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:
- Surviving spouses and children of deceased employees.
- Separated, divorced, or Medicare ineligible spouse or children.
- 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.
4.2 VACATION LEAVE
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
||Years of Service
||Vacation leave accrued per pay period (biweekly)
||Carryover allowable to next calendar year
|30-39 hours per week
|40 hours per week
|0-4 years, grades 2-5
|5-9 years, grades 2-5
|10-14 years, grades 2-5
0-14 years, grades 6-8
|15-19 years, grades 2-8
|20+ years, grades 2-8
4.3 SICK LEAVE
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
||Sick leave accrued per pay period (biweekly)
||Maximum hours accrued
|30-39 hours per week
|40 hours per week (full time)
- 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.
4.4 PERSONAL LEAVE
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.
4.5 WELLNESS LEAVE
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.
4.6 NON-BENEFITED PAID LEAVE
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
- 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.
4.8 EMERGENCY CLOSINGS
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.
4.9 JURY DUTY
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.
4.10 UNPAID LEAVE
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 within the calendar year equal to the normal total hours scheduled per week. 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 within the calendar year equal to the normal total of hours schedule per week. 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.
4.11 FAMILY AND MEDICAL LEAVE ACT (FMLA) AND AMERICANS WITH DISABILITIES ACT (ADA)
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.
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.
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.
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.
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.
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.
4.12 MEALS AND BREAKS
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.
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.
4.14 PATRON PRIZES AND AWARDS
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.
4.16 MILEAGE AND TRAVEL
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.
4.17 PROFESSIONAL CONFERENCES
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.
4.18 BORROWING PRIVILEGES
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.
4.19 CONTINUING EDUCATION
The Library seeks, within the limits of available resources, to offer training to increase an employee’s skills, knowledge, and abilities directly related to Library duties. Opportunities generally include, but are not limited to, workshops, and conferences sponsored by other agencies or organizations. Every Library employee above a pay grade 2 is expected to attend at least two continuing education programs each calendar year. Requests should be submitted to the employee’s direct supervisor first. If payment, travel, or reimbursement is required, the event must be approved by the Director. (Approved 3/14/18)
4.20 TUITION REIMBURSEMENT
The Library believes that an employee’s education and development are beneficial to the employee and the Library. Employees above a pay grade 3 with at least one year of service are eligible to apply for reimbursement for job-related courses and programs of study. This reimbursement will be available only if funded by the Board of Trustees in each annual budget.
Employees who are planning to enroll in a degree program must discuss their intentions with the Library Director before formally applying in writing. Reimbursement requests will be presented to the Board for budget consideration. Staffing priorities will determine the number of granted recipients per year.
Courses and degrees must be relevant to library work. Examples include, but are not limited to, a Master’s degree from an ALA-accredited program, technical certifications, or other courses directly related to the employee’s essential functions. Reasonable adjustments will be made to an employee’s schedule to accommodate coursework.
If budgeted and approved, the Library will reimburse 50% of the cost of coursework up to $2000 per semester (or equivalent) when the employee submits a paid tuition receipt and proof of a grade B or better (“passing” or “satisfactory” when applicable) to the Fiscal Officer within 60 days of completion. Employees enrolled in a semester of coursework will not be reimbursed for parking or travel. In some instances, expenses for books and materials may be reimbursed, but will become library property.
Employees who receive reimbursement commit to the following:
- Presenting on some aspect of the coursework at an all-staff meeting, an annual in-service day, or a regional workshop or conference (when approved by the Director).
- Continued employment at the Library for at least twelve months after completion of latest reimbursed coursework. This commitment does not constitute a contract for continued employment. If employment is severed before twelve months, the employee may be responsible for refunding all or part of the money awarded (as determined by the Director and Fiscal Officer).
For more information, contact the Director. (Approved 3/14/18)