11. Personnel


11.1 Recruitment
11.2 Terms and Conditions
11.2.1 Hours of Work
11.2.2 Overtime
11.2.3 Attendance
11.2.4 Inclement Weather and Unscheduled Closing
11.2.5 Professional Development
11.2.6 Professional Associations
11.2.7 Travel
11.2.8 Conflict of Interest
11.2.9 Resignations
11.2.10 Termination
11.3 Compensation, Health Benefits and Long-Term Savings
11.3.1 Compensation
11.3.2 Health Benefits
11.3.3 Long-Term Savings Plan
11.3.4 Performance Reviews
11.4 Public Holidays, Vacation, and Leave
11.4.1 Public Holidays
11.4.2 Annual Vacation
11.4.3 Sick Leave and Preventative Medicine
11.4.4 Bereavement Leave
11.4.5 Leave without Pay
11.4.6 Jury or Witness Duty
11.5 Volunteers
11.5.1 Recruitment and Orientation
11.5.2 Responsibilities
11.6 Professional Standards
11.6.1 Staff/Volunteer Conduct toward Visitors, Patrons, and Library Personnel
11.6.2 Confidentiality
11.6.3 Personal Appearance
11.6.4 Safety and Security
11.6.5 Public Statements
11.6.6 Criminal Record Check

 

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Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014               

Policy Statement

The Library will strive to provide professional services to the community as far as resources will permit. In order to provide such services, the Library employs professional and technical staff while relying on volunteer personnel for day-to-day operations.

The following are policies only and do not constitute an employee contract. The Library follows the B.C. Employment Standards Act.

11.1 Recruitment

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014               

Policy Statement

The Executive Committee will be responsible for recruitment, training, motivation, recognition, retirement and periodic evaluation of the Chief Librarian and the Board. The Chief Librarian is responsible for all other staff and volunteers.

  • In the case of recruiting professional staff, the committee will consist of members of the Library Board and the Chief Librarian unless the Chief Librarian is the position being filled.
  • The committee is responsible for verifying the credentials of the applicants for the position.

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11.2 Terms and Conditions

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014               

Policy Statements

11.2.1 Hours of Work

  • The total time worked by permanent staff varies by position and is agreed upon at the time contracts are signed.
  • The Library’s hours of operation are set by the Chief Librarian in response to community needs and include morning, afternoon, weekends, and some evening hours (on a trial basis), throughout the week.  As such, Library staff members’ hours of work are scheduled to support the delivery of Library services to the public.
  • Generally, permanent full-time staff work five full days/week from 9:30 AM to 5:00 PM.
  • As much as reasonably possible, the Chief Librarian, or Librarian, or designate will be working present at all times the Library is open to the public.
  • The Library acknowledges that the Chief Librarian and Librarian may rearrange their hours of work to accommodate varying demands such as busier or less busy times, vacations and meetings outside usual business hours.
  • In the case of special events or building alarms, permanent staff may be required to work outside regular Library hours.
  • Staff is entitled to a 30-minute break free from work within five hours of the start of the shift.

11.2.2 Overtime

Library staff on salary may from time to time put in extra hours but will not be paid for overtime. Other staff must get pre-approval from the Chief Librarian for paid overtime.

11.2.3 Attendance

Staff is responsible for informing the Chief Librarian, or the Librarian in the Chief Librarian’s absence, of any anticipated absence before the start of their shift.

Repeated attendance problems may be cause for formal discipline.

11.2.4 Inclement Weather and Unscheduled Closing

Occasionally the Library will be closed due to inclement weather or maintenance issues. If the Chief Librarian decides to close the Library, staff scheduled to work that shift will be paid.

When weather deteriorates or a maintenance issue occurs during the workday that requires the Library to close, staff sent home will be paid for the remainder of their shift.

11.2.5 Professional Development

The Library Association expects its Board Directors and senior staff to stay abreast of current developments in the Library world, and for this reason attendance at professional Library conferences and workshops is encouraged. Staff is encouraged to participate in training sessions related to their areas of expertise as funds and time permit. Reimbursement of travel expenses as detailed in the Travel Policies apply to approved professional development opportunities.

Normally, the Chief Librarian and/or other professional staff attend the annual B.C. Library Association conference, the Library federation meetings, and the semi-annual Association of B.C. Public Library Directors meetings. Attendance at the annual Canadian Library Association conference is encouraged, if funds allow.

The Library Association sends at least one Trustee to the annual B.C. Library Trustees Association conference, normally held in conjunction with the B.C. Library Association conference. A second Trustee may also attend, if funds allow.

11.2.6 Professional Associations

In the interest of fostering interlibrary cooperation and exchange of information, and in the belief that Library associations play a strong role in advocating Library use and support, as well as providing a wide range of member benefits, the Salt Spring Island Public Library Association maintains memberships in the following Library associations:

  • British Columbia Library Association
  • British Columbia Library Trustees Association
  • British Columbia Public Library Directors Association
  • IslandLink Library Federation
  • Canadian Library Association

In the case of a professional association where a personal membership may be of more or equal benefit than an institutional membership, the Board may reimburse professional staff for their membership fees. The Board may also approve membership in other professional associations on the recommendation of the Chief Librarian or Board members.

11.2.7 Travel

Staff and Board members who travel or attend approved meetings, conferences or workshops on Library business may be reimbursed upon submission of an approved claims form and receipts as follows:

  • All staff travel expenditures must be pre-approved by the Chief Librarian. Expenses incurred by the Chief Librarian must be approved by the Board Chair or Treasurer.
  • Registration for conferences or workshops up to full amount. All conference and registration fees charged while on Library business will be reimbursed at cost. These are normally paid by the Library in advance, but if not, employees will be reimbursed at cost upon submission of an approved claims form and receipts.
  • Air transportation – Economy return fare or equivalent. Persons travelling are to make all reasonable efforts to secure discounted rates where practical.
  • Mileage when using personal vehicle based on IslandLink Library Federation mileage rates.
  • Rental car will only be used where: a) it is more economic than other methods of travel; b) it is the only practical way to reach a destination. Car rental size will be dependent upon the number of people using the vehicle, but normally an economy class vehicle will be rented when available.
  • Airport limousine, taxi fares and parking costs where required.
  • Accommodation – single room rate. If staying at a private home, a nominal amount will be reimbursed without receipt in line with the IslandLink Library Federation rate.
  • Allowance for meals and incidentals at IslandLink Library Federation per diem rate.
  • Laundry expenses may only be claimed when Library employee is away more than 7 days on Library business.
  • The cost of all taxes will be reimbursed by the Library. If taxes are separately billed, an approved claims form and receipts must be submitted.
  • Business entertainment is not normally covered by the Library. Exceptions must be approved by the Chief Librarian or the Chair of the Library Board in advance whenever possible. In general, the only business entertainment costs that will be considered for approval are meal costs.
  • Expenses incurred by Board members engaged in Library business, are approved by the Treasurer or the Board Chair. Reimbursement of expenses, including travel expenses, incurred by the Treasurer or the Board Chair is approved by at least two other Board members with first preference being the Chair and Vice-Chair of the Board.

An approved claims form and original receipts are required for all expenses incurred except for mileage, private lodging and per diem expenses. (See Appendix C)

Speakers brought in for special events do not usually receive a fee or travel expenses but exceptions may be made with the approval of the Chief Librarian.

11.2.8 Conflict of Interest for Staff

Any duality of interest or possible conflict of interest on the part of any staff member should be disclosed to the Chief Librarian or if necessary to the Library Board and made a matter of record, either when the duality or conflict is known or when the interest becomes a matter of action, whichever first occurs.

11.2.9 Resignations

  • The Library requires any staff member who wishes to resign to give written notice of one month.
  • The Library expects a staff member who is leaving to cooperate in a smooth transfer of responsibilities.

11.2.10 Termination

  • The Library values a secure employment relationship with its staff; however, in circumstances where this relationship must be terminated, the Library provides fair and reasonable treatment, in accordance with the Employment Standards Act.
  • Terminations will be treated in a confidential, professional manner by all concerned.
  • Prompt notification to the staff and the appropriate employees regarding immediate dismissal of a Library employee will be the responsibility of the Chief Librarian, or of the Library Board Executive if the termination pertains to the Chief Librarian.

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11.3 Compensation, Health Benefits, and Long Term Savings

Responsibility: Chief Librarian
Most recent revision: April 2018
Reviewed by Policy Committee: April 2018
Reviewed by Board: September 2016              

Policy Statements

11.3.1 Compensation

  • The Library provides competitive compensation to its staff to ensure that it has the capacity to recruit qualified employees.
  • The Library will make all contributions it is legally obliged to make.
  • Salaries will be paid every two weeks.


11.3.2 Health Benefits

  • The Library provides a competitive, traditional benefits package for permanent, full-time SSIPL employees , excluding dependents. An employee must work at least 25 hours/week to qualify as full-time.
  • The Library makes employee benefits contributions in these areas:
    • BC Medical Services Plan (MSP)
    • Life Insurance
    • Accidental Death and Dismemberment
    • Extended Health
    • Dental
  • For new eligible employees, benefits take effect upon successful completion of the 3-month probationary period.

11.3.3 Long-Term Savings Plan

  • The Library provides permanent, full-time SSIPL employees with an annual contribution to a long-term savings plan. An employee must work at least 25 hours/week to qualify as full-time.


11.3.4 Performance Reviews

  • Performance reviews of paid staff will be conducted by the Chief Librarian.
  • Performance reviews of the Chief Librarian will be conducted by the Executive Committee.
  • New staff members will be given a performance review after the initial 3-month probationary period.
  • After a successful probationary review, performance reviews will be conducted annually and discussed with the staff member concerned.

 

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11.4 Public Holidays, Vacation, and Leave

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014               

Policy Statements

Paid staff are entitled to certain kinds of leave.

11.4.1 Public Holidays

  • The Library observes these public holidays and will be closed on the following days: New Year’s Day, BC Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, BC Day, Labour Day, Thanksgiving, Remembrance Day, Christmas Eve – closing at 1:00 pm, Christmas Day, Boxing Day, New Year’s Eve – closing at 1:00pm.
  • Additional closings may occur when one of the designated holidays falls on a Sunday.
  • Eligible full-time permanent staff will be paid for each holiday at the regular daily rate.
  • Eligible part-time permanent staff will be paid on a pro-rated basis, calculated on the average number of full days of work per week worked over the previous two-month period.
  • The policy applies after 30 days of employment for:
    • Full-time permanent staff
    • Part-time permanent staff
    • Full-time summer students

11.4.2 Annual Vacation Leave

  • All permanent full-time and part-time staff is entitled to annual vacation time with pay.
  • Paid vacation leave is awarded in accordance with provincial guidelines and the contract negotiated at the time of hiring.
  • Vacation time is eligible for use on the first day of the year in which it is earned.
  • Staff is expected to take their vacation within the year it is earned to enjoy the necessary rest and revitalization.
  • Staff must submit a vacation request in writing to the Chief Librarian. Requests are approved at the discretion of the Chief Librarian and not confirmed until authorization has been received from the Chief Librarian. The Chief Librarian submits his or her vacation requests in writing to the Library Board Personnel Liaison or directly to the Library Board Executive.
  • Vacation to which a staff member is entitled may be taken in one unbroken period or several periods; however, the Chief Librarian has the right to schedule vacations in accordance with operational needs.
  • If a public holiday falls during a staff member’s vacation period, he or she is entitled to another day off.
  • Should a staff member fall ill immediately prior to or during his or her vacation, sick leave may be substituted for vacation.
  • If a staff member has taken more vacation than he or she has actually earned and terminates employment, payment to cover the unearned vacation will be deducted from his or her final pay.
  • Staff members may bank/carry over up to 5 earned vacation days into the next calendar year. The 5 banked days may only be used in the calendar year.
  • Banked vacation days have no cash value on termination of employment.

11.4.3 Sick Leave and Preventative Medicine

  • All permanent staff earn one day of paid sick leave credit per month, cumulative for each month of continuous service. Sick leave credit is prorated for staff working less than 35 hours/week but no fewer than 20 hours/week. Staff working fewer than 20 hours/week do not receive paid sick leave.
  • Credit becomes eligible for use on the first day of the month following the month in which it was earned.
  • Contract staff, students or new employees on probation do not receive paid sick leave.
  • In case of absence, banked sick leave hours will be paid up to the total banked plus those projected to year end.
  • If the account is overdrawn at year end then an adjusting deduction is made.
  • Cases of extended absence will be dealt with individually by the Chief Librarian in consultation with the Board’s Executive Committee.
  • Staff is to advise the Chief Librarian of their intention/need to take a sick day.
  • Any sick leave of over five days requires a doctor’s note.
  • Staff may use their sick leave credits for preventative or non-emergency medical appointments but must make arrangements with the Chief Librarian 7 days in advance of taking time off.
  • Staff members may bank/carry over up to 5 earned sick leave days into the next calendar year. The 5 banked days may only be used in the calendar year.
  • Accumulated sick leave has no cash value on termination of employment.

11.4.4 Bereavement Leave

The Library wishes to assist bereaved staff with paid leave of absence. Time from one to five days may be granted with pay based on the deceased’s relationship to the staff member, using this schedule.

Bereavement Days Off Relationship
5 Immediate family – spouse, partner, child, parent, sister, brother
3 In-laws, grandparents, grandchild
2 Uncle, aunt, cousin, nephew, niece, or person with whom the employee has maintained a close personal relationship

11.4.5 Leave Without Pay

From time to time, professional staff may request leave without pay. This is granted by the Chief Librarian in consultation with the Executive Committee and by the Executive Committee if the request for leave without pay is for the Chief Librarian. In the case of all other staff, the request must be first approved by the Chief Librarian and ratified by the Executive Committee.

11.4.6 Jury or Witness Duty

Staff members subpoenaed for jury duty or as court witnesses will be given leave and receive their regular pay and benefits.

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11.5 Library Volunteers

Most recent revision: April 2015
Reviewed by Policy Committee: April 2015
Reviewed by Board: Nov 2015

Policy Statement

The library supports the concept of volunteerism, recognizes the important role that volunteers can play and encourages their activities. The energy, expertise, and commitment of volunteers help the library offer more services to patrons and strengthen the link to the communities we serve.

A volunteer is a person who performs assigned tasks for the Library without wages, benefits, or compensation (including travel expenses) of any kind.
Volunteers do not replace paid Library staff, but enhance and extend their services, and are not considered as employees of the Library.

11.5.1 Recruitment and Orientation

Most recent revision: April 2015
Reviewed by Policy Committee: April 2015
Reviewed by Board: Nov 2015

Policy Statements

The Chief Librarian is responsible for the recruitment of volunteers.

  • The membership of the volunteer recruitment committee will include the Chief Librarian or Librarian, the Volunteer Coordinator and the Head Supervisor.
  • While there are no restrictions as to sex, race or creed regarding the acceptance of volunteers, they must possess skills appropriate to the job.
  • Volunteers working on the circulation desk must be at least 14 years of age.
  • All volunteers are required to complete an application form prior to being assigned to a volunteer position.
  • Potential volunteers may be interviewed to ascertain their suitability, interest and ability to undertake the position.
  • In placing a volunteer in a position, attention will be paid to the interests and capabilities of the volunteer, and to the requirements of that volunteer position. Ideally the volunteer will have the opportunity to develop new skills relating to library operations as they gain experience.
  • Volunteers will be provided with an orientation to the library premises, services, policies, and people with a focus on the areas relating directly to their assigned tasks.
  • To maintain the desired high standards of operation in the Library, all volunteers will be trained in the daily operation of the Library and be encouraged to attend meetings of the volunteers.
  • Descriptions of and responsibilities for every volunteer job are clearly stated and listed in the procedure manual.
  • Volunteers will be treated as non-paid employees. They have the right to be treated as a co-worker, not just free help. This also means volunteers are expected to meet their commitment made to the library.
  • All personal information about volunteers is collected for internal purposes only in accordance with the Library’s Privacy Policy (Section 7: Privacy).
  • Performance reviews of volunteer staff may be conducted by the Volunteer Coordinator, the Supervisor, and the Chief Librarian or Librarian.
  • Volunteer staff agree to work certain shifts and arrange their own hours with the Volunteer Coordinator.

11.5.2 Responsibilities

  • Volunteers will maintain the Professional Standards outlined in Section 11.6 Professional Standards.
  • Volunteers will advise their Supervisor immediately if any difficulties are encountered in meeting their obligations.
  • When expecting to be absent from a scheduled volunteer duty, volunteers will inform the Volunteer Coordinator and their Supervisor in advance, and will make every attempt to find a replacement.
  • Continual absenteeism will result in a review of the volunteer’s placement.
  • Volunteers must be covered by their own vehicle insurance when their volunteer activity involves the use of a vehicle.
  • Volunteers will inform the Volunteer Coordinator of any changes to personal contact information such as home address, telephone number and/or email address.
  • Volunteers who wish to resign will advise both their Supervisor and Volunteer Coordinator about the decision to end their commitment to the library, and the effective date of their departure.
  • In the event of inclement weather, volunteers will come in for their shift if they can do so safely; volunteers will notify their Supervisor if weather conditions make it risky/impossible for them to come in for their shift.

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11.6 Professional Standards

Most recent revision: April 2015
Reviewed by Policy Committee: April 2015
Reviewed by Board: October 2017

Policy Statements

All employees and volunteers are required to comply with normal standards of conduct, which are intended to promote consistency and harmony in the workplace, and to support the missions and objectives of the Library.

11.6.1 Staff/Volunteer Conduct toward Visitors, Patrons, and Library Personnel

All staff and volunteers agree to:

  • provide all visitors and patrons with a friendly, welcoming atmosphere, conducive to reading, study, and other library activities;
  • treat all visitors, patrons, and library personnel with thoughtfulness, respect, courtesy, tact and consideration;
  • treat all visitors, patrons, and library personnel equally and in a professional manner, regardless of gender, national origin, age, or any other classification proscribed under local, provincial, or federal law;
  • give all visitors and patrons competent, prompt and courteous attention.

11.6.2 Confidentiality

PURPOSE

This policy outlines standards to protect confidential information, in all its forms, to which Library staff, volunteers, and others may have access. By clarifying expectations, these standards will protect the employer, employees, and others who have access to confidential information.

SCOPE

This policy applies to all SSIPL employees, volunteers, contractors, consultants, and other workers, including all personnel affiliated with third parties. The term “user” in this policy includes all of these individuals who from time to time, or as part of their normal job duties, have access to confidential information. The term “patron” in this policy applies to Library members and visitors.

STANDARDS

As part of their role in the organization, users may acquire confidential information about SSIPL, its patrons, and/or its employees. Users are expected to take all reasonable measures to safeguard any confidential corporate information or confidential information about Library patrons, staff, and volunteers they may obtain in the course of their normal job duties or otherwise. Confidential information must be securely destroyed when it is no longer needed.

Users are expected to protect each library patron’s right to privacy and confidentiality with respect to personal and/or financial details about the library patron, information sought or received, and materials consulted, borrowed, acquired, or transmitted.

Users may only access and/or alter confidential information as required for them to carry out their normal job duties. This includes, but is not limited to, patron records and employee personnel files.

Users who receive confidential information through their employment or other association with SSIPL must disclose, release, or transmit such information only to those persons who are authorized to receive it.

Users are expected to exercise caution and discretion in handling confidential information, including taking care not to discuss such information in social or public situations. The proper handling, protection, and disposal of confidential information applies both within and outside the Library and continues to apply after the employment or other relationship ends.

11.6.3 Personal Appearance

All staff and volunteers agree to:

  • dress in a clean, presentable and appropriate fashion during business hours to present a positive image to the Library’s patrons and visitors;
  • recognize that the Library is a scent-free work place.

11.6.4 Safety and Security

All staff and volunteers agree to:

  • observe all library safety and security procedures;
  • have a full understanding of emergency evacuation responsibilities and to carry them out accurately and efficiently when the need arises;
  • report any unsafe/inappropriate conditions or behaviour by visitors, patrons or library personnel to a Supervisor or one of the Librarians.

11.6.5 Public Statements/Official Spokespersons

The Chair of the Salt Spring Island Public Library Board and/or the Chief Librarian, or designate, will be the spokesperson when statements on behalf of the Salt Spring Island Public Library are required. This could include communicating Board decisions or corporate information about SSIPL. Corporate matters include how the Library is governed and legal, financial and personnel matters. Employees will not speak on behalf of SSIPL and/or the Board about corporate matters unless they have been asked to do so by the Chief Librarian. Employees will inform the Chief Librarian if they are asked by the media for information about corporate matters or to comment on corporate matters.

Volunteers will not speak on behalf of SSIPL and/or the Board about corporate or operational matters. Volunteers will inform the Chief Librarian if they are asked for information or to comment on corporate or operational matters.

Employees will communicate openly and on a regular basis with members of the public about policies, programs, services and initiatives with which they are familiar and for which they have responsibility.


11.6.6 Criminal Record Check

All staff and volunteers over the age of 18 working directly with children must undergo a Criminal Record Check. The Library shall determine the relevancy of a confirmed criminal record and reserve the right to subsequently deny the applicant the employment or volunteer opportunity. Applicants are responsible for any costs incurred in obtaining a criminal record check.

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