Library Policies

Library Policies 2018-02-17T17:33:23+00:00

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Personnel Policy

Download full Personnel Policy. (Link coming soon.)

Section 1: Organization of the Library 2018-02-16T21:16:42+00:00

The Chillicothe and Ross County Public Library is a County District Library governed by a Board of Trustees (hereafter referred to as the Board) which consists of seven members, three appointed by the Judges of the Court of Common Pleas for Ross County and four appointed by the Board of County Commissioners of the county, each for a term of seven years.

According to Ohio Revised Code, legal responsibility for the Library is vested in the Board.  The Board is the policy-forming body of the Library, and its responsibilities include selection and hiring of the Director; appointment of the Fiscal Officer; promotion of Library interests, securing of funds adequate for a progressive, expanding program; and control of Library funds, property and equipment.  Subject to existing statutes and ordinances, it has power to determine the rules and regulations governing the Library.


The Library Director is employed by the Board as administrator and executive of the Library system. Within the limits of policies established by the Board, or to be established, and within the legal limits, the Library Director is responsible for the efficient functioning of the Library, without interference from individual Board members, or infringement by the Board on administrative functions. The Library Director shall report monthly to the Board and make recommendations for actions or policies, or changes in either, which the Director deems necessary.

All employees of the Library are under the authority of the Director either directly or indirectly through department managers. A job description shall be prepared for each position occupied by an employee of the Library; each employee shall be supplied with a copy of the appropriate job description.

The Director has the responsibility for annual review of performance of each Library employee either directly or indirectly through department managers; the purpose being to help the employee to increase effectiveness in the job, thereby increasing the quality of service rendered by the Library.  The Director shall advise the Board annually of the completion of review.


The Fiscal Officer is hired or appointed by, and responsible to the Board of Trustees, according to Ohio Revised Code 3375.32.


In the absence of the Director, the Fiscal Officer shall have the authority to apply discretionary judgments in interpreting Board and administrative policy with regard to special or emergency situations.  In the event that the Director or Fiscal Officer are not available, the senior manager on duty, in consultation with other senior staff members, shall have discretionary authority to interpret policy and assume administrative duties for the system until such time as the Board or its officers, acting as an executive committee, shall take such action as it deems necessary or appropriate.

Section 2: Employment 2018-02-16T21:19:49+00:00


Nothing in the Library’s Personnel Policy creates, or should be interpreted to create, an employment contract for any specific length of time between the Library and any employee.  The Chillicothe and Ross County Public Library is an at-will employer. This means that every employee has the right to terminate his or her employment at any time without cause or notice, and that the Library has the right to terminate the employment of any employee at any time with or without cause or notice. Unless authorized by a written agreement, signed by the president of the Board, no manager or other representative of the Library has the authority to enter into any agreement for employment for any specified period of time.


The Chillicothe and Ross County Public Library is an equal employment opportunity employer.  Selection of employees is based solely upon qualifications, training, and aptitude for the position involved.  In recognition of the essential rights of all employees and applicants as individuals, it is Library Board policy to recruit, hire, and promote in all job classifications without regard to race, color, religion, sex, age, disability, national origin, veteran/military status, genetic information, or any other characteristic protected by law or which is unrelated to merit or qualification.

It is the policy of the Chillicothe and Ross County Public Library to take affirmative steps to insure that employment and other personnel actions such as rate of compensation, benefits, transfers, layoffs, return from layoffs, Library-supported training, recommendations for educational tuition assistance, and promotions be administered and conducted without regard to race, color, religion, sex, age, disability, national origin, veteran/military status, genetic information, or any other characteristic protected by law. The Chillicothe and Ross County Public Library is fully committed to comply with all statutes, executive orders and court decisions designed to insure equal treatment to all persons regardless of race, color, religion, sex, age, disability, national origin, veteran/military status, genetic information, or any other characteristic protected by law.


  • Each employee and applicant for employment shall be advised that any and all charges or potential charges of discrimination on the basis of race, color, religion, sex, age, disability, national origin, veteran/military status, genetic information, or any other characteristic protected by law claimed by any individual or group of individuals employed or seeking employment in the Chillicothe and Ross County Public Library shall be brought to the attention of the Library Director at which time the Director or the Director’s designee will advise the Personnel Committee and will speedily and thoroughly investigate the charge and resolve it within the guidelines promulgated by the various statutes, executive orders and court decisions.
  • The Director of the Library shall conduct programs of instruction for all supervisors and employees holding responsible positions on the staff regarding the legal aspects of equal employment and equal treatment requirements as set forth by the various statutes, executive orders, and court decisions, and the procedure for meeting such requirements.
  • The Director of the Library shall instruct each supervisor to be responsible for communicating the equal employment policy to each employee under his or her supervision at least annually, and will also be responsible for including equal employment and equal treatment training in all new employment orientations programs, if any.
  • The Director of the Library shall arrange for all job advertising and other appropriate publications and communications to contain the statement, “The Chillicothe and Ross County Public Library is an equal opportunity employer.”
  • A variety of recruiting methods will be used by the Library to increase the opportunities for employment of those persons in the protected classes. The Library will cultivate communication channels with representatives of minority groups, civic and community organizations.
  • The Director shall arrange for written notification of the Library’s policy to be included in any request or advertisement for bids on materials, supplies or labor.
  • In compliance with the Americans with Disabilities Act, the Library will provide reasonable accommodation to employees who are qualified individuals with a disability as long as it does not cause undue hardship for the Library. Employees should request accommodations from the Director.


Job vacancies will usually be posted on the Library’s website. Jobs can be posted internally and externally at the same time. Under certain circumstances, the Library reserves the right to post positions internally only and fill jobs through transfers, reorganizations, etc. without posting them on the web site. Employees must have been employed by the library for at least three months before applying for a vacant position. Applications will only be accepted for a specific position, and only when it is announced by the Director. Inactive applications will be retained according to the Library’s public records policy; unsolicited applications will be destroyed on receipt.

The hiring manager will prescreen the applications and select for interviews those applicants deemed most qualified. Internal candidates will be chosen based on factors such as the employee’s experience, performance assessments, and disciplinary record. External candidates will be reviewed based on their experience and any materials submitted with their application. The Library will also consider any special requirements for the position when reviewing internal and external candidates. The hiring manager or interview team will interview all such applicants and select the best applicant for the job. Upon acceptance of an offer, all unsuccessful interviewed applicants will be notified of the selection.


In keeping with Ohio Ethics Commission opinions (Adv. Op. No. 80-001), a “family member” includes the following relatives, regardless of where they reside: (1) spouse; (2) children (whether dependent or not); (3) siblings; (4) parents; (5) grandparents; and (6) grandchildren. It also includes any other person related by blood or by marriage and living in the same household.

Family members of Library Trustees, Director, Fiscal Officer, and any Library employee are not eligible for employment. If these relationships are established by marriage, they are terminated by death or divorce of a spouse.

Current employees who are family members, or who marry or become related by marriage while both employees are employed by the Library, are not permitted to supervise a family member. In the event one employee is currently in the supervisory chain of the other, the Library will first attempt to place both family members in an appropriate job situation. If the Library is unable to do so one of the employees will be required to terminate employment. The Library will have the discretion to select which employee will terminate employment based on their position, performance, years of experience, and any other relevant criteria. Former employees are not eligible for re-hire until or unless the relationship with a current employee ceases to exist. Employees may not participate in decisions regarding the hiring of family members whether as contractors or vendors.


Prior to extending an offer of employment, or at other times during employment with the Library, as appropriate, the Library may conduct a detailed reference / background / credit / criminal check of an applicant or employee.  All reference / background / credit / criminal checks will be in compliance with the Fair Credit Reporting Act.

The Library will conduct a criminal background check of any candidate who is being considered for employment.

The Library will conduct a driving record check of any candidate who is being considered for employment in a position where driving a Library vehicle is one of the job duties.


A job performance evaluation is designed to provide an opportunity for open discussion between the employee and her or his immediate supervisor concerning job performance and work relationships.  Each employee’s performance is evaluated formally at regular intervals by her or his immediate supervisor. Informal performance feedback should be a routine part of the supervisor/employee relationship. An employee with substandard performance may be considered for remedial action or dismissal.

The annual performance evaluation process is an opportunity for supervisors and employees to discuss job-related tasks, goals, and skills, and to acknowledge accomplishments and performance. It is also a time to set goals, evaluate training needs, and help with career planning.  The evaluation may also provide information for future decisions, such as, but not limited to, promotions or transfers.

All regular full-time and part-time employees are evaluated annually. Evaluations are completed by the employee’s immediate supervisor and forwarded to the Director or the Director’s designee prior to any discussion with the employee about the evaluation.

The completed evaluation form is reviewed by the supervisor and the employee together.  Employees are encouraged to openly discuss their performance and goal attainment with their supervisors.

Completed performance evaluations are to be signed by the employee and the supervisor. By signing the evaluation form, the employee indicates that she or he has read and discussed it with the supervisor, not necessarily that the employee agrees with the evaluation. The employee also may attach written comments to the evaluation form; all such comments will be read and initialed by the Director. The evaluation will be maintained in the employee’s official personnel file.


All managers and supervisors are responsible for holding their staff accountable for upholding the policies, procedures and standards of the Library. Managers should regularly engage in job counseling and coaching sessions with their employees to provide them with feedback on their performance. The Library does (depending on the severity of the offense) retain the right to administer disciplinary action in any manner it deems fit, up to and including immediate discharge.

Behavior which will result in corrective counseling includes, but is not limited to:


  • Unsatisfactory work performance
  • Violation of the Library’s ethics policy (Personnel Policy section 5.1)
  • Working on personal matters while on duty
  • Disruptive activity in the workplace
  • Excessive absenteeism and tardiness
  • Absence without notice or any unauthorized absence
  • Disregard of safety rules or practices
  • Creating or contributing to hazardous, unhealthy, unsafe, or unsanitary conditions
  • Sleeping during working hours
  • Insubordination
  • Unauthorized disclosure of confidential information
  • Violation of the Library’s policies regarding use of computers, e-mail, telephone, or other electronic communications equipment
  • Smoking in unauthorized areas
  • Refusing to cooperate with a Library investigation

The normal progression of corrective counseling or disciplinary action, subject to modifications and dependent upon the severity of the infraction, is:

  1. Written counseling
  2. First written warning
  3. Second written warning and suspension
  4. Discharge

All corrective counseling and/or disciplinary action must be approved by the Director or the Director’s designee. Signed copies will be shared with the employee and become a permanent part of the employee’s personnel file. The length of a suspension will be based on the severity of the infraction. Generally, corrective counseling dating back more than one year will not be considered when counseling an employee, unless the employee has demonstrated a pattern of behavior. Employees are not eligible for promotion within 12 months of a disciplinary action.

Some violations may result in immediate discharge. These include but are not limited to:

  • Discrimination
  • Sexual harassment
  • Falsifying a job application or other Library document
  • Theft or attempted theft
  • Destruction of property
  • Defrauding the Library
  • Threatening or verbally abusing a patron or employee
  • Possession of a weapon
  • Possession or consumption of alcohol or drugs
  • Reporting to work under the influence of alcohol or drugs
  • Manufacture, distribution and dispensation of drugs
  • Failing or refusing a drug or alcohol test
  • Conviction of a drug crime or felony
  • Accepting gifts that call into question the integrity of the Library
  • Unauthorized use of Library computer resources, telephones, or letterhead
  • Acts detrimental to the Library
  • Job abandonment
  • Fraudulent behavior
  • Timecard falsification

Nothing in this policy limits the employee’s right or the Library’s right to terminate employment at any time, with or without cause or notice.


Grievances include the occasions when an employee feels he or she has been unjustly treated, and those where there is an allegation that the Library has failed to provide a condition of employment formally agreed upon. Any grievance procedure must be initiated within 30 days of the incident or occurrence complained of.

Any employee with a grievance must:

First discuss it fully with the immediate supervisor. A written record of this meeting will be prepared by the supervisor.

If they are unable to resolve the matter, the grievant will put the grievance in writing and submit it to the supervisor, requesting a written response within two weeks of receipt by the supervisor.

If the complaint is not resolved in Step 2, the employee may, within two weeks from receipt of the supervisor’s response, request a meeting with the Director. At the time of request, documentation will be furnished to the Director. The Director will respond to the grievant in writing.

If the grievance is not resolved at Step 3, within two weeks of the meeting with the Director, the grievant may submit to the Director and to the President of the Board of Trustees a written request for a hearing. The hearing will be scheduled within 30 days.


Upon separation of employment, employees will be paid for any unused portion of annual vacation leave pro-rated monthly. If the entire leave for the year has been used, a pro-rated amount will be subtracted from the final paycheck. No other unused leave or compensatory time will be compensated except as noted in Section 2.9.2 Retirement.

2.9.1 Resignation

Any employee is requested to give at least two weeks’ notice of intent to resign, through the Library Director, to the Board. The reason for resigning and the date upon which the resignation will take effect should be included in this notice.

2.9.2 Retirement

Retirement is defined as an employee resigning his or her position and being awarded Ohio Public Employees Retirement System (OPERS) retirement benefits. Retiring employees will be compensated for 25% of accumulated unused sick leave at their current rate of pay upon retirement. Sick leave accumulation for this purpose is capped at 120 days, and includes only sick leave accumulated while employed by this Library. Any other retirement benefits are determined according to OPERS.

2.9.3 Suspensions, Terminations and Dismissals

All employees of the Library serve at-will, which means that the employment relationship may be terminated at any time with or without notice or cause by either the employee or the Library. The Library Director has the authority to dismiss or recommend dismissal of employees as specified by Article V of Bylaws. The Director may suspend, with pay, any employee pending action by the Board of Trustees. The Director also has full authority to suspend an employee with or without pay for up to three days to protect property or for disciplinary reasons.

2.9.4 Abandonment

Unless an employee is on an approved leave, failure to report to work or contact the employee’s work location regarding an absence from work for three consecutive scheduled work days shall constitute job abandonment. Job abandonment shall be grounds for termination of employment, effective retroactively to the end of the employee’s last work shift prior to the unexcused absence. Extenuating circumstances will be taken under consideration.

2.9.5 Death

In the event of the death of an employee, final wage payment shall be made to the estate of the deceased. Payment of accrued vacation leave shall be made to the estate of the deceased.

2.9.6 Reductions in Workforce

The Library strives to provide a stable work environment for its employees.  Generally, a reduction in workforce may be implemented for reasons that include but are not limited to the following:

  • A budget reduction and/or funding changes
  • Programmatic changes that result in the elimination of, or decrease in services
  • Reorganization that results in shifting of responsibilities or elimination of certain tasks
  • Business process improvements that change work to the extent that a position(s) is no longer required; or
  • Other organizational changes that may prompt an adjustment to staffing

In an effort to avoid reducing positions due to budget cuts and/or funding changes the Library reserves the right to consider implementing temporary layoffs, employee furloughs, reduction of hours and/or compensation to achieve the necessary budget reduction prior to, or in lieu of lay-off.

If a reduction in workforce occurs, an effort will be made to accomplish the staff reduction through normal attrition and administrative transfers to lateral or comparable vacant positions. When a staff reduction is to take place, the Director in consultation with managers shall recommend to the Board the position title(s) in which the reduction should occur and the total number of positions to be reduced under each position title.

Prior to implementing indefinite staff reductions through layoff as outlined in the following paragraphs, the Library will solicit for employees interested in a voluntary layoff. Request for voluntary layoff must be submitted within five days after a staff reduction is announced. A voluntarily laid-off employee has all of the rights, responsibilities and benefits of any other laid-off employee. A request for voluntary layoff may not be withdrawn once made.

Staff reduction and layoffs shall be implemented based on the Library’s operational needs.  Layoffs within position titles will be based on the following factors considered in sequential order: a) position title and job status, b) length of service, and c) performance assessment.

Layoff by job status within a position title will occur in the following order:

  1. Temporary Employees
  2. Part-time or Full-time employees within the first year of employment.
  3. Part-time or Full-time employees based on staffing and schedule needs.

Following position title and job status, employees with the least service time, based on their date of hire at the Library, will be laid off first until the total reduction needs of the department have been met.

If job status, position, and date of hire are equal, the most recent job performance assessment for each employee with the same position title and job status will be compared and the Board will determine in consultation with the Director which employee to retain.

Employees with specialized skills vital to the operation of a department may be exempted from layoff.

Employees on a leave of absence at time of layoff may be laid off if their position is identified using the above criteria.

Should any vacant positions remain, for which staffing has been approved, they will be offered to employees designated for layoff. Employees must meet the minimum qualifications required for the vacant position. These positions will be offered to employees whose qualifications best fit the position requirements.

Employees will be provided advanced written notification of layoff.  Written notice will be sent by certified letter mailed to the most recent address furnished by the employee. A layoff notice will normally contain:

  • The reason for layoff
  • The date the layoff becomes effective
  • The employee’s recall rights

A laid off employee shall retain recall rights for one year following the date of layoff; after one year, an employee loses all recall rights and must seek reemployment as a new employee.

Employees will be recalled to work in order by:

  • Position Title and Status previously held within the past 10 years
  • Length of service
  • Performance assessment

The Library will not hire, promote or transfer any employee into a position title until all qualified employees on layoff within the same position title are offered reinstatement.

A recalled employee who has previously received their proportionate amount of vacation leave payout upon layoff will begin with a zero balance. All other leave benefits will be re-established at their previous existing levels upon recall.

Failure to accept reinstatement to their previous position within the system for which an employee is qualified terminates the employee’s employment recall rights. Recall rights do not apply to staffing adjustments made through temporary layoffs, employee furloughs, and reduction of hours and/or compensation.

An employee subject to recall will normally be notified by certified mail to the address furnished by the employee to Library administration.  The notification letter will provide specific information which identifies the position by title, work location and provides a time period to respond and expected return to work date.  The notice will inform the employee that failure to accept recall will terminate the employee’s recall rights.

Upon notice of recall, an employee must notify the Library of his or her intention to return or not return to work within three working days and must report within seven working days unless absent due to extraordinary circumstances (illness, injury, notification to current employer, etc.).  A request for an extension of time to report to work must be received prior to the reporting date.  Failure to notify the Library waives the employee’s right to further recall.

In addition to, or in lieu of indefinite layoff, the Library may implement temporary layoffs, employee furloughs, reduction of hours and/or compensation as necessary to address budget reductions, funding changes or other organizational changes that may prompt an adjustment to staffing.  Ongoing staffing adjustments under this section may be implemented regardless of the recall provisions of this policy.


Personnel records are retained in the administrative offices, the Library records room, and in the payroll and accounting computer system. The Director, Fiscal Officer, and Deputy Fiscal Officer have access to these files for business purposes. An employee’s supervisors, with the permission of the Director, Fiscal Officer, or Deputy Fiscal Officer, may have access to an employee’s documentation for business purposes.

Requests by members of the public, or non-supervisory or administrative Library staff, for access to employee personnel records will be honored as required by law following the procedures described in the Library’s Public Access to Library Records Policy (Public Services Policy, Section 8), and the employees affected will be informed of any request to view their personnel records.  All employees have the right to inspect their own personnel files.

Personnel files may include a variety of documents relating to employees’ employment including: forms relating to hiring, payroll, transfer, and promotion; performance evaluations and supporting documents; disciplinary records; letters of reference; records of attendance at workshops and other training; emergency contact information; letters of commendation, etc.

Any individually identifiable health information covered by the Health Insurance Portability and Accountability Act of 1996 Privacy Rule is not subject to public records requests.

Any documentation pertaining to an individual employee’s behavior or work performance that is placed in an employee’s permanent personnel folder must be initialed or signed by the employee as indication of the employee’s knowledge of the document (the employee’s signature does not necessarily imply agreement).  The employee may write a response to any material in the file; the response will be attached to the file copy of the material at the written request of the employee.

Employees may submit materials for inclusion in their personnel files.

Section 3: Hours and Wages 2018-02-17T16:26:44+00:00


A regular full-time position is one in which the employee’s regularly worked hours are 40 hours per week. A regular part-time position is one in which the employee’s regularly worked hours are fewer than 40 per week.

The work week for all employees is Sunday through Saturday. Time worked over 40 hours in any one work week by employees Grade 1 through 4 shall be compensated at a rate of time and a half.  At the request of the employee, compensating time may be given in lieu of overtime pay. Overtime is ordinarily not scheduled due to budgetary and staff limitations.  In emergency, overtime work may be scheduled or approved by the Library Director.

Some professional, administrative, and managerial positions are exempted from overtime provisions by the Fair Labor Standards Act. Exempted positions in the Library are Director, Fiscal Officer, Team Leaders, and employees at Grade 5 or above who manage two or more FTE employees. Persons in these positions are not eligible for compensation at time and a half for time worked over 40 hours per week. Time worked over 40 hours in any one work week may be compensated by straight time off to be taken during the following week. If compensating time needs to be carried longer than one week, permission must be granted by the Director.


Positions in the Library are classified. Positions that are generally equivalent in the following respects: kind, complexity, and difficulty of duties; responsibility involved; and qualifications required, including education, technical training and experience; are grouped in the same classification.

A job description is a written statement of the essential functions of the job. These descriptions also contain information regarding the skills and abilities required in order to perform the essential functions of a job as well as information concerning reporting relationships and working conditions.

Current job descriptions, classifications and pay ranges are available from the administrative offices.

Grade 1          Shelver

Grade 2          Custodian

Grade 3          Clerk

Grade 4          Assistants, Coordinators

Grade 5          Manager (non-degreed)

Grade 6          MLIS Manager, Library Technology Specialist, Facilities Manager

Grade 7          Team Leaders

The positions of Director and Fiscal Officer are established by the Board.


Each job classification corresponds to a range of pay. An employee’s compensation will fall within the pay range where his or her position is classified. Compensation is reviewed annually by the Board. Its decision about the rate of any raise for staff takes into account the anticipated income for the upcoming year. The Library’s complete, current wage schedule is available from the administrative offices.

3.3.1 Timekeeping

It is the responsibility of each employee to keep an accurate time card. Each employee is expected to total the hours on the time card, sign it, and submit it to the employee’s supervisor.  Time off work for which an employee is entitled to be paid (paid absences, paid holidays, or paid vacation time), should be verified by the supervisor before he or she signs the time card. When necessary, incomplete time cards may be completed by the supervisor.

Employees are not permitted to sign in or commence work before their scheduled starting time or to sign out or stop work after their scheduled quitting time without the prior approval of their supervisor.

3.3.2 Direct Deposit

For security, financial, and administrative reasons, the Library requires that all employees use direct deposit via electronic funds transfer (EFT). All EFT paystubs will be delivered via email to an address of the employee’s choosing. All staff will be required to complete a Request for EFT Paystub Via Email form and submit it to the payroll department. After the form is completed, the payroll department will initiate a “Send” test to confirm that the EFT paystub is being delivered to the correct email address. All EFT paystub emails will be password protected for the employee’s security.

Section 4: Employee Benefits 2018-02-17T16:36:37+00:00


Employees in Grade 2 or above working at least 30 hours weekly are eligible for insurance benefits.  Those working fewer than 30 hours weekly and Grade 1 employees are not eligible for insurance benefits. The Library will pay a portion of insurance premiums at a rate determined by the Board.

Open enrollment for the Library’s health and life insurance group will be held once a year.  Exceptions may be made if the employee notifies the Library of a change in status within 30 (thirty) days of its occurrence.

Upon resignation or termination, employees and their dependents have the right to remain in the Library health insurance plan by paying the full cost of coverage for a period of 18 months following the date of termination of services.  In addition, continuation coverage for a period of 36 months is available at their own expense to:

  1. Surviving spouses and children of deceased employees.
  2. Separated, divorced, or Medicare ineligible spouse or children.
  3. Children of current employees who would lose coverage because of their age.

The employee must notify the Fiscal Officer or Deputy Fiscal Officer of his or her divorce, separation, Medicare eligibility, or change in dependent status in writing if he or she wishes to have continuation coverage. In the case of resignation or termination, the employee must notify the administrative offices in writing within 60 days of the last day of work.


Vacation with pay is granted to all full-time and regular part-time employees who are scheduled to work at least 30 hours per week. Regular part-time employees who work fewer than 30 hours per week do not qualify for vacation with pay, but may arrange with their supervisors for unpaid leave as outlined below.

A new employee who has service credit with the State of Ohio or any political subdivision of the State (i.e., township, municipality, Library, school district, health district, etc.) may use prior service credit for the purpose of computing vacation leave.  Employees must submit a service credit statement to certify eligible years of service.  Employees who have retired from a state-offered retirement plan are not entitled to have prior service counted for the purposes of computing vacation leave.

With prior approval of the Director and the Fiscal Officer, an employee may “borrow” against vacation expected to be earned during the current calendar year, provided such “borrowing” is not in excess of the total vacation for which the employee is eligible to earn in that calendar year.  In no case may an employee “borrow” against vacation to be earned in a succeeding calendar year.

An employee who has “borrowed” vacation time and who leaves the service of the Library with a deficit of earned vacation time will reimburse the Library for the difference of the value between the vacation time used and the vacation time actually earned by the employee at the date of the employee’s separation from service by deduction from the employee’s last paycheck.

Vacation leave accrues at the following rates:

Vacation Leave Accrual Rates
Employee hours Years of Service Vacation leave accrued per pay period (biweekly) Carryover allowable to next calendar year
30-39 hours per week Any 2.31 hours 30 hours
40 hours per week

(full time)

0-4 years, grades 2-5 3.08 Hours 40 hours
5-9 years, grades 2-5 4.61 hours
10-14 years, grades 2-5

0-14 years, grades 6-8

6.15 hours
15-19 years, grades 2-8 7.69 hours
20+ years, grades 2-8 9.23 hours



Sick leave is allowed to all regular full-time employees and regular part-time employees working at least 30 hours weekly.  No sick leave shall be allowed for employees working less than 30 hours weekly or Grade 1. Time off beyond the accumulated amount of leave may be taken from vacation time with permission of the Director.  If no leave remains, the provisions of Section 4.9, Unpaid Leave, apply. Sick leave accrues at the following rates:

Sick Leave Accrual Rates
Employee hours Sick leave accrued per pay period (biweekly) Maximum hours accrued
30-39 hours per week 3.46 hours 720 hours
40 hours per week (full time) 4.61 hours 960 hours


  • At the discretion of the Director, absences may require relevant documentation. Sick leave may be used only in the following instances:
  • Illness or injury to the employee.
  • Illness in the immediate family requiring the presence of the employee.
  • Death in the immediate family: spouse, children and stepchildren (whether dependent or not), siblings, parents, grandparents, and grandchildren; or death of a relative living in the same household; or at the discretion of the Director.
  • Birth of a child; placement of a child with employee for foster care or adoption (limit of 12 weeks).
  • Time used for visits to doctors and dentists, etc., may be counted as sick leave, but this practice is not encouraged and should be used only when appointments cannot be made outside working hours.
  • A new employee may transfer accumulated sick leave credit from another Ohio public library or Ohio public agency up to the maximum accumulation permitted above. The Fiscal Officer will require an official accounting of hours from the employee’s previous public employer.


Full-time employees are entitled to 24 hours of personal leave, and part-time employees working at least 30 hours weekly are entitled to 18 hours personal leave, in each calendar year in which they work.  Personal leave must be used in the calendar year in which it is earned, and is not eligible to be paid out upon separation of employment.


All employees who participate in the Wellness program, regardless of their current benefits, will receive 4 hours of paid Wellness Leave each year they participate in the program. This leave must be taken within 12 months from when it accrues, and is not eligible to be paid out upon separation of employment.


At the beginning of the calendar year, part-time non-benefited employees will be given paid leave equal to the normal total of hours scheduled per week. The leave will be credited to the employee as a lump sum at the start of each year and may be used to cover illness, vacation, or any other occurrence that may result in a loss of pay for the employee. Non-benefitted paid leave must be used in the calendar year in which it is earned, and is not eligible to be paid out upon separation of employment.


Holidays with pay for full-time employees are:

  • New Year’s Day
  • Martin Luther King, Jr. Day
  • Presidents’ Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Christmas Eve
  • Christmas Day

Holidays with pay for employees Grade 2 and above and working at least 30 hours weekly shall be on a pro-rata basis. Grade 1 employees are not eligible for holiday pay. If an eligible employee is scheduled to work on a holiday, he or she will not work that day and will receive regular pay for the week. If the holiday occurs on a regular day off, he or she will receive time off to be taken that week on a pro-rata basis to the nearest whole hour, according to the percent of full-time which is normally worked. For example, a 30 hour a week employee would receive 6 hours off during a week when a holiday fell during his or her normal day off.

Holidays on days off for any eligible employee will be taken during the same week in which the holiday fell, according to scheduling by the scheduler for that building. A holiday which falls within a vacation period will not be counted as a vacation day.


When the Main Library or a branch is closed due to an emergency (snowstorm for example), employees will be paid for the hours they were regularly scheduled to work during the time the facility was closed.  When the Library is open but the employee is excused because of weather, the employee may elect to take vacation time, leave without pay, or make-up time within the week scheduled at the discretion of the supervisor.


Employees are asked to provide notice of jury duty to their supervisor within a week of receiving the summons.  While serving jury duty, a staff member will receive full wages for the time the staff member was scheduled to work. Employees are expected to work their scheduled hours which do not overlap their jury duty.  Employees should report to work if they are dismissed from jury duty before the end of their scheduled work day.  The employee must pay the amount of jury compensation received for those days to the library.  Employees may keep any jury compensation for any days they were not scheduled to work or for jury duty that does not overlap their schedule.


Unless required by law, benefited full-time and benefited part-time employees, who have exhausted all of their paid leave, may use up to 5 additional unpaid working days in a calendar year. Non-medical unpaid absences should only be approved when they do not create a hardship for the Library or adversely impact the work unit. Benefited employees in their first year of employment who have exhausted their paid leave and 5 working days of unpaid leave may petition to use additional unpaid leave.  The Director has the authority to extend the unpaid leave up to an additional 120 days.  Requests for unpaid leave should be made as far in advance as possible.

Employees who are non-benefited may use up to 10 working days as authorized in unpaid absence from work in a calendar year. Non-medical unpaid absences should only be approved when they do not create a hardship for the Library or adversely impact the employee’s work unit.  Unpaid leave for non-benefited employees, beyond 10 days, may not be taken for non-medical purposes.

Non-benefited employees in need of unpaid absence for medical purposes in excess of 10 days may petition for additional authorized unpaid leave from the Director, who has the authority to extend the unpaid leave up to 120 additional days.

Exceeding the limit of authorized paid and/or unpaid leave will lead to discharge.  Employees terminated as a result of exceeding the limit of authorized unpaid leave are eligible to apply for open positions when available.


Rules and interpretations FMLA and ADA are constantly being revised. The library follows all Federal guidelines concerning the FMLA and ADA including any changes enacted that may override current library policy. Employees are advised to become aware of their rights and protections contained therein.

4.11.1 Eligibility

Employees who have been employed for at least twelve (12) months and who have completed at least one thousand, two hundred and fifty (1,250) hours of service in active pay status with the Employer during the twelve (12) month period immediately preceding the commencement of leave shall be eligible for Family and Medical Leave (FML) as provided herein.

4.11.2 Amount and Usage

  • Eligible employees shall be entitled to a total of twelve (12) workweeks of leave during the twelve (12) month period measured forward from the date the employee’s first Family Medical Leave began (except as provided in section 4.10.5). Leave may be taken for the following reasons:
  • Because of the birth of a child of the employee or placement of a child with the employee for adoption or foster care;
  • In order to care for the spouse, child, parent, or one who stood in place of a parent of the employee; if such spouse, child, parent, or “in loco parentis” has a serious health condition; or
  • Because of a serious health condition that makes the employee unable to perform the essential functions of the employee’s position.
  • Family military leave for the spouse, son, daughter, or parent of a Service member who is on active duty or who is called to active duty of the Armed Forces (including the National Guard or Reserves) in support of a contingency operation, in the event of a qualifying exigency.
  • Caregiver military leave for the spouse, son, daughter, parent, or next of kin of a covered Service member of the Armed Forces (including National Guard and Reserves) in order to care for the Service member who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list for a serious injury or illness incurred by the Service member in line of duty on active duty.

4.11.3 Use of Leave Time

Employees shall be required to use all accrued holiday, sick leave, personal leave, vacation and compensatory time for all or part of the FML twelve (12) week period prior to being granted an unpaid Family and Medical Leave.  The combined period of leave, including holidays, sick leave, compensatory time, and Family and Medical Leave shall not exceed the total of twelve (12) workweeks during the twelve (12) month period measured forward from the date the employee’s Family and Medical Leave began.

4.11.4 Spouses

In any case in which spouses, both employed by the Employer, request leave due to the birth or placement with the employees of a child or to care for either employee’s parent who has a serious health condition, the aggregate number of workweeks of Family and Medical Leave to which both employees shall be entitled shall be limited to twelve (12) workweeks during any twelve (12) month period.

4.11.5 Intermittent/Reduced Leave

Leave due to the serious health condition of the employee or the employee’s spouse, child, or parent may be taken intermittently or on a reduced leave schedule when medically necessary.  The Employer may require an employee taking leave in this manner for planned medical treatments to transfer temporarily to an alternative position which has equivalent pay and benefits and better accommodates the recurring periods of leave.

The taking of leave intermittently or on a reduced leave schedule shall not result in a greater amount of leave to which the employee is entitled in accordance with this policy.  Intermittent or reduced leave may not exceed the total hours an employee would have worked during their regular twelve (12) week schedule.

4.11.6 Employment

Any eligible employee who takes leave hereunder shall be entitled, on return from such leave, to be restored to the position held by the employee when the leave commenced or a similar position of equivalent pay and benefits.  The Employer may require that the employee’s physician certify that the employee is able to resume work as a condition of return to employment.

4.11.7 Benefits

During any period that an eligible employee takes leave hereunder, the Employer shall maintain the employee’s group health care coverage under the conditions coverage would have been provided if the employee had continued in employment for the duration of the leave.  The employee will be responsible for continuing to pay the employee’s share of health insurance costs during the leave.  Payment for the employee’s share of health insurance premium shall be due at the Library’s business office no later than the last day of the month preceding the month being paid for.  Failure to pay said amounts within thirty (30) days of the due date will result in termination of the Library’s obligation to pay its share of the premium for the employee’s coverage.  If the employee does not return from the leave, the employee is responsible for the total insurance premium paid by the Employer.  Insurance premiums may not be recovered if the employee fails to return to work due to the continuation, recurrence, or onset of a serious health condition or circumstances beyond the employee’s control.  Vacation and sick leave will not accrue during the unpaid leave period.

4.11.8 Notification

Eligible employees requiring Family and Medical Leave shall normally notify the Director or the Director’s designee not less than thirty (30) days prior to the date such leave is to begin.  In situations where the need for such leave is not foreseeable thirty (30) days in advance, the employee shall provide as much advance notice as possible. Along with the request for leave, employees are required to provide the Employer with certification of the condition from a health care provider. Upon receipt of a Request for Family and Medical Leave, the Employer will provide the requesting employee with a written notice of the employee’s rights and obligations under the leave.

4.11.9 Approval/Denial of Leave Request

The Director shall notify the employee orally or in writing within two (2) business days as to the approval or denial of their FML request, and that any accrued holiday, sick leave, vacation and compensatory time will be set off against the leave pursuant to the Library policy regarding same (see 4.11.3 above).  Oral notice will be followed by written confirmation by payday following.  If the Director is late complying with these notice requirements, paid leave may only be set off against FML leave prospectively, once notice is given (see 4.11.3 above).  The Director shall note the starting and ending dates of leave, reinstatement procedures, and utilization of accumulated paid leave.

The Library may require the employee to give periodic status reports (the first not less than thirty (30) days into FML).

Upon receipt of the certification, the Library may, at the Library’s expense, require the employee to obtain a second opinion from a health care provider selected by the Employer.  The Library will not seek additional information from the initially certifying practitioner.

If the second opinion differs from the first, the Library may, at the Library’s expense, require the employee to submit to a third examination by a provider jointly selected by the Employer’s physician or practitioner and employee’s physician or practitioner.  This third opinion shall be final and binding.

4.11.10 FML Glossary

  • Foster Care is defined as placement of a child with the employee through a formal agreement for substitute care requiring state action, rather than an informal arrangement to take care of another person’s child.
  • Health Care Provider means a doctor of medicine or osteopathy licensed in the state of treatment.
  • Parent means a biological parent or an individual who stands or stood, in loco parentis to an employee when the employee was a child. “In-laws” are not in the definition of “parent”.
  • Serious Health Condition means an illness, injury, impairment, or physical/mental condition that involves a period of incapacity or treatment that requires absence from employment for more than three (3) calendar days and involves care by a health care provider. Serious health condition also includes continuing treatment of chronic or long-termed incurable conditions and prenatal care.
  • Son or Daughter means a biological, adopted, or foster child, a step-child, a legal ward, or a child of an employee who stands in loco parentis to that child, where the child is either under age eighteen (18) or over eighteen (18) but incapable of self-care because of a mental or physical condition.
  • Spouse means husband or wife as defined under state law for purposes of marriage. Unmarried domestic partners do not qualify for Family and Medical Leave to care for their partner.



The Library allows for an uncompensated meal time of at least 30 minutes, which is scheduled in accordance with the needs of the Library. This time should be duty free and it is advised that employees take their full meal time away from their workstations. Employees are free to leave the premises and use their meal time as they choose. Supervisors will coordinate meal times to ensure that work areas are sufficiently staffed; there may be occasions when meal times cannot be accommodated. Employees are expected to return to work promptly following their meal time.  Failure to report promptly may result in disciplinary action.

While the Fair Labor Standards Act does not mandate that employees be given rest periods, employees who work more than six hours in a day may take up to two 15-minute breaks daily, which will be counted as a part of “time worked”. Employees scheduled to work up to six hours in a day may take one 15-minute break. Employees are compensated while on break. Although supervisors will coordinate rest breaks to ensure that work areas are sufficiently staffed, supervisors may not always be able to provide rest breaks for all employees. Employees should not leave Library premises during rest breaks without first obtaining permission from a supervisor. Employees are considered “on call” during rest breaks should their services be needed. Employees may not use rest breaks to extend their meal time or to shorten their workday by arriving late or leaving early.

Employees under 18 years of age who work more than five consecutive hours are required by law to have at least a 30-minute lunch period; this time is unpaid.

4.13 GIFTS

Library administration may choose to provide meals for library staff and trustees during gatherings such as staff meetings, trainings and staff in-service day. These meals will be kept to a minimum and library administration will do their due diligence in finding meals that are affordable in nature. Also, staff and trustees may be awarded gifts at various times in their library careers. Staff will be given a gift from the library upon their retirement. Staff are also eligible for service awards at each 5-year milestone in their service to the library. Long term library board members may be recognized with a gift from the library upon their departure from the board.


Occasionally, the library will host programs and events that include prizes to encourage our patrons to participate. The library may choose to purchase gifts or gift cards for these purposes.

When a gift card is purchased, it will be locked in a file in the fiscal officer’s office until it is given to the patron. Those who are awarded gift cards as a prize will be recorded and the list will be kept with the gift card receipt as a record.

When a prize with a value that exceeds $50 is given, the winner’s name will be recorded and kept with the receipt as a record as well.

Any gifts of this type (gifts or gift cards) that are donated to the library will not be required to have a record of who was awarded the gift.

Library employees and immediate family members of library employees are not eligible to win prizes awarded by and paid for with library funds.


All women who breastfeed their child, and who need to express milk during the working day, will work with their supervisor to determine how best to accommodate the needs of the mother while still accomplishing the performance of her job.

Supervisors may consider flexible working arrangements to allow time for mothers to express milk.  Women may use their break and lunch time to express milk. Breaks to express milk should not last longer than 20 minutes. If an employee needs to take more than two breaks during the workday to express milk, the employee will need to use uncompensated personal time.

Supervisors will work with each nursing mother to determine a private area in which they may express milk. Milk should be placed in cooler-type containers and may be stored in Library refrigerators.


When practical, employees are to use Library owned vehicles for Library business. Employees who are required to drive their personal vehicles on Library business may be reimbursed mileage for the round trip at a rate established by the Internal Revenue Service. A valid Ohio Driver’s license shall be required of such drivers. Proof of insurance with approved vehicular personal injury and property damage limits shall be required for such vehicles being used on Library business.

Any location at which an employee is regularly assigned to work is considered the employee’s home location. If an employee is regularly assigned to work at more than one location, all of those locations are considered home locations for that employee. If an employee has more than one home location, mileage will be calculated from the home location that is closest to the destination, or from their residence when beginning or ending their work day at the destination if their residence is closer than their home locations.

Employees may be reimbursed for mileage to and from their home location and another Library location to which they are assigned to work. Employees may be reimbursed for travel between Library locations during the work day, calculated between the two locations.

If an employee is traveling to a non-Library location for their entire work day they may be reimbursed for mileage from their home location or residence to the non-Library location and back, whichever is less. If an employee is traveling to a non-Library location for only a portion of their work day they may be reimbursed for mileage from the location they left and/or returned to during the work day.

Employees may be reimbursed for the cost of meals, parking, and overnight accommodations when traveling on Library business outside the county. A limit is set on amount of reimbursement for meals, and the current limits are available from the administrative offices. Meals that are an integral part of a workshop or conference are reimbursed at full cost however, the IRS prohibits reimbursing for meals incurred during Library business that do not incorporate an overnight stay. Employees are normally responsible for making their own travel arrangements but the Library reserves the right to make or reimburse arrangements that reflect an economical mode of travel.

Time spent traveling to and from a Library location is generally excluded from hours worked. However, any time spent traveling during the workday, as part of an employee’s principal activities, will be counted as hours worked. If an employee who normally works at a Library location is sent to a non-Library location for one day and returns that same day, all time spent traveling to and from that assignment is compensable work time. However, meal period and time spent traveling to and from the employee’s home to the point of departure are not counted as hours worked. If an employee is sent to a non-Library location overnight, any time spent traveling that corresponds to the employee’s normal working hours is compensable time.  This includes hours traveled on days the employee normally does not work (e.g., Sunday). If an employee travels during a time that he or she would not normally be working, the time is not counted as hours worked. Meal time is not compensable.

  • Exception: If the employee is the driver rather than the passenger, all time spent driving is compensable, regardless of when it occurs.
  • Exception: Any time spent performing work during travel time (e.g., working on a plane) is compensable, regardless of when it occurs.


The Library will pay expenses for staff and Trustees to attend Library conferences, workshops, and other professional meetings as funds allow and the Director approves.  These expenses may include mileage, registration fees, and meals that are an integral part of the conference or meeting.  If the meeting spans more than one day, room expense may be paid. Opportunities to attend meetings shall be rotated among employees so that as many as possible may benefit from participation.

Overtime or compensatory time for meetings, workshops, or conferences and associated travel will be allowed only if:

  • the employee is required to attend and
  • the meeting is directly related to the employee’s job and
  • the employee cannot adjust his or her weekly schedule to total not more than 40 hours.


Employees are expected to follow the same rules for borrowing Library materials as any Library patron. Employees are not charged fines for overdue materials. However, they are expected to be considerate in returning borrowed Library materials on or before the due date. Employees are also charged for replacement of damaged, lost, or unreturned items, as any patron would be, including any processing or service charges.

Employees may use the request system as any other Library patron does, and may not use their position to jump ahead of other patrons in line for an item. Employees may not borrow new Library materials before they have been cataloged and processed.


Tuition reimbursement by the Library is dependent on the availability of funds in any given budget year.  The Director will communicate the availability of funds for tuition reimbursement immediately following Board approval of the budget. When funds are available employees in Grades 3 and above may be reimbursed tuition for college or graduate credit coursework as approved by the Library Director. Only coursework directly applicable to the employee’s job will be approved. The amount to be reimbursed will be determined based on the funds available and the number of staff approved for reimbursement. 50% of the funds approved for reimbursement will be released upon proof of satisfactory completion with a grade of C or better. The remaining 50% shall be reimbursed following a year of satisfactory employment from the date of completion.

Employees must apply to the Library Director in writing to be eligible for reimbursement. Employees should apply to the Library as far in advance as possible. No reimbursement will be made for coursework commenced before the employee has applied to the Library.

Section 5: Employee Conduct 2018-03-07T14:26:14+00:00


Library employees are public employees and as such are subject to the Ohio Ethics Law and related statutes.

Each employee will receive a copy of the Ohio Ethics Law for review, and will sign an Acknowledgement of Receipt of the Ohio Ethics Law.  The signed Acknowledgement will be kept in the employee’s permanent file.

The “General Prohibition” section of Ohio’s Ethics Law is reproduced below. Although not a substitute for the entire text, the “General Prohibition” provides some guidance for public employees.

General Prohibitions

The Ohio Ethics Law contains provisions restricting conflicts of interest that involve nepotism, post-employment, representation, influence peddling, confidentiality, and supplemental compensation. Among other restrictions, the law provides that each public official and employee is prohibited from:

  • Authorizing, or using his position to secure authorization of a contract, for himself, a family member, or a business associate;
  • Authorizing, or using her position to secure the authorization of, the investment of public funds in any kind of security to benefit herself a family member, or a business associate;
  • Receiving any benefit from a contract entered into by his public entity;
  • Hiring or securing any contract benefits for her spouse, parents, grandparents, children, grandchildren, or siblings, or any other relatives living with her;
  • Soliciting or accepting substantial and improper things of value, including gifts, or travel, meals, and lodging;
  • Participating in matters where something of value will result for the public official or employee himself, his family, his business associates, or others with whom the public servant has a close tie that could impair his objectivity;
  • Disclosing or using information deemed confidential by law;
  • Representing parties, before any public agency, in a matter in which she was involved as a public servant, both during and for one year after leaving public service.


Employees of the Chillicothe and Ross County Public Library may not engage in partisan political activity during working hours. (ORC 124.57: OAC 123:1-46-02)

Employees of Chillicothe and Ross County Public Library, its department and delegate agencies may not, at any time, utilize Chillicothe and Ross County Public Library vehicles, equipment, supplies or facilities to influence the outcome of an election or to further the cause of a political party or candidate.

No Federal funds may be used by an employee of the Chillicothe and Ross County Public Library on behalf of partisan politics.

Political activity by all Chillicothe and Ross County Public Library employees is regulated by the Federal Hatch Act as it relates to state and local public employees. Copies of the relevant sections of the Act and its interpretation by the U.S. Civil Service Commission are on file with the Ross County Commissioners’ Office and the Ross County Law Library.


Because the Library depends heavily upon its employees, it is important that employees attend work as scheduled. Dependability, attendance, punctuality and a commitment to do the job right are essential at all times. To the extent permitted by law, absenteeism and tardiness lessen an employee’s chances for advancement, and may result in disciplinary action up to, and including, discharge of employment.

An employee must personally (unless incapacitated) notify his or her supervisor or administration if he/she expects to be late or absent as far in advance as possible but within one hour after the scheduled work time.  In the case of extended illness or recuperation, maternity leave, hospital stay, etc., the employee may be excused from calling in for a specified period.

Supervisors have the right to ask the reason for tardiness/absence; if due to medical necessity the exact nature of an illness need not be divulged. An employee should attempt to provide an estimated arrival time or day of return to work. Employees should indicate whether the absence is due to a previously designated FMLA qualifying event.

Failure to call in, in a timely manner, may result in corrective counseling and/or disciplinary action.  Employees who do not return to work or arrive at the time originally estimated are expected to call in again. Supervisors will track all employees’ absences to ensure that absences and tardiness are not excessive. Generally speaking, more than 10 unscheduled absences or late arrivals at work in a 12-month period is considered excessive. The Library may use corrective counseling and/or disciplinary action up to and including discharge deal with excessive unscheduled absence/tardiness that is not covered under FMLA or ADA.


All employees are expected to be well groomed and suitably dressed for work. Cleanliness and good personal hygiene are expected of all employees as well as clothing that is neat, clean and appropriate for the duties performed. Library management reserves the right to determine whether the attire is appropriate.

Proper attire is defined as neat, clean and business-like as well as safe; those working with the delivery, sorting and shelving materials will wear shoes that protect feet from book carts and falling items. Open-toed and open-heel footwear are not appropriate for these functions.

Employees are expected to maintain personal hygiene that is consistent with working with the public, or co-workers, in a public setting. Employees who are visibly dirty or whose personal odor is offensive to the level where one or more employees raise it as an issue with management may be asked to leave the work environment until the problem is corrected.

Examples of personal appearance that may be inappropriate include but are not limited to:

  • Appearance that is excessively revealing or noticeably unprofessional.
  • Text or images that may be considered offensive or controversial.
  • Attire that creates a hazard for the work environment.
  • Attire that does not provide sufficient protection for the work environment.
  • Appearance that is disruptive to the work environment.



It will be the policy of the Chillicothe and Ross County Public Library to take precautions to provide for the safety of all employees, patrons, and others present on Library property. The Director will have overall responsibility for the safety program of the Chillicothe and Ross County Public Library system. General areas of emphasis will include, but not be limited to:  in-service training; safety meetings; accident record keeping; fire prevention; emergency procedures and safety problems relevant to employees and the community. The practice of safety will be a part of the instructional plan of the library system through educational programs.

The responsibility of the employee is to follow all safety rules, report hazards to his or her supervisor, and report all accidents, illness, or injuries that occur on the job as soon as is practical, but within two days, to their immediate supervisor or other manager. The responsibility of the supervisor is to follow all safety rules, act on a report of a hazard, and communicate accident reports to the Director as soon as practical. The Library will comply with all regulations and instructions from the Ohio Bureau of Worker’s Compensation.


Firearms, handguns, knives, or other weapons further defined by Ohio statute or local ordinance are prohibited on Library property or in Library vehicles.  Library property includes:

  • Vehicles owned or leased by the library;
  • All buildings owned or leased by the library;
  • Areas surrounding buildings owned or leased by the library, such as sidewalks, walkways, and driveways.

During working hours or while conducting Library business, employees are strictly prohibited from possessing any firearm or weapon on library property. This policy applies to all employees entering the library’s property regardless of whether the employee is licensed to carry the weapon. The library may not prohibit an employee with a valid concealed carry permit from transporting or storing a firearm or ammunition in their own personal vehicle.


Reporting to work or working with impaired abilities; or the possession, consumption, or distribution of drugs or alcohol at work shall be grounds for disciplinary action including discharge. If Library management or administration has a reason to believe that an employee is using illegal drugs or alcohol in violation of the Library’s policies, that employee may be required to submit to a drug or alcohol test.

The manufacture, possession, use, distribution, or dispensation of illegal or unauthorized drugs, as defined by law, or of alcoholic beverages on Library premises or while conducting Library business is prohibited.  Employees shall not work, or report to work, under the influence of illegal drugs, nor under the influence of controlled substances, including alcohol. Violation of these prohibitions may subject an employee to discipline up to and including termination.

All employees must abide by this policy, and all have access to it as part of the personnel policy which each employee is given.  In addition, each employee engaged in the performance of any federal grant to the Library will submit a signed copy for the grant files.

The Library complies with the provisions of the Drug Free Workplace Act of 1988. Under the terms of the Drug Free Workplace Act, employees must notify the Director of any conviction for a violation of a criminal drug statute occurring on Library premises or while conducting Library business no later than five days after such a conviction.  A conviction means a finding of guilty, no contest (including a plea of nolo contendere), or the imposition of a sentence by a judge or jury. Failure to report a conviction may result in disciplinary action up to and including dismissal.

The Library has an obligation to notify the U.S. government agency with which it has a contract or grant within ten days after receiving notice from the employee or otherwise actual notice of such conviction.

For assistance with abuse/addiction problems employees may be referred to the Scioto Paint Valley Mental Health Center, 740-775-1260.


Harassment based on race, color, religion, sex, age, disability, national origin, veteran/military status, genetic information, or any other characteristic protected by federal, state, or local law is strictly prohibited. This includes harassment between a supervisor and subordinate, between two co-workers, or between an employee and a vendor or member of the public.  Prohibited harassment may include acts, statements, jibes, or epithets which create an intimidating, hostile, or offensive work environment.

No management or supervisory personnel shall threaten or insinuate, either explicitly or implicitly, that an employee’s refusal to submit to sexual advances will adversely affect an employee’s employment including hire, promotion, discipline, discharge, or any other term or condition of employment. Other sexually harassing conduct in the workplace, whether committed by management, supervisory, or non-supervisory personnel, is prohibited. This includes, but is not limited to, offensive sexual flirtation, advances, propositions, verbal abuse of a sexual nature, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual, and the display of sexually suggestive objects or pictures in the workplace.

Other harassment in the workplace, whether committed by management, supervisory, or non-supervisory personnel, is prohibited.  Other harassment is defined as: physical, verbal, or any other behavior, including pictorial expression, that either recklessly disregards the harmful effect of the behavior on, or the intent to, hurt a specific individual, group of individuals, or organization by referring in a derogatory and/or insulting fashion, to that individual or organization member’s race, religion, national origin, age, color, sex, pregnancy, citizenship status, uniform service member status, veteran status, disability, or any other status protected under applicable federal, state or local law. What may be regarded by some as an innocent statement or joke may be perceived by others as offensive.

The Library prohibits any workplace situation where an employee cannot reasonably perform their work due to certain behaviors by management or co-workers that are deemed hostile.

The Library will promptly investigate and remedy any known incidents of harassment, and take prompt remedial action to correct any allegations that can be substantiated. Any employee who feels that he or she has been harassed has an obligation to inform the Library about the situation immediately. The employee should submit a written report Library administration. The report should indicate the individual who is making the report, the individual who is engaging in the alleged harassing behavior, a detailed description of the harassing behavior, the dates on which the harassment occurred, and the names of any witnesses to the harassment.

Any reported allegations of harassment, discrimination or retaliation will be investigated promptly, thoroughly and impartially. The investigation may include individual interviews with the parties involved, and when necessary, with the individuals who may have observed the alleged conduct or may have other relevant knowledge.  Confidentiality will be maintained throughout the investigative process to the extent consistent with adequate investigation and appropriate corrective action.  In cases where a complaint is found frivolous in nature, a complainant may be subject to corrective counseling and/or disciplinary action.

Misconduct constituting harassment by either supervisory or non-supervisory employees will be dealt with promptly and appropriately.  Responsive action may include, but is not limited to, training, referral to counseling, monitoring of the offender and/or disciplinary action such as demotion, reassignment, temporary suspension without pay or discharge as the Library believes appropriate under the circumstances. Managers or staff members who are informed of such incidents must contact administration immediately.

The Library prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports. Retaliation against an individual for reporting harassment or discrimination, or for participating in an investigation of a claim of harassment or discrimination, is a serious violation of policy and, like harassment or discrimination itself, will be subject to disciplinary action.


Acts or threats of physical or verbal violence (including intimidation, harassment, or coercion) which involve or affect the Library or its employees or which occur on Library’s property will not be tolerated.  Such conduct will be met with the strongest disciplinary action by the Library, up to and including termination, the use of law enforcement, and the use of criminal prosecution measures.

5.10 E-MAIL

E-mail provided by the Library is a Library resource, provided primarily for conducting Library business. In addition to intra-Library communication, it may be used to access work-related listservs or for professional correspondence. It is not appropriate to use e-mail for solicitation or advertising to Library staff. Library provided e-mail service is neither private nor protected; it is the property of Library and its use may be monitored.


Mobile phones may be provided to employees in certain positions within the Library system as determined by the Director to help increase Library productivity and/or safety. Personal use of Library mobile phones is strongly discouraged although the Library administration recognizes that this is sometimes unavoidable. Employees who use mobile phones will be given a copy of the itemized monthly statement and will be required to audit the bill for personal usage. All personal phone usage (calls, text messages, etc.) must be reimbursed to the Library. Calls will be reimbursed at a rate determined by the Board of Trustees. The Library reserves the right to audit and review mobile telephone bills to ensure their proper usage. In order to help ensure the safety of Library employees while reducing the Library’s liability in the event of an accident, mobile phones are not to be used by employees while driving. Mobile phones are the property of the Library and all equipment must be returned to the Library upon termination of employment with the Library


Only staff members whose driver’s licenses have been properly forwarded to the Library’s insurance carrier for approval may operate any Library vehicle. Employees are prohibited from using the Library’s vehicles for any purpose other than official Library business. Unless required by business necessity, passengers are prohibited from riding in any of the Library’s vehicles or in an employee’s personal vehicle while the employee is on Library-related business.

The driver and any passengers must use seat belts, as already required by state law, and a driver is prohibited from using a cellular phone, including hands-free devices. This requirement pertains to both the use of Library vehicles and the use of personal vehicles while on Library business.

Employees are not permitted to operate Library vehicles, or personal vehicles on Library business, when any physical or mental impairment may cause them to be unable to drive safely. This also includes temporary incapacities such as illness, medication or intoxication.

An employee must notify a supervisor or the Director immediately in the event that the employee is cited for any driving violation that limits the employee’s driving privileges; or, involved in an accident while on Library-related business using a Library or personal vehicle.

An employee who is cited or deemed responsible by official records for a vehicular accident, parking, speeding, or other violation while on Library business will be required to pay for the ticket (violation) and may be subject to disciplinary action up to and including termination.

Section 6: Procurement 2018-02-17T16:42:20+00:00

All purchases of the library must be approved by the Director (or his/her designee) and the Fiscal Officer (and his/her designee), except in situations (as described later in this policy) where Board approval is necessary before making the purchase.

All expenditures of library funds require a purchase order. A purchase order represents the library’s agreement to pay funds for goods or services described in the purchase order. When accepted by a vendor, and in the absence of other controlling terms, it constitutes the agreement between the library and vendor with respect to the state goods and services. Purchase orders are signed by the Fiscal Officer or Deputy Fiscal Officer, who certifies that the expense is legal, that funds have been previously appropriated by the Board of Trustees, and that monies are available or in the process of being collected prior to signing.

Library staff are expected to use reasonable diligence in finding the best prices for all goods and services obtained for the library.

Contractors for professional services used by the library must provide evidence of creditworthiness, proof of bonds or insurance, and comply with other reasonable requests of trustworthiness.


Except in cases of urgent necessity, prior approval from the Board of Trustees is needed for:

  • Salaries and Benefits:
  • Salaries and benefits for Executive Director, the Fiscal Officer, and the Deputy Fiscal Officer.
  • All changes to the Salary Schedule and to staff benefit plans.

Purchased and Contracted Services:

  • Advertising for bids and letting contracts for repairs that are required to be formally bid under Ohio law.
  • Building and equipment maintenance and custodial service agreements/contracts where the total cost of the projects is expected to exceed $50,000.
  • Information systems/technology hardware/software maintenance agreements where the total cost of the contract is expected to exceed $100,000.
  • Insurance policies where the total premium for the covered period is expected to exceed $50,000.
  • Building lease/rental agreements where the total cost for the covered period is expected to exceed $25,000.
  • Contracts for Professional Services (i.e. contracts with architects, engineers, accountants, auditors, management consultants, attorneys, surveyors, etc.) where the specific contract is expected to exceed $25,000.

Library Materials and Information:

  • Library materials contracts where the total cost of the contract is expected to exceed $100,000.

Capital Outlay and Purchases:

  • Advertising for bids and letting contracts for land improvements, building improvements and construction of new library buildings as required under the bidding laws for Ohio libraries.
  • The purchase of land, buildings, and easements.
  • The purchase of furniture and equipment that has been formally bid as a part of a capital project.
  • The purchase of furniture and equipment from a specific vendor when that vendor is to receive a purchase order in excess of $50,000.
  • The purchase of all motor vehicles requires prior board approval.

Debt Service:

  • Capital lease or lease-purchase agreements in which the total cost is expected to be greater than $25,000.
  • Professional service contracts for purposes of assisting in debt financing when the total contract price is expected to exceed $25,000.

Other Expenditures:

  • Organizational memberships and all contract or memberships in cooperative-type projects when the total cost for the covered period is expected to exceed $15,000.
  • Payment of all judgements and findings against the library.

In all instances, two or more purchase orders may not be combined to avoid spending limits. Projects may not be piecemeal in nature to avoid spending limits.

It shall be fully understood that the administration shall have the authority to make all necessary purchases for the library, without first obtaining Board approval if the money has been appropriated and the purchase is authorized within this policy. If it is found that this policy is in conflict with any federal, state or local law, the law shall take precedence. This policy is meant to be general in nature, and in situations where purchases or expenditures are covered by more specific Board policy, the more detailed and specific policy shall take precedence.

The Board may disclaim responsibility and liability for any expenditure, credit card purchase, or contractual agreement in its name by an unauthorized person or any person acting outside this policy. The expense of such disclamation will become the personal liability of the individual who acted improperly.


For those purchases not falling under the requirements of sections 3375.41 (bidding) and 153.65-153.1 (professional design services) of the Ohio Revised Code, quotations for prices are required for the purchase of any good or service over $5,000 in total. Contracts with one vendor for a similar good or service cannot be split in order to override this requirement. Price quotations from multiple vendors are preferred. However, if it is determined by the Director that there is only one vendor that specializes in this type of good or service, a quotation from only one vendor will be acceptable. Final selection of quotations for goods and services will be those that are in the best interest of and/or represent the best value of the library.


The following staff members are authorized to use a library credit card: Level 6 employees and above only. The Fiscal Officer will provide a credit card for use by any of these staff members when needed. The monetary limit on each card will be $5,000.

As with other library purchases, a purchase order must be authorized in advance by either the Fiscal Officer or Deputy Fiscal Officer stating the anticipated amount and the supplier. Once the transaction has taken place, the receipt must be given to the Fiscal Officer to allow for reconciliation of account information, which is to be performed on a monthly basis. Library cards are not to have a cash advance feature.

Use of library credit card may be authorized for the following types of expenditures:

  • Expenses associated with travel by library staff to attend meetings, conferences, or workshops on behalf of the library or for staff development.
  • Placing reservations for facilities, materials, or equipment for library programs or events.
  • Orders for materials, equipment, or supplies.
  • Other purposes as determined by the Director or Library Board.

Library staff who have been provided with a library credit card are expected to exercise all reasonable care to protect the security of the card, and to report immediately a lost or stolen card, or any suspected fraudulent use of the card. A written report to the Board regarding the same is required as promptly as possible. Library staff will relinquish a library credit card immediately upon termination of employment. Misuse of library credit cards may be grounds for disciplinary action, up to termination of employment or referral for criminal prosecution.

Public Service Policy

Download full Public Service Policy. (Link coming soon.)

Section 1: Operations 2018-02-17T16:52:02+00:00

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Section 2: Materials Selection 2018-02-17T16:56:07+00:00

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Section 3: Circulation of Library Materials 2018-02-17T16:56:38+00:00

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Section 4: Information Services 2018-02-17T16:57:12+00:00

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Section 5: Special Services 2018-02-17T16:57:39+00:00

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Section 6: Technology 2018-02-17T16:58:13+00:00

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Section 7: Patron Conduct 2018-02-17T16:58:44+00:00

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Section 8: Public Access to Library Records 2018-02-17T16:59:18+00:00

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