trustees upon recommendation by the Library Director.

 

Employees and JGRLS Board of Trustees will receive mileage reimbursement when attending less than a full-day library-related meeting or when conducting other library business within Jackson County, George County, Harrison County or Hancock County.

 

Employees assigned to work an entire shift at a library work site other than their primary work site will not be reimbursed for mileage. Reimbursement for expenses shall be made in accordance with State law and library procedures.

 

Reimbursable and Non-Reimbursable Expenses

 

1.         The following travel expenses are reimbursable:

 

a          Conference, seminar, etc. registration and other fees, including study materials, as required,

b.         Lodging,


c.            Transportation, including bridge and highway tolls,

d.            Parking,

e.            Business-related telecommunication charges,

f.              Taxis, buses, subways, airport limos,

g.            Business-related postage/supplies and

h.            Meals (only when travel is overnight or as part of the registration fee).

2.         The following travel expenses are non-reimbursable:

 

a.      Cleaning and laundry services,

b.      Alcoholic beverages,

c.      Entertainment and travel related to personal entertainment,

d.      Trip life insurance,

e.      Meals during day trips not requiring overnight accommodations and

f.        Tips given for meals, taxis/limos, and other service personnel.

 

Receipts

 

1.         Receipts are required for all reimbursable expenses.

2.         Valid vendor receipts are preferred over charge card receipts.

 

Transportation

 

1.         Reimbursement for use of personal automobile or other private motor vehicle will be made at the rate established by the Mississippi Department of Finance and Administration, Office of Purchasing and Travel.

2.         If an employee/trustee elects to travel by personal vehicle, mileage reimbursement will be the lesser of either the per mile rate established by the Mississippi Department of Finance and Administration, Office of Purchasing and Travel or coach round-trip airfare.

3.         Where two or more employees travel in one employee owned vehicle, only one travel expense allowance at the authorized rate per mile shall be allowed for any one trip. Employees are encouraged to share rides as much as possible.

4.         Travel by airline shall be at the coach rate unless such space is unavailable.  If  travel is by first-class airline accommodations, the traveler must certify that coach accommodations were not available.

5.         With prior approval by the Library Director or JGRLS Board of Trustees, vehicle rental costs will be reimbursed at prevailing rates.  If a rental vehicle is required, employees/trustees should rent lower cost compact vehicles.  Charges for rental cars shall be allowed only when there is a demonstrated cost savings over other modes of transportation, such as buses, subways, and taxis and not strictly for the convenience of the employee/trustee.

 

Meals

 

1.         Meals are reimbursed at the rate established by the Mississippi Department of Finance and Administration, Office of Purchasing and Travel.

2.         The library does not reimburse the cost of meals incurred on day trips, except when such meals are included as part of the registration fees.

3.         Meals included as part of the registration fee shall be reimbursed at meal rates set in Item 1 above when the actual cost of such meals are itemized separately from the program.

 

 

Lodging

 

1.       The library will reimburse hotel/motel accommodations to the individual traveler at   the single room rate.

2.        Lodging will be reimbursed only for necessary days, and the traveler must seek government and/or conference rates.

3.       Employees/trustees are encouraged to share a room when the arrangement is acceptable to all parties.  Employees/trustees shall not be required to share a room with more than one other individual.

4.               When two or more JGRLS employees/trustees share a hotel/motel room and one employee pays for the room, the receipt should clearly indicate the name(s) of the other employee(s)/trustee(s) sharing the room.

5.               In accordance with state law the Library System is authorized to reimburse the travel cost for lodging for the employee/trustee only.  The reimbursement for a motel room would be the single rate only.  Any additional cost for non-employees, such as a spouse, children or friends, should be paid by the employee.  If the room cost is the same for a single or double, there would be no additional cost to be paid.

6.       If the employee/trustee shares a room with employee/trustees representing other library systems, the employee should pay and claim only a pro-rated share of the hotel/motel room.

7.       Hotel/motel receipts submitted should be the original that the registration desk provides the employee/trustee when the bill is paid, as opposed to charge-card receipts.

8.     The Mississippi Office of General Services, Bureau of Purchasing, maintains an updated agreement with various Mississippi and out-of-state hotels for State employees.  The agreements are not intended to include conventions, conferences, seminars, or workshops.  These agreements are non-mandatory State contracts and may not always be applicable.  The employee/trustee should first attempt to secure lodging at a motel/hotel that gives State/government rates.

 

Miscellaneous

 

1.       One employee/trustee should not claim expenses for another employee/trustee.  If it is necessary, however, to claim expenses for another employee/trustee (such as a meal or shared hotel/motel room), the receipt must identify by name the persons for whom the expenditure is claimed.

2.               Cash travel advances to employees/trustees are not permitted by the Regional

           Library System.

3.       Reimbursement for national and state library conference registration is limited to the “membership” rate.

4.       All conference registration, airfare, and hotel/motel reservations will be handled through the office of the Library Director.

5.       Registration, airfare, and hotel/motel expenses will be billed directly to the library whenever possible.

6.       Reservations for registration, airfare, and hotel/motel must not be made until after the travel has been approved by the JGRLS Board of Trustees.

7.       Pre-payment of registration fees, airfare and hotel/motel expenses may be authorized by the Library Director.  However, in the event that any or all of these expenses have been pre-paid and the traveler is, for whatever reason, unable to travel, the traveler will be held personally liable for the reimbursement of any and all expenses to the Library System.

8.       A written request for travel must be completed and submitted to the Library Director for all travel outside Jackson, George, Harrison and Hancock counties.  Written requests must be submitted to the Library Director at least three (3) days prior to the date of the proposed travel.  The Library Director will take all requests before the JGRLS Board of Trustees for approval or if time does not permit discuss it with the Board Chairman.  If time does not permit the item to be included on the Board’s meeting agenda, the Library Director will present the travel request to the Board Chairman for review and approval.  If approved by the Chairman, the request must be presented at the next Board meeting for approval.

9.       An approved expense form itemizing all travel costs incurred by the employee or trustee, with receipts attached, must be submitted to the Business Manager on or before the 15th of each month.  The Business Manager will forward the expense report to the Library Director for review and place the approved expense form on the Docket of Claims for JGRLS Board of Trustees’ consideration.

 


 

GENERAL POLICIES

 

STAFF DEVELOPMENT AND INSERVICE TRAINING

The JGRLS Board of Trustees supports staff development and inservice training programs for library employees.  In addition to other training that may be scheduled throughout the year, the second Monday in October will be set aside for an annual staff/trustee training day.

 

The JGRLS Board of Trustees is well aware that there are many pressures on public libraries to improve services and, at the same time, to decrease the cost of those services.  Since the cost of practically everything continues to rise, public librarians and members of boards of trustee’s look to staff development and inservice training for part of the answer in response to these pressures.  Staff development and inservice training, by increasing the knowledge, skills and effectiveness of library personnel, extend that valuable resource.

 

Since the distinction between “staff development” and “inservice training” is not always clear-cut and is often misunderstood, the JGRLS Board of Trustees has adopted the following definitions to indicate the scope of each activity within the JGRLS :

 

Staff development includes position specification and description, performance criteria, orientation, on-the-job training, inservice training, and continuing education.  Personnel selection, supervision and performance appraisals are closely allied to, but not components of, staff development.

 

The inservice training component of the staff development program deals with the acquisition of new knowledge and skills and the improvement of current knowledge and skills through group training sessions as well as through individualized training programs.

 

With the exception of inservice training and continuing education, topics identified as part of staff development are included in other sections within these personnel policies.

 

Inservice Training Program

 

The JGRLS Board of Trustees will appropriate funds annually to support an active staff inservice training program for its employees.

 

Inservice Training Needs Assessment

 

Since the delivery of quality inservice training offerings appropriate to the needs of the Library System’s staff must be based on careful planning and the expressed needs of the staff, an annual survey of staff training needs will be conducted.  This survey may be in the form of a questionnaire for all employees, a survey administered to randomly selected employees, or a small group interview. 


 

The findings of these needs-assessment surveys will be incorporated into the training program for the following fiscal year.

 

Annual Staff Inservice Training Day

 

The training topics will be selected according to the overall needs of staff and trustees.  All libraries within the JGRLS will be closed to the public on this day.  All full-time and part-time salaried employees are required to attend and will be paid for their normal work schedule.  Part-time hourly employees are encouraged to attend and will be paid their regular hourly rate.  Volunteers and trustees are invited to attend.  Since the site for the training is the day’s work-site, mileage will not be reimbursed.

 

Library Conference Attendance

 

Staff members are allowed time with pay for attendance at national, regional and state library meetings and conferences when the workload of the library permits.  A staff member desiring to attend a library conference or other association meeting should be a current member of that association.

 

Library workshops held in advance of, but in connection with a state, regional, or national conference are considered part of the conference and time for attendance is allowed to those specifically needing the training.

 

The library may, but is not required to, reimburse employees for all or part of the cost accrued in attending library conference/meetings.  If library administration requires an employee to attend a library meeting or conference, the library will assume responsibility for all allowed reimbursable costs.

 

A staff member wishing to attend a library conference or meeting must complete a “Travel Request” form.  This request form must be submitted to the Library Director in time for Board approval prior to the date of the travel.  A copy of this request will be returned to the employee and will indicate if the request for travel has been approved, and if approved, the amount of travel costs that will be reimbursed to the employee by the library.

 

Other Training Programs

 

Attendance at other training programs, conferences, seminars or workshops held outside the JGRLS may be approved for those specifically needing the training.  This type of travel may be allowed if the training program will assist in improving the performance of the individual employee or assist in accomplishing the objectives of the Library System.  Application to attend such training programs follows the same procedures as prescribed for “Library Conference Attendance”.

 

 

College and University Course Work

The library encourages its employees to improve their knowledge and skills by enrolling in an undergraduate or graduate program at a college or university, particularly in the field of library science.  The library does not, however, reimburse tuition or other costs associated with this course work nor can it provide the employee with leave to attend such classes beyond what is authorized within these personnel policies.

 


LEAVES OF ABSENCE

 

ELIGIBILITY

 

Salaried employees regularly scheduled to work 20 hours or more per week are eligible to receive a pro-rated share of annual and sick leave, holiday leave and other leave benefits.

 

All part-time employees who are paid on an hourly rate and work less than 20 hours per week are not eligible for paid annual, sick or holiday leave, or other leaves of absence, except as may be authorized within these policies.

 

Sick and Annual Leave-Salaried Employees

 

Pro-rated share of annual and sick leave benefits shall be determined as follows:

 

Work Week

Pro-Rated Share

 

20.0 – 22.4

50 Percent

22.5 – 24.9

60 Percent

25.0 - 28.9

70 percent

29.0 - 30

80 percent

37.5

100 percent

 

Holiday Leave – Salaried Employees

 

 

 

 

 

Work Week

Pro-Rated Share

 

Hours of Paid Leave

 

20.0 - 22.4

50 percent

3.75

22.5 - 24.9

60 percent

4.50

25.0 - 28.9

70 percent

5.25

29.0 - 30

80 percent

6.00

37.5

100 percent

7.50

 

 


LEAVES OF ABSENCE

 

ADMINISTRATIVE LEAVE

 

Since positions classified by the JGRLS Board of Trustees as “Exempt” under the Fair Labor Standards Act 1985 Amendments require flexible scheduling to accomplish job objectives, the library gives these employees the freedom they need to adjust their schedule to the work-flow.

 

All administrative leave must be recorded as such on the employee’s time card.

 

“Exempt” employees are scheduled to work 37.5 hours per week but will at times need to work more hours to accomplish professional job obligations. He/she may use administrative leave to compensate for such overtime worked with the permission of the Library Director.  Administrative leave may be as short as one hour or as long as a workday.  This leave must be taken at times most convenient to his/her branch or library administration.


 

 

LEAVES OF ABSENCE

 

ANNUAL LEAVE

 

Paid annual leave is granted to salaried employees regularly scheduled to work 20 or more hours per week.  Annual leave is accumulated based on a full-time 37.5 hour work week, as follows:

 

           Through 5.99 years of service                                   90 hours (12 days)

           6.00 - 11.99 years of service                                   120 hours (16 days)

           12.00 - + years of service                                        150 hours (20 days)

 

An employee holding an ALA-accredited M.L.S. degree and employed in a position requiring this educational background is granted 20 days of annual leave per year and is accrued at the rate specified for 12+ years of service.

 

Employees begin earning annual leave at the end of the first full calendar month after the effective date of employment. Employees may use annual leave after six full calendar months of employment. If an employee resigns before completing six full calendar months of service, the employee will not be paid for earned but unused annual leave.

 

When an employee leaves the service of the library after six full calendar months of continuous service, he/she will be paid for earned but unused annual leave up to a maximum of 240 hours. Any additional accrued annual leave is credited to State Retirement. The employee may, however, elect to have all earned but unused annual leave credited to State Retirement.

 

Maximum accumulated unused, non-compensated combined sick and annual leave time that can be applied to State Retirement service credit is 11,200 hours.

 

Annual leave may be used in conjunction with other leaves of absence as specified in these policies as well as for other purposes deemed necessary by the employee.

 

Annual leave must be taken in segments of no less than one (1) hour.

 

A holiday falling on a day when the employee is on annual leave is not counted against the employee’s annual leave.

 

Maximum accrued annual leave is 11,200 hours.

 

Annual leave will be accrued, in hours, as follows:

 

Length of Service                            Pro-Rated Share

 

                 100 percent share                                 80 percent share

 

Years of Service

Monthly Accrual

Annual Accrual

 

Years of Service

Monthly Accrual

Annual Accrual

Through 5.99 yrs.

7.5

90

 

Through 5.99 yrs.

6.0

72

6.00 - 11.99 yrs.

10.0

120

 

6.00 - 11.99 yrs.

8.0

96

12.00 - + yrs.

12.5

150

 

12.00 - + yrs.

10.0

120

 

 

                 70 percent share                                                60 percent share

 

Years of Service

Monthly Accrual

Annual Accrual

 

Years of Service

Monthly Accrual

Annual Accrual

Through 5.99 yrs.

5.25

63

 

Through 5.99 yrs.

4.5

54

6.00 - 11.99 yrs.

7.00

84

 

6.00 - 11.99 yrs.

6.0

72

12.00 - + yrs.

8.75

105

 

12.00 - + yrs.

7.5

90

 

                 50 percent share                                               

 

Years of Service

Monthly Accrual

Annual Accrual

 

Through 5.99 yrs.

3.75

45

 

6.00 - 11.99 yrs.

5.00

60

 

12.00 - + yrs.

6.25

75

 

 

 

 

 

 


LEAVES OF ABSENCE

 

EMERGENCY/DISASTER LEAVE

 

The Library Director is authorized by the JGRLS Board of Trustees to close any or all libraries in the event of an emergency/disaster without prior Board approval, unless such approval can be reasonably obtained at a special called meeting for that purpose.  During the period of emergency/disaster, all salaried employees will be paid their regular rate. Salaries during this emergency/disaster period may be suspended by the JGRLS Board of Trustees if, in their judgment, the length of time is an extreme financial burden.  The Library Director can also assign employees to other branch libraries or city/county agencies if emergency/disaster assistance is needed.

 

The “Poise Under Fire” manual should be consulted concerning responsibilities of the Library Director, Assistant Director, managers, Person-in-Charge, staff and JGRLS Board of Trustees.


 

LEAVES OF ABSENCE

 

EMERGENCY LEAVE (DEATH IN FAMILY)

 

Emergency leave will be granted with pay to any full-time or part-time salaried employee, regardless of time worked at the library and upon approval from the Library Director, for a death in the family of a staff member, to include: Parents, grandparents, spouses, domestic partner, siblings, children, mother-in-law, father-in-law, sister-in-law, and brother-in-law.  Paid leave shall be limited to three days.  Emergency leave of up to one day may be granted at the discretion of the Library Director for attendance at funerals for individuals not specified or set forth above.

 


LEAVES OF ABSENCE

 

HOLIDAYS

 

January 1                                                                              -- New Year’s Day

Third Monday in January                                                     -- Martin Luther King Day

Winter (Day Before Ash Wednesday)                               -- Mardi Gras Day

Last Monday in May                                                            -- Memorial Day

July 4                                                                                     -- Independence Day

First Monday in September                                                -- Labor Day

Fourth Thursday in November                                            -- Thanksgiving Day

Friday after Thanksgiving Day                                            -- Day after Thanksgiving

December 24                                                                       -- Christmas Eve

December 25                                                                       -- Christmas Day

 

Holidays which fall on a Saturday will be taken on Friday and the library will close on Friday and Saturday.  Holidays which fall on a Sunday will be taken on the following Monday. When a holiday falls on Saturday and the Friday normally taken is already a designated holiday, Thursday will be taken for the Friday holiday.  The library then will be closed Thursday through Sunday.  Since the library is open six days per week, Saturdays are the regular day off for some staff and Fridays are the regular day off for others. No staff member should lose a holiday because the holiday falls on the staff member’s day off.  Libraries will close at 5:00 p.m. on a day preceding a holiday.

 

A holiday falling on a day when the employee is on annual leave is not counted against the employee’s annual leave.

 

 

LEAVES OF ABSENCE

 

JURY DUTY/COURT WITNESS

 

Any staff member who receives notification for jury duty, or to serve as a witness in a court proceeding involving a library legal matter, must immediately submit a copy of their summons to the Library Director.

 

If a salaried employee regularly scheduled to work 20 hours or more weekly is called to jury duty, or to serve as a witness in a library related legal matter, he/she will be excused from his/her job without loss of pay, leave credits or other benefits.  The library will pay the employee’s regular salary.

 

Hourly employees who are called to jury duty will not be paid but will be excused from their job in order to serve. 

 

The library encourages its staff members to fulfill their civic responsibilities.  However, the staff member is expected to return to work at any time he/she is not required to serve as a juror/witness.  Failure to do so will result in a loss of annual leave equal to the time the staff member was subject to the unexcused absence.  A statement of service may be required.

 

The employee will retain any fees paid by the court.

 

 

LEAVES OF ABSENCE

LEAVE WITHOUT PAY - FAMILY AND MEDICAL LEAVE ACT

 

The Family and Medical Leave Act of 1993 entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave each year for specified family and medical reasons.  On the 4th day the employee is absent from the job due to illness and under a doctor’s care, Family and Medical Leave will begin to run concurrently with any paid leave the employee may have accumulated.

 

Employee Eligibility

 

To be eligible for FMLA benefits, an employee must:

 

1.       Work for a covered employer.

2.       Have worked for the employer for at least a total of 12 months.

3.       Have worked at least 1,250 hours over the prior 12 months.

4.       Work at a location where at least 50 employees are employed by the employer within 75 miles.

 

Leave Entitlement

 

A covered employer must grant an eligible employee up to a total of 12 work weeks of unpaid leave during any 12-month period beginning on the first day Family and Medical Leave is taken for one or more of the following reasons:

 

1.       For the birth or placement of a child for adoption or foster care.

2.       To care for an immediate family member (spouse, child, or parent) with a serious health condition.

3.       To take medical leave when the employee is unable to work because of a serious health condition.

 

Maintenance of Health Benefits

A covered employer is required to maintain group health insurance coverage for an employee on FMLA leave whenever such insurance was provided before the leave was taken, and on the same terms as if the employee had continued to work.

 

Notice and Certification

 

Employees seeking to use FMLA leave may be required to provide:

1.       30-day advance notice of the need to take FMLA leave when the need is foresee-able.

2.       Medical certifications supporting the need for leave due to a serious health condition affecting the employee or an immediate family member.

3.       Second or third medical opinions and periodic re-certification, at the employer’s expense.

4.       Periodic reports during FMLA leave on the employee’s status and intent to return to work.

5.       A “fitness for duty” certification to return to work.


 

LEAVES OF ABSENCE

 

LEAVE WITHOUT PAY - NON-FAMILY AND MEDICAL LEAVE ACT

 

Leave without pay may be granted at the discretion of the JGRLS Board of Trustees for reasons not covered by FMLA.  A salaried employee working twenty (20) or more hours per week who has completed his/her initial probationary period may, upon written application to the JGRLS Board of Trustees, request leave without pay for a period not to exceed eighteen (18) calendar weeks. The purpose of the leave and the time involved must be included on the request. Generally, leave without pay will be granted only in exceptional cases where it is vitally necessary for health, educational or pressing family reasons not in compliance with FMLA. Leave without pay will not be granted for additional annual leave or extended travel. Requests must be submitted to the JGRLS Board of Trustees through the office of the Library Director. Each leave will be considered on a case-by-case basis on consultation with the JGRLS Board of Trustees. Leave without pay will be denied if, in the judgment of the JGRLS Board of Trustees, the services and programs of the library would suffer as a result of the employee’s absence. The Board may, at the time of considering the request for leave, set the terms and conditions for the granting of such leave including the requirement that the employee report in writing on a periodic basis to the library Director as to their intention/status of their leave.

 

Once on leave without pay, the staff member is no longer earning any paid leaves of absence or other benefits.  Health insurance will cease unless the employee makes arrangements with the Business Manager to pay the full cost in advance of the due date. This extended health insurance is available through 18 weeks of leave without pay.

 

The employee must also pay in advance all other optional insurance coverage to which he/she subscribes through payroll deduction, such as life, disability, cardiovascular, dental, cancer, etc.

 

The library is not obligated to hold an employee’s position open for more than four weeks after the employee is granted leave without pay.  While the library will endeavor to retain the position for the entire duration of leave without pay, the library cannot guarantee that the position will be available upon termination of leave without pay.

 

In cases where the leave without pay exceeds four calendar weeks and the employee’s position has been filled, when the employee is ready to return to work he/she will be given the opportunity to fill the first available position for which he/she is qualified.  If no position for which he/she is qualified is open, his/her application will be maintained on file for a period not to exceed 12 months.  If a position for which he/she is qualified is offered and rejected by the employee, he/she will have his/her employment officially terminated.


 

 

LEAVES OF ABSENCE

MILITARY LEAVE

The JGRLS Board of Trustees intends and directs that the Library System and its employees shall be and remain in compliance with the federal Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA) and the Veterans Benefits Improvement Act of 2004 (VBIA).

 

All employees of JGRLS who are members of any reserve components of the armed forces of the United States shall be entitled to a leave of absence from their library duties without loss of pay, time, or any leaves that accumulate to participate in training or exercises for periods not to exceed 15 working days per calendar year. A set of their military orders must be filed with the Library Director as soon as possible.

 

For any period of active duty in excess of 15 working days per year, employees are also entitled to leave of absence without pay from their library duties without loss of time, any leaves that accumulate or efficiency rating until relieved from active service.  When relieved from active duty, they shall be restored to the positions held or a position of like seniority, status and pay; provided that such person:  (1) when discharged or released from the armed forces shall have received a certificate of satisfactory completion of service; (2) shall still be qualified to perform the duties of such position; (3) shall make application for re-employment within ninety (90) days after such person is relieved from such training and service or released from hospitalization for a period of not more than one (1) year for causes attributable to such services.  Any person restored to position under the above provisions shall not be discharged from such position without cause within one (1) year after restoration.

 

The fact that there has been a change of administration affecting any position with the Regional Library shall in no manner affect or deny to such person his/her former position, and regardless of any limitation on the number of employees, such person shall be re-employed.

 

Health and Life Insurance Plan (Blue Cross Blue Shield)

 

If an employee is called to active military duty and chooses to maintain health and life coverage under the Plan, the employee will be responsible for the full premium. The employee must remit the premiums to the JGRLS Business Manager by the first of each month in which coverage is in force. If the employee elects not to keep health coverage while on active duty, any covered dependents should be offered coverage under COBRA. The employee may choose to maintain life insurance coverage under the Plan while on active duty, even if the employee does not keep the health coverage. The employee must complete applicable forms dropping health and/or life coverage and attach a copy of the military orders. These shall be forwarded to BCBS by the JGRLS Business Manager.

 

When the employee returns to work, he/she may re-enroll in the Plan by completing an “Application for Coverage” and/or a “Life Insurance Enrollment Form.” These forms, along with a copy of the military orders, should be sent to BCBS by the JGRLS Business Manager.  If application is made within 31 days of returning to Library duty, the employee and any covered dependents will not be subject to the preexisting condition exclusion period and the employee will be considered a “New Enrollee” for life insurance. The new effective date will be the employee’s date of return to employment.  If application for re-enrollment is not made within 31 days of returning to work, the employee must follow the procedures for health and life insurance in the “Enrollment (Other Than Initial)” section of the “State and School Employees’ Life and Health Plan Know Your Benefits Plan Document.”

 

Rev. April 2005

 

LEAVES OF ABSENCE

 

RELIGIOUS HOLIDAYS

Staff members belonging to any recognized national or international religious faith have the right to take at least two days of annual leave any calendar year to observe internationally and/or nationally recognized religious holidays. Such leave shall be granted in accordance with policies on annual leave.

 

 

LEAVES OF ABSENCE

 

SICK LEAVE

 

Paid sick leave is granted to all salaried employees regularly scheduled to work 20.0 or more hours per week. Sick leave is accumulated at the rate of 120 hours or 16 days per year based on a full-time 37.5 hour workweek.

 

Paid sick leave is granted when an employee is ill or in the event of an illness or death in employee’s immediate or extended family or support group. Sick leave may also be used during leaves of absence involving maternity, paternity, and adoption.

 

Employees begin earning sick leave at the end of the first full calendar month after the date of employment.  An employee may use sick leave only as earned and accumulated.  Employees may use sick leave as soon as it appears on the employee’s record, but if a staff member resigns or is fired before completing six months of service, any sick leave used will be deducted from his/her final paycheck.

 

Maximum accumulated unused, non-compensated combined sick and annual leave time that can be applied to State Retirement service credit is 11,200 hours.

 

If an employee is ill, a supervisor may request a medical certificate from any staff member who used three consecutive days of sick leave or in the case of repeated use of single days or parts of days.

 

Sick leave usage during scheduled annual leave time will only cover long or serious illnesses that significantly interrupt annual leave plans.  It will not apply to cases of short-term, minor disruptions.

 

Sick leave must be taken in segments of no less than 30 minutes each.

 

A holiday falling on a day when the employee is on sick leave is not counted against the employee’s sick leave benefit.

 

If an employee is unable to report for duty during his/her regular shift, he/she must contact his/her Branch/Department head or supervisor no later than 60 minutes before the shift is scheduled to begin. The employee must notify their supervisor every day that they are unable to work unless a doctor has specified several days in advance and the supervisor has been notified, and then the employee need not call in every day of absence.

 

Anticipated use of sick leave must be preceded by the “Request for Leave.” The employee must document unanticipated sick leave taken by submitting a completed “Request for Leave” to his/her supervisor within two days after he/she returns to work.

 

When an employee leaves the service of the library for any reason, the employee is not paid for earned but unused sick leave; it is, however, credited toward State Retirement. 

 

Maximum accrued sick leave is 11,200 hours.

 

Sick leave is accrued as follows:

 

 

Employee’s

Work Week

 

Pro-Rated

Share

 

Monthly Accrual

In Hours

 

Annual Accrual

In Hours

37.5

100 percent

           10

        120

29.0 – 30.0

  80 percent

8

96

25.0 - 28.9

  70 percent

7

84

22.5 - 24.9

  60 percent

6

72

20.0 - 22.4

  50 percent

5

60

 

If any portion of this policy is later deemed to be in conflict with any of the provisions of the FMLA, then the provisions of the FMLA shall be deemed controlling and shall supersede the conflicting portion of this policy.

 

 

LEAVES OF ABSENCE

 

UNAUTHORIZED LEAVE

Unauthorized leave of any kind will be without pay.  An absence of one day or shift without authorization will be considered voluntary resignation resulting from job abandonment. 


 

BENEFITS

 

HEALTH INSURANCE

 

All Jackson-George Regional Library salaried employees regularly scheduled to work 20 or more hours are eligible to enroll in group health insurance.  The premium is paid by the State of Mississippi.  Coverage is available for staff member’s spouse and/or dependent children, with the staff member paying 100 percent of the additional premium cost.

 

Employees are eligible for enrollment in the group health insurance plan when hired.  Premiums for dependent coverage are paid through payroll deductions.

 

Staff members who do not join the group insurance plan at the time of employment, but choose to do so at a later date, must make application to do so.  They will be asked to provide medical information and may be asked to take a physical examination.  They could be denied coverage if they do not enroll at the time of employment.

 

Employees covered under group health insurance who leave the employment of the library System have the right to continuation of coverage under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).

 

Applications and other information regarding group health insurance and the cafeteria plan are available from the library’s Business Manager.

 

 

SEE ALSO:  Leaves of Absence:  Military Leave


 

BENEFITS

 

LIFE INSURANCE

 

All JGRLS salaried employees regularly scheduled to work 20 hours or more a week are eligible to enroll in the State of Mississippi Life Insurance Plan.  The employee shares with his employer in the cost of his life insurance premiums.  The employee pays half of the monthly premium cost through payroll deduction, and his employer pays the other half.  The employer is reimbursed by the State of Mississippi. An employee’s life insurance is calculated by doubling his annual salary and rounding the result up the next higher thousand.   

 

 

BENEFITS

 

MISCELLANEOUS

 

Salaried employees regularly scheduled to work 20 hours or more a week, may choose to have payroll deductions for participation in credit union, cancer insurance, dental insurance, cardiovascular insurance, disability insurance and deferred compensation.  These employees may also participate in the tax exemption cafeteria plan for qualifying insurance coverage for spouse and/or dependent children.

 

 

BENEFITS

 

RETIREMENT

 

The library will abide by regulations issued from the Mississippi Public Employees Retirement System (PERS).

 

The criteria for determining PERS membership is based on whether an employee works 80 hours or more in any month.  If so, they and the library must pay the shared percent.  The exceptions are (1) students of any state educational institution employed by an agency of the state for temporary, part-time or intermittent work, (2) retired members of PERS who are employed for less than six (6) months and (3) employees in a part-time or emergency position who work less than 15 days a month or who work less than the equivalent of one-half of a normal work load for their position and receive less than one-half of the normal wages for the position.

 

 

BENEFITS

 

SOCIAL SECURITY

 

Every employee of the JGRLS is required by law to participate in the Social Security program (Federal Insurance Contribution Act of 1954 - FICA).  Both the employer and the employee contribute an equal percentage of salary to the individual’s account for Social Security and Medicare, which can be drawn upon at retirement, or with certain disabilities.  

 

BENEFITS

 

WORKER’S COMPENSATION

 

Policy

 

Staff members, while on duty, are covered by Worker’s Compensation Insurance.

 

The basic purpose of Worker’s Compensation is to provide fixed benefits to employees in the event of job-related illness or accident.  The most common of these benefits include compensation for medical expenses and for income lost due to job-related illness or injury. Income compensation is based on the employee’s weekly salary, with a maximum weekly benefit.

 

If an employee is injured, no matter how minor the injury, he should report this to his/her supervisor immediately.  Reports must be filed with the library’s Business Manager within 48 hours.  It is not necessary that the employee seek medical attention immediately, only that the report be filed in case of later complications.

 

If an employee is receiving Worker’s Compensation, he/she may also request sick leave and/or annual leave.  Requests for such leave will be granted in accordance with provisions contained in those policies. Family and Medical Leave Act will run concurrently with Worker’s Compensation if the employee is off more than 4 days.

 

While on Worker’s Compensation leave, an employee will continue to accumulate sick and annual leave benefits.  Employees eligible for health insurance as described in that policy will continue to receive this benefit.


 

 

DIVERSITY ACTION PLAN AND POLICY

 

Diversity Statement

 

An organization that accepts diversity and recognizes the contributions of all employees is a healthier and more productive organization than one that does not.  Understanding and recognizing diversity enables an organization to capitalize on the differing views and contributions that each of its employees bring to the workplace.  Such an organization provides for a richer work environment and ensures that employees work more closely with one another in carrying out organizational goals and objectives.  Understanding and recognizing the contribution of diversity also enables an organization to adapt better to changes.

 

Therefore, it is the policy of the JGRLS to dedicate itself to an open environment in which all people, regardless of race, color, creed, gender, marital status, age, sexual orientation, political beliefs, physical abilities, ethnicity, socioeconomic status, or religion can work.  The JGRLS is an equal opportunity employer and complies with all applicable federal and state laws.

 

Non-Discrimination Policy

 

JGRLS is committed to maintaining a workplace in which a diverse population can live and work in an atmosphere of tolerance, civility, and mutual respect for the rights and sensibilities of each individual regardless of differences in personal characteristics and beliefs.  The library recruits, selects, and promotes staff members on the basis of their ability, knowledge and skills.  JGRLS does not discriminate in its employment practices and programs on the basis of race, color, creed, national or ethnic origin, age, religion, gender, sexual orientation or disability in accordance with existing state or federal laws. 

 

Anti-Harassment Policy

 

It is important that the staff enjoy an environment free from implicit and explicit behavior used to control, influence, or affect the well-being of any member of our community.  Harassment of any individual based on sex, race, color, religion, national origin, age or disability is unacceptable and grounds for disciplinary action, and also constitutes a violation of Federal law.

 

General Provisions

 

Sexual Harassment

 

Sexual harassment is a form of sex discrimination.  It is illegal under State and Federal law and is a violation of library policy.

 

Sexual harassment is prohibited under the Title VII of the Civil Rights Act of 1964.  In 1980, the Equal Employment Opportunity Commission amended its “Guidelines On Discrimination Because of Sex: Under Title VII” to include sexual harassment, defining the term as follows: “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when, 1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;  2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; 3) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.”

 

Racial and Other Harassment

 

Harassment on the basis of race, color, religion, or national origin is a form of unlawful discrimination and is prohibited under Title VII of the Civil Rights Act of 1964.  The principles for defining sexual harassment in the workplace apply as well to harassment based on race, color, religion, or national origin.  When harassment based on race, color, religion, or national origin has the “purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment: it rises to the level of unlawful discrimination.”  In addition, these principles apply to harassment on the basis of age and disability under the Age Discrimination in Employment Act and the Americans with Disabilities Act, respectively.

 

Complaint  Procedure

 

Any employee of JGRLS who experiences harassment on the basis of sex, race, color, religion, national origin, age or disability should immediately contact the Library Director.  In cases where the Library Director is involved employees should contact the Chairman of the JGRLS Board of Trustees.

 

The Library Director (or Board Chairman) will document the details of the complaint and will conduct a prompt and thorough investigation of the allegations.  The Library Director (or Board Chairman) will explain the process to all parties involved and notify them of the need for confidentiality to be maintained throughout.  Where appropriate, the Library Director (or Board Chairman) will facilitate remedial action to protect the parties involved in the process.  All pertinent documents will be reviewed and appropriate witnesses will be interviewed.  Following an objective evaluation of the information gathered, the Library Director (or Board Chairman) will notify the parties of the outcome of the investigation.  Where appropriate, the Library Director (or Board Chairman) will facilitate a resolution.  Preventive measures such as training will be included in the resolution recommendations.  Staff utilizing this process will be protected from retaliation.

 

 

GENERAL POLICIES

 

SELECTION, PROMOTION & TRANSFER

This Library System will use fair and equitable hiring practices consistent with State and Federal laws and standard employment guidelines.

 

All position descriptions include: (1) specification of minimum qualifications; (2) specification of required knowledge, skills, abilities; (3) identification of duties and responsibilities and (4) general information.  Annually, the Library Director and other designated personnel will review and revise, if necessary, all position descriptions, minimum qualifications, employment tests, duties and responsibilities.

 

A.       POSITION CLASSIFICATION

 

           1.          Library Director Position

 

            The position of Library Director is designated as an executive position reporting directly to the JGRLS Board of Trustees.  The JGRLS Board of Trustees will advertise a vacancy internally and nationally.

 

        2.          Professional Librarian Positions – Librarians I through V

 

            Positions classified Librarian I through Librarian V are designated as professional librarian positions. The Library Director will advertise all vacancies both internally and nationally.

 

           Members of the JGRLS Board of Trustees will be notified of the candidate selected at least five days prior to the release of a general public announcement.

 

       3.          Career Ladder Positions

 

Positions classified Custodian II, Clerk II and III, Library Assistant I, II and III, and Professional Associate I, II, III and IV are designated as “career ladder” positions.

 

The Library Director will advertise vacancies in these positions internally and may elect to advertise locally and/or Coast or State wide.

 

           4.          Entry Level Positions

 

            Positions classified library Page, Custodian I and Clerk I are designated as “entry level” positions.  The Library Director will advertise vacancies locally and/or Coast-wide.

 

                                                                                                                                                     

 

B.         EMPLOYMENT PROCESS

 

1.       Career Ladder. When a “Career Ladder” vacancy occurs an internal announcement will be posted for no less than three or more than five working days in all branch libraries.  After evaluating applications received from qualified internal applicants, reviewing their previous annual performance evaluations, and upon receipt of a written recommendation from    the employee’s current supervisor, the position may be filled through appointment by the Library Director.  The Library Director or Personnel Assistant will notify employees not appointed to the position.

 

If a staff vacancy is not filled through “Career Ladder Promotion”, the Library Director will inform the Personnel Assistant of the procedure to be utilized in filling the vacancy: “Transfer, including Lateral Transfer” or “Appointment - External Advertising”.

 

           2.        Transfer, Including Lateral Transfer.  Contingent upon the needs of the library and the situation that may exist at the time, the Library Director may transfer employees within the same position classification to a lower position classification (without loss of pay or benefits) or to a higher position classification.

 

            Employees may submit a request for a lateral transfer (within the same position classification) to the Library Director when all parties and supervisors are in agreement; the Library Director may approve or deny such request.

 

           3.         Appointment - External Advertising.  Vacancies occurring that are not filled     through the procedures outlined in “Career Ladder”, or “Transfer, including Lateral Transfer” will be filled using “Appointment - External Advertising” procedures. 

 

Employees on initial probation or reinstituted probation are not eligible for transfer or appointment to another position until after the end of the probationary period.

 

Employees whose employment has been terminated by the Library System are not eligible for re-employment for a period of one year following the date of termination.

 

C.       EMPLOYMENT PROCEDURES

 

           The Library Director and his/her designee are responsible for preparing applications forms, employment tests, interview forms, selection and training of interview team members, candidate evaluation and selection of candidates to be interviewed, appointments to staff and all other employment procedures.

 

Under the direction of the Library Director, the Personnel Assistant will, in consultation with the branch manager or supervisor, implement the following procedures, or an adaptation thereof:

 

1.         Update position description (hard copy), if needed. (All revisions must be approved by the Library Director; revision of position descriptions on Alpha is the responsibility of the Library Director or his/her designee).

2.                  Post announcement internally; advertise externally.

3.                  Prepare position data folder, supplemental application form, interview questions, knowledge and other appropriate tests, candidate overall evaluation form, letters to candidates not being interviewed, interview confirmations (if time allows), drafts of letters thanking applicants for interview, letter of appointment, etc.

4.                  Application includes: general application form and supplemental application. A five-minute keyboard skill examination will be given for certain positions.  Standard is 20 wpm for most clerical positions; higher wpm skill level may be required for some positions.

6.         Review and evaluate applications according to (1) minimum qualifications and (2) readability, completeness, spelling and grammar of application forms.

7.         Contact applicants to be interviewed, schedule interviews, and contact applicants not to be interviewed.

8.         Candidate applications will be maintained on file for a period of one year, after which time they will be properly disposed.

9.         Interviews for Lucedale-George County positions are generally held in Lucedale; other interviews are usually conducted in Pascagoula.

10.       Transcripts may be required for certain positions.

12.       Appointment of Interview Panels

            a.         Positions classified Library Page through Library Assistant III

                        -         Minimum two (2) panelists (including at least one Library Manager) appointed by the Personnel Assistant and approved by the Library Director.

            b.         Professional Associate through Librarian V

                        -         Minimum two (2) panelists appointed by the Library Director.

                        -         The Library Director is not permitted to serve on the Interview Panel for these positions, but may attend interviews as a non-participating observer.

13.       Candidates interviewed for a position will be asked a uniform set of questions and will be administered identical knowledge and skill examinations.  Training of panelists will be through review and study of “The Interview” section of this document.

14.       Evaluation of candidates interviewed is usually on a 200-point scale.  The method of candidate evaluation may be revised by the Library Director from time-to-time contingent on the position and changing needs. Typically, candidate evaluation may include:

          Evaluation of Application                         10  percent   20 points

          Interview                                                    60 percent  120 points

          Literature Examination                             15 percent    30 points

          Computer knowledge/skills Exam           10 percent   20 points

          Alphabetizing Examination                      2.5 percent    5 points

          Numerical Sequence Exam                     2.5 percent    5 points

15.       Candidates interviewed for a custodian position are administered a “Custodian Knowledge Examination” in lieu of literature, alphabetizing and numerical exams.

16.       Candidates being interviewed for Page Library positions are administered alphabetizing and numerical exams.

17.             The Personnel Assistant, Library Director or his/her designee scores applicant tests.

18.             Employment

Candidates with an overall score of 159 or less are not eligible for employment.

a.         Positions classified Library Page through Library Assistant III

Offer of employment may be made to the candidate with highest overall evaluation over 160 points, unless there is a compelling reason why the candidate should not be offered the position.  The decision to offer a position to a particular candidate is made by the Library Director in consultation with the Personnel Assistant.  Candidates interviewed but not offered a position will be contacted by the Personnel Assistant with a letter that explains why the position was not offered. With the Library Director’s approval, the Personnel Assistant and/or immediate supervisor contacts the candidate chosen by telephone.  If the candidate accepts the offer, the Library Director follows with a formal letter of offer. 

            b.         Professional Associate through Librarian V

The Personnel Assistant will prepare a list of candidates whose overall score is 160 points or greater. This list includes all candidates whose overall score of 160 or greater or the five (5) highest scoring candidates, whichever is less.  The Library Director will appoint the candidate that in his/her professional judgment and experience best meets the position requirements and the needs of the Library.

19.       If a vacancy for a comparable level position occurs within six months after interviews have been conducted to fill a previous vacancy, the highest scoring candidate with 160 points or greater not offered employment at that time may be offered the current position vacancy.

20.       A copy of the letter of appointment is forwarded to the branch manager or supervisor with the vacancy.

           21.       Personnel Assistant informs Business Manager of appointment, date to be hired, starting salary, etc.

22.        When candidate has accepted position, the Personnel Assistant will place all employment data in a manila folder and submit to Business Manager; Business Manager will forward to the Administrative Secretary upon completion of the initial employment process.

23.      The Administrative Secretary will compile personnel data and create

            a personnel folder for new employees.

24.       Personnel folder assembled for each employee includes:                                 

            Checklist

                                   Selection process package (application, interview, letter of appointment)

            Employment data and forms (taxes, retirement, payroll sheet, policy signature forms, etc.)

            Emergency Medical Form (voluntary)

                                   Staff development and performance reviews (reviews, orientation, training)

            Actions (disciplinary, commendations, letters of appreciation)

            Annual Attendance Record (record sheets, jury duty, military leave, leave without pay, etc.)        

                                   Other Data (newspaper clippings, outside activities, etc.)

           25.       Time and attendance reports, leave reports, FMLA correspondence and reports and Immigration Reform & Control Act reports are maintained separately by the Business Manager.

26.        The Administrative Secretary will maintain official personnel files located in the Library Director’s office.

27.       With the approval of the Library Director, the Personnel Assistant prepares a monthly “Personnel Report” for the JGRLS Board of Trustees.

 

The Interview

 

1.       Interviews are highly structured: (a)  same questions are used for all candidates; (b) cannot deviate from the prescribed questions except for purposes of clarification;  (c) results in a higher reliability.

2.       Interviews focus on work-related characteristics and knowledge/skills of the candidates and not on such personal traits as “shy”, “aggressive”, “attractive” or “good personality”.

3.       Panelists also must guard against bias during interview:

a.         Do not be overly severe or overly lenient in the way you evaluate individual candidate’s; use extremes, however, when justified.

b.         Avoid letting a positive assessment on one question influence your evaluation of candidates’ response to other questions.  This is extremely

                       important, particularly as it relates to the question that immediately follows.

c.         Do not let your own knowledge or skills influence the way you evaluate the candidates. You may have more knowledge than the candidate about a particular topic, but your level of knowledge may not be what is required for this position.  Do not evaluate candidates according to the way you perceive yourself.

d.         Do not let the order in which the candidates are interviewed influence your

            evaluation; wait to evaluate the response until the candidate’s response is complete.

e.         Write notes during the actual interview in the space provided on the interview evaluation form.  Assign value after candidate has departed and prior to the next interview.

4.       Panelists may not ask or participate in any discussion of the following: race; age; religion; gender title (Ms., Miss, Mrs.); sexual orientation; marital status, family situation or family planning, to include questions regarding the type of work family members do, origin of candidate or parents, native tongue, etc.; arrest and/or conviction record; disabilities; relatives; military experience; personal finances; credit.

5.       Interview procedure.

a.         Only those candidates meeting Minimum Qualifications (MQ) are interviewed.

b.         Length (approximate) of on-site interviews:

Library Page                        15/20 minutes

Clerical/Custodian               20/45 minutes

Professional/Other              45/120 minutes

           c.         Panelist #1 escorts candidate from reception area to Board Room, introduces candidate to panelists and gives a brief overview of the JGRLS. Panelist #1 gives candidate a brief overview of the branch or department and the position.

           d.         Pre-determined questions are asked of each candidate. All questions on the evaluation form must be asked.

e.         Panelist #1 asks candidate if he/she has any questions, thanks candidate for coming to the interview and then escorts the candidate out of the interview area.

f.          After candidate has departed, panelists complete their evaluation of the candidate’s responses and assign a numerical rating.  Discussions regarding specific candidates are limited to clarification of candidate’s responses.

              g.       Panelist #1 places completed interview forms in the applicant’s folder and delivers the folder to the Personnel Assistant.

 

 

 

EMPLOYMENT PROCESS

 

RESIDENCY

 

Applications

 

1.               Positions classified Page, Custodian I and II, Clerk I, II and III and Library Assistant I, II and III:  Applications for position vacancies will be accepted from bona fide residents of Jackson County and George County only.

 

2.               Positions classified Professional Associate I, II, III and IV: Applications for position vacancies will be accepted without restriction as to residency.

 

3.       Positions requiring an ALA-accredited Master of Library Science degree classified

Librarian I, II, III ,IV and V through Library Director:  Applications for position vacancies will be accepted without restriction as to residency.

 

Residency

 

1.               Positions classified Page, Custodian I and II, Clerk I, II and III and Library Assistant I, II and III: Personnel employed in these positions must maintain legal residency in either Jackson County or George County.  Failure to do so will result in termination of employment.

 

2.               Positions classified Professional Associate I, II, III and IV: Personnel employed in these positions must establish legal residency in either Jackson County or George County within nine (9) calendar months from the initial date of employment.  Failure to do so will result in termination of employment. 

 

3.               Positions requiring an ALA-accredited Master of Library Science degree classified

           Librarian I, II, III, IV and V through Library Director: Personnel employed in   these positions must establish legal residency in either Jackson County or George       County within nine (9) calendar months from the initial date of employment.        Failure to do so will result in termination of employment. 

 

Residency requirement can not be appealed.

 


 

NEPOTISM

The Mississippi Code 1972 Annotated (7 Miss 1986 Supp., p. 23) Section 25-1-53 prohibits nepotism.  The Code states:

 

“It shall be unlawful for any person elected, appointed or selected in any manner whatsoever to any state, county, district or municipal office, or for any board of trustees of any state institution to appoint or employ, as an officer, clerk, stenographer, deputy or assistant who is to be paid out of the public funds, any person related by blood or marriage within the third degree, computed by the rule of the civil law, to the person or any member of the board of trustees having the authority to make such appointment, or contact such employment as employer.  This section shall not apply to any employee who shall have been in said department or institution prior to the time his or her kinsman, within the third degree, became the head of said department or institution or member of said board of trustees.  The provision herein contained shall not apply in the instance of the employment of physicians, nurses or medical technicians by governing boards of charity hospitals or other public hospitals.”

 

Procedure

 

Implementation of this policy within the JGRLS will be as follows:

 

1.               JGRLS Board of Trustees:

 

Persons related by blood or marriage within the third degree to trustees serving on the JGRLS Board of Trustees are prohibited from working in public libraries within the JGRLS .

 

2.       Local Municipal Boards of Library Trustees as may be organized in Pascagoula, Moss Point, Ocean Springs, Lucedale, and Gautier:

 

Persons related by blood or marriage within the third degree are prohibited from working in the local public library where their kinsman serves on the local board of library trustees.

 

3.       George County Library Board of Trustees:

 

Persons related by blood or marriage within the third degree to members of the George County Library Board of Trustees are prohibited from working in the Lucedale-George County Public Library.

 

4.               JGRLS  employees classified Professional Librarian I, II, III, IV, V and Library Director:

 

Persons related by blood or marriage within the third degree to these employees are prohibited from working in public libraries within the two county JGRLS.

 

5.               Members of Local Boards of Aldermen/Town Councils in Pascagoula, Moss Point, Ocean Springs, Lucedale and Gautier:

 

Persons related by blood or marriage within the third degree are prohibited from working in the local public library where their kinsmen serve on the Board of Aldermen/Town Council.

 

6.       Members of County Boards of Supervisors in Jackson and George Counties:

 

Persons related by blood or marriage within the third degree are prohibited from working in public libraries within the county where their kinsman is a member of the County Board of Supervisors.

 

Definition of “Person Related by Blood or Marriage Within the Third Degree”

 

A chart of relationships and degrees of kindred according to civil law appears in Owen v State (Ala) 51 So 2d 541 (Source: Mississippi code 1972 annotated, Section 25-1-53, “Judicial Decisions”).  See “The Nolan Chart of Relationships and Degrees of Kindred According to Civil Law.”

 

Compliance

 

All paid Library System employees shall be in compliance with the provisions of this policy. Employees not in compliance will submit a voluntary resignation form to the JGRLS.

 

Exclusions

 

This policy shall not apply to:

 

1.       Personnel employed by the Library System prior to the time his/her kinsman became a member of a board of library trustees.

2.       Personnel employed by the Library System prior to the time his/her kinsman was elected to serve as a county supervisor or city councilman/alderman.

3.       Library volunteer staff.

 

 

 


DISCIPLINARY ACTION

 

Authority for instituting all forms of disciplinary action related to the Library Director is vested with the JGRLS Board of Trustees

 

Authority for instituting all forms of disciplinary action related to subordinate employees is vested with the Library Director.  The Library Director may delegate the responsibility of implementing certain forms of disciplinary action to management personnel.

 

Employee behaviors that may result in disciplinary action include, but are not limited to, the following: obscene language, dishonesty, stealing, sleeping on the job, fighting, disorderly conduct, walking off duty or leaving duty without specific permission of the supervisor, reporting to duty under the influence of alcoholic beverages or hallucinogenic substances, clocking in or out for someone else, falsification of time worked, falsification of records, willful destruction or defacement of library records or property, carrying any instrument which would be considered a dangerous weapon in a court of law, verbally or physically abusing a customer or an employee, refusing to follow instructions of the supervisor, refusing to accept assignment to another work area, bringing software into the library and installing it on workplace computers without authorization, violating Board approved policies or authorized procedures, unauthorized use of telephones or mail system, rudeness or other conduct that is considered offensive.

 

TYPES OF DISCIPLINARY ACTIONS

 

One or more of the following actions listed below may be instituted:

          

1.  Written Reprimands

 

Written reprimands are “official” warnings to an employee.  Written reprimands may be prepared by management personnel or Library Director.  A copy of all written reprimands must be filed in the employee’s official personnel file.

 

2.  Reinstitution of Probationary Period

 

The Library Director may reinstate a probationary period, the length of which will be determined by the Library Director.  During this probationary period, the employee’s performance will be continuously evaluated.

 

3.  Suspension With Pay

 

The Library Director may suspend an employee with pay while determining further action. Employee may be suspended with pay prior to the reinstitution of a      probationary period or dismissal.

 

4.  Suspension Without Pay

 

The Library Director may suspend an employee without pay while determining     further action. Employee may be suspended without pay prior to dismissal. Once placed on suspension without pay, the employee is no longer earning any paid leaves of absence or other benefits.

 

5.  Termination

          

The Library Director may terminate an employee found to be in violation of these policies.

 

APPEAL

 

Employees may appeal all types of disciplinary action to the JGRLS Board of Trustees in accordance with provisions of the Board-adopted “Grievance Procedure”.

 


SEPARATION FROM SERVICE

 

Responsibility for the separation from service of the Library Director is vested with the JGRLS Board of Trustees.

 

Responsibility for the separation from service of all subordinate employees is vested with the Library Director. The Assistant Director and branch managers are responsible for evaluating and recommending changes in staff.  All separations from service will be reported by the Library Director to the Jackson-George Regional Library Board of Trustees.

 

FORMS OF SEPARATION               

 

The separation of an employee from service to the JGRLS  shall take one of the following forms: (1) Retirement; (2) Resignation; (3) Reduction-In-Force; (4) Death; (5)Termination During Initial Probationary Period and (6)Termination Resulting from Disciplinary Action.

 

1.  Retirement

 

     Retirement from the JGRLS will be in accordance     with the requirements of the State of Mississippi Public Employees Retirement System and other applicable State and Federal Laws.

 

2.  Resignation

 

     This shall include all separations of employees who voluntarily terminate their employment with the Regional Library.  Voluntary separation from service shall include, but not be limited to the following: Unauthorized absence of one day (see          Personnel Policy dealing with Unauthorized Leave; failure to return to work after leave without pay in accordance with policy (see Personnel Policy dealing with “Leave Without Pay”); and employee resignation.

 

           a.  Pages, Custodial, Clerk and Library Assistant

 

Submit a written resignation to immediate supervisor with a copy to the Library Director at least ten (10) working days prior to the effective date.  

 

           Employee must report for duty and remain on-the-job during their final ten (10) working days of employment.

 

            Employees who fail to provide at least ten (10) working days notice will not be eligible for re-employment with the JGRLS for a period of twelve (12) calendar months.

 

 

          b. Professional Associate

 

           Submit a written resignation to the Library Director at least twenty (20) working days prior to the effective date.

 

           Employee must report for duty during and remain on-the-job their final twenty (20) working days of employment.

 

           Employees who fail to provide at least twenty (20) working days notice will not be      eligible for re-employment with the JGRLS for a period of twelve (12) calendar months.

 

           The “effective date” of a resignation is the last day the employee will report for   duty.

 

An employee who resigns and then later returns to the staff does so as a new employee. Salary and benefits will be determined by the position accepted and not by the salary and benefits granted during any previous period of employment with the Library System.

 

           c.  Librarian

 

           Submit a written resignation to the Library Director at least thirty (30) working days prior to the effective date.

 

           Employee must report for duty during and remain on-the-job their final thirty (30) working days of employment.

 

            Employees who fail to provide at least thirty (30) working days notice will not be eligible for re-employment with the JGRLS for a period of twelve (12) calendar months.

 

           The “effective date” of a resignation is the last day the employee will report for duty.

 

An employee who resigns and then later returns to the staff does so as a new  employee.  Salary and benefits will be determined by the position accepted and not by the salary and benefits granted during any previous period of employment with the Library System.

 

3.  Reduction in Force (RIF)

 

If staff positions are eliminated as a result of library reorganization, insufficient funding or because of emergencies and/or disasters, and the employee cannot be transferred to another position within the Library System, the employee will be       released from service to the library by the JGRLS Board of Trustees. Reduction in force will be determined by the JGRLS Board of Trustees on the recommendation of the Library Director.

 

 

4.  Death

 

This shall include all separations of employees whose service is broken by death while on the active payroll.  Upon the death of an employee, payment will be made for any accrued but unused annual leave. Payment will be made to the estate of the deceased employee and/or to his/her designated beneficiary.

 

5.  Termination During Initial Probationary Period

 

A probationary employee whose performance, attitude or personal philosophy of public library service does not meet the standards, requirements and philosophy of service of the JGRLS, may be terminated by the Library Director at any time during the     probationary period without right of appeal or hearing.  (See Personnel Policy dealing with “Probationary Period”).

 

6.  Termination Resulting From Disciplinary Action

 

An employee may be terminated by the Library Director for failure to perform assigned tasks in a satisfactory manner or for conduct detrimental to the Library         System. (See Personnel Policy dealing with “Disciplinary Action”).  The Library Director may, in accordance with approved policies, implement several types of disciplinary action prior to termination of an employee.

 

Employees separated from service due to disciplinary action may appeal that decision to the JGRLS Board of Trustees in accordance with the provisions of the Board-adopted “Grievance Procedure”.

 

PAYMENT TO SEPARATED EMPLOYEES

 

Employees separated from service to the Library System shall be paid through the last day worked in addition to payment of unused and unpaid annual leave. If an employee resigns before completing six full calendar months of service, the employee will not be paid for earned but unused annual leave.  (See Personnel Policy relating to “Annual Leave”).  If an employee resigns or is dismissed before completing six months of service, any sick leave used will be deducted from his/her final paycheck.  (See Personnel Policy relating to “Sick Leave”).

 

If the written resignation of an employee is received before the 15th of the month, final payment will generally be made the last working day of that month.  If the written resignation of an employee is not received until after the 15th of the month, final payment will generally be made the last working day of the following month.  The employee’s final payroll will include payment for earned but unused annual leave, if applicable.

 

The Library System does not provide severance pay to employees.

 

EMPLOYMENT RECOMMENDATIONS

 

When applying for a new position outside the Library System, some current and former employees include JGRLS as either a current or former employer.  In response to prospective employers’ requests, JGRLS will provide the following employment information only:  (1) name of employee, (2) position title and (3) dates of employment.

 

Administrative and management personnel may provide “personal” letters of reference for current and former employees.  This type of letter must state clearly that it is a personal reference and not an official recommendation from the JGRLS .

 

All requests for received information from a prospective employer for a previous or current employee must be sent to the Purchasing Agent/Personnel Assistant for an appropriate response.   


 

 

GRIEVANCE PROCEDURE

 

All employees of the Library System are expected to work with their colleagues in a spirit of cooperation and harmony. Occasionally, however, problems develop.  Misunderstandings between staff members, between a staff member and a branch manager, between a staff member and the Library Director, or between a manager and the Library Director should be resolved whenever possible at the level at which they occur.  If two or more parties cannot reach a satisfactory resolution of a problem, they should refer it to the next higher level of administration. 

 

This grievance procedure is to be used only after the complaint has been discussed through regular channels of communication and still has not been satisfactorily resolved.  It is designed to deal with serious problems and should not be undertaken lightly.  The burden shall be upon the employees who invoke the grievance procedure, to demonstrate that they have made a good faith effort to resolve their complaint through regular channels of communication and that a satisfactory resolution has not been obtained.  Employees will not be penalized for the good faith use of the grievance procedure.

 

A.       Covers:   All full-time and part-time salaried and hourly employees of the JGRLS.

Excludes:  Employees whose services are obtained through a service agreement or contract.

 

B.       Grievable Issues:

1.         Disciplinary actions and discharges for cause where the validity or appropriateness of the cause is in question.

2.         Application of adopted personnel policy and/or procedure in individual cases where violation or misinterpretation is charged.

 

Not Grievable:

1.         Terminations related to reductions in work force as provided under Library System policy.

2.         The content of adopted and published personnel policies and procedures.

3.         Lateral transfers made to improve library services and/or work situations.

 

C.       Relation to Diversity Action Plan Grievance Procedure:

Grievances dealing with issues of possible discrimination because of age, race, color, sex, religion, national origin, physical limitations not crucial to job performance, other non-merit factors, or any complaint concerning the application of the diversity action plan in any of its particulars to employment procedures, must follow the complaint procedure contained within the library’s Diversity Action Plan.


D.       Definitions:

1.         A “Grievance” shall mean an unresolved complaint by an employee or group of employees based upon an event, condition or circumstance under which an employee works, allegedly caused by a violation, misinterpretation, or inequitable application of established personnel policies.

2.         An “Aggrieved Person” shall mean one whose legal right is affected in the performance of his or her duties as a result of the action or actions giving rise to a complaint.

3.         A “Party of Interest” shall mean the person or persons to whom the grievance has been directed.

4.         The term “Days” shall mean working days excluding Sunday and holidays that the library is closed.

 

LEVEL I GRIEVANCE HEARING

 

Responsibility

 

Aggrieved Person

 

1.       May file a Grievance Form requesting a Level 1 Grievance hearing with his/her supervisor/manager.

 

Supervisor/Manager

 

Action

 

2.       Upon receipt of a Grievance Form requesting a Level I Hearing, the supervisor/manager will acknowledge receipt of the Grievance Form by a memorandum to the Aggrieved Person with copies routed to the Library Director.

3.       Will conduct a Level 1 Grievance Hearing with Aggrieved Person and Party of Interest within five (5) working days of receipt of the Grievance Form.

4.       On receipt of the Grievance Form from the Aggrieved, an Official Grievance File will be established.

5.       An investigation will be done by the supervisor/manager gathering all pertinent information regarding the issue.

6.       After the investigation, the supervisor/manager can recommend that the employee bypass the Level 1 hearing.  This would be done in those cases where, because of the nature of the complaint, the issue could not be redressed at the supervisor/manager level.

7.       Participation in the Level 1 Grievance Hearing is restricted to the supervisor/manager, the Aggrieved Person, and the Party of Interest.  Witnesses will not be called to testify before the hearing but written statements documenting their knowledge of the grievance may be submitted.

8.       At the appointed time and place, the level 1 Grievance hearing will be held.  A detailed set of minutes will be kept by the supervisor/manager of all evidence presented during the hearing.  The original Grievance Form, the minutes, and all documents presented during the hearing will become permanent exhibits in the Official Grievance File.

9.       Within two (2) working days of the conclusion of the hearing, a memorandum must be produced giving a comprehensive explanation of the decision made and any corrective action to be taken if that should prove to be necessary.  The original of the memorandum along with a copy of all exhibits in the Official Grievance File will be sent to the library’s Personnel Office and maintained as the library’s official copy. Additional copies will be sent to the Aggrieved Person and the Party of Interest.

10.     All grievance files created pursuant to this procedure shall be considered “closed files” and shall not be made available to persons other than the parties to the action, the JGRLS Board of Trustees, and the Board attorney.  Requests for such files must be made in writing to the Board Chairman setting forth the requesting party’s reasons for viewing the files.  The Board shall consider such requests at its first regular meeting following receipt of the request by the Chairman.

 

LEVEL 2   GRIEVANCE HEARING

 

There are four possible circumstances which can lead from a Level 1 to a Level 2 Grievance Hearing: (1) the employee is dissatisfied with the decision of his/her supervisor/manager; (2) the complaint directly involves the supervisor/manager and the employee chooses to bypass the lower hearing; (3) the supervisor/manager fails to respond within the specified time; and (4) the supervisor/manager recommends the bypassing of the first level because of the nature of the problem.

 

Responsibility

 

Aggrieved Person

 

1.               The employee will complete a new Grievance Form appealing the matter to the Library Director.  (In the absence of the Library Director, this appeal may be forwarded to the Assistant Director).

 

Library Director

 

2.       Will immediately acknowledge receipt of the appeal by memorandum to the Aggrieved Person with copies going to the Party of Interest and the Personnel Office.

3.       Will conduct a Level 2 Grievance Hearing with the Aggrieved Person and Party of Interest within five (5) working days of receipt of the Grievance Form.

4.       On receipt of the Grievance Form from an Aggrieved Person, an Official Grievance File will be established (or continued if it is an appeal from Level 1).

5.       An investigation will be done by the Library Director, or his/her designee, gathering all pertinent information regarding the issue.

6.       After the investigation, the Library Director can recommend that the employee bypass the second level hearing.  This would be done in those cases where, because of the nature of the complaint, the issue could not be redressed at the Library Director level.

7.       Participation in the Level 2 Hearing is restricted to the Aggrieved Person, the Party of Interest, and the Library Director.  Witnesses will not be called to testify before the hearing, but written statements documenting their knowledge of the grievance can be submitted.  The outcome will be determined by the Library Director.

8.       At the appointed time and place, the Level 2 Hearing will be held.  A detailed record of all evidence presented shall be maintained.  The Library Director shall appoint the person to be responsible for maintenance of the record and taking minutes during the hearing.  The original Grievance Form, the minutes and all documents presented during this and any previous grievance hearing pertaining to this matter will become permanent exhibits in the Official Grievance File.

9.       Within two (2) working days of the conclusion of the hearing, a memorandum must be produced giving a comprehensive explanation of the decision made and any corrective action to be taken if that should prove to be necessary.  The original of the memorandum along with a copy of all exhibits will be sent to the library’s Personnel Office and maintained as the library’s official copy.  Additional copies will be sent to the Aggrieved Person and Party of Interest.

10.     All grievance files created pursuant to this procedure shall be considered “closed files” and shall not be made available to persons other than the parties to the action, the JGRLS Board of Trustees, and the Board attorney. Requests for such files must


be made in writing to the Board Chairman setting forth the requesting party’s reasons for viewing the files.  The Board shall consider such requests at its first regular meeting following receipt of the request by the Chairman.

 

LEVEL 3 GRIEVANCE HEARING

 

There are four possible circumstances which can lead from a Level 2 to a Level 3 Grievance Hearing: (1) the employee is dissatisfied with the decision of the Library Director; (2) the complaint directly involves the Library Director and the employee chooses to bypass Level 1 and/or Level 2 hearings; (3) the Library Director fails to respond within the specified time; or (4) the Library Director recommends the bypassing of Level 2 because of the nature of the problem.

 

Procedure

 

1.       Any grievance pursued at this level must be brought by an Aggrieved Person as previously defined.  The Aggrieved Person may be represented at the Grievance Hearing by a third party; however, if the Aggrieved Person desires such representation, he or she shall notify the Chairman of the JGRLS Board of Trustees of his or her intent to be represented at the Grievance Hearing.  This notification shall include the name, address and telephone number of the Aggrieved party’s representative at the Grievance Hearing by a third party; however, if the Party of Interest desires such representation, he or she shall notify the Chairman of the JGRLS Board of Trustees of his or her intent to be represented at the Grievance Hearing. This notification shall include the name, address and telephone number of the Party of Interest’s representative.

2.       The Aggrieved Party must complete a new Grievance Form appealing the matter to the JGRLS Board of Trustees.  This Form must be sent to the Chairman, or in his/her absence, the Vice-Chairman of the Regional Board for further action.  The Aggrieved Party will thereupon be notified by the Board Chairman of the receipt of the grievance and the same will be considered for further action at the regularly scheduled Board Meeting in executive session or in any special meeting that may be called by the Board Chairman for the purpose of reviewing the grievance and setting a date for a hearing.  A hearing shall be set within thirty (30) days of such meeting.

3.       The Board Chairman shall then report to the Aggrieved Party, the Library Director and the Party of Interest, the date and time for a hearing on the grievance. This report should be made in writing.

4.       The JGRLS Board of Trustees for the JGRLS shall preside at such hearing as the fact-finding body.  Under no circumstances shall the


Aggrieved Party, or the Party of Interest, or any representative on their behalf, attempt to contact or talk to any member of the JGRLS Board of Trustees concerning the grievance prior to the date of the hearing.  The Board shall not be under any obligation to conduct any investigation on its own to determine the merits of the grievance.  The Board shall rule based upon the facts as presented to them at the Grievance Hearing and shall be under no obligation to go outside the record made at that hearing to elicit or determine facts in support of or in opposition to the grievance.  The burden shall at all times be upon the Aggrieved Party to prove the essential allegations of their complaint.

5.               If the grievance is directed at a violation of Board policy and procedure, then it shall be incumbent upon the Aggrieved party to present to the Board at the grievance hearing sufficient documentary evidence to demonstrate that the policy in question is a Board approved and adopted policy.  Failure to do so shall result in the dismissal of the grievance.  It shall not be the duty of the Board, or its attorney, to research the minutes of the Board, or any of its files, to ascertain what policy, if any, has been violated.  At no time during a hearing, shall the burden of proof shift from the Aggrieved Party to the Board.

6.       The Board attorney shall be in attendance at all Level 3 grievance hearings and shall assist the Board Chairman in the conduction of the hearing.  The Board attorney, at the discretion of the board, shall participate in the questioning of the Aggrieved Party, the Party of Interest, and any witnesses that they wish to call on their behalf. Procedurally, the hearing shall be conducted as follows:

a.         The Board Chairman shall call the hearing to order and shall inquire as to whether or not all persons in interest are present.

b.         After ascertaining that the parties in interest are present and are ready to proceed, the Board Chairman shall call upon the Board attorney to outline the procedure for the hearing.

c.         The Board attorney shall advise all parties of their rights and their respective burdens of proof.  The Board attorney shall also read the grievance in full unless the reading of the same be waived by the Party of Interest.

d.         The Board Chairman shall then call upon the Aggrieved Party for an opening statement.  This opening statement may be made by the Aggrieved Party or their representative.  The opening statement shall be for the sole purpose of presenting to the Board what the Aggrieved Party expects to prove concerning the allegations in the grievance.  The Party of Interest shall likewise be allowed to make an opening statement either in person or through their representative.   This opening statement shall be in response to the opening statement made by the Aggrieved Party and shall be a statement as to what the Party of Interest expects to prove in rebuttal to the grievance.  It must be understood by both parties that these opening statements are not considered to be evidence, but are merely statements of intent.       


7.       The rule of sequestration may be invoked by either party.  This rule requires that all witnesses, with the exception of the Aggrieved Party and the Party of Interest, be excluded from the hearing room until such time as they are called upon to testify. All testimony will be taken under oath.  The Board shall determine the appropriate application of the sequestration rule in cases involving multiple parties.

8.               The Aggrieved Party shall go first in the order of presenting their testimony.   The Aggrieved Party may present a statement either in writing or orally for consideration by the Board. The Aggrieved Party and/or his or her representative shall be allowed to call witnesses on his or her behalf and shall be allowed to introduce into the record whatever documents they deem necessary in support of their allegations.  After the Aggrieved Party has rested, the Party of Interest shall be allowed to go forward and present whatever testimony and documents they deem necessary in support of their rebuttal to the allegations raised by the Aggrieved Party.  After the Party of Interest has rested, the Aggrieved party shall be allowed to rebut any of the evidence and testimony brought out by the Party of Interest in their presentation.

9.       Throughout the proceedings, the Board shall be allowed to question each witness and party concerning their knowledge of the allegations contained in the grievance. Likewise, the Board attorney shall participate in such questioning.  Questioning by the Board and the Board attorney shall be by cross-examination and the responses to all such questionings must be verbal.

10.     After the respective parties have rested, each party shall be allowed a period of time within which to make a closing statement.  The closing statement, like the opening statement, shall not be considered evidence by the Board but merely received as arguments by either party in support of their positions.

11.     After closing arguments have been heard, the Board shall excuse the Aggrieved Party and the Party of Interest and all witnesses from the hearing room.  The Board shall then retire into executive session to consider its findings and any conclusions that might be reached.  The Board shall have a period of thirty (30) days from the date of the hearing within which to render its written findings and conclusions.  These findings and conclusions shall be mailed to the Aggrieved Party and to the Party of Interest by certified mail, return receipt requested.  All exhibits introduced at the hearing, including the original of the grievance itself, shall be retained in a

separate Grievance File to be kept in the Personnel files at the Headquarters Library. The Grievance File shall be considered a closed file and access to this file shall not be allowed except upon application to the Chairman of the JGRLS Board of Trustees setting forth the reason that the applicant seeks to access such files.  The Board shall consider such requests at its next regularly scheduled meeting following the receipt of the request by the Chairman.

12.     The decision of the Board shall be a final decision from which no appeal can be taken.  No petitions or requests for rehearing will be allowed unless the Aggrieved Party, or Party of Interest can demonstrate to the Board that additional evidence has been found which supports their positions and which otherwise was not available at the time of the hearing.  The burden shall be upon the petitioner to prove to the Board that such is in fact the case.  No hearing shall be held upon the petition for rehearing and the same will be considered solely upon the face of the petition itself. A simple majority vote by the Board will be sufficient to grant or deny a petition for rehearing.

13.     The Board shall provide a court reporter for all Level 3 Grievance Hearings.  A transcript of the hearing shall be prepared and shall be retained in the closed Grievance File.  A copy of this transcript may be made available to the Aggrieved Party, or the Party of Interest, upon application being made to the JGRLS Board of Trustees

           setting forth therein the reason for such request and the intended use of the transcript by the parties so applying.  Should the Board grant a request for a copy of the transcript, then the applicant shall bear the cost of the transcript.


14.     Preparation for the Grievance Hearing by the Aggrieved Party or the Party of Interest, shall not be done on library time.  If copies of documents are needed, then the party needing such documents shall bear the cost of copying expense and shall obtain such copies on their own time and not during their working hours.  Likewise, the Aggrieved party or the Party of Interest shall bear the cost of any representative that they may hire in their behalf to assist them in preparation for the Grievance Hearing itself.

15.     Formal rules of evidence shall not be applicable to grievance hearings.  The parties are cautioned, however, that hearsay and irrelevant testimony or evidence, if properly objected to, will not be considered by the Board.  The only evidence that will be considered by the Board is that which is directly in support of or in opposition to the allegations of the grievance.  Testimony shall be confined to the actions or activities which gave rise to the grievance and testimony concerning similar past actions shall not be received by the Board.  The parties are admonished to conduct themselves at all times in a polite and professional manner in making their presentations and arguing their respective cases.

16.     Continuances of grievance hearings may be obtained upon good cause being shown to the Chairman, or in his/her absence the Vice-Chairman, of the JGRLS Board of Trustees. The Chairman shall have the sole discretion to allow or disallow a continuance.  The JGRLS Board of Trustees, upon motion duly made by any one of its members, may move for a continuance of a hearing if the same becomes necessary.  Likewise, the Board may continue a hearing from day to day until all evidence and testimony have been received.

 

 


 

JGRLS

 

GRIEVANCE FORM

 

*******************************************************************************************************

 

Employee________________________________________Date__________________

 

Job

Title_____________________________________Branch/Department_______________

 

*******************************************************************************************************

 

 

( )       Request for Level 1 Grievance Hearing with Supervisor/Manager

 

( )       Request for Level 2 Grievance Hearing with Library Director

 

( )       Request for Level 3 Grievance Hearing with JGRLS Board of Trustees

 

REASON FOR REQUEST:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NOTE: Employees are required to make every effort to resolve the grievance before resorting to a higher level of the hearing process.  If you are requesting to by-pass the Level 1 or Level 2 hearing, please state your reason:

 

 

 

 

INDEX

 

 

 

Administrative Leave…………………………………………………        32

Annual Leave…………………………………………………………         33

Anti-Harassment Policy and ………………………..………………         47

Attendance……………………………………………………………        8

Authority……………………………………………………………….        7

Book Sales and/or Surplus Property……………………………….         8

Cell Phones……………………………………………………….  ….       11

Computer Use………………………………………………………..         16

Conflict of Interest……………………………………………………         9

Copies….……………………………………………………….… ….       11

Death (of Employee)…………………………………………………        60

Death in Family – Leave…………………………………………….         36

Disciplinary Action……………………………………………………        57

Dismissal During Probationary Period…………………………….         61

Dismissal Resulting from Disciplinary Action……………………..          61

Diversity Action Plan and Policy …………………………………...         47

Diversity Action Plan and Policy – Complaint Procedure ……….          48

Dress Code…………………………………………………………...        9

Drug Free Workplace………………………………………………..         19

Eating and Drinking………………………………………………….         9

Emergency/Disaster Leave…………………………………………         35

Emergency Leave (Death in Family)………………………………          36

Employee Recommendations………………………………………         61

Employment Policies and Procedures…………………………….          50

Family and Medical Leave Act……………………………………..          39

Fax……………………………………………………………………          11

Grievance Procedure……………………………………………….          63

Grievance Procedure Form………………………………………..           70

Health Insurance…………………………………………………….           44

HIPPA    ………………………………………………………………        21

Holidays………………………………………………………………         31

Housekeeping………………………………………………………..         10

Inservice Training……………………………………………………          28

Jury Duty/Court Witness…………………………………………….          38

Leave Without Pay –Family & Medical Leave Act……………….           39

Leave Without Pay – Non Family & Medical Leave Act…………           40

Leaves of Absence – Eligibility…………………………………….          31

Merit Raises………………………………………………………….         17

Mileage Reimbursement……………………………………………          24

Military Leave…………………………………………………………        41

Miscellaneous Benefits……………………………………………..          45

Mission Statement…………………………………………………...         7

Nepotism……………………………………………………………...        55

Non-Discrimination Policy …………………………….…………….        47

Non-Family & Medical Leave Act (Leave Without Pay)……………       40

Personal Visitors………………………………………………………      10

Personnel Performance Evaluation………………………………..          22

Performance Evaluation…………………………………………….          22

Preschool Children in the Workplace……………………………..           10       

Probationary Period………………………………………………….        23

Promotion – Personnel………………………………………………        50

Racial and Other Harassment and Complaint Procedure……….           48

Recommendations (for Current/Former Employees)…………….          61

Reduction in Force (RIF)…………………………………………….         60

Reimbursement for Library Business-Related Travel…………….          24

Religious Holidays……………………………………………………        41

Residency……………………………………………………………..        54

Resignation……………………………………………………………       59

Rest Periods and Meal Breaks……………………………………..         10

Retirement…………………………………………………………….        59

Retirement (Mississippi Public Employees’ Retirement System..          45

Safety Meetings and Safety…………………………………………         11

Salaries………………………………………………………………..        17

Salary Administration – Compensated Overtime…………………         18

Salary Administration – Salaries and Merit Raises……………….         17

Selection – Personnel……………………………………………….         49

Selection, Promotion & Transfer……………………………………         49

Separation from Service……………………………………………..        59

Sexual Harassment and Complaint Procedure …………………..          48

Sick Leave……………………………………………………………..       42

Smoking……………………………………………………………….        11

Social Security………………………………………………………..        45

Staff Computer Use – General……………………………………...         16

Staff Development and Inservice Training…………………………         28

Staff Meetings………………………………………………………...        11

Staff Orders for Library Materials…………………………………...         11

Staff Suggestions……………………………………………………..       11

Standards of Employee Conduct……………………………………        8

Telephone……………………………………………………………..        11

Telephone – Business Related L-D Calls from Home……………          11

Time Clock…………………………………………………………….       12

Transfer – Personnel…………………………………………………        50

Travel Reimbursement……………………………………………….        24

Unauthorized Leave…………………………………………………..        43

Work Performance……………………………………………………       13

Worker’s Compensation……………………………………………..        46

          Workweek………………………………………………………………      13