PAGE ~Letter from Library Director 4

~Acknowledgement Form – Receipt for Employee Handbook 5

1. Introduction Library’s Mission Statement 6 Customer Service Vision 6

2. Employment

Administration 7 Appointments 7 At Will Employment 7 Anti-Nepotism, Employment of Relatives and Dual Positions 7 Job Descriptions and Organizational Chart 8 Hiring Practices 8 Pre-Employment Testing 8 Trustee/Employee Relations 8 Introductory Period 8

Orientation 9 Ethics Statement 9 Patron Confidentiality 9 Internal Complaint Procedures 9 Disciplinary Action and Termination 10

3. On-The-Job

Open Door Policy 13 Attendance, Punctuality and Dependability 13 Reporting Absence 13 Schedules 14 Appearance/Dress Code 14 Person in Charge (PIC) 15 Employee Privacy 15 Reference Checks 16 Accidents, Emergencies and Unsafe Conditions 16 Drug and Alcohol Use and Testing 16

Work Rules 16 Required Testing 17 Collection and Testing Procedures 17 Consequences 18 Confidentiality 18 Definitions 18 Miscellaneous 18 Violence in the Workplace 19 Employer Information and Property 19 Use of Library Equipment 19

Computer and Internet Code of Conduct 20 Email Code of Conduct 21 Telephones and Texting 22 Cell Phones 23 Voice mail 23 Social Media 24

Staff Bulletin Boards 25 Violations 26

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PAGE Visitors in the Workplace 26 Staff Lounge, Lockers and Kitchen 26 Emergency Closings 26

Snow Storms and Other Weather Emergencies 27 Smoking 28

Mandatory Work Days 28 Contest and Program Prizes 28 Solicitation and Fundraising for Outside Organizations 28 Social Committee 28 Recycling and Green Initiatives 28

4. Compensation and Performance Performance Management and Compensation Programs 29

Employee Classification 30 Payment of Wages 30

Overtime 31 Deductions from Pay 31

Time Records 31 Meal Times and Rest Breaks 32 Promotions, Demotions, Layoffs, Changes of Position and 32 Duration of Work Personnel Records 33

Personnel File Review 33

5. Time Off Vacation 34 Personal Leave 35 Holidays and Closings 35 Sick Leave 36

Family and Medical Leave Act (FMLA) 37 Leave of Absence without Pay 37

Military Leave 37 Bereavement Leave 38

Jury Duty/Witness Leave 38 Other Leaves of Absence 38

6. Benefits and Services Disclaimer 39

Health, Dental and Vision Benefits 39 Short-Term Disability Insurance 39 Life Insurance 40

Open Enrollment Periods 40 Flexible Spending Account 40 Illinois Municipal Retirement Plan (IMRF) 40 Voluntary Additional Contributions (VAC) 40 457 Plan 41

Disability Benefits 41 Workers’ Compensation Benefits 41

Consolidated Omnibus Budget Reconciliation Act of 1985 41 (COBRA)

Service Awards 41 Professional Membership Dues 41

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PAGE Mileage 41 Meetings and Workshops 42 Tuition Reimbursement 42 Conference Attendance 43 Other Benefits 43

7. Separation of Employment

Resignation 44 Terminations 44

Retirement 44 Reduction in Force/Reallocation of Resources 44

Post Resignation/Termination Procedures 45

8. Legal Requirements and Policies Consolidated Omnibus Budget Reconciliation Act of 1985 46 (COBRA)

Bloodborne Pathogens Policy 49 Equal Employment Opportunity Policy 50

Non-Discrimination and Anti-Harassment Policy 50 Workplace Bullying Policy 52 Pregnancy Accommodation Act 53

Americans with Disabilities Act Policy 53 Family and Medical Leave Act (FMLA) 55 Immigration Compliance Policy 60 Victims’ Economic Security and Safety Act (VESSA) 60 School Visitation Rights Act 62 Biometric Information Policy 63 Genetic Information Nondiscrimination Act (GINA) 64

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LETTER FROM THE DIRECTOR Welcome to the Plainfield Public Library District! Whether you have just joined our staff or have been at Plainfield Public Library District for a while, we are confident that you will find our Library a dynamic and rewarding place in which to work and we look forward to a productive and successful association. We consider the employees of the Library to be one of our most valuable resources. This Employee Handbook has been written to serve as the guide for the employer/employee relationship. As a Library staff member, you represent the Plainfield Public Library District to the public. There are several things that are important to keep in mind about this handbook. First, it contains only general information and guidelines. It is not intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to the Human Resources Administrator. Neither this handbook nor any other Library document, confers any contractual right, either express or implied, to remain in the Library's employ. Nor does it guarantee any fixed terms and conditions of your continued employment. Your employment is not for any specific time and may be terminated at will, with or without cause and without prior notice, by the Library or you may resign for any reason at any time. No Department Head or other representative of the Library (except the Library Director) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above, and any such agreement must be in writing. Second, the procedures, practices, policies and benefits described here may be modified or discontinued from time to time. We will try to inform you of any changes as they occur. The most current version of the Employee Handbook may be found on the common drive of the Library’s local area network (LAN). Finally, some of the subjects described here are covered in detail in official policy documents, including but not limited to the Library’s Personnel Policy and other policies noted herein. In the event of any conflict between the Employee Handbook and any official Library policy, including but not limited to the Personnel Policy, the terms of such official policy shall prevail. You should refer to these documents for specific information, since this handbook only briefly summarizes those policies and benefits. Julie M. Milavec Library Director

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ACKNOWLEDGEMENT FORM RECEIPT FOR EMPLOYEE HANDBOOK I acknowledge that I have received a copy of Plainfield Public Library District's Employee Handbook. I agree to read it thoroughly, including the statements in the “Letter from Library Director” describing the purpose and effect of the Handbook. I agree that if there is any policy or provision in the Handbook that I do not understand, I will seek clarification from the Human Resources Administrator. I understand that the Library is an "at will" employer and as such employment with the Library is not for a fixed term or definite period and may be terminated at the will of either party, with or without cause and with or without prior notice. No Department Head or other representative of the Library (except the Library Director) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above, and any such agreement must be in writing. In addition, I understand that this Handbook states the Library’s policies and practices in effect on the date of publication. I understand that nothing contained in the Handbook may be construed as creating a promise of future benefits or a binding contract with the Library for benefits or for any other purpose. I also understand that these policies and procedures are continually evaluated and may be amended, modified or terminated at any time. I agree to comply with the guidelines, policies and procedures of the Plainfield Public Library District. Please sign and date this receipt and return it to the Human Resources Administrator. Date: _______________________________ Signature: ___________________________ Print Name: __________________________ ______ This signed document will be added to and retained in your file.

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INTRODUCTION Library’s Mission Statement Educate – Captivate - Connect Customer Service Vision Employees of the Plainfield Public Library District are committed to providing excellent customer service that exceeds customer expectations. The Library’s mission to Educate – Captivate – Connect guides service to the community. Our brand identity is based on three traits: character, access and resources. Character refers to the exceptional qualities demonstrated by our staff, such as: A. Going the extra mile

B. Unrelenting determination C. Resourcefulness D. Sophisticated expertise E. Exceptional friendliness and helpfulness By joining the staff of the Library, you are committing to exemplify these exceptional qualities in all aspects of your work, serving our community. More information about the expectations for employees can be found in: A. “Imagine More” Brand Identity Book

B. Customer Service Handbook The goals of the Library as an organization are found in the Long Range Plan. Each goal includes objectives and activities that may affect your daily work. It is your responsibility to be familiar with the goals of the Library and objectives that directly impact your department. Every employee is a critical part of meeting our goals and objectives.

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EMPLOYMENT Administration Legal responsibility is vested in the Board of Trustees which is the policy-forming body of the Library District. The responsibilities of the Board of Trustees includes selection of a Library Director who is the administrative officer of the Library. The Library Director is responsible for the implementation of the policies and decisions of the Board of Trustees as they affect employees. The Library Director is in overall charge of Library personnel and is responsible for the hiring and termination of all employees, the assignment of duties, establishing standards of service and staff development. In the absence of the Library Director, the Assistant Library Director serves as the administrative officer of the Library. All Trustees serve without monetary compensation. Appointments The Board of Trustees shall appoint the Library Director. The Library Director is responsible for the hiring and appointment of all other Library employees. For all positions, notice of employment is made in writing and states the position to which the applicant is appointed, wages and benefits. Acceptance of employment carries with it an obligation to abide by the terms specified in the offer letter and by the policies, procedures, rules and regulations of the Library. At Will Employment It is the policy of the Plainfield Public Library that all employment is on an ‘at will employee’ basis, which allows the employment to be terminated at any time, by either the employee or the Library with or without cause and with or without notice. Nothing in the Personnel Policy or Employee Handbook shall be held to convey to any employee a promise or offer of any type of right to continued employment. This is not an employment contract but it does inform you of certain standards to which you are expected to conform with respect to your Library employment. Any other form of employment must be in writing and approved by the Board of Library Trustees. The Library Director is the exception to this policy and sole contracted employee of the Library. Your acceptance of any raise, promotion, change in status, position, schedule and/or compensation shall also constitute your acceptance of the most current terms and provisions of the Library’s Personnel Policy and Employee Handbook as terms, conditions and provisions of any continuing employment relationship with the Library. Anti-Nepotism, Employment of Relatives and Dual Positions No person in the immediate family of a current Board member shall be employed by the Library. Members of the immediate family are defined as children, siblings, spouses and parents. The Library will not hire immediate family members of employees (as defined above), in the same line of supervision, subject to any applicable legal provisions. An employee of the Library cannot, while so employed, be a member of the Board of Trustees of the Plainfield Public Library District. An employee who wins election or is appointed to the Board of Trustees shall have employment with the Library terminated at the end of the last pay period of the month in which such election or appointment takes place.

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Job Descriptions and Organizational Chart Every position in the Library has a job description, which includes the position’s job title, duties, responsibilities, education, experience requirements and supervisor. The Library maintains an organizational chart, showing the chain of command and direct supervision including all job titles. All job descriptions and the organizational chart are included in the Policy Manual and on the common drive of the Library’s local area network (LAN). Hiring Practices Notice of position openings may be posted in the Staff Lounge, as well as any external locations deemed appropriate by the Human Resources Administrator and/or Library Director. The Library reserves the right not to post a particular opening. The notice shall include the job title and information about duties, responsibilities, education and experience requirements as set forth in the job description of the position. The Library is committed to hiring the most qualified candidate who is the best fit for this organization. Individuals whose education and experience do not meet the minimum requirements as set forth in the job description will not be considered. The Library complies with all applicable state and federal laws in its hiring practices, including, but not limited to: Equal Employment Opportunity, Nondiscrimination and Anti-Harassment, Americans with Disabilities Act and the Immigration Reform and Control Act. Further information can be found in in the Personnel Policy. Pre-Employment Testing All conditional hires will be subject to pre-employment testing, at the Library’s expense. Employment is dependent upon satisfactory completion of the pre-employment testing. Background checks will be implemented 7/1/15. Trustee/Employee Relations Trustees are not to be contacted by employees with any Library issues. Doing so will result in disciplinary action. Employees should discuss any problems or concerns with his/herDepartment Head and follow the chain of command. Exceptions to this policy may be made in the following situations:

A. the Library Director is not available in the event of an emergency

B. for contact in accordance with the Internal Complaint section of this policy C. for joint Trustee/employee committee work D. to speak as a member of the public at an open meeting of the Board of

Trustees Introductory Period Every new and rehired employee goes through an initial period of adjustment after his/her date of hire or rehire in order to learn about the Library and their job. During this time, they will have an opportunity to demonstrate ability to achieve a satisfactory level of performance and to determine whether the new position meets expectations.

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Additionally, the introductory employment period gives your supervisor a reasonable period of time to evaluate your capabilities, work habits and overall performance. The initial employment period is 90 days. During this time, you will be provided with training and guidance from your supervisor. You may be terminated at any time during this period if your supervisor concludes that you are not progressing or performing satisfactorily. Under appropriate circumstances, the introductory employment period may be extended. Additionally, as is true at all times during your employment with the Library, employment is not for any specific time and may be terminated at will, with or without cause and with or without prior notice. At the end of the 90 day introductory period your supervisor will complete a 90 Day Evaluation form. The 90 day evaluation provides an opportunity to review the job requirements and clarification of library goals and expectations. Provided your initial employment period job performance meets standards, you will continue as an at-will employee. Successful completion of the introductory period provides you with no greater employment rights. Vacation, sick and personal leave hours will be recorded and will accrue during this period. During the initial 90-day period of employment, you are not entitled to use vacation, sick leave or personal leave. Exceptions for use of leave may be made with the approval of the Library Director. If termination occurs before the end of the 90 day period, you will be paid for all vacation time which has been accrued. Sick leave or personal time accrued will not be paid. Orientation Each employee of the Plainfield Public Library is considered a valuable asset and contributes directly to the growth and success of the Library. The Human Resources Administrator will coordinate, arrange and conduct all new hire orientations on the first day of employment. The orientation includes the history, operations, policies and practices of the Library, review of the current Employee Handbook, a tour of the Library and any safety procedures appropriate to the newly hired employee’s position. Ethics Statement Employees of the Library shall comply with the ALA Statement of Professional Ethics and the Library’s Ethics Ordinance, located in the Finance Policy on the common drive of the Library’s local area network (LAN). Patron Confidentiality Upholding the confidentiality of patron information is an essential responsibility of every Library employee. Address, phone numbers, registration, circulation or any other personal information from a patron’s record may not be given out to the public without direct consent of the Library Director. Any questions regarding confidentiality should be directed to your Department Head or Person in Charge. See the Circulation Policy on the common drive of the Library’s local area network (LAN) for further information on Patron Confidentiality. Internal Complaint Procedure If you have a complaint arising out of your employment by the Library, your first step is to bring your concern to your supervisor. If you feel that your concerns have not received due consideration, you are to place your complaint in writing and

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submit it to the Human Resources Administrator in a timely manner. The matter will then be discussed with the Library Director and a written response will be given to you. If you still feel the matter is not satisfactorily handled, you may then request, in writing, that the Library Director submit the matter to the Board of Trustees. The Personnel Committee of the Board of Trustees shall investigate the situation. In all cases, this investigation may include personally interviewing you, your supervisor and the Library Director. After the Personnel Committee has completed the investigation, it will submit a recommendation to the Board of Trustees at the next regular meeting. Personnel matters may be discussed in closed session at the discretion of the Trustees. If a complaint involves the performance of the Library Director, the Personnel Committee Chair will be the first contact to resolve the problem. Information on who is the Personnel Committee Chair can be found in the Committee Assignments file on the K drive with contact information, listed on the Staff Roster. The Personnel Committee will investigate and submit a recommendation to the Board of Trustees for action. The decision of the Board of Trustees is final. Disciplinary Action and Termination The purpose of disciplinary action is to correct the problem, prevent reoccurrence and prepare you for satisfactory performance. Violations of the law, policies, rules, regulations and procedures of the Library may be cause for disciplinary action. Should your performance, work habits, overall attitude, conduct or demeanor become unsatisfactory in the judgment of the supervisor or Library administration, based on violations of any Library policies, procedures, rules and regulations, you will be subject to disciplinary action as follows: First Offense Verbal Warning Second Offense Written Warning Third Offense Disciplinary Suspension without pay Fourth Offense Termination The Library is not required to go through the entire disciplinary action process. Discipline may begin at any step, including termination, dependent upon the severity of the incident or infraction. The progressive disciplinary steps and the failure to follow the steps in every situation do not in any way create a contractual right to continued employment. The Library reserves the right to conduct an investigative suspension. An investigative suspension is a period of time, normally not to exceed five (5) working days, during which you are relieved of your job with pay pending an investigation of your major incident(s) of non-performance, inappropriate behavior and/or violation of Library policy. You may be placed on investigative suspension when it is necessary to make a full investigation to determine the facts of the case. Any violation of the following may result in the immediate termination of the employee:

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A. Refusal to obey a direct, reasonable order that pertains to an employee's

position as described.

B. Deliberate destruction or damage to Library property. C. Falsification of any kind or type of Library records, including time records or

the completion of time records for another employee. D. Violating the Library’s Drug and Alcohol Use policy. E. Theft of Library property or the property of a co-worker. F. Unlawful activities on Library premises. This includes gambling, the use of

controlled substances, the possession and/or use of weapons, etc. G. Dishonest or indecent actions on Library premises. H. Failure to return from an absence on the agreed upon date. I. Failure to protect confidential Library or patron information. J. Stopping work before the specified end of the workday without the approval

of a supervisor. K. Failure to punch in and out using the time clock, accurately account for time

worked and adhere to scheduled hours of work. L. Excessive absenteeism or tardiness. M. Smoking in prohibited places. N. Posting or removing official notices on or from staff bulletin boards without

prior approval of the Human Resources Administrator. O. Obscene, abusive, inflammatory or derogatory language which includes the

spreading of rumors and/or malicious gossip. P. Improper usage of Library-owned equipment or computer technology

including Internet, e-mail or cell phones. Q. Fighting or violence in the workplace (threatening and/or coercing co-workers

during working hours). R. Outside employment which conflicts with Library interests or inhibits your

ability to function effectively. S. Negligent actions that resulted in injury to co-workers or damage to Library

property. T. Failure to properly supervise or account for Library property under your

principle control.

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Other violation may also result in immediate termination. Such violations include, but are not limited to, actions which directly endanger the health and/or safety of any person and which significantly disrupts the orderly performance of work. The Library strives to ensure fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform and impartial. All terminations must be authorized by the Library Director. Notification of all terminations shall be given to the Board of Trustees at the next scheduled meeting. Notification of immediate terminations will be forwarded to the Board President or next available officer of the Board within 24 hours of the termination.

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ON-THE-JOB Open Door Policy The Library promotes an atmosphere whereby you can talk freely with members of the management team, including the Library Director, Assistant Library Director and Department Heads about ideas or suggestions for improvement in Library service, career guidance or coaching for individuals. The Human Resources Administrator is also available for consultation and guidance. You should discuss with your Department Head any problems or concerns and follow the chain of command. The Library is committed to maintaining a mutually rewarding work environment and is interested in your success. Attendance, Punctuality and Dependability Because the Library depends heavily upon its employees, it is important that you attend work as scheduled. Dependability, attendance, punctuality and a commitment to customer service are essential at all times. A. You are expected at work on all scheduled work days and during all scheduled

work hours.

B. You are expected to report to work on time. C. Unreported or excessive absences, tardiness or abuse of sick leave will lead to

disciplinary action, up to and including termination. D. The Library may require supporting documentation, such as a doctor’s note, be

furnished in connection with any absence(s). Reporting Absence A. You must notify your supervisor as far in advance as possible. Please consult

with supervisor how to handle an absence.

B. The Library has an automated voice mail system during non-business hours available for messages. Messages should be left detailing the nature of the problem and when you expect to return to work.

C. For weekend shifts, the contact should be made no later than one (1) hour

before your scheduled starting time. D. You should keep a current roster to facilitate timely contact of a supervisor,

member of the management team or Person in Charge. E. Notice must be given for each day of absence. F. If you fail to contact your immediate supervisor, member of the management

team or Person in Charge, you may be considered as having an unauthorized absence.

G. A record of absenteeism and tardiness is kept by your supervisor and becomes

part of the personnel record.

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H. Absenteeism and tardiness may lessen your chances for advancement and may result in termination.

All absences shall be charged against your accrued time off. If sick leave has been exhausted, the absences shall be charged against vacation and personal leave allowances. If you have exhausted your sick, vacation and personal leave available, you shall not be paid for the time absent. Time off without pay shall not be granted to any employee who has a balance of vacation hours or personal days. You may be eligible for extended illness leave under the Family Medical Leave Act (see section on FMLA). Schedules You are assigned a set number of hours to work per week by your Department Head. Written schedules are available on the common drive of the Library's local area network (LAN). Any schedule changes must be approved by the Department Head as far in advance as practical and reflected on the department schedule. Appearance/Dress Code The Plainfield Public Library District recognizes the popularity of casual dress and the positive effects of employees’ dress that reflects the composition and norms of the community it serves. Creating a comfortable work environment that reflects the character of the community can boost employee morale, encourage more open communication and increase productivity. You may wear casual attire that reflects an efficient and professionally-operated organization. You are expected to dress according to the requirements of your job duties, regardless of the day of the week. Casual attire includes: A. Casual slacks/pants/capris

B. Blazers or sport coats C. Casual shirts or blouses D. Sweaters E. Skirts and dresses (fingertip length or longer) F. Jeans (not tattered or with holes) G. Shorts (fingertip length or longer, not tattered or with holes) H. T-shirts (not tattered or with holes, work appropriate words and graphics

only) Unacceptable attire includes bare backs, bare midriffs, beach wear, provocative attire (i.e braless or micromini look), excessively tight or revealing clothing, work-out or athletic clothes (such as sweatpants), rubber or plastic flip-flops, cutoffs and visible undergarments. You are expected to maintain appropriate hygiene standards while at work or performing Library work. Dress, grooming and personal cleanliness standards contribute to the morale of all employees and affect the business image the Library

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presents to our patrons and visitors. You are asked to respect your co-workers by refraining from wearing overly strong perfume or scented products. Your Department Heads will have additional suggestions on what is deemed appropriate or inappropriate attire for your department. If you have questions about the dress code, you should speak to your Department Head or the Human Resources Administrator. If clothing worn is inappropriate, you may be asked not to wear that particular item again or you may be sent home without pay to change into appropriate clothing. You are expected to wear your name tag identifying you as a Plainfield Public Library employee while at work. Person in Charge (PIC) Whenever the Library is open to the public, there is a designated Person in Charge. The Library Director, Assistant Library Director, Department Heads and full-time MLS staff may serve in this role. The Person in Charge schedule is posted on the common drive on the Library’s local area network (LAN). Each individual that acts as Person in Charge has keys to the Library building and a personal code for the alarm system, as do members of the Maintenance Department who work outside of the Library's open hours. If performing the duties of Person in Charge, you are expected to exercise your best judgment and leadership in upholding and enforcing the policies, plans and procedures of the Library. In all cases, patron and employee safety will be the primary consideration. Employee Privacy The Board of Trustees conducts its business in such a way that the rights and privacy of all employees are respected. Administrative employees will request, use and retain only that personal information about employees which is required for business or legal reasons and shall protect and preserve the confidentiality of all personal information in its records and files. Biometric information collected through the time clock is addressed under the Biometric Information section of this handbook. Personal information will not be released to outside sources without your written approval. Exceptions are limited to simple employment verification and fulfilling legal requirements, which includes the publication of salaries and compensation. The Library also recognizes its duty to protect the privacy of sources of information contained in your personnel file. The Library requires each employee to follow Library standards concerning the confidentiality of any personal information about other employees. Violation of this principle is cause for termination. The Library reserves the right to search any employee’s office, desk, file, locker or any other area or article on the premises. Desks, cabinets and other storage devices, as well as office space and office equipment, remain the property of the Library and are issued for your use only during your employment. The Library Director or a specified agent may conduct an inspection of these areas or any articles found within them at any time with or without prior notice and with or without cause.

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Reference Checks All inquiries regarding a current or former employee must be referred to the Human Resources Administrator. In response to an outside request for information regarding a current or former employee, the Human Resources Administrator will furnish or verify only the employee's name, dates of employment, salary, job title and department. No other data or information regarding any current or former employee, or his/her employment with the Library, will be furnished unless the employee authorizes the Library to furnish this information, in writing, releasing the Library from liability in connection with the furnishing of this information. Any such information is disclosed at the sole discretion of the Library. No employee may issue a reference letter to any current or former employee without the prior permission of the Human Resources Administrator. Under no circumstances should any employee release any information about any current or former Library employee over the telephone. All telephone inquiries regarding any current or former employee of the Library must be referred to the Human Resources Administrator. Accidents, Emergencies and Unsafe Conditions Maintaining a safe work environment requires the continuous cooperation of all employees. All accidents or unsafe conditions must immediately be reported to a supervisor or Person in Charge. Failure to do so in a timely manner may be grounds for discipline, up to and including termination.

All employees and patrons will be provided care and first-aid for injuries or illnesses while on the Library’s premises. You should immediately contact your supervisor, the Person in Charge and/or 911 in the event of an accident or emergency. First aid kits are available at every service desk.

If you are injured on the job, the Library provides coverage and protection in accordance with the Worker's Compensation Law. If you sustain an injury while at work, it must be reported immediately to your supervisor or the Person in Charge, who in turn will notify the Human Resources Administrator of the incident. Failure to report accidents is a serious matter as it may preclude your coverage under Worker's Compensation Insurance. Drug and Alcohol Use and Testing The Library regards drug and alcohol abuse as a serious social, economic, business and medical problem. All procedures and guidelines required by this Policy are for the benefit of employees, their families, the business and the community. Work Rules A. Whenever employees are working, operating any vehicle on Library business, or

present on Library premises, or conducting Library-related business off-site, they are prohibited from:

1. using, possessing, buying, selling, manufacturing or dispensing illegal

drugs 2. being under the influence of alcohol or illegal drugs; and

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3. possessing or consuming alcohol. B. This Policy does not prohibit employees from the lawful use (use must be lawful

in accordance with both federal and state law) and possession of prescribed medications. Employees are responsible for consulting with his/her doctor(s) about a medications' effect on his/her ability to work safely, and promptly disclose any restrictions to his/her supervisor. (Employees should not, however, disclose underlying medical conditions unless specifically directed to so.)

Required Testing A. Pre-Employment: All applicants must pass a drug test before beginning

employment or receiving an unconditional offer of employment.

B. Reasonable Suspicion: Employees are subject to testing if a supervisor reasonably suspects them of using or being under the influence of alcohol or drugs while they are working, on Library premises, or operating a vehicle while conducting Library business.

C. Post-Accident: Employees are subject to testing when they are involved or contribute to accidents which seriously damage a vehicle or Library machinery or equipment, or result in an injury requiring emergency medical treatment away from the scene of the accident.

D. Return to Duty and Follow-Up: Employees who have tested positive or violated this Policy, and who are not terminated or are reinstated, are subject to testing prior to being returned to duty. Follow-up testing at times and frequencies determined by the Library may also be required for up to three (3) years.

E. Should a test result return Negative Dilute, the Library reserves the right to request a retest.

Collection and Testing Procedures A. Employees subject to alcohol testing shall be sent or driven to a Library designated

clinic and directed to provide breath specimens. Specimens shall be collected by trained technicians, using federally approved testing devices, which are regularly calibrated and capable of producing printed results that identify the employee.

B. Applicants and employees subject to drug testing shall be sent or driven to a Library designated clinic and directed to provide urine specimens. Applicants and employees may provide split specimens and may provide specimens in private unless they appear to be submitting altered, adulterated or substitute specimens. Collected specimens shall be sent to a federally certified laboratory and tested for evidence of marijuana, cocaine, opiate, amphetamine and PCP use. There shall be a chain of custody from the time specimens are collected through testing and storage.

C. The laboratory shall transmit positive drug tests results to a doctor ("MRO"),

retained by the Library, who shall offer persons with positive results a reasonable opportunity to establish that his/her results are caused by lawful

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(under both federal and state law) prescribed medicines or other lawful substances. Persons with positive test results may also ask the MRO to have his/her split specimen sent to another federally certified lab, to be tested at the employee's or applicant's own expense. Such requests must be made within three (3) working days of notice of test results. If the second lab fails to find any evidence of drug use in the split specimen, the employee or applicant will be treated as passing the test.

Consequences A. Applicants who refuse to cooperate in or fail to pass a drug test will not be hired.

B. Employees who refuse to cooperate in required tests, test positive for illegal

drugs or use, possess, buy, sell, manufacture or dispense illegal drugs in violation of this Policy will be terminated.

C. Employees who test positive for alcohol or violate this Policy's alcohol rules more

than once will be terminated. Confidentiality Information and records relating to positive test results, drug and alcohol dependencies and legitimate medical explanations provided the MRO shall be kept confidential and maintained in secure files separate from normal personnel files. Such records and information may be disclosed among managers and supervisors on a need to know basis and may be disclosed where relevant to a grievance, charge, claim or other legal proceeding initiated by or on behalf of an employee or applicant. Definitions "Library Premises" includes, but is not limited to, all buildings, offices, facilities, grounds, parking lots, places and vehicles owned, leased or managed by the Library.

“Illegal Drugs” means substances whose use or possession is controlled by and/or illegal under federal or state law or which are not being used or possessed under the supervision of a licensed health care professional. This definition specifically includes “medical marijuana.”

“Refuse to Cooperate” means to obstruct the collection process, to submit an altered, adulterated or substitute sample, or to fail to promptly provide specimen(s) for testing when directed.

“Under the Influence of Alcohol” means an alcohol concentration of .04 or more, or actions, actions, appearance, speech or bodily odors which reasonably cause a supervisor to conclude that an employee is impaired because of alcohol use.

“Under the Influence of Drugs” means a confirmed positive test result for illegal drug use.

Miscellaneous This Policy is not a contract of employment and may be modified by the Library at its sole discretion. To the extent contractor employees, who are present on Library premises, engage or appear to have engaged in conduct that would violate this

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Policy if done by an employee, such contractor employees will be barred from Library premises. All employees are required to notify a member of management if they have been convicted of a criminal drug offense occurring in the workplace. Such notification must take place within five (5) working days after the conviction. Violence in the Workplace The Board of Trustees strongly believes that all employees should be treated with dignity and respect. Acts or threats of violence will not be tolerated. Any instances of violence must be reported to the employee's Department Head and/or the Human Resources Administrator immediately. All complaints will be fully investigated. In order to maintain workplace safety, the Library may suspend you with or without pay pending an investigation of a reported incident of workplace violence. The Library will promptly respond to any incident or suggestion of violence. Violation of this policy will result in disciplinary action, up to and including immediate termination and possible legal action. The Library is committed to preventing workplace violence and maintaining a safe working environment. You are expected to refrain from fighting or other conduct that may be dangerous to others. Firearms, weapons and other dangerous or hazardous devices or substances are prohibited from the Library premises. Employer Information and Property The protection of the Library’s business information, property and all other Library assets are vital to the interests and success of the Library. No Library-related information or property may be removed from the Library premises except in the ordinary course of performing duties on behalf of the Library. This includes without limitation: documents, files, records, computer files, equipment, office supplies or similar materials. Violation of this policy is a serious offense and will result in appropriate disciplinary action, up to and including termination. In addition, when you leave the employ of the Library, you must return to the Library all Library-related information and property that you have in your possession, including without limitation: documents, files, records, manuals, information stored on a personal computer or any external storage device, supplies and equipment or office supplies. Use of Library Equipment The Library provides supplies, equipment and materials necessary for you to perform your job. Library equipment, such as telephones, computers, postage, fax and copy machines, are intended to be used for business purposes. You are expected to exercise care in the use of Library equipment and property and use such property only for authorized purposes. Loss, damage or theft of Library property should be reported at once. Negligence in the care, custody or use of Library property may be considered grounds for discipline, up to and including termination. Any personal use of equipment that results in a charge to the Library should be reported immediately to your Department Head so that reimbursement can be made. Employees in possession of Library equipment including but not limited to cell phones are expected to protect the equipment from loss, damage or theft. Upon resignation or termination of employment or at any time upon request, the employee may be asked to produce the phone or other such equipment for return or

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inspection. Employees unable to present the phone or other such equipment in good working condition within the time period requested (for example, 24 hours) may be expected to bear the cost of a replacement. Upon termination of employment, you must return all Library property, equipment and documents in your possession or control. This includes all Library-issued laptops, phones, credit cards, keys and passwords. Computer and Internet Code of Conduct You will use computers and the Internet to improve your job knowledge; to access information on topics which have relevance to the Library and your work; and to communicate with your peers in other agencies. Be aware that you are perceived by others to represent the Library when accessing the Internet via Library equipment, domain names or IP addresses. You are advised not to use the Internet for any purpose which would reflect negatively on the Library or your co-workers. To that end, the Library has established the following:

A. Acceptable Computer and Internet Use You are permitted to engage in the following activities:

1. During working hours only, access job-related information, as needed, to meet the requirements of your job and keep computer and Internet-related skills current.

2. During working hours, participate in news groups, chat sessions, and e-mail list discussion groups or other Internet-based communication tools provided these sessions have a direct relationship to your job with the Library. If personal opinions are expressed, a disclaimer should be included stating that this is not an official position of the Library.

3. During breaks, you may use computers and Internet for limited personal purposes, provided that such activity remains subordinate to official use and does not interfere with the Library’s operation or is unacceptable behavior as listed below or in other Library policies.

B. Unacceptable Computer and Internet Use The following uses of computers and the Internet, either during working hours or personal time:

1. Purposefully accessing, retrieving, or printing text and graphic information which exceeds the bounds of generally accepted standards of good taste and ethics. This includes stealing, using or disclosing someone else’s code or password without authorization.

2. Participating in the viewing or exchange of pornography or obscene materials, sending or posting messages that defame or slander other individuals.

3. Using the Library’s time and resources to send or post discriminatory, harassing or threatening messages or images.

4. Engaging in any unlawful activities or any other activities which would in any way discredit the Library.

5. Engaging in activity which would compromise the security of any Library computer or system.

6. Endorsing any product or services for personal gain, participate in lobbying activity or engage in political activity.

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7. Violating the Library’s Computer and Internet Use Policy.

C. User Responsibilities Use of computer equipment, including hand-held devices and Internet access to accomplish job responsibilities, will always have priority over personal use.

You are responsible for following the current Library Computer and Internet Use Policy, security policies and procedures in your use of Internet services and will refrain from any practices which might jeopardize Library computer systems and data files, including but not limited to virus attacks, when downloading files from the Internet. When using Library equipment, including hand-held devices, to access the Internet, you are subject to having activities monitored by system or security personnel. Use of Library computers and Internet constitutes consent to security monitoring, and you should be aware that such activities are not private.

In order to avoid capacity problems and to reduce the susceptibility of Library information technology resources to computer viruses, video and voice files downloaded from the Internet or other sources may not be stored on local area network (LAN) except when they will be used to serve a Library function.

Email Code of Conduct The Library provides you with email service for the benefit of the organization. When using the Library email service, you are responsible for maintaining the organization’s public image and using email appropriately. To that end, the Library has established the following: A. Acceptable Email Use

You are to use the Library email service in an effective, ethical and lawful manner for Library purposes. The Library email service accounts may be used for limited personal purposes, but such usage must remain subordinate to official usage and not interfere with Library operations.

B. Unacceptable Email Use

You may not use the Library email service for personal gain. Solicitation of non-Library business, or any use of the Internet for personal gain is strictly prohibited. You are prohibited from using the Library email service to disrupt operations, sabotage the organization and/or interfere with your co-workers’ productivity. The provisions of the “Computer Crime Prevention Law” (720 ILCS 5/16D-1 et seq.) and other appropriate laws must be observed in the use of the Library email service.

C. Appropriate Content

You are responsible for the content of all text, audio, video and/or images you transmit or receive over the Library email service. Fraudulent, harassing, menacing, obscene or otherwise objectionable messages are prohibited. You are responsible for following the current Library Computer and Internet Use Policy, security policies and procedures.

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Electronic messages must include your name, the Library’s name, and contact information. No messages may be transmitted under an assumed name. You may not attempt to obscure the origin of messages. Information transmitted via the Library email service should not violate or infringe upon the rights of others. The Library strives to prevent and/or remove inappropriate content, such as, but not limited to, spam and viruses, on the Library email service, but the nature of the Internet makes it impossible to achieve complete effectiveness in this area.

D. Copyright Adherence You are not permitted to copy, transfer, rename or edit copyrighted material without permission of the owner. Copyright infringement may result in disciplinary action, up to and including termination, as well as legal action by the copyright owner.

E. Privacy and Security

All messages transmitted or received via the Library email service are the property of the Library. Email messages are public communication and are generally not secure and private as they travel across the Internet. The Library reserves the right to access and monitor all messages and files on the email service. All electronic communications, including text and images, can be disclosed to law enforcement or other third parties without your prior consent as the individual who sent or received the information.

The Library does not deliberately remove emails and files from its email service. Users of the Library email service should be aware that this makes these emails and files available for possible review and disclosure.

F. Harassment and Discrimination The Library prohibits the sending and receiving of electronic messages that are in any way harassing or discriminatory. You are prohibited from sending derogatory and/or inflammatory messages including, but not limited to, remarks, graphics or content about race, religion, national origin, physical attributes, sexual preference or other protected classes. The provisions of the “Cyberstalking” (720 ILCS 5/12-7.5), “Harassing and Obscene Communications Act” (720 ILCS 135/1), and other appropriate laws must be observed as well in the use of the Library email service.

G. Violations and Disciplinary Action If you violate the Library Email Code of Conduct, you may face disciplinary action, up to and including termination. Criminal conduct of any type will be reported to the appropriate authorities.

Telephones and Texting Business use of Library telephones will always have priority over personnel use. Excessive personal calls during the workday, regardless of the phone used, are in direct opposition to the customer service philosophy of the Library. You must limit personal calls during work time.

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A. You should make any personal calls or texts on non-work time and ensure that

friends and family members are aware of the Library’s policy.

B. Flexibility will be provided in circumstances demanding immediate attention. C. Personal phone calls or texts should not be made or received by you while in

public areas of the Library during your work hours. D. No long distance personal calls may be made on Library phones without prior

approval from your Department Head. Cell Phones While at work, you are to exercise the same discretion in using personal cell phones as you do for Library telephones. You must secure personal cell phones in your assigned locker or other location while working in public areas unless needed for work purposes. You should pay careful attention to public perception and the Library’s customer service philosophy.

Where job or business needs demand immediate access to you, the Library may issue a business cell phone for work-related communications. You may elect to utilize the Library-provided cell phone for personal use if you agree to a monthly payroll deduction and agree to reimburse the Library for any excess personal use.

Any employee in possession of Library equipment including but not limited to cell phones is expected to protect the equipment from loss, damage or theft. Upon resignation or termination of employment or at any time upon request, you may be asked to produce the phone or other such equipment for return or inspection. If you are unable to present the phone in good working condition within the time period requested (for example, 24 hours), you may be expected to bear the cost of a replacement.

If your job responsibilities include regular or occasional driving and you are issued a cell phone for business use, you are expected to abide by all applicable laws. Safety must come before all other concerns. Under no circumstances are you allowed to place yourself at risk to fulfill business needs.

If you are charged with traffic violations resulting from the use of a phone while driving, you will be solely responsible for all liabilities that result from such actions.

The Library will not be liable for the loss of personal cell phones brought into the workplace.

Violations of this policy will be subject to the highest forms of discipline, up to and including termination.

Voice Mail The voice mail system is the property of the Library and is provided for use in conducting Library business. All communications and information transmitted by, received from or stored in this system are company records and property of the Library. The voice mail system may be used for limited personal purposes, but such

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usage must remain subordinate to official usage and not interfere with the Library operations. You have no right to personal privacy in any matter stored in, created, received or sent over the Library voice mail system. Even if you use a password to access the voice mail system, the confidentiality of any message stored in, created, received or sent from the Library voice mail system still cannot be assured. Use of passwords or other security measures does not in any way diminish the Library's rights to access materials on its system or create any privacy rights for the messages and files on the system. Voice mail messages are generally treated as confidential by your co-workers and accessed only by the intended recipient. You are not authorized to retrieve or listen to any voice mail messages that are not sent to you. Exceptions to this policy must receive the prior approval of the Library Director or Assistant Library Director. Social Media A. General Rules and Guidelines The following rules and guidelines apply to the use of social media, whether

such use is for the Library on Library time, for personal use during non-work time, outside the workplace or during working time while using Library-owned equipment. (Using Library equipment to access social media sites for personal use is also governed by the Computer and Internet Use Policy. Employees should refer to these sections before accessing such sites via the Library’s equipment). These rules and guidelines apply to all employees.

1. You are prohibited from discussing confidential, work-related matters

through the use of social media. You have a duty to protect Trustees and co-workers’ personal information and the confidentiality of all patron account information, excluding any information that is contained in public records.

2. You cannot use social media to harass, threaten, libel or slander, malign, defame, disparage or discriminate against co-workers, supervisors, customers, patrons, vendors, suppliers, any organizations associated or doing business with the Library or any members of the public, including website visitors who post comments. The Library’s Anti-Harassment and Equal Employment Opportunity (EEO) policies apply to use of social media in the workplace.

3. If you utilize social media and choose to identify yourself as an employee of the Library, you are required to state explicitly, clearly and in a prominent place on the site that your views are your own and not those of Library or of any person or organization affiliated or doing business with the Library.

4. You cannot use the Library's logo or trademarks or the name, logo or trademarks of any business partner, supplier, vendor, affiliate or subsidiary on any personal blogs or other online sites unless his/her use is sponsored or otherwise sanctioned, approved or maintained by the Library.

B. Employer-Sponsored Social Media

Library-sponsored social media is used to: convey information about Library services and programs, advise patrons of Library information and updates, obtain patron feedback, reach out to potential patrons, provide marketing

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support to raise awareness of Library's brand and discuss Library-wide and department-specific activities and events. All such Library-related social media is subject to the following rules and guidelines, in addition to rules and guidelines set forth above: 1. Only employees designated and authorized by the Library can prepare

content for or delete, edit or otherwise modify content on Library-sponsored social media.

2. You cannot post any copyrighted information where written reprint permission is not obtained in advance.

3. Designated employees are responsible for ensuring that the Library-sponsored social media conform to all applicable Library rules and guidelines. These employees are authorized to remove immediately and without advance warning any content, including offensive content such as pornography, obscenities, profanity and/or material that violates the Library’s Equal Employment Opportunity and/or Anti-Harassment policies.

4. It is required to identify yourself as an employee when posting comments in response to content.

C. Employer Monitoring

The Library reserves the right to monitor your use of social media including but not limited to statements/comments posted online.

You should have no expectation of privacy while using Library equipment and facilities for any purpose, including the use of social media. The Library reserves the right to monitor, review and block content that violates the Library’s rules, guidelines and policies. The equipment, services and technology provided to access the Internet remain at all times the property of the Library. As such, the Library reserves the right to monitor all Internet traffic and retrieve and read any data composed, sent or received through our online connections and stored in our computer systems.

Staff Bulletin Boards To maintain an effective avenue for communicating with you, the Library maintains bulletin boards. Bulletin boards are located throughout our Library in areas that you frequently visit in order to ensure that you have constant access to posted information. The Library’s bulletin boards are used to communicate official government information on Equal Employment Opportunity, wage and hour, health and safety and other issues. They are also used to communicate information regarding Library policy and its business and announcements, including, but not limited to job postings, safety rules, health items, benefit programs and notices regarding special events. You may not remove official postings from bulletin boards. Violation of this policy may be grounds for disciplinary action, up to and including termination. If you wish to post personal notices (e.g., sale of a car, rental of an apartment) on the employee bulletin board in the staff lounge, you may do so as space and time permit. You are then responsible for its timely removal.

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The Human Resources Administrator is responsible for keeping the bulletin boards up-to-date and attractive and may remove postings as necessary. Violations The Library will investigate and respond to all reports of violations of the Library’s policies, procedures, rules and regulations. You are urged to report any violations of these policies to your supervisor or Department Head. A violation of these policies may result in discipline up to and including termination of employment. Visitors at the Workplace During scheduled work time, your first priority must be your job. A. If your school-age children are visiting the Library while you are working,

they must stay in the Library’s public areas and abide by Library rules. They should be indistinguishable from other patrons. Even if they are accompanied by his/her parent, children should not use the staff entrance to enter/exit the building. Children who are volunteering are required to wear a “volunteer” nametag.

B. You may not bring a preschool child, or any older child with the needs normally associated with a preschooler, to the Library with the intent that you will mind the child during work time.

C. Family members and friends may not visit you for an extended time during

the work period. You may arrange with your supervisor to take a meal or rest break to coincide with a family member or friend’s visit if the work of the department is not unduly disrupted.

D. Employees are responsible for the conduct of his/her visitors. Staff Lounge, Lockers and Kitchen The Staff Lounge is provided as an area where you may take rest and meal breaks off the public floor and away from offices and/or workrooms. The kitchen and appliances are provided for your convenience, not for elaborate meal preparation. You are responsible for marking your own items stored in the refrigerators or on counters with your initials and a date. Unmarked items will be disposed of as trash. Lockers are available for your use. The Human Resources Administrator maintains a list of locker assignments and master keys. You may be charged for missing keys. Maintaining the cleanliness of the kitchen and its appliances is the responsibility of each employee using them. You are asked to clean up after yourself and wash dishes, silverware or other equipment after use or place dirty items in the dishwasher as appropriate. Failure to do so may result in loss of kitchen privileges. You are asked to respect your co-workers by refraining from preparation of foods with strong odors in the Library’s kitchen. Emergency Closings 1. When it is determined by the Library Director or designee, in consultation with

the Library Board President, or the next available officer of the Board that a general emergency situation exists or is impending (i.e., snowstorm, flood or adverse temperature conditions, electrical failure, improper air ventilation, etc.)

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and when it is determined best for the safety, health and welfare of the public and staff, an emergency closing of the Library may be authorized.

The following criteria will be used in determining if a situation warrants an emergency closing:

1. Will the situation endanger staff and public traveling to or occupying the

library? (i.e. “white-out” conditions, blizzard warnings, blowing and drifting snow, widespread road closures due to flooding, ice accumulation)

2. Are all three school districts served by the library closed? 3. Are 12-month employees of the school districts not expected to report to

work? 4. Are other local entities such as colleges and universities closed? 5. Are there any extenuating circumstances such as wind chill below -30º or temperature in the building below 56º or above 85º?

B. In cases of extreme emergency where an immediate decision needs to be made

regarding the closing of the library (i.e., tornado, bomb threat, fire, etc.), the Library Director or Person in Charge may close the Library. A board member (president) will be contacted as soon as possible.

C. For impending weather situations, a guideline of 4:00 pm for an early closing

time or 1:00 pm for a delayed opening time will be used. For emergency closing compensation, all exempt employees will be paid for such time off. Non-exempt employees will only be paid if normally scheduled to work that day and only for those hours which each employee would normally work. The Director may elect to reopen the Library at a later time and any employee scheduled to work will be notified to report to work the scheduled hours. If you choose not to come to work and the Library remains open, you must use accrued vacation or personal time or take unpaid time off. Snow Storms and Other Weather Emergencies A. Monitor conditions and adjust schedules as practical for staff members who

may be driving to or from home outside of Plainfield. (ALL DEPARTMENTS) B. Monitor local weather reports on emergency alert radio. (CIRCULATION

DEPARTMENT) C. In the event of an emergency closing, each department should contact

scheduled staff for that day, cancel groups tours, programs, etc. (see EMERGENCY CLOSING PROCEDURES)

D. Follow regular department closing procedure at designated time. (ALL

DEPARTMENTS) In the event the Library is closed due to an emergency such as heavy snow, power failure, etc., staff will be paid for his/her regularly scheduled hours. In the event of a closing that may be only temporary, staff who are being paid for closed times will be considered to be "on call" and are expected to return to the Library for the remainder of his/her scheduled work day should conditions allow the Library to reopen. Any

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staff who receive permission not to return to the Library, due to travel distance or other circumstances, will be paid only for the hours the Library was closed. Part-time staff may make up hours with the permission of his/her supervisor. Smoking In order to comply with state law, the Library has prohibited smoking throughout its workplace. This includes indoors or within 15 feet of entrances, windows or ventilation systems. Any violation of this policy may result in appropriate corrective disciplinary action, up to and including termination. Smokers are not entitled to a separate smoking break. If you wish to smoke during working hours, you must do so within your 15 minute rest break or 30 minute meal break. Mandatory Work Days There are two days each year which require mandatory full-day attendance: Staff In-Service Day and the Summer Reading Grand Finale. You are expected to work unless excused by the Library Director for extenuating circumstances. Pages and On-Call staff are exempt from mandatory attendance. Notice of those specific dates is generally given more than six months in advance. Contest and Program Prizes Members of the Board of Trustees and employees shall not be eligible to win any prize or award that may be given in any program or contest sponsored by the Library with the exception of participation and completion prizes or awards given to all residents who participate in a program. To strengthen morale, employee-only contests and programs may be held separate from those for the general public. Solicitation and Fundraising for Outside Organizations You are encouraged to participate in community events, including fundraisers in support of worthy causes and support of local businesses, including recommendation of products and services to your co-workers. The Library does not sponsor or contribute to your fundraising efforts for organizations outside the Library or endorse any local business. You may place fundraiser or local business information in the Staff Lounge, provided it remains subordinate to official usage and not interfere with the Library operations or your job responsibilities. Abuse of this privilege may result in its loss. Social Committee A Social Committee, comprised of employee volunteers from any department in the Library, plans and organizes events and activities to promote staff morale and camaraderie. Participation in any Social Committee event or activity, such as potluck meals and parties, is encouraged but entirely voluntary. A voluntary year commitment is strongly encouraged by any Social Committee member participant in order to maintain a high morale for you and your co-workers. Recycling and Green Initiatives The Library supports efforts of the community and staff to reduce, reuse and recycle. Paper recycling bins are available throughout the Library and a paper recycling dumpster is available on the premises. You are encouraged to participate in “green” initiatives within the Library and community.

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COMPENSATION AND PERFORMANCE Performance Evaluation and Compensation Programs In order to attract and retain a highly-qualified and competent work force, the Library has instituted a performance evaluation and compensation program to compensate you in a fair and equitable manner based upon demonstrated job performance and in accordance with all applicable policies. Compensation is based on a Salary Schedule and Step Chart system. Each job description is assigned a pay grade on the Salary Schedule. Wage increases are given according to a 12-Step Chart, with Step 1 at the base pay grade. The Salary Schedule and Step Chart are approved annually by the Board of Trustees. Through the performance evaluation process, you receive constructive work reviews designed to address performance and skill development needs no less than twice each fiscal year. At the end of the 90 day introductory period a 90 Day Feedback form will be given by your supervisor. A full evaluation, incorporating annual goals, is completed at the end of each fiscal year by your supervisor. A mid-year review to evaluate performance and progress toward annual goals will be held with your supervisor. Both annual and mid-year evaluations should include face-to-face meetings. The performance evaluation process is designed to give both your supervisor and you the opportunity to discuss tasks, identify and address weaknesses or correct unsatisfactory performance, encourage and recognize strengths and discuss positive approaches to meet goals. The purpose of the performance evaluation is to provide you with feedback concerning your execution of job-related duties. All employees are expected to meet the Library's standards of work performance. Work performance encompasses many factors, including attendance, punctuality, personal conduct, job proficiency, general patron satisfaction and general compliance with the Library's policies and procedures. The performance evaluation will reflect these expectations if you do not meet these standards. The Library may, under appropriate circumstances, take corrective action. The intent of corrective action is to formally document problems while providing you with a reasonable time within which to improve performance. The process is designed to encourage development by providing you with guidance in areas that need improvement such as poor work performance, attendance problems, personal conduct, general compliance with the Library's policies and procedures and/or other disciplinary problems. Work performance issues noted on the performance evaluation may not necessarily proceed to disciplinary action. To maintain the market value of base salaries, base pay grades on the Salary Schedule shall be updated biennially, in odd-numbered fiscal years, utilizing the benchmark of a beginning Master’s level teachers’ salary in the local school district equal to that of a beginning Master’s level librarian, the Illinois Public Library standard. This update requires the approval of the Board of Trustees, budget permitting. If you are under a disciplinary action plan, you will have your hourly wage frozen; including benchmark Salary Schedule increases, until your next satisfactory performance evaluation.

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Employee Classification The standard work day for full-time employees is eight (8) hours. The standard work week for full-time employees is 40 hours. A half day shall be considered any consecutive four (4) hour period worked that coincides with the beginning or ending of a work day. A part-time employee is any employee who works a weekly average of less than 40 hours. Exempt employees are classified as exempt under the Fair Labor Standards Act and are not entitled to overtime pay. The expectation of any exempt employee may require more time to accomplish the work required in what is customarily considered a 40 hour work week. Exempt employees are not paid for hours worked, rather they are paid to accomplish the work the position requires. It is the supervisor's role to ensure the workload is generally manageable in a 40 hour work week. However, if the assigned work requires more time, it is expected that the exempt employee work until the job is done. Non-exempt employees are classified as non-exempt under the Fair Labor Standards Act. Non-exempt employees who work in excess of 40 hours per week receive overtime compensation at a rate of 1½ times the regular rate of pay. Payment of Wages Your wages will be determined from the appropriate pay grade on the Salary Schedule. All employees begin at Step 1 of the pay grade unless otherwise determined by the Library Director in writing prior to hire or promotion. Wages will be paid by bi-weekly on Thursday. A “week” for the purpose of calculating normal weekly hours will be calculated beginning on Monday and ending on Sunday. Hours worked are paid in increments of no less than the quarter hour and are rounded automatically. In the case of overtime, if you are a non-exempt employee overtime payment is included with your base wage payment and also paid bi-weekly. Each bi-weekly payment covers hours worked in the bi-weekly pay period ending the Sunday prior to the payment. For additional explanations see the section on Overtime in this Handbook. All wages will be paid through direct deposit of funds to either a savings and/or checking account at your bank of choice, unless otherwise requested. To change direct deposit, a Direct Deposit Authorization form may be obtained from the Business Office. The completed form must then be returned to the Human Resources Administrator for processing. If a regularly scheduled payday falls on a day when the Library is not scheduled to be open, payday will be on the workday preceding or following. Payments other than on authorized paydays and advances in pay are not permitted. The Library has an automated time and attendance system. Non-exempt employees are required to clock in at the beginning and at the end of scheduled hours. Non-exempt staff may be required to keep a written time record in lieu of clocking in and

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out. Any variance of scheduled hours should be reported to your Department Head. Any changes to your time must be submitted to your Department Head by using the Time Clock Correction/Time Exception forms located by the time clock. In the event of a lost paycheck, the Human Resources Administrator must be notified in writing as soon as possible before a replacement check can be issued. In the event the lost paycheck is recovered and the Library identifies your endorsement, you must remit the amount of the replacement check to the Library within 24 hours of the time it is requested. Each pay period, your online payroll system record is updated to include the latest information on gross pay, statutory deductions, voluntary deductions and accrued leave. For problems or issues pertaining to the online payroll system, including individual logins and passwords, see the Human Resources Administrator. The amount of Federal withholding is affected by the number of exemptions claimed on Form W-4, Employee's Withholding Allowance Certificate. If your marital status changes or the number of exemptions previously claimed increases or decreases, a new Form W-4 must be submitted to the Human Resources Administrator. Overtime Overtime is required for hours worked in excess of 40 hours per week for non-exempt employees. Overtime pay is 1½ times your regular pay. Overtime is only paid for actual hours worked. Overtime needs prior approval from your supervisor. If you fail to secure prior approval for overtime, you may be subject to disciplinary action. Deductions from Pay The Library will not take any improper pay deductions that would be in violation of the Fair Labor Standards Act, its regulations (specifically Section 541.602(a)), or any relevant state law or local ordinance. If you believe your pay has been improperly deducted, you should report it immediately to the Human Resources Administrator. The complaint will be promptly investigated and the results of the investigation will be reported to you. If you are unsatisfied with the findings of the investigation, you may appeal the decision to the Library Director. Any employee whose pay is improperly deducted shall be reimbursed no later than the next pay period after the improper deduction is communicated to Library administration. Time Records The attendance of all non-exempt employees is recorded daily by an electronic time keeping device and is downloaded bi-weekly. Attendance records are Library records, and care must be exercised in recording the hours worked, overtime hours and absences. Employees are not to clock in or out for other employees. Violations of this policy may result in disciplinary action, up to and including immediate termination. All non-exempt employees must record the time arrived and departed each day by using a time keeping device and/or, maintaining time records.

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Once you clock in, work is to commence immediately. Failure to do so is considered falsification of time records and may result in discipline, up to and including termination. If you forget to clock in or out, your Department Head must be notified immediately so the time may be accurately recorded for payroll. Time Exception Forms may be obtained from the clipboard by the time clock, from your Department Head or from the Human Resources Administrator. Exempt employees are not required to clock in or out. Vacation, sick and personal leave must be reported. Meal Times and Rest Breaks Employees scheduled to work more than five (5) consecutive hours a day will take 30 minutes for meal purposes, which is paid. Employees may be allowed one (1) 15 minute rest break within each four (4) consecutive hours of work, as operationally feasible. Rest breaks shall not be taken in conjunction with, or instead of, regular meal periods or at the beginning or end of a work shift. Rest breaks are not mandated by law. Lost time may not be made up by skipping meals or rest periods. A 15 minute rest break is a privilege and not a guaranteed right. Employees will be expected to forgo the rest break if, due to personnel shortages or other unusual conditions, patron service will be affected. Promotions, Demotions, Layoffs, Changes of Position and Duration of Work Notwithstanding anything else contained herein, you are considered an “at-will-employee”. The Library Director may promote, demote, terminate, layoff or change work schedules, hours of work, duration of work, job description, compensation, duties or assignment of any employee at any time, with or without advance notice and with or without cause. The Library provides you with an opportunity to indicate your interest in open positions and advance within the Library. In general, notices of all job openings are posted. The Library reserves the right not to post a particular opening. Job openings will be posted on the bulletin board in the Staff Lounge. Each job posting will include the dates of the posting period, job title, department location, job description, essential duties, responsibilities and qualifications. Other recruiting resources may also be used to fill open positions in the best interest of the Library. If you apply for posted job openings, you will be considered along with all other applicants, if your skills and qualifications fit the requirements of the desired job. It is the policy of the Library to fill vacancies with the best qualified individual. You should also feel free to discuss your career aspirations with your Department Head or the Human Resources Administrator at any time. To apply for a posted job position, you should submit an application and/or resume with supporting documentation as specified by the job posting to the Human Resources Administrator. Definitions: Promotion is advancement to a new position of greater responsibility in a higher pay grade. A. A change in position that does not involve a change in pay grade is a lateral

move and not a promotion.

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B. A change in status from part-time to full-time or full-time to part-time is not a

promotion unless a change in pay grade is involved. C. Promotions are based upon evidence of satisfactory performance, promise of

future development and educational and technical qualifications. Demotion is a regression to a new position of lesser responsibility in a lower pay grade. A. A change in position that does not involve a change in pay grade is not a

demotion.

B. A change in status from part-time to full-time or full-time to part-time is not a demotion unless a change in pay grade is involved.

C. Demotions may be based upon evidence of unsatisfactory performance or in a

reallocation of resources to continue your employment at the Library.

D. The Library Director may demote an employee for failure to meet the requirements of the assigned job classifications or at the request of the employee.

E. Salary adjustments in cases of demotions shall be made as appropriate. Personnel Records To keep necessary Library records up to date, it is important that you notify the Human Resources Administrator of any changes: A. Name and/or marital status B. Address and/or telephone number C. Number of eligible dependents D. W-4 deductions E. Person to contact in case of emergency Personnel File Review Personnel files are the property of the Library. Only Library administration personnel with a legitimate reason to review information in a file are allowed to do so. As an employee in Illinois, you have rights to review and copy parts of your personnel records, as well as attach your own position statement regarding disputed personnel matter concerning you. All requests must be made in writing and inspections are permitted within seven (7) working days of the request. Photocopying permitted portions of your personnel records is at a cost to you. You must fill out and submit a Personnel Records Request Form to Library administration. The Library shall grant two (2) requests by an employee in a calendar year. You will inspect the personnel records in the Business Office at a time mutually convenient to you and Library administration. You may not remove any part of your record from the file and may not remove any part of the record from the administrative office.

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TIME OFF Vacation All full-time employees accrue vacation leave beginning at the end of the first month of employment. To qualify for additional days of vacation, employees must have five (5) years of uninterrupted IMRF service with the Plainfield Public Library with at least the last three (3) years as a full-time employee. Consecutive years of service as a full-time employee are used to calculate vacation leave accrual and are based upon years of continuous employment with the Library. A permitted leave of absence does not qualify as a break in service. The Library Director and Assistant Library Director will be granted the following vacation leave schedule: YEARS OF SERVICE DAYS OF VACATION WITH PAY 1 through 10 twenty (20) Over 10 twenty-five (25) Department Heads, professional MLS employees and administrative department employees will have the following vacation leave schedule: YEARS OF SERVICE DAYS OF VACATION WITH PAY 1 through 5 fifteen (15) Over 5 through 10 twenty (20) Over 10 twenty-five (25) Other full-time, nonprofessional employees have the following vacation leave schedule: YEARS OF SERVICE DAYS OF VACATION WITH PAY 1 through 5 ten (10) Over 5 through 10 fifteen (15) Over 10 through 15 twenty (20) Over 15 twenty-five (25) Part-time employees, working in an IMRF-qualified position with at least one (1) year of consecutive IMRF service, or consecutive IMRF service years as noted below, will accrue pro-rated paid vacation leave. Pro-rated paid vacation leave shall be calculated using the weekly average number of hours worked during the preceding twelve (12) months.

YEARS OF SERVICE PRO-RATED DAYS OF VACATION WITH PAY

2 through 5 five (5) Over 5 through 10 ten (10) Over 10 through 15 fifteen (15) Over 15 twenty (20)

Earned vacation time may be carried over into the next calendar year. Accrued vacation time carried over cannot exceed 1½ years (the number of vacation hours earned in a 1½ year employment period) of vacation time at any given time. Vacation leave will cease to accrue when you reach the maximum vacation leave accrual.

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At time of termination, the Library will pay out accrued, unused vacation leave. That amount will be reflected in your final paycheck from the Library. Holidays falling within a vacation period will not be charged against your vacation allowance. Use of vacation leave is subject to prior approval by your supervisor. In case of two (2) or more requests being received for the same time period, priority will be given to the request first received. Before a leave of absence without pay is granted, you must have exhausted all of your earned vacation leave. If you do not have vacation or personal leave available, you may, upon approval of the Library Director, be granted time off without pay. Time off without pay will be in increments of no less than one (1) day, except in extenuating circumstances, with the approval of the Library Director. If you change status from full-time to part-time or part-time to full-time, accrued vacation leave is carried forward. Part-time, non-IMRF qualified employees are not eligible for vacation, personal or sick leave. Personal Leave Each full-time employee will be granted three (3) personal leave days on the first day of the new fiscal year (July 1). Personal leave is granted to the Library Director according to the Library Director’s employment contract. Pro-rated personal leave will be granted on the first day of employment and must be used prior to the end of the fiscal year (June 30). Personal leave may be used in no less than one (1) day increments at your discretion with the approval of your supervisor. Personal days may not be carried forward and must be used prior to the end of each fiscal year (June 30) or they will be forfeited. Holidays and Closings The Library will be closed on the following holidays: A. New Year's Day (January 1) B. President’s Day (Second Monday in February) C. Memorial Day (Last Monday in May) D. Independence Day (July 4) E. Labor Day (First Monday in September) F. Thanksgiving (4th Thursday in November) G. Christmas Eve (December 24) H. Christmas Day (December 25)

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I. New Year’s Eve (December 31) The Board of Trustees approves the holiday schedule each year. When a holiday falls on a Saturday, the Friday preceding may be the official Library holiday. When a holiday falls on a Sunday, the Monday following may be the official Library holiday. Part-time employees, working in an IMRF-qualified position with at least one (1) consecutive year of service receive pro-rated pay for all holidays. Pro-rated paid holiday leave shall be calculated using the weekly average number of hours worked during the preceding twelve (12) months not to exceed five (5) pro-rated days. When a legal holiday falls on a day which is a regular day off for a full-time employee, full-time employees will receive equivalent time off. Days other than official holidays when the Library is closed are considered administrative days. The Library will observe the following unpaid administrative days: A. Easter

B. Mother’s Day C. Homecoming between the hours of 9:00am and 1:00pm D. Thanksgiving Eve between the hours of 5:00 pm and 9:00 pm Sick Leave The Library recognizes that you may occasionally be disabled by injury or illness. As a result, sick leave provides protection to you against loss of income during unavoidable illness or injury. Full-time employees accrue eight (8) hours sick leave per month beginning at the end of the first month of employment, to a maximum accumulation of 120 days. Additional sick leave, up to 240 days total, may be accumulated for IMRF retirement purposes only. Part-time employees, working in an IMRF-qualified position with at least one (1) year of service receive six (6) pro-rated days of sick leave per year, accrued monthly. Part-time, IMRF-qualified employees’ sick leave may be accumulated to a maximum of 96 pro-rated days. After five (5) consecutive years of service, part-time IRMF qualified staff working at least 20 hours/week in an IMRF position shall earn paid sick leave at the rate of one pro-rated day per month for a total of 12 days per year. Upon retirement, additional sick leave, up to 240 days total, may be accumulated for IMRF purposes only. A pro-rated sick leave day is calculated at the same rate as the employee's vacation day. If you change status from full-time to part-time or from part-time to full-time, accrued sick leave is carried forward. Sick leave is intended to be used for illness, medical or dental appointments for the employee or a member of the employee’s immediate family. If sick leave has been exhausted, the absences shall be charged against personal leave, then vacation

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leave. Time off without pay will not be granted to any employee who has a balance of vacation leave. Immediate family is defined as: spouse, child, step-child, parent including in-law (father-in –law, mother-in –law, brother-in-law, sister-in-law, son-in-law, daughter-in-law) step-parent sibling, step-sibling, grandparent, grandchild or domestic partner. In special circumstances where another person, not listed above, was primarily responsible for raising the employee, that person shall be considered a member of the employee’s immediate family. A note from your treating physician, assuring fitness to work, is required prior to returning to work for any absence of four (4) or more days. Family Medical Leave Act (FMLA) The Library grants up to three (3) months leave of absence for purposes covered by the Family Medical Leave Act (See Family Medical Leave Act information and notices). Within this time period, you must use all accrued vacation leave and may use any accrued personal and sick leave. The remainder of the FMLA leave is without pay. At the end of that period, you may be reinstated in your former position or one similar to it or terminated at your request. Leave of Absence without Pay If you do not qualify for leave under the Family Medical Leave Act (FMLA), you may request a leave of absence without pay for up to 90 days. Before a non-FMLA leave of absence without pay is granted, you must have exhausted all accrued vacation, personal and sick leave. Employees must be employed for at least six (6) months prior to the requested leave. Any request for a leave of absence is to be submitted in writing to the Library Director via your Department Head. The request must state a beginning and ending date of leave. If an exact date is unknown, the request must state an anticipated date when the leave will begin and end. The request is to be submitted as soon as it is known such leave of absence is needed.

No absolute guarantee is made that when you return from a leave of absence without pay that you will be returned to active employment. A doctor's note must be provided during a period of medical leave of absence. Failure to provide certification will result in termination of the leave of absence. A doctor's statement, stating you are able to resume activities on a regular basis, must be sent to the Human Resources Administrator before you return to work. Vacation, personal and sick leave and IMRF service credit are not earned while you are on a leave of absence without pay. You are responsible for the continuation of health insurance and other benefits while on leave of absence without pay. Military Leave The Library complies with all state and federal laws regarding military leaves of absence.

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Bereavement Leave Full-time employees are eligible for bereavement leave. Part-time IMRF-qualified employees qualify for pro-rated bereavement leave upon completion of one (1) year of service In the event of a death in your immediate family (as defined in the Sick Leave section), an absence of up to three (3) days with pay will be granted. These three (3) days are to be taken within a reasonable time following the death and/or funeral. Your Department Head should be notified of the situation as soon as practical. In turn, the Department Head should notify the Human Resources Administrator of the reason and length of your absence. Extenuating circumstances may arise whereby an additional two (2) days of death benefit leave may be granted at the discretion of the Library Director. The Board of Trustees may extend bereavement leave up to an additional two (2) weeks. Any additional time not covered by bereavement leave may be taken as personal time or vacation. Proof of death and relationship to the deceased may be required. Jury Duty/Witness Leave Any full-time or part-time, IMRF-qualified employee called for jury duty or required by subpoena to be a witness in a court proceeding will be granted time off with full pay for the time served. During periods of such service, you are expected to report for work when not actually engaged in court proceedings. Any part-time, non-IMRF-qualified employee called for jury duty or required by subpoena to be a witness in a court proceeding will be granted time off without pay for the time served. Upon receipt of the notice to serve jury duty, your supervisor should be notified immediately, as well as the Human Resources Administrator. Additionally, a copy of the notice to serve jury duty should be attached to your attendance record for attendance purposes. Upon your return, you must notify the Human Resources Administrator. In order to receive full pay, you must remit all compensation paid for serving jury duty to the Library. Other Leaves of Absence Employees may be eligible for other leaves according to applicable state laws, such as the Victims’ Economic Security and Safety Act (VESSA) or School Visitation Rights Act. If another type of leave is needed, you should see the Human Resources Administrator for help in determining eligibility.

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BENEFITS AND SERVICES Disclaimer The Library provides a variety of benefit programs designed to assist you and your eligible dependents in meeting the financial burdens that can result from illness and disability and to help you plan for retirement. In all cases, the provisions of the official plan documents will govern. Nothing contained in the benefit plans described herein shall be held or construed to create a promise of employment or future benefits, or a binding contract between the Library and its employees, retirees or dependents, for benefits or for any other purpose. All employees remain subject to termination or discipline to the same extent as if these plans had not been put into effect. The Library reserves the right, in its sole and absolute discretion, to amend, modify or terminate, in whole or in part, any or all of the provisions of the benefit plans described herein, including any health benefits that may be extended to retirees and dependents. Further, the Library reserves the exclusive right, power and authority, in its sole and absolute discretion, to administer, apply and interpret the benefit plans described herein, and to decide all matters arising in connection with the operation or administration of such plans. For more complete information regarding any of our benefit programs, please refer to the Summary Plan Descriptions, which were provided to you separately or contact the Human Resources Administrator. If you lost or misplaced those descriptions, please contact the Human Resources Administrator for another copy. Health, Dental and Vision Benefits Full-time employees are eligible to participate in the Library’s health insurance program immediately. The Library pays the full cost of HMO coverage, less a monthly copay set by the Board of Trustees paid by employee through automatic payroll deduction. You may opt for the PPO plan instead of HMO, if you pay the difference in cost. Dependent coverage is available through the Library’s health insurance program with the full cost of that benefit being paid by you. All of your premiums for insurance will be paid through automatic payroll deduction. The Library’s health insurance program renews each year on March 1. The Library will notify you of any change in premium as soon as practical following notification by the Library’s insurance agent. The Library pays a full-time employee’s entire monthly premium for dental and vision insurance if you elect coverage. Dependent coverage is available for dental and vision insurance with the full cost of that benefit paid by you through automatic payroll deduction. The Library Director, as the sole contract employee of the Library, receives health, dental and vision benefits per contract. Short-Term Disability The Library pays a full-time employee’s entire monthly premium for short-term disability insurance. This benefit is not available to part-time employees or dependents.

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Life Insurance After 30 days of employment, the Library pays a full-time employee’s entire monthly life insurance premium. Life insurance benefits are equal to that employee’s annual salary to a maximum of $60,000. This benefit is not available to part-time employees or dependents. Open Enrollment Periods Enrollment in Library insurance plans is offered upon hire and annually in an open enrollment period thereafter. Once a determination is made there can be no changes until the next enrollment period unless there is a qualifying event. You should contact the Human Resources Administrator with any questions regarding open enrollment. Flexible Spending Account The Library offers a Flexible Spending Account program to all employees for dependent and medical expenses. Annually, you must elect to participate and how much, if any, to contribute. Contributions are made through an automatic payroll deduction. The program is administered by a third party for reimbursement of qualifying expenses. Any participant that has $500 or less remaining in his/her account at the end of the plan year can carry it over to the next plan year. Any portion of the contribution over $500 not used will revert to the Library and that part of your contribution will be forfeited. For more information about the FSA program, see the Human Resources Administrator. Illinois Municipal Retirement Fund (IMRF) The Library participates in the Illinois Municipal Retirement Fund (IMRF) which serves as the Library’s supplier of tax-deferred pensions, retirement, disability and death benefits. Information about the IMRF plan and benefits can be obtained directly from IMRF at 1-800-ASK-IMRF or www.imrf.org. Employees hired prior to March 9, 1989 at any IMRF employer and working 600 hours or more and employees hired on or after March 10, 1989 working 1,000 hours or more per year are qualified to be members of the Illinois Municipal Retirement Fund (IMRF) and required to contribute at the rate prescribed by law. Your required IMRF contributions are automatically deducted from each paycheck and credited to your account with IMRF. The IMRF employer contribution rate is also prescribed by law and paid by the Library. Coverage under IMRF is in addition to Social Security coverage. Voluntary Additional Contributions (VAC) Employees can increase retirement savings by making additional after tax contributions to IMRF. You may contribute up to 10% of your salary to IMRF’s VAC program. At retirement, your VAC may be taken as a lump sum or as an additional monthly pension. VAC interest is currently 7-1/2%. The interest rate can change in the future. If the interest rate changes, IMRF will not notify VAC participants of the change. VAC interest is calculated differently from a traditional savings account. To begin making VAC contributions, please see the Human Resources Administrator.

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457 Plan You are eligible for a tax-sheltered annuity plan under Section 457 of the Internal Revenue Service Code. The Library does not financially support this supplemental retirement plan. Participation is voluntary and further information is available from the Human Resources Administrator. Disability Benefits If you become sick or disabled, you may be eligible for disability benefits through the short-term disability insurance policy and/or long-term disability benefits through IMRF. Please contact the Human Resources Administrator for further information. It is your responsibility to apply for these benefits as appropriate. Worker’s Compensation Benefits The Library is covered under statutory state Workers' Compensation Laws. Should you sustain a work-related injury, you must immediately notify a supervisor or the PIC. In the case of an emergency, you should go to the nearest hospital emergency room for treatment. Consolidated Omnibus Budget Reconciliation Act (COBRA) – Initial Notice Please see Legal Requirements and Policies section. Service Awards After ten (10) consecutive years of service and at each additional five (5) consecutive years of service thereafter, you are eligible for a service award. This award is taxable income. Service awards amounts are: YEARS OF SERVICE NET AWARD AMOUNT 10 Years $250.00 15 Years $500.00 20 Years $1,000.00 25 Years $1,500.00 30 Years $2,000.00 35 Years $2,500.00 Professional Membership Dues Membership in the American Library Association (ALA) and Illinois Library Association (ILA) will be paid in full by the Library for the Library Director, members of the Board of Trustees who wish to participate and full-time, professional staff. Individual memberships in other library-related organizations or for other employees may be paid at the discretion of the Library Director. All professional membership dues are paid dependent on budgetary considerations and may not be renewed as financial constraints of the Library warrant. Mileage Use of your privately-owned vehicle for Library-related business shall be reimbursed for mileage from the Library to destination and return at the current IRS rate. Mileage will only be reimbursed at the rate of trips originating from the Library if it is less than mileage from your home. For example:

• If you go straight to an event from home and then back home: Calculate the mileage for the entire trip. Subtract your daily two-way commute mileage. This number is the number of miles to submit.

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• If you come to work, drive to an event and return to the Library: Calculate the mileage to and from the event. This is the number of miles to submit.

• If you come to work, go to an event and go home (or go straight to an event, go to the Library and then go home): Submit only the mileage in excess of your one-way daily commute.

In addition to mileage, tolls and parking fees will be reimbursed. Submit receipts and mileage for reimbursements monthly to the Business Office. If reimbursement is over $10.00, payment will be made by check. Meetings and Workshops All employees are encouraged to attend job-related meetings and workshops. Attendance requires the prior approval of your supervisor. The Library will pay the full cost for such meetings and workshops. Reimbursement will be granted for meal expenses incurred while attending local area meetings that extend through the lunch hour. Meal expenses, when included as part of a registration form for a local area meeting, conference or workshop (i.e., LACONI, etc.) will be paid in full by the Library with approval of your supervisor. It is an expectation, if the meeting or workshop ends earlier than scheduled, you return to the Library to finish your scheduled work day. Normal travel from home to work is not work time, and therefore, is not paid. Under the Fair Labor Standards Act (FLSA), time spent traveling during work hours is considered work time and employees must be paid. Tuition Reimbursement When advanced or remedial training courses are required, the Library will be responsible for all training-related costs including tuition, fees and travel to and from the Library. You may also be paid for scheduled time spent on such a course of study. Full-time employees and part-time employees in IMRF-qualified positions may elect to pursue work-related courses, at the Library's expense, at accredited academic institutions under the following conditions: A. You must have been a full or part-time IMRF-qualified staff member for at least

30 days. B. You must submit a Tuition Reimbursement Application via the Department Head

to the Library Director. You must apply for preliminary approval for reimbursement within 30 days before the beginning of a class. Preliminary approval must be granted by both the Department Head and the Library Director to be eligible for reimbursement.

C. Course participation may not be approved if funds are not available within the

Board-approved budget. D. The course work must be pursued on your own time. Accommodations in your

schedule for coursework are at the discretion of your Department Head. E. The Library will reimburse up to $150.00 per credit hour of the cost of each

course for graduate level coursework and $75.00 per credit hour of the cost of each course for undergraduate level coursework, not to exceed the actual amount per credit hour paid.

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F. For part-time IMRF-qualified employees, the Library will reimburse a maximum of $2,250.00 per fiscal year. For full-time employees, the Library will reimburse a maximum of $4,500.00 per fiscal year.

G. Travel or mileage to and from the instructional site, or any other related costs

including instructional material, will not be reimbursed by the Library. H. Upon completion of a course, you will supply a copy of the final grade report

with a grade of not less than B or Satisfactory and receipts for tuition paid before reimbursement will be made.

I. If you leave the Library within three (3) years of receiving reimbursement, you

may be required to repay the Library, at the discretion of the Library Director. J. You must sign the reimbursement agreement before a reimbursement check

will be issued. This form may be obtained from the Human Resources Administrator.

The Library makes no guarantee of any change of classification, status, salary increase or any other personnel action at the completion of the course. Tuition reimbursement may be reportable taxable income for you based on the course of study and the tax law. You are responsible for any taxes due. Conference Attendance For approved travel to Library meetings and conferences, 100% of reasonable airline or train fares, mileage, shuttles and parking will be reimbursed. Budgetary constraints may limit attendance. Library administration will rotate attendance to the extent possible to ensure fairness. When an overnight stay is required or advisable, 100% of reasonable rates will be reimbursed. Accompanying spouses or non-staff must pay additional expenses. A Library-issued credit card may be used to reserve and pay for hotel or travel expenses for approved meeting and conference attendance. Receipts for actual expenses must be submitted to the Business Office within ten (10) days of the return date. A reimbursement, not to exceed IRS per diem rates, will be granted to cover food-related expenses when attendance at meetings requires an overnight stay. If the reimbursement exceeds IRS per diem rates, approval must be obtained prior to reimbursement. The cost of alcoholic beverages is not reimbursed. No reimbursement will be made without receipts to document the expense. Other Benefits You may purchase print and non-print materials through the Library’s vendors. All materials must be paid for in cash or by check when received. The price of materials will include all shipping and handling charges. All employees are eligible for a staff library card.

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SEPARATION OF EMPLOYMENT Resignation All resignations are to be submitted in writing stating the date of resignation. You are requested to give at least two (2) weeks’ notice of resignation or four (4) weeks for professional positions. The Library Director must give notice of resignation per contract. Upon resignation, you will be paid for accrued vacation leave. Accrued sick and personal leave will not be paid upon resignation. Any employee who resigns and later returns to the employ of the Library will be considered a newly-hired employee for all purposes. Termination You have the status of "employee-at-will," meaning that no one has a contractual right, express or implied, to remain in the Library's employ, with the sole exception of the Library Director. The Library may terminate your employment, or you may terminate your employment, with or without cause and with or without notice, at any time for any reason. No Department Head or other representative of the Library (except the Library Director, in writing) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above. You will be paid for accrued vacation leave. Retirement Retirement is defined as leaving the employment of the Library and receiving a pension under the provisions of the Illinois Municipal Retirement Fund (IMRF). If you retire from the Library and are eligible for an IMRF pension, you may convert unused sick days up to 240 for additional IMRF service credit. Contact IMRF at 1-800-ASK-IMRF or www.imrf.org and the Human Resources Administrator for more information. If you are 55 years of age or older when you retire from the Library with at least ten (10) consecutive years of service and are eligible for an IMRF pension, you may purchase health, dental and vision insurance through the Library from the date of retirement until you qualify for Medicare. Contact the Human Resources Administrator for more information about continuation of insurance and payment of premiums. You are responsible for completion of all applicable forms and paperwork required by IMRF and/or the 457 Plan to receive retirement benefits. Reduction in Force/Reallocation of Resources The Library may periodically be required to reduce the size of staff due to economic constraints, changes in level of services, changes in priorities of service or other factors. Notice of Reduction in Force will be given as far in advance as possible to the affected employees, following approval of the Board of Trustees. The Library may periodically be required to reallocate resources in response to changes in level or delivery of service, changes in productivity or efficiency, changes in priorities of service or other factors. Notice of Reallocation of Resources will be given as far in advance as possible to the affected employees, following approval of the Board of Trustees.

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If you are affected by a Reduction in Force, you will be paid for accrued vacation leave. If you are affected by a Reallocation of Resources, you will be paid for accrued vacation leave accumulated beyond the allowable amount for the position following the Reallocation of Resources. Post Resignation/Termination Procedures The Human Resources Administrator is responsible for scheduling an exit interview with you on your last day of employment and for arranging the return of Library property including: A. Building and/or office keys

B. All passwords C. Library-issued credit cards D. Library-issued cell phones E. Library-issued laptops F. Library manuals G. Any additional Library-owned or issued property You are requested to return building and office keys, credit cards and any other Library property or equipment before leaving. If you separate from employment with outstanding debts for equipment loss or unauthorized charges, you will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss. During the exit interview, you may wish to sign a waiver allowing the Library to provide a detailed work reference. You may choose the continuation or waiver of comprehensive health, dental and vision coverage under COBRA. Specific information will be provided at the exit interview. Benefits (Health, Dental, Vision and Life) end on the last day of the month in which your last day of employment falls. Unless you are dismissed for gross misconduct, you may have the option to convert to individual life insurance, and/or to continue health, dental and vision Benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA) regulations. Your final paycheck will be direct-deposited in your designated savings or checking account on the regularly scheduled pay date. This final paycheck will include any accrued vacation time.

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LEGAL REQUIREMENTS AND POLICIES COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985)

GENERAL NOTICE OF COBRA CONTINUATION COVERAGE RIGHTS

** CONTINUATION COVERAGE RIGHTS UNDER COBRA **

Introduction You are receiving this notice because you have recently become covered under a group health plan. This notice contains important information about your right to COBRA continuation coverage, which is a temporary extension of coverage under the Plan. This notice generally explains COBRA continuation coverage, when it may become available to you and your family, and what you need to do to protect the right to receive it. The right to COBRA continuation coverage was created by a federal law, the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). COBRA continuation coverage can become available to you when you would otherwise lose your group health coverage. It can also become available to other members of your family who are covered under the Plan when they would otherwise lose their his/her group health coverage. For additional information about your rights and obligations under the Plan and under federal law, you should review the Plan’s Summary Plan Description or contact the Plan Administrator. What is COBRA Continuation Coverage? COBRA continuation coverage is a continuation of Plan coverage when coverage would otherwise end because of a life event known as a “qualifying event.” Specific qualifying events are listed later in this notice. After a qualifying event, COBRA continuation coverage must be offered to each person who is beneficiaries if coverage under the Plan is lost because of the qualifying event. Under the Plan, qualified beneficiaries who elect COBRA continuation coverage must pay for COBRA continuation coverage. If you are an employee, you will become a qualified beneficiary if you lose your coverage under the Plan because either one of the following qualifying events happens: Your hours of employment are reduced, or Your employment ends for any reason other than your gross misconduct. If you are the spouse of an employee, you will become a qualified beneficiary if you lose your coverage under the Plan because any of the following qualifying events happens: Your spouse dies; Your spouse’s hours of employment are reduced; Your spouse’s employment ends for any reason other than his or her gross

misconduct; Your spouse becomes entitled to Medicare benefits (under Part A, Part B, or

both); or

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You become divorced or legally separated from your spouse. Your dependent children will become qualified beneficiaries if they lose coverage under the Plan because any of the following qualifying events happen: The parent-employee dies; The parent-employee’s hours of employment are reduced; The parent-employee’s employment ends for any reason other than his or her

gross misconduct; The parent-employee becomes entitled to Medicare benefits (Part A, Part B, or

both); The parents become divorced or legally separated; or The child stops being eligible for coverage under the plan as a “dependent child.” Sometimes, filing a proceeding in bankruptcy under title 11 of the United States Code can be a qualifying event. If a proceeding in bankruptcy is filed with respect to Plainfield Public Library District, and that bankruptcy results in the loss of coverage of any retired employee covered under the plan, the retired employee will become a qualified beneficiary with respect to the bankruptcy. The retired employee’s spouse, surviving spouse, and dependent children will also become qualified beneficiaries if bankruptcy results in the loss of his/her coverage under the Plan. When is COBRA Coverage Available? The Plan will offer COBRA continuation coverage to qualified beneficiaries only after the Plan Administrator has been notified that a qualifying event has occurred. When the qualifying event is the end of employment or reduction of hours of employment, death of the employee, retiree health coverage: commencement of a proceeding in bankruptcy with respect to the employer,] or the employee’s becoming entitled to Medicare benefits (under Part A, Part B, or both), the employer must notify the Plan Administrator of the qualifying event. You Must Give Notice of Some Qualifying Events For the other qualifying events (divorce or legal separation of the employee and spouse or a dependent child’s losing eligibility for coverage as a dependent child), you must notify the Plan Administrator within 60 days after the qualifying event occurs. You must provide this notice to: Human Resources, including any required information or documentation. How is COBRA Coverage Provided? Once the Plan Administrator receives notice that a qualifying event has occurred, COBRA continuation coverage will be offered to each of the qualified beneficiaries. Each qualified beneficiary will have an independent right to elect COBRA continuation coverage. Covered employees may elect COBRA continuation coverage on behalf of his/her spouses, and parents may elect COBRA continuation coverage on behalf of his/her children. COBRA continuation coverage is a temporary continuation of coverage. When the qualifying event is the death of the employee, the employee’s becoming entitled to Medicare benefits (under Part A, Part B, or both), your divorce or legal separation, or a dependent child’s losing eligibility as a dependent child, COBRA continuation coverage lasts for up to a total of 36 months. When the qualifying event is the end of employment or reduction of the employee’s hours of employment, and the employee became entitled to Medicare benefits less than 18 months before the qualifying event, COBRA continuation coverage for qualified beneficiaries other than

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the employee lasts until 36 months after the date of Medicare entitlement. For example, if a covered employee becomes entitled to Medicare 8 months before the date on which his employment terminates, COBRA continuation coverage for his spouse and children can last up to 36 months after the date of Medicare entitlement, which is equal to 28 months after the date of the qualifying event (36 months minus 8 months). Otherwise, when the qualifying event is the end of employment or reduction of the employee’s hours of employment, COBRA continuation coverage generally lasts for only up to a total of 18 months. There are two ways in which this 18-month period of COBRA continuation coverage can be extended. Disability extension of 18-month period of continuation coverage If you or anyone in your family covered under the Plan is determined by the Social Security Administration to be disabled and you notify the Plan Administrator in a timely fashion, you and your entire family may be entitled to receive up to an additional 11 months of COBRA continuation coverage, for a total maximum of 29 months. The disability would have to have started at some time before the 60th day of COBRA continuation coverage and must last at least until the end of the 18-month period of continuation coverage. Second qualifying event extension of 18-month period of continuation coverage If your family experiences another qualifying event while receiving 18 months of COBRA continuation coverage, the spouse and dependent children in your family can get up to 18 additional months of COBRA continuation coverage, for a maximum of 36 months, if notice of the second qualifying event is properly given to the Plan. This extension may be available to the spouse and any dependent children receiving continuation coverage if the employee or former employee dies, becomes entitled to Medicare benefits (under Part A, Par B, or both) or gets divorced or legally separated, or if the dependent child stops being eligible under the Plan as a dependent child, but only if the event would have caused the spouse or dependent child to lose coverage under the Plan had the first qualifying event not occurred. If You Have Questions Questions concerning your Plan or your COBRA continuation coverage rights should be addressed to the contact or contacts identified below. For more information about your rights under ERISA, including COBRA, the Health Insurance Portability and Accountability Act (HIPAA), and other laws affecting group health plans, contact the nearest Regional or District Office of the U.S. Department of Labor’s Employee Benefits Security Administration (EBSA) in your area or visit the EBSA website at www.dol.gov/ebsa. (Addresses and phone numbers of Regional and District EBSA Offices are available through EBSA’s website). Keep Your Plan Informed of Address Changes In order to protect your family’s rights, you should keep the Plan Administrator informed of any changes in the addresses of family members. You should also keep a copy, for your records, of any notices you send to the Plan Administrator. Plan Contact Information Human Resources Administrator Plainfield Public Library District 15025 S. Illinois Street Plainfield, IL 60544

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BLOODBORNE PATHOGENS While normal Library operations are not likely to involve circumstances exposing employees or users to bloodborne pathogens, the Library complies with Illinois Department of Labor regulations and therefore the federal Occupational Safety and Health Administration regulations relating to occupational exposures to bloodborne pathogens which have been incorporated by administrative actions. Exposure Determination No particular job classification of the Library has occupational exposure (meaning “reasonably anticipated…contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties”), however, emergencies may occur with staff or patrons, particularly youth or elderly patrons, to which Library employees in all classifications may be called upon to respond with assistance. Or emergencies with “out of control” individuals (e.g. biting, spitting, etc.) could present an individual threat. Universal Precautions All potential circumstances of exposure must be taken into account by the Library and its employees to protect against exposures. Hepatitis B (HBV), human immunodeficiency virus (HIV), and other bloodborne pathogens found in human blood and other body fluids cause life-threatening diseases. In emergency or other such circumstances, when contact with blood or other potentially infectious materials may result, the Library’s approach to infection control requires all human blood and body fluids to be treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens. Engineering and work practice controls shall be used to eliminate or minimize employee exposures, and if a possibility of exposure remains, personal protective equipment shall also be used. Exposure Control Plan At any time within the Library environment that human blood, human body fluids, or other potentially infectious materials are presented, the area contaminated shall be immediately cordoned off and quarantined, even if the entire Library must be closed to accomplish this completely. Personal protection clothing, such as gloves, gowns, masks, etc., shall be provided and used in the cleanup and safe disposal of contaminated waste such as diapers, blood-tinged materials (e.g. Band-Aids, gauze, cotton, clothing, etc.). If advisable, a professional hazardous/contaminated cleanup firm shall be contacted and retained for complete cleanup and decontamination. The quarantine shall be effective until complete cleanup and disposal is obtained. Hand-washing facilities are provided by the Library and must be used by the employees as soon as feasible, including following the removal of personal protective equipment. A complete record of all incidents, exposures, cleanup, and disposals shall be kept as required by the regulations.

Training and Immunizations The Library shall provide directly or through System, State, or associational programs, annual in-service training/educational programs for all affected employees. Any employee who has an occupational exposure shall be offered, at no charge, the hepatitis B vaccine series, in accordance with the regulations. Following the report of an exposure incident, the Library will make immediately available to the exposed employee or employees a confidential medical evaluation and follow-up as provided in the regulations.

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EQUAL EMPLOYMENT OPPORTUNITY The Library will provide equal opportunity to all employees and applicants for employment regardless of race, color, religion, age, sex, national origin, ancestry, disability (mental or physical), military status, marital status, order of protection status and sexual orientation all in accordance with applicable law. Such action shall include, but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination. Any employee who believes this policy has been violated should report the situation to Library administration. All such matters will be held in confidence, thoroughly investigated and rectified if a policy violation is identified. Please refer to the Nondiscrimination and Anti-Harassment section of this policy for more detailed information concerning the Library’s investigative procedures. NONDISCRIMINATION AND ANTI-HARASSMENT The Library is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Therefore, the Library expects that all relationships among persons in the workplace will be business-like and free of bias, prejudice and harassment. It will be a violation of Library policy for any employee to harass or discriminate against another individual in the workplace based upon race, color, religion, sex, national origin, age, mental or physical disability, ancestry, sexual orientation, veteran status, military status, marital status, order of protection status or any other protected category as defined by applicable law. The Library will not tolerate harassment of Library employees by anyone, including any supervisor, co-worker, vendor, patron, contractor, customer or other regular visitor of the Library. The Library prohibits and will not tolerate any such discrimination or harassment. Violation of this policy shall be considered grounds for disciplinary action up to and including termination and possible legal action.

A. DEFINITION OF SEXUAL HARASSMENT “Sexual harassment” consists of unwelcome sexual advances; requests for

sexual favors; and other verbal or physical conduct of a sexual nature when made by any employee to another employee where:

1. Submission to such conduct is made either explicitly or implicitly a term or

condition of a person’s employment; 2. Submission to or rejection of such conduct is used as the basis for any

employment decisions affecting such individual; or 3. Such conduct has the purpose or effect of substantially interfering with an

individual’s work performance or creating an intimidating, hostile or offensive working environment.

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

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1. Uninvited sex-oriented verbal “kidding” or demeaning sexual innuendoes, leers, gestures, teasing, sexually explicit or obscene jokes, remarks or questions of a sexual nature;

2. Graphic or suggestive comments about an individual’s dress or body; 3. Displaying sexually explicit objects, photographs or drawings; 4. Unwelcome touching, such as patting, pinching or constant brushing against

another’s body; or 5. Suggesting or demanding sexual involvement of another employee whether

or not such suggestion or demand is accompanied by implicit or explicit threats concerning one’s employment status or similar personal concerns.

B. DEFINITION OF OTHER HARASSMENT Inappropriate conduct in the workplace, based upon an individual’s race, color,

religion, sex, national origin, age, mental or physical disability, ancestry, sexual orientation, Vietnam-era veteran status, military status, marital status, order of protection status or any other protected category as defined by applicable law that has the purpose or effect of interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.

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

(a) epithets, slurs, negative, stereotyping or intimidating acts that are based on a person’s protected status; and (b) written or graphic material circulated within or posted within the workplace that shows hostility toward a person or persons because of his/her protected status.

C. INVESTIGATION PROCEDURE

All Library employees are responsible for helping assure that the Library avoids harassment. Any individual who believes that he or she has been subjected to harassment or discrimination as prohibited by this policy or who has witnessed harassment or discrimination should submit a complaint to the Library Director, Assistant Library Director, Human Resources Administrator or any other Department Head or supervisor, in accordance with the following complaint procedures. If a Department Head or supervisor receives a complaint of harassment or discrimination directly from an employee, or becomes aware of such conduct, the complaint shall be immediately reported to the Library Director, Assistant Library Director or Human Resources Administrator. 1. Any employee wishing to submit a complaint (the “complainant”) should

submit a written statement to the Library Director, or alternatively, Assistant Library Director or Human Resources Administrator, in the event that the Library Director is the alleged harasser/discriminator. The written statement should state the specific facts and/or perceived wrongful act (e.g. location, names, dates, times) to be investigated. All such written statements should be submitted within 30 days after the incident or act which gives rise to the complaint, unless the time for submission is extended by the Library Director, Assistant Library Director or Human Resources Administrator, because the complainant has shown good cause for such an extension.

2. The Library Director, Assistant Library Director or Human Resources Administrator shall promptly investigate the complaint. The Library Director, Assistant Library Director or Human Resources Administrator shall make all reasonable efforts, including but not limited to convening a conference with the complainant, or the accused harasser/discriminator, to

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discuss the complaint and the results of the investigation, to resolve the matter informally.

3. If the complainant or the accused is not satisfied with the disposition of the investigation, he/she may submit in writing an appeal to the Chair of the Personnel Committee of the Board of Trustees who, with the members of the Personnel Committee, will review the investigation report and recommend a final decision to the Board of Trustees. The Chair of the Personnel Committee of the Board of Trustees may conduct further investigation, if necessary. The decision of the Board of Trustees is final.

4. Reporting harassment, discrimination or retaliation or participating in an investigation will not reflect adversely upon an individual’s status or affect future employment. Any employee who retaliates against another for exercising his/her rights under this policy shall be subject to discipline up to and including termination.

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

6. If an investigation results in a finding that the complainant falsely accused another of harassment or discrimination knowingly or in a malicious manner, the complainant will be subject to appropriate discipline, including the possibility of termination.

A substantiated charge against an employee will subject the employee to disciplinary action, up to and including termination and possible legal action. The filing of a complaint under the procedures described herein shall not limit, extend, replace or delay the right of any person to file a similar complaint or charge with any appropriate local, State, or federal agency or court. DISSEMINATION The Library shall take reasonable measures to assure that employees are informed of this policy and procedure by inclusion in the Employee Handbook and by posting. WORKPLACE BULLYING POLICY A. Plainfield Public Library is committed to providing employees and patrons with a

respectful, healthy and safe work environment that is free from bullying. Workplace bullying is unacceptable and will not be tolerated.

B. Bullying is malicious repeated behavior that a reasonable person would consider to be offensive, degrading, humiliating or threatening. Bullying may be directed toward one employee, a group of employees or patrons. Some examples include, but are not limited to: screaming at someone, condescending and belittling comments, name calling or ridiculing, derogatory remarks or insults, undermining or impeding others’ work, or unwarranted harsh and persistent criticism of work. This includes cyber bullying which is bullying using social media, website materials, e-mails, texting and cell phones.

C. Plainfield Public Library expects all employees who experience bullying or who see others being bullied to report it as soon as possible to the appropriate supervisor, manager, Library Director or the Human Resources Administrator. Managers are expected to take action to stop workplace bullying.

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D. Any reports of workplace, bullying will be treated seriously and investigated promptly. Employees are expected to cooperate with an investigation and provide truthful information. Confidentiality will be maintained during the investigation to the fullest extent possible.

E. Employees who participate in workplace bullying, retaliate against an employee who reports bullying or make a false accusation of bullying will be subject to disciplinary or other appropriate action up to and including termination.

F. Questions regarding this policy or a specific situation should be directed to the Library Director or the Human Resources Administrator.

PREGNANCY ACCOMMODATION ACT The library complies with the Illinois Pregnancy Accommodation Act (effective 1/1/15). Similar to the requirements of the Americans with Disabilities Act, employers provide reasonable accommodations unless it creates an undue hardship. AMERICANS WITH DISABILITIES ACT The Library is committed to complying fully with all applicable provisions of the Americans with Disabilities Act (ADA). It is the Library's policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such individual's disability or perceived disability so long as the employee can perform the essential functions of the job with or without a reasonable accommodation. Consistent with this policy of nondiscrimination, the Library will provide reasonable accommodations to a qualified individual with a disability, as defined by the ADA, who has made the Library aware of his or her disability, provided that such accommodation does not constitute an undue hardship on the Library. If you have a disability and believe you need a reasonable accommodation to perform the essential functions of your job, contact the Human Resources Administrator. The Library encourages individuals with disabilities to come forward and request reasonable accommodation. Procedure for Requesting an Accommodation On receipt of an accommodation request, the Human Resources Administrator and your Department Head or supervisor will meet with you to discuss and identify the precise limitations resulting from the disability and the potential accommodation that the Library might make to help overcome those limitations. The Library will determine the feasibility of the requested accommodation considering various factors, including, but not limited to the nature and cost of the accommodation, outside funding, the Library’s overall financial resources and organization, and the accommodation's impact on the operation of the Library, including its impact on the Library’s ability to conduct business. The Library will inform you of its decision on the accommodation request or on how to make the accommodation. If the accommodation request is denied, you will be advised of your right to appeal the decision by submitting a written statement

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explaining the reasons for the request. If the request on appeal is denied, that decision is final. The ADA does not require the Library to make the best possible accommodation, to reallocate essential job functions, or to provide personal use items (i.e., eyeglasses, hearing aids, wheelchairs etc.). Any employee or job applicant who has questions regarding this policy or believes that he or she has been discriminated against based on a disability should notify the Human Resources Administrator. All such inquiries or complaints will be treated as confidential to the extent required by law.

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FAMILY AND MEDICAL LEAVE OF ABSENCE This policy contains information consistent with and addition to the information contained in the “Employee Rights and Responsibilities” (found on the previous page) and is meant to provide additional information about the Library’s specific policies and procedures under the Family and Medical Leave Act. In the event of any conflict between the “Employee Rights and Responsibilities” and this policy, the “Employee Rights and Responsibilities” will prevail. Basic Leave Entitlement Employees may be eligible to take up to 12 weeks of unpaid family/medical leave within a 12 month period and be restored to the same or an equivalent position upon return provided that the employee has worked for the Library for at least 12 months AND worked at least 1250 hours in the last 12 months AND if at least 50 employees are employed by the Library within 75 miles. The “12 month period” is measured as a rolling 12 month period, either forward or backward. Reasons for Leave: If an employee is eligible, the employee may take family/medical leave for any of the following reasons: (1) the birth of a child and in order to care for such child; (2) the placement of a child with the employee for adoption or foster care; (3) to care for a spouse, son, daughter or parent (“covered family member”) with a serious health condition; or (4) because of the employee’s own serious health condition which renders the employee unable to perform the functions of the employee’s position. Leave because of reasons one and two above must be completed within the 12 month period beginning on the date of birth or placement. In addition, spouses employed by the Library who request leave because of reasons one or two or to care for an ill parent may only take a combined aggregate total of 12 weeks leave for such purposes during any 12 month period. “Spouse” – does not include unmarried domestic partners. If both spouses work for the Library, their total leave in any 12 – month period may be limited to an aggregate of 12 weeks if the leave is taken for either the birth or placement for adoption or foster care of a child or to care for a sick parent.

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

“Serious Health Condition” – means an illness, injury, impairment, or a physical or mental condition that involves: 1) inpatient care; 2) any period of incapacity requiring absence from work for more than three consecutive calendar days AND involves continuing treatment by a health care provider; or 3) continuing treatment by a health care provider for a chronic or long-term health condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days; or 4) prenatal care by a health care provider.

“Continuing Treatment” – means: 1) two or more visits to a health care provider; or 2) two or more treatments by a health care practitioner on a referral form, or under the direction of, a health care provider; or of a serious, long-term or chronic condition or disability that cannot be cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider.

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

An employee may also be eligible for up to 26 weeks of leave to care for a covered servicemember during a single 12 month period. This single 12 month period begins with the first day the employee takes the leave. A covered servicemember includes: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy or is in outpatient status; or (2) is on the temporary disability retired list; or (3) a covered veteran, meaning who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and: “(i) was a member of the Armed Forces (including a member of the National Guard or Reserves); (ii) was discharged or released under conditions other than dishonorable; and (iii) was discharged within the five-year period before the eligible employee first takes FMLA military caregiver leave to care for the veteran.” Employees may not be granted a FML leave to gain employment or work elsewhere, including self-employment. If an employee misrepresents facts in order to be granted an FMLA leave, the employee may be subject to immediate termination. Notice of Leave: If the FML is foreseeable, the employee must give the Library at least 30 days notice in accordance with the usual procedure for requesting a leave of absence. Failure to provide such notice may be grounds for delay of the leave. Where the need for leave is not foreseeable, the employee is expected to notify the Library as soon practicable and, absent unusual circumstances, in accordance with the Library’s normal leave procedures. A “Request for Family/Medical Leave” Form should be completed by the employee and returned to the Human Resources Administrator. In an unexpected or unforeseeable situation, an employee should provide as much notice as practicable, usually verbal notice within one or two business days of when the need for leave was known, followed by a completed “Request for Family/Medical Leave form.

Medical Certification—Leave for Employee’s Own or a Covered Family Member’s Serious Health Condition: If the employee is requesting leave because of the employee’s own or a family member’s serious health condition, the employee and the relevant health care provider must supply appropriate medical certification. The medical certification must be provided within 15 days after it is requested, or as soon as reasonably possible under the circumstances. Failure to provide requested medical certification in a timely manner may result in denial of leave until it is provided. The Library, at its expense, may require an examination by a second health care provider designated by the Library, if it reasonably doubts the medical

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certification you initially provide. If the second health care provider’s opinion conflicts with the original medical certification, the Library, at its expense, may require a third, mutually agreeable health care provider to conduct an examination and provide a final and binding opinion. The Library may also require medical recertification periodically during the leave and employees may be required to present a fitness for duty verification upon his/her return to work following a leave for the employee’s own illness specifying that the employee is fit to perform the essential functions of the job. Certification for a Qualifying Exigency: If the employee is requesting leave because of a qualifying exigency arising out of a covered family member’s active duty or call to active duty, the employee must supply a copy of the covered military family member’s active duty orders or other documentation issued by the military indicating that the covered military member is on active duty or call to active duty (including the dates of the active duty service). This includes foreign deployment of members of the Regular Armed Forces and the National Guard and Reserves. A covered family member is considered a spouse, son, daughter or parent in any branch of the Armed Forces. Certain activities may be related to the care of the military member’s parent who is incapable for self-care. These may include (1) “arranging for alternative care; (2) providing care on a non-routine, urgent, immediate need basis; (3) admitting or transferring the military member’s parent to a new care facility; and (4) attending certain meetings with staff at a care facility, such as meetings with hospice or social service providers. Further, the amount of time that an employee may spend with a family member under the “Rest and Recuperation” provision of exigency leave has increased from five to up to 15 calendar days. The Library may also request additional information pertaining to the leave. Certification for Servicemember Family Leave: If an employee is requesting leave because of the need to care for a covered servicemember with a serious injury or illness, the Library may require the employee to supply certification completed by an authorized health care provider of the covered servicemember. In addition, the Library may also request additional information pertaining to the leave. Certification for Serious Injury or Illness of Veteran for Military Caregiver Leave: If an employee is requesting leave because of the need to care for a covered veteran with a serious injury or illness, the Library may require the employee to supply certification completed by an authorized health care provider of the covered veteran. In addition, the Library may request additional information pertaining to the leave.

Substitution of Paid Leave: FML is unpaid leave. If you request leave for any FML covered reason, you may be required to exhaust any remaining applicable paid time. The exhaustion of this paid leave does not extend the leave period. In addition, if you are eligible for any additional paid leaves, such as short term/long term disability or worker’s compensation, these leaves will also run concurrently with FML (where appropriate) and will not extend the leave period. When using paid leave in conjunction with FML, employees must comply with the requirements of the applicable paid leave policy. The Library policy states that an employee on family/medical leave taken for any reason shall have the leave charged first against sick leave, then vacation hours and personal days. A personal day shall be used in increments of no less than 8 hours. An employee on medical leave using sick leave, vacation hours or other authorized time off remains in pay status and shall continue

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to accrue benefits and accumulate sick leave, vacation hours, holidays and personal days in the normal manner. Once sick leave, vacation hours, holidays and personal days are exhausted, the employee will cease to accumulate further leave and be in a non-paid status.

Benefits During Leave: During an approved FML leave, the Library will maintain the employee’s health benefits as if the employee continued to remain actively employed. An employee granted a leave under this policy will continue to be covered under the Library’s group health insurance plan and life insurance plan under the same conditions as coverage would have been provided if the employee had been continuously employed during the leave period. Employee contributions will be required either through payroll deductions or by direct payments to the Library. The employee will be advised in writing at the beginning of the leave period as to the amount and the method of payment. Employee contribution amounts are subject to any change in rates that occur while the employee is on leave. If the employee’s contribution is more than 30 days late, the Library may terminate the employee’s insurance coverage. If the Library pays the employees contributions missed by the employee while on leave, the employee will be required to reimburse the Library for delinquent payments (on a payroll deduction schedule) upon return from leave. If the employee fails to return from unpaid family/medical leave for reasons other than (1) the continuation of a serious health condition of the employee or covered family member or (2) circumstances beyond the employees control (certification required within 30 days of failure to return for either reason), the Library may seek reimbursement from the employee for the portion of the premiums paid by the Library on behalf of the employee (also known as the employer contribution) during the period of leave. An employee is not entitled to seniority or benefit accrual during periods of unpaid leave but will not lose anything accrued prior to leave.

Intermittent Leave: Leave because of a serious health condition, to care for a servicemember with a serious injury or illness or because of a qualifying exigency may be taken intermittently (in separate blocks of time due to a single covered health condition) or on a reduced leave schedule (reducing the usual number of hours an employee works per workweek or workday) if necessary. If leave is unpaid, the Library will reduce the employee’s salary based on the amount of time actually worked. In addition, while the employee is on an intermittent or reduced scheduled leave, the Library may temporarily transfer the employee to an available alternate position which better accommodates the recurring leave and which has equivalent pay and benefits. A fitness for duty certification may be required to return from an intermittent absence if reasonable safety concerns exist concerning the employee’s ability to perform job duties. For part-time employees and those employees who work variable hours, the family and medical leave entitlement is calculated on the following basis. A weekly average of the hours worked over the last 12 weeks prior to the beginning of the leave should be used for calculating the employee’s normal work week.

Job Restoration: If the employee wishes to return to work at the expiration of the leave, the employee is entitled to return to the same position or to an equivalent position with equal pay, benefits and other terms and conditions of employment. If the employee takes leave because of the employee’s own serious health condition, the employee may be required to provide medical certification that the employee is fit to perform the essential functions of the job. Employees failing to provide the certification will not be permitted to resume work until it is provided. If the employee

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returns to work within 12 weeks following a family/medical leave, the employee will be reinstated to his/her former position or an equivalent position with equivalent pay, benefits, status and authority. The employee’s restoration rights are the same as they would have been had the employee not been on leave. If the employee’s position would have been eliminated or the employee would have been terminated while on leave, the employee would not have the right to be reinstated upon return from leave. If the employee fails to return within the 12 weeks following a family/medical leave, the employee will be reinstated to the employee’s same or similar position, only if available, in accordance with applicable laws. If the employee’s same or similar position is not available, the employee may be terminated.

Return to Work: An employee returning to work following a medical leave of absence must present to the Human Resources Administrator a doctor’s statement that the employee is able to resume activities on a regular basis. The doctor’s statement must be sent to the Human Resources Administrator before the employee returns to work.

IMMIGRATION COMPLIANCE The Library is committed to employing only U.S. Citizens and aliens who are authorized to work in the United States and does not lawfully discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1988, each new employee as a condition of employment, must complete the Employment Eligibility Verification Form – I-9, and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the required I-9 form. VICTIM’S ECONOMIC SECURITY AND SAFETY ACT (VESSA) Statement of Policy Eligible employees may use unpaid victims’ economic and security and safety leave for up to 12 weeks in a 12-month period for any one (1) or more of the following reasons: A. Seeking medical attention for, or recovering from, physical or psychological

injuries caused by domestic or sexual violence to the employee or the employee’s family or household member; or

B. Obtaining services from a victim services organization for the employee or the employee’s family or household member; or

C. Obtaining psychological or other counseling for the employee or the employee’s family or household member; or

D. Participating in safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee’s family or household member from future domestic or sexual violence or ensuring economic security; or

E. Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee’s family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic or sexual violence.

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Definitions A. "12-Month Period" means a rolling 12-month period measured forward from

the date leave is taken and continuous with each additional leave day taken. B. "Family or Household Member" means a spouse, parent, son, daughter, other

person related by blood or by present or prior marriage, other person who shares a relationship through a son or daughter, and persons jointly residing in the same household;

C. “Parent” means the biological parent of an employee or an individual who stood in loco parentis to an employee when the employee was a child.

D. "Son or Daughter" means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age, or is 18 years of age or older and incapable of self-care because of a mental or physical disability.

E. "Domestic or Sexual Violence” means domestic violence, sexual assault, or stalking.

Coverage and Eligibility Both full and part-time employees are eligible to apply for this leave. Intermittent or Reduced Leave An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule. Substitution of Time Off An employee may elect to substitute accrued paid vacation, sick or personal leave or any other applicable paid time off for any part of victims’ economic security and safety leave. Such substitution will not extend the employee’s total allotment of time off under this policy. Notice Requirement An employee is required to give 48 hours notice to the Library in the event of a foreseeable leave. In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable, usually verbal notice within one (1) or two (2) business days of when the need for leave becomes known. Certification A. For leaves taken pursuant to this policy, the employee may be required to

submit a certification demonstrating the need for the leave. The certification must be provided by the employee as soon as reasonably possible, but in most cases, within 15 days after requested.

B. The certification requirement may be satisfied by the submission of a sworn statement from the employee and one of the following:

1. Documentation from a victim services organization, attorney, clergy, or

medical or other professional from whom the employee or the family/household member has sought assistance from in addressing domestic or sexual violence and/or its effects;

2. A police or court record; or 3. Other corroborating evidence.

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

Effects on Benefits During an approved VESSA leave, the Library will maintain your health benefits, as if you continued to be actively employed. If paid leave is substituted for unpaid VESSA leave, the Library will deduct your portion of the health plan premium as a regular payroll deduction. If your leave is unpaid, you must pay your portion of the premium during the leave. Your group health care coverage may cease if your premium payment is more than 30 days late. If you do not return to work at the end of the leave period, you may be required to reimburse the Library for the cost of the premiums paid by the Library for maintaining coverage during your unpaid leave, unless you cannot return to work because of the continuation, recurrence, or onset of domestic or sexual violence or other circumstances beyond your control. Job Protection If you wish to return to work at the expiration of your leave, you are entitled to return to your same position or to an equivalent position with equal pay, benefits and other terms and conditions of employment. If you take leave because of your own medical condition, you are required to provide medical certification that you are fit to resume work. You may obtain return to Work Medical Certification forms from the Human Resources Administrator. Employees failing to provide the Return to Work Medical Certification Form will not be permitted to resume work until it is provided. Reasonable Accommodations The Library supports the Victims’ Economic Security and Safety Act and will attempt to provide reasonable accommodations for people who are entitled to protection under this Act in a timely fashion, unless such accommodations would present an undue hardship for the Library. Reasonable accommodation applies to applicants and employees and may include adjustment to a job structure, workplace facility, or work requirement, transfer, reassignment, or modified schedule, leave, a changed telephone number or seating assignment, installation of a lock, implementation of a safety procedure or assistance in documenting domestic or sexual violence that occurs at the workplace or in work-related settings, in response to actual or threatened domestic or sexual violence. A qualified individual is an individual who, but for being a victim of domestic or sexual violence or with a family or household member who is a victim of domestic or sexual violence, can perform the essential functions of the employment position that such individual holds or desires. Should you wish to request a reasonable accommodation pursuant to this policy, you should contact the Human Resources Administrator. SCHOOL VISITATION RIGHTS ACT The School Visitation Rights Act allows employed parents and legal guardians who are unable to meet with educators because of a work conflict the right of an allotment of time during the school year to attend necessary educational or behavioral conferences at the school his/her children attend.

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Child can be a biological, adopted or foster child, a step-child or a legal ward of the employee. The employee must have worked for the Library for at least six (6) consecutive months preceding a request for leave under this Act. The employee must be employed an average number of hours per week equal to at least one-half the full time equivalent position in the Library’s job classification. The Library will grant an employee leave of up to a total of eight (8) hours during any school year - no more than four (4) hours of which may be taken on any given day. The employee must have exhausted all accrued vacation leave and personal leave to be eligible for leave under this Act. An employee does not have to exhaust sick or disability leave to be eligible. The employee must give the Library at least seven (7) days notice of the need for leave except in emergency situations. The employee must consult with his/her Department Head or supervisor in order not to unduly disrupt the operations of the Library. The leave under this Act does not have to be paid, although the Library encourages employees to make up time missed. The Library can request verification of the conference upon the employee's return to the work place. The verification should include the exact time and date that the conference occurred and when it ended. Failure of the employee to provide the verification within two (2) working days of the conference subjects the employee to standard disciplinary procedures for unexcused absences. BIOMETRIC INFORMATION For purposes of this policy, “biometric information” means any information that is collected through an identification process for individuals based on his/her unique behavioral or physiological characteristics, including fingerprint, scan of hand or face geometry, facial recognition or iris or retinal scans. As a means to provide a secure and safe work environment, the organization collects biometric information from employees and may utilize that information to identify employees, to control access to the Library’s facilities, to limit access to confidential data and secure locations. Except as is otherwise permitted or required by law, the collection and use of employee biometric information shall be in accordance with the following requirements: A. Written consent from the employee shall be sought. B. Employee biometric information shall be collected, transmitted and stored in a

manner designed to protect it from disclosure, except as is permitted by law. C. Employee biometric information shall be used solely for identification and fraud

prevention purposes, and otherwise as provided by law.

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D. The sale, lease, or other disclosure of employee biometric information to

another person or entity is prohibited unless:

1. The employee consents, in writing, to the disclosure; 2. The disclosure is required by court order, a valid warrant or a subpoena or

is otherwise permitted or required by law; 3. The disclosure completes a financial transaction authorized by the subject;

or 4. Except as is permitted or required by law.

E. Except as is permitted or required by law the Library shall discontinue the use

of an employee’s biometric information upon either of the following occurrences:

1. When the initial purpose for obtaining the information has been satisfied or

within three years of the employee’s last interaction with Plainfield Public Library District whichever occurs first; or

2. The receipt of a written request to discontinue the use of such information from the employee.

F. Except as is required by law, in the event the Library discontinues the use of an

employee’s biometric information in accordance with section 5 above, the Library shall permanently destroy all of that employee’s biometric information within 30 days after the use of such information is discontinued.

GENETIC INFORMATION NONDISCRIMINATION ACT (GINA) The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title ll from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we are asking that you not provide any genetic information when responding to this request for medical information. “Genetic information,” as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family members’ genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by tan individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.

ANY FORMS REFERRED TO HEREIN MAY BE OBTAINED FROM ADMINISTRATION IN THE LIBRARY BUSINESS OFFICE

Revised: 7/1/15

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