Employee Personnel Policy

The portion of this Personnel Policy which includes the Plaw policy was approved 12-12-2023 and began January 1, 2024.

Herrin City Library Employee Personnel Policy

This Personnel Policy and any other policies or procedures of the Herrin City Library, whether oral or written, are not contracts of employment and should not be relied on as such by any employee, as they may be changed at any time. The organizational structure of the Herrin City Library is a non-profit organization, governed by a nine-member Board of Trustees. The Trustees are responsible for hiring the Director. Within the guidelines of these policies, the Director shall determine the recruitment, hiring, supervision, and termination procedures for all other staff.

Working Environment

  • Alcohol/Substance Abuse: No employee shall be under the influence of any drug not prescribed by a doctor while working. No employee shall use, possess, or sell alcoholic beverages or illegal drugs on the Library grounds. The Library encourages employees with substance-abuse problems to seek treatment.
  • Computer/Software Use and Security: Library equipment including computer hardware and software are valuable assets. They should generally be used for Library business only, with the exceptions noted below. Employees may not copy or use Library purchased/leased software contrary to the provisions of any license agreement. Employees should follow computer maintenance, software updating procedures, and caution in opening email in order to avoid computer viruses which have the potential to cause damage to Library and system computer networks. The Library provides Internet access to its employees to assist and facilitate business communications and work-related research. All materials, information and software created, transmitted, downloaded or stored on the Library’s computer system are the property of the Library and may be accessed by the Library Director or the President of the Library Board of Trustees.
  • Computer Use & Internet Access: Inappropriate computer use includes transmitting obscene, harassing, offensive or unprofessional messages; accessing any site that is sexually or racially offensive or discriminatory; displaying, downloading or distributing any sexually explicit material; transmitting any confidential or proprietary Library information. The Library reserves the right to monitor employee use of computers, internet and emails. Employees should not consider their internet usage or e-mail communications to be private when using staff computers, software or work or personal email accounts. Personal passwords are not an assurance of confidentiality, and the internet itself is not secure. Staff are not permitted to download any software or files on to the circulation desk computers.  Staff may, however, open files sent by patrons for printing or other business.
  • Discrimination/Harassment: The Herrin City Library provides a work environment that is free of illegal discrimination and harassment for both employees and non-employee service providers (maintenance, custodial, contractors, lawncare, and others) who provide a service in conjunction with a contract. Any party who believes that he or she has encountered discrimination because of age, race, creed, color, national origin, sex, disability, genetic disposition or carrier status, or marital status in connection with his/her employment should discuss the problem with the Director. A written complaint may be filed with the Director. If the complaint is against the Director, the complainant(s) may file a complaint with the Herrin City Library Board of Trustees. The Library Board of Trustees shall make every effort to resolve the problem. If the problem is not resolved satisfactorily, the complainant may file a written complaint with the Board of Trustees. If the complainant is unsatisfied with the decision of the Board of Trustees, the complainant may file a formal complaint with the Illinois Department of Human Rights. Herrin City Library Personnel Policy maintains a Sexual Harassment Policy as part of our commitment to maintaining a workplace free from sexual harassment. The Library complies with the Americans with Disabilities Act (ADA) of 1990 by taking steps to make its facilities barrier-free and accessible and making other adjustments to reasonably accommodate staff with disabilities.
  • Dress Code: Staff members must dress appropriately for their work assignment. The full-time staff are expected to wear professional attire while part-time staff may wear appropriate casual dress. The Library Director has the authority to determine whether particular outfits are inappropriate for the Library. The Director will discuss inappropriate dress with individual staff members. Library employees are expected to be well groomed and neatly dressed. Each staff member should dress appropriately when working with the public to convey a positive and professional image of both oneself and of the library, while remaining approachable to library customers. Unacceptable attire includes: bare midriffs; spaghetti straps; skirts or shorts shorter than just above knee length; torn, unhemmed, patched, or faded clothing; strapless tops, halter tops, muscle shirts, low-cut blouses and see-through clothing. Clothing or accessories which are political or have abusive or demeaning language or pictures that are in poor taste including lewd, suggestive or offensive words or innuendo are prohibited. This includes items that have words or phrases that are suggestive, because of the use of a double entendre. On occasion, the Library Director may authorize exceptions to the dress code. Some activities, such as cleaning days, outside activities, or craft projects, may call for variations from the dress code.
  • Grievances: It is important to attempt to resolve differences or difficulties at the complaint level before they develop into grievances. Employees should first discuss problems with the Library Director. If the difficulty cannot be satisfactorily resolved, employees should consult the process in the Employee Grievance Procedure and Resolution Policy: https://herrincitylibrary.org/about-us/library-policies/employee-grievance-procedure-and-resolution-policy/
  • Guidelines for Compliance: The Library expects all employees to comply with all laws, policies and regulations applicable to the Library and to maintain confidentiality of Library records and transactions. Polaris is considered confidential and should not be used for any other purpose than normal Library operations. Staff receive privacy training at least once a year. 
  • Smoking: Herrin City Library is a smoke-free work area. No smoking is permitted in the Library premises or within 15 ft. of an entrance or walkway.
  • Social Media & Cell Phones: Employees using social media for personal use may only do so during breaks, meal periods, and before or after scheduled work hours. Employees who choose to identify themselves as Library employees on their individual social media accounts are expected to, as best as possible, make it clear that their posted content does not reflect the views of the Library. When using social media, employees are expected to abide by all applicable Library policies, including, but not limited to, policies concerning harassment, confidentiality, and use of technology. Employees may not post or display comments about patrons, coworkers, supervisors, or the employers which are obscene, vulgar, threatening, intimidating, harassing, discriminatory, or personal attacks. Only authorized administrators can prepare and modify content for the Library’s social media pages. No users shall use the Library social media accounts for commercial promotions, spamming, or political activity. Cell phones may be kept on employees for emergency use.  Employees should not use cell phones when patrons are in view of the circulation desk. Staff use of cell phones may be restricted at the discretion of the Library Director.
  • Tardiness: Habitual tardiness will result in disciplinary procedures: verbal warning, written warning, suspension or discharge. Suspension may be with or without pay as determined by the Library Director.

Schedule and Conditions of Operation:

Holidays: Full-Time Staff are paid for the following holidays on which the Library is closed:

● New Year’s Day

● President’s Day

● Good Friday

● Memorial Day

● Independence Day

● Labor Day

● Veterans Day

● Thanksgiving 

● Christmas Eve

● Christmas Day

Additional paid and unpaid holidays may be approved by the Library Board of Trustees. Holidays falling on Sunday will be celebrated on Monday.

  • Weather and Other Emergency Closings: The Herrin City Library will follow the City of Herrin closures.
  • Minimum Staffing Level: To be open, the Library must have two employees in the building. In the event that staffing is below that level, the Director should be notified. If additional staff cannot report to work, the Library will be closed.
  • Working Hours: The Director shall create a monthly work schedule. Occasionally, it may be necessary for employees to work hours different than their normal schedule. Providing work requirements are met and with approval from the Director, the daily work schedule may be shifted. Employees are expected to adhere to their scheduled monthly work hour totals as much as possible. 

HCL provides breaks as follows:

8 hours: 60 minutes

7.5 hours: 30 minutes

7 hours: 15 minutes

3-6 hours: 10 minutes

2 hours or less: 0 minutes.

  • Training: When possible, the Library Director will provide at least one-month’s notice to staff regarding the time of a training. Notice regarding the training shall detail the expectations for staff attendance at the training.
  • Compensation: All Library employees are paid every other week on Friday. Direct deposit of wages is required. In the interest of recruiting and retaining qualified staff, the Board of Trustees shall annually review salary and wages to ensure that these recognize the contributions of all staff and are equitably established for full and part-time staff alike; and that these are competitive with area libraries of comparable size, staffing, and organization.
  • Benefit Eligibility:  To receive full-time benefits as a designated full-time employee, an employee must work an average of 80 hours over each two weeks pay period. The average includes all approved paid time off, sick time, and unpaid leave. The Director maintains the right to monitor the average hours worked per pay period for each staff member. Employees are responsible for reviewing their paystubs and time off balances and immediately reporting any errors or concerns to the Director. The Director is responsible for creating and submitting timesheets for all employees to the Herrin City Hall. In the case that a staff member has worked significantly under their assigned scheduled hours for three pay periods in a calendar year, the Director may bring disciplinary notice against the employee subject to the provisions of Illinois State Civil Service Law.

Benefits

Full Time Employee Benefits: (*These numbers are set by the City Hall and Herrin City Library Budgets and are subject to increase or decrease as set by the approval of the yearly budget.)

  1. Health Insurance Coverage

            Benefit cost to the library = up to *$708.33 a month single coverage (family coverage available at the employee’s cost) per full-time employee. Life Insurance rider in the amount of $10,000 is also included.

Note: In the lieu of health insurance, the employee can choose to have an annuity set up in their name in which *$588.11 a month will be deposited. The monthly contribution is approximately 75 percent of the normal Health Insurance premium.  

  1. Retirement Pension Plan

            Illinois Municipal Retirement Fund (participation begins after 6 months)

                        Benefit cost to employee = *4.5% of pay deducted. Benefit cost to library = *14.0% of pay

  1. Life Insurance Coverage

*$25,000 for Department Heads

            *$10,000 single coverage – other full-time employees

            *Benefit cost to the library = $50 a month

  1. Paid Leave Time

            Sick leave = after six months, one sick leave day per month worked. Unused Sick Leave accumulates annually with no maximum set. At retirement, a portion of Sick Leave credit can be transferred to the IMRF Pension Fund. Employees absent more than (in excess of) two (2) consecutive days shall present a doctor’s slip to be entitled for pay for those days.

            PLAW leave = full time employees are provided PLAW Act benefits with our current Paid Leave Time.

            Vacation = two weeks (10 working days) after completion of first year, three weeks (15 working days) after completing five years with one additional day of vacation for each year worked thereafter (vacation must be used each year) up to a maximum of 30 days of vacation leave. Full-time staff shall be permitted to take accrued vacation leave at any time of the year and in any increment of time from one (1) day to the entire accrued credit, subject to the scheduling needs of the Herrin City Library. Vacation time should be marked off and approved on the Time-Off Request Calendar or in writing at least one (1) month in advance or at the approval of the Library Director.

            Personal Business = three (3) days of leave per year (non-accumulating).

            Bereavement Leave = up to three (3) days of funeral leave for immediate family.

            Holidays = holidays as deemed by the Library Board of Trustees.

  • Time Off Without Pay: Employees may request time off without pay. Such requests must be approved by the Library Director. The approval of requests may be affected by the scheduling needs of the Library.
  • Bereavement Leave: In the event of the death of an employee’s spouse or domestic partner, parents and children (including foster and step), siblings, grandparents, grandchildren, mother-in-law, father-in-law, daughter-in-law, son in-law, or other member of their household, Full time employees shall be excused from work at their request for a total not to exceed three working days, with pay. The number of bereavement days may be increase by approval from the Library Director for the death of a spouse, domestic partner or child.  In the event of the death of the employee’s uncle, aunt, cousin, brother-in-law, sister-in-law, or spouse or domestic partner’s grandparents, the benefit-eligible employee shall be excused from work at his/her request for one day with pay.   Herrin City Library also follows all laws under The Support Through Loss and The Child Bereavement Leave Act and The Family Bereavement Leave Act an amendment of The Child Bereavement Leave Act.
  • Family and Medical Leave: As a public agency, the Library conforms to all requirements of the US Department of Labor Family and Medical Leave Act (FMLA), https://www.dol.gov/whd/fmla/. In accordance with FMLA, the Library provides eligible employees Family and Medical Leave. Eligible employees may also take FMLA leave for specified reasons related to certain military deployments of their family members

Part Time Employee Benefits:

  1. Flexible Scheduling:  Part-time staff are allowed to sign up on the Time-Off Request Calendar for upcoming appointments, vacations, and other planned days off. 
  2. PLAW leave: Part-time staff will earn 1 hour of time off for every 40 hours worked.  PLAW time will be recorded and accumulated from January 1st of each year and will be front loaded for each employee. Part-time staff may start using PLAW time after 90 days from the beginning of the year. Because of Flexible Scheduling, it is unlikely that the need for PLAW time off will be necessary, so part time staff may elect to have their PLAW time paid out in equal increments over the year in each paycheck or as one lump sum payment in the last paycheck of the year. If an employee needs to use PLAW time, no reason must be given for the time off.  PLAW time off must be use in a minimum of 2-hour increments.  Occasionally but rarely, PLAW time off may be denied during low staff scheduling times. Low staff scheduling times are always indicated on the Time-OFF Request Calendar and are determined by the requests made by all staff on the Time-Off Requests Calendar & the Part Time Seasonal Availability Calendar.  The Herrin City Library PLAW leave does not cover if an employee is a no call no show. 

V. Compensation Benefits

  1. Social Security: As required by law, the Library pays the employer’s portion of Social Security for each employee
  2. Worker’s Compensation: All employees are eligible for worker’s compensation benefits for injuries sustained while working. Employees are required to immediately inform the Director of any injury occurring on the job and fill out an incident report and paperwork required by the state or the Library’s insurance provider.
  3. Disability Benefits: All full-time employees are covered by disability benefits insurance as required by law for non-work-related disability. An employee may elect to use PTO and sick leave credits and the Library will request reimbursement provided by law when such credits are used for non-work-related disability. The Library will credit the employee’s sick bank for any reimbursement received from the disability insurance carrier.
  4. Illinois Municipal Retirement Fund:  The Herrin City Library is a participant in the Illinois Municipal Retirement System. All employees (full time and part time) are eligible for the retirement system who work 1000 hours per year. Persons employed in part time positions may apply for membership, but are not required to do so.
  5. Health Insurance:  The Library provides staff who maintain a work schedule of 40 hours or more subsidized access to health insurance for medical-care benefits. The City of Herrin determines the health insurance carrier and plans.
  6. Facility Access: All regular full-time and part-time HCL employees will be issued a key and security code to gain access to the building. All lost or stolen keys must be reported to the Director immediately. Upon separation from HCL, and at any other time upon the Library Director’s request, all keys must be returned to the Director. Employees are never allowed to access the building except during their regular work schedule. All other access to the building must be approve by the director in advance.
  7. Performance Evaluation: All staff shall receive, at least once a year, a performance review that objectively assesses their performance and accomplishments relative to the job description and annual goals. The Director shall be evaluated by the Board of Trustees. The Director shall determine the evaluation procedure for all other employees.
  8. Discipline/Termination:  The Herrin City Library recognizes the principals of progressive and corrective discipline. Disciplinary action or measures shall include:
  9. Verbal warning
  10. Written warning
  11. Suspension
  12. Discharge

Verbal Warning: A verbal warning is provided by the Library Director for the purpose of correcting a deficiency in the employee’s performance. A verbal warning shall be noted in the employee’s personnel file.

Written Reprimand: A written reprimand shall specify the performance problem and the expected standards for correction, the consequences if no correction is made and a scheduled review date. The written reprimand is placed in the employee’s personnel file and a copy is provided to the employee.

Suspension: The Employer may immediately suspend an employee when the conduct of the employee is such that it may jeopardize or negatively impact upon the operations of the Herrin City Library. The suspension may be without pay pending a review of the conduct. The reason for the suspension shall be in writing, a copy of which shall be given to the employee, to the Library Board of Trustees, and a copy placed in the employee’s personnel file.

Performance Probation: The Herrin City Library shall have the right to place an employee on performance probation not to exceed sixty (60) days for less than adequate job performance. The employee shall be notified of the areas in which performance must improve or if no improvement is made he will be discharged. While on performance probation, an employee will not lose benefits or other contractual rights.

Resignation: All professional positions (Library Director, Children’s Librarians, and Circulation Librarian) are to give at least one month’s written notice at the time of resignation. All others are to give two weeks written notice. Failure to give such notice may result in loss of accrued benefits.

These policies are subject to change at the discretion of the Board of Trustees.

Adopted by the Board of Trustees 2-13-2024