Fair Treatment Policy

The Library recognizes that at one time or another staff members may become concerned about their work situation. Most often these situations are short-lived and quickly resolved, but a situation may arise when a minor difficulty swells into a major problem.

It is the policy of the Library to:

• encourage maximum communication between staff members and the supervisory staff to insure prompt and fair resolution of any question which may arise.
• provide for review of the question by the Library Director followed with a review by the Library Board of Trustees if required.
• provide assurance to staff members that they are free to express themselves in an open and frank manner.

Further, the continued success of the Library is dependent upon staff members working effectively together. It is the policy of the Library that rules governing conduct be defined and that any corrective action taken is fair and consistent to insure that the proper rights of all staff members are recognized and protected.

Fair Treatment Policy — Procedures

The following procedure is available to staff members at any time:

Step One:

The staff member is to see their supervisor first. The supervisor is responsible for assuring that the staff member receives fair treatment. The question should be discussed honestly and sincerely, and every effort should be made by both the staff member and the supervisor to give the question proper consideration leading to a satisfactory solution. In most cases, the question will be resolved at this step.
The question should be carried through Step One normally within two weeks. If that is not practical, the supervisor will make every effort to resolve the question as soon as possible and will keep the staff member informed as to the status of the issue.

Step Two:

If the results of Step One are not satisfactory to the staff member, the staff member is to advise the Library Director. If necessary, a meeting will be arranged including the Library Director, supervisor, staff members and a representative of the Library Board of Trustees. If this meeting does not provide a satisfactory result, a third meeting may be indicated by the Library Board member.

Step Three:

The third meeting will include the staff member, Library Director, and the Library Board. A final decision will result from this meeting.
The objective of the Fair Treatment Procedure is to maintain mutual understanding, respect and cooperation so that staff members may work to the best of their ability within the framework, practices and capabilities of the library.

Rules of Conduct Defined:

The following behaviors and activities will not be tolerated and will be cause for corrective action, up to and including termination of employment depending on the severity of the infraction. This is not an exhaustive list.

• Abusive or any disorderly physical conduct toward a fellow staff member, volunteer staff member, supervisor or library patron.
• Inappropriate attention or sexual harassment.
• Failure to carry out work-related instructions given by a supervisor.
• Willful violation of library policies, regulations and rules specified in this policy or otherwise specified officially, including abuse of Sick Leave.
• Falsification of library records and reports, including time records.
• Malicious or careless acts which result in personal injury, property damage or expenses.
• Inability to work as a result of consumption of alcoholic beverages, medications or narcotics. This includes hallucinatory drugs or other medication not prescribed by a physician.
• Unauthorized use, possession, removal, neglect or willful damage to any library property or equipment such as telephones, computer terminals, or materials, etc.
• Failure to report to the supervisor an on-the-job injury or accident. Any unusual incident involving patrons and/or library facilities must be reported to the supervisor immediately.
• Unauthorized distribution of literature or solicitation of staff members or volunteer staff members on library premises during work time.
• Failure to report to work for three consecutive days without proper notification to the library.
• Failure to observe safety policies and procedures.
• Excessive absenteeism or tardiness, continuing after supervisory counseling.

Progressive Corrective Action

It is the intent of the library that staff members know where they stand at all times in regard to their performance and conduct as evaluated by their supervisor. A record of progressive discussions signed by both the supervisor and the employee will be maintained. In the event that a staff member's performance or conduct is not up to the high standards required by the library, the following procedure of Progressive Corrective Action applied in a manner consistent with the nature and severity of the problem shall be followed to achieve correction and avoid recurrence.

Oral Notification:

The staff member normally shall be notified orally at least once by their supervisor of the need for correction of a less serious offense or unacceptable trend in performance or conduct.

Need for Performance Improvement:

Should a staff member's inadequate performance or conduct not improve following verbal notification (or in the event of a serious offense), a formal, written notification shall be issued to the staff member by the supervisor. The original copy of the Need for Performance Improvement notice shall be issued to the staff member and a copy placed in the staff member's personnel file.

A Need for Performance Improvement Follow-up Report shall be prepared and issued by the staff member's supervisor as appropriate.

In the event the staff member's performance or conduct has been maintained at an acceptable level for up to three years following the date that the Need for Performance Improvement was issued, the form shall be removed from the staff member's personnel file. For legal reasons the forms cannot be destroyed at that time. After the three years, the forms will be kept in a separate file and will not be used in making personnel decisions.

Suspension:

In certain instances, it may be appropriate for the library to conduct an investigation to determine the validity of facts surrounding a potential disciplinary situation. In such cases, an employee may be suspended pending the results of the investigation.

Termination:

Should the staff member fail to respond to oral and written notifications of inadequate performance or conduct, or in the event of an extremely serious offense, the staff member may be terminated following a procedural review by the Library Director.

If the staff member feels the termination is unjust or unfair, the staff member may request a conference with the Library Director and/or the Library Director and Library Board representative within 30 days of the termination.

Adopted 10/1990

Revised 2/2000,4/2006