Staff

SALARIES POLICY

Salaries and other terms and conditions of employment of organized personnel shall be determined through good faith collective negotiations as described and provided for in Act 336 of Michigan Public Acts of 1947 as amended through Act 379 of 1965, and Act 176 of Michigan Public Acts of 1939 as amended through Act 282 of 1965.

Policy Adopted by the Ann Arbor District Library Board December 12, 1995


EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION POLICY

The Ann Arbor District Library is an Equal Opportunity/Affirmative Action employer. The Library bases its employment decisions on its staffing needs and on each person’s qualifications, including such relevant factors as performance, experience, training, and education. The Library will not discriminate against employees or applicants for employment on any matter related to employment including hire, tenure, terms, conditions, and privileges of employment, because of race, color, religion, national origin, ancestry, age, sex, sexual orientation, height, weight, marital status, veteran status, physical or mental disability, gender identity or expression, or other factors prohibited by applicable law.

The Ann Arbor District Library is committed to taking affirmative action to increase diversity of applicants and employees.

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revisions adopted April 19, 2004, February 17, 2014


EMPLOYMENT OF CLOSE RELATIVES

The Ann Arbor District Library Board recognizes that close relatives of currently employed staff are entitled to be considered for employment based on the relative strength of their individual qualifications. The Ann Arbor District Library Board also recognizes that the employment of close relatives can be inconsistent with certain desirable supervisory practices and may even, upon occasion, become disruptive to the working environment. These concerns notwithstanding, the Board will permit the employment of such relatives as long as that employment:

    1. Results from standard screening and interviewing processes.

    2. Provides the best available candidate for the position.

    3. Does not constitute a direct superordinate/subordinate relationship for purposes of supervision and/or evaluation.

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revision adopted April 19, 2004


FAMILY AND MEDICAL LEAVE OF ABSENCE POLICY

The Family and Medical Leave Act (FMLA) provides eligible employees with unpaid leave for certain family and medical reasons. This policy sets out the employee’s rights and obligations.

A. Employee Eligibility Criteria. To be eligible for FMLA leave, you must be in a position covered under the FMLA and you must have been employed:

    • for at least twelve months (which need not be consecutive);
    • for at least 1250 hours during the 12 month period immediately preceding the commencement of the leave.

B. Reasons for FMLA Leave. Subject to the provisions of this policy and the Family and Medical Leave Act, an eligible employee may take leave for any one, or a combination of, the following reasons:

    1. The birth of the employee’s child or to care for the newborn child;

    2. The placement of a child with the employee for adoption or foster care or to care for the newly placed child.

    3. To care for the employee’s spouse, child or parent (but not in-law) with a serious health condition; and/or

    4. To care for the employee’s own serious health condition that makes the employee incapable of performing the functions of his or her job.

    5. A qualifying exigency (as defined by the Department of Labor) arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty or call to active duty status in support of a contingency operation as either a member of the reserve components or as a retired member of the Regular Armed Forces or Reserves. An employee whose family member is on active duty or call to active duty status in support of a contingency operation as a member of the Regular Armed Forces is not eligible to take leave because of a qualifying exigency.

    6. Care of the employee’s spouse, child, parent or next of kin (as defined by the Department of Labor) who is a current member of the Armed Forces and who, as a result of injury or illness incurred in the line of duty while on active duty in the Armed Forces, (a) is undergoing medical treatment, recuperation, or therapy, (b) is otherwise in outpatient status, or (c) is otherwise on a temporary disability retired list, provided that such injury or illness may render the service member medically unfit to perform duties of his/her office, grade, rank or rating.

C. Amount of Leave.

    1. An eligible employee is entitled to up to 12 workweeks of unpaid leave during a 12-month period for reasons 1-5 above.

    2. An eligible employee is entitled to up to 26 workweeks in a single 12-month period to care for an injured or ill service member (reason 6 above). Provided, however, leave to care for an injured or ill service member, when combined with other FMLA qualifying leave (reasons 1-5), may not exceed 26 weeks in a single 12 month period. The single 12-month period is on a per-covered-servicemember, per-injury basis. If all of the 26 workweek entitlement is not used in the single 12-month period, the remaining leave entitlement is forfeited. This paragraph does not limit the availability of FMLA leave for reasons 1-5 during any other 12-month period.

D. Leave Period.

    1. Reasons 1-5. The leave for reasons 1-5 is a rolling 12-month period measured backward from the first day of the employee’s leave.

    2. Reason 6. The single 12-month leave period for reason 6 will be measured beginning with the first day of leave taken and ending 12 months later.

E. Birth, Care or Placement of Child. The right to FMLA leave for the birth, care and/or placement of a child into an employee’s family may only be taken within the 12 months after the date of the birth or placement of the child.

F. Spouses Working for the Library. If both spouses are employed by the Library, the combined leave for either birth, care and/or placement of a child, or to care for the employee’s parent with a serious health condition shall not exceed 12 weeks. The combined leave for spouses working for the Library is limited to 26 weeks when leave is to care for an injured or ill service member, or such leave is taken in combination with leave for either birth, care and/or placement of a child, or to care for the employee’s parent.

G. Intermittent or Reduced Work Schedule Leave.

    1. Definitions. Under some circumstances, employees may take FMLA leave intermittently or on a reduced work schedule basis. Intermittent leave is leave taken in separate blocks of time. A reduced work schedule leave is a leave schedule that reduces an employee’s usual number of hours per workweek or hours per workday.

    2. Birth, Care or Placement of a Child. In the case of unpaid leave for the birth, care or placement of a child, intermittent leave or working a reduced number of hours is not permitted, unless both the employee and the Library agree.

    3. Medical Necessity. In the case of unpaid leave for serious health conditions, the leave may be taken intermittently or on a reduced hours basis only if such leave is medically necessary.

    4. Military Family Leave. FMLA leave may also be taken intermittently or on a reduced hours basis for reasons relating to a family member’s qualifying exigency (reason 5) or when an employee needs to care for a family member who has incurred an injury or illness while on active duty (reason 6).

    5. Temporary Transfer of Position. Where an employee requests intermittent leave or leave on a reduced hours basis, the Library has the option, in its sole discretion, to require the employee to transfer to a temporary alternative job for which the employee is qualified and which better accommodates the intermittent leave or reduced hours leave than the employee’s regular job. The temporary position will have equivalent pay and benefits as the employee’s regular job.

    6. Scheduling of Leave. If an employee takes leave intermittently or on a reduced work schedule basis, the employee must, if possible, attempt to schedule the leave so as not to unduly disrupt operations.

H. Written Application. You should request FMLA leave by completing the Library’s Application for FMLA Leave form and submitting it to Human Resources. You can obtain one of these forms from Human Resources.

I. Employee Notice Requirement.

    1. Reasons 1 and 2. When the necessity for leave under reasons 1 and 2 is foreseeable based on an expected birth or placement, the employee must provide Human Resources with at least 30 days advance notice, before the leave is to begin, of the employee’s intention to take leave, except that if the date of birth or placement requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable and shall comply with the Library’s normal call-in procedure.

    2. Reasons 3, 4 and 6. When the necessity for leave under reasons 3, 4 and 6, is foreseeable based upon planned medical treatment, the employee

    a) Shall make a reasonable effort to schedule the treatment so as to not unduly disrupt operations, subject to the approval of the applicable health care provider; and

    b) Shall be provided not less than 30 days’ notice, before the date the leave is to begin, of the employee’s intention to take leave, except that if the date of treatment requires leave to begin in less than 30 days, the employee shall provide such notice as is practicable and shall comply with the Library’s normal call-in procedure.

    3. Reason 5. When the necessity for leave under reason 5 is foreseeable, the employee shall provide such notice as is reasonable and practicable and shall comply with the Library’s normal call-in procedure.

J. Initial Documentation.

    1. Family Member Status. When leave is taken to care for a family member, the Library may require the employee to provide documentation or statement of family relationship (e.g., birth certificate or court document).

    2. Medical Certification. An application for FMLA based on reasons 3, 4 or 6 must, in addition to the “Application For FMLA Leave” form, be accompanied by the applicable “Certification of Health Care Provider” form. The certification must state the date on which the health condition commenced, the probable duration of the condition, and the appropriate medical facts regarding the condition. If the employee has a serious health condition, the certification must state that the employee cannot perform the functions of his or her job. If the Library receives a complete medical certification, it will limit its inquiries to the health care provider for clarification and authenticity.

    3. Qualified Exigency (Reason 5). A request for leave for a qualified exigency (reason 5), must be supported by complete and sufficient certification as provided for on the “Certification of Qualifying Exigency for Military Family Leave” form.

K. Employee’s Reporting Requirements.

    1. Recertification and Periodic Reporting. The Library may require an employee on FMLA leave to report periodically on his or her status and the intention of the employee to return to work, and also periodic recertification of the medical condition. The Library will notify the employee in writing of its initial requirement for medical certification. The Library will advise the employee of its need for additional medical certification in writing. Recertification is not required for Military Family Leaves (reasons 5 and 6).

    2. Change in Return to Work Date. If the employee’s anticipated return to work date changes and it becomes necessary for the employee to take more or less leave than originally anticipated, the employee must provide Human Resources with reasonable notice of the employee’s changed circumstances and new return to work date. If the employee gives Human Resources notice of the employee’s intent not to return to work, the employee will be considered to have voluntarily resigned.

    3. Fitness for Duty Certification. Before the employee returns to work from FMLA leave for the employee’s own serious health condition, the employee may be required to submit a fitness for duty certification from the employee’s health care provider, with respect to the condition for which the leave was taken, stating that the employee is able to resume work.

FMLA leave or return to work may be delayed or denied if the appropriate documentation is not provided in a timely manner.

L. Use of Paid and Unpaid Leave. Leave taken for reasons 1, 2 3, 4 and 6 shall be charged first to accumulated and earned paid sick time and, if this is insufficient, the employee may choose to use accumulated and earned vacation time. Leave taken for reason 5 may, at the employee’s election, be charged to accumulated and earned vacation time.

If the employee exhausts his/her earned and accumulated paid leave time during the leave of absence, the remainder of the leave shall be unpaid. The employee shall continue to receive the benefits described in the Leave of Absence policy during the leave of absence period.

The employee shall not suffer any loss of benefits or service credit which he/she accrued prior to the leave of absence.

The Library is responsible for designating if paid leave used by the employee counts as FMLA leave, based on information provided by the employee.

M. Designation of Leave. Human Resources will notify the employee that leave has been designated as FMLA leave, either upon the employee’s request or, if the Library believes the leave to be for an FMLA qualifying purpose. The Library may provisionally designate the employee’s leave as FMLA leave if the Library has not received medical certification or has not otherwise been able to confirm that the employee’s leave qualifies as FMLA leave. If the employee has not notified Human Resources of the reason for the leave, and the employee desires that leave be counted as FMLA leave, the employee must notify Human Resources as soon as practicable that the leave is/was for an FMLA reason. The employee will be expected to respond to reasonable employer inquiries designed to determine if the absence is potentially FMLA-qualified. Failure to provide timely notice or sufficient information may result in the delay or denial of FMLA coverage. In addition, if the Library determines that an employee’s leave was for an FMLA purpose, it may designate the leave as retroactive FMLA leave in appropriate circumstances in accordance with FMLA regulations.

N. Maintenance of Health Benefits. During FMLA leave an employee is entitled to continued group health plan coverage under the same conditions as if the employee was at work.

An employee on FMLA leave must continue making insurance premium payments to maintain insurance coverage, as must the Library. The employee and the Library will determine, prior to commencement of the FMLA leave, the method for the employee to pay his or her share of health insurance premiums while on unpaid FMLA leave. If the employee’s payment of health insurance premiums is more than 30 days late, the Library may discontinue health insurance coverage upon notice to the employee.

The Library’s obligation to maintain health benefits under FMLA will cease if and when an employee informs the Library of an intent not to return to work at the end of the leave period, or if the employee fails to return to work when the FMLA leave entitlement is used up.

O. Return From FMLA Leave. Upon return from FMLA leave, the Library will place the employee in the same position the employee held before the leave or an equivalent position with equivalent pay, benefits and other employment terms and conditions.

P. Limitations on Reinstatement. An employee is entitled to reinstatement only if he/she would have continued to be employed had FMLA leave not been taken. Thus, an employee is not entitled to reinstatement if, because of a layoff, reduction in force or other legitimate business reason, the employee would not have been employed at the time job restoration is sought.

In addition, the Library reserves the right to deny reinstatement to salaried, eligible employees who are among the highest paid 10 percent of the Library’s employees (“key employees”), if such denial is necessary to prevent substantial and grievous economic injury to the Library’s operations.

Q. Failure to Return to Work Following FMLA Leave. If the employee does not return to work following the conclusion of FMLA leave, the employee will be considered to have voluntarily resigned. The Library may recover, through deduction of accrued paid PTO or vacation or other means, premiums it paid to maintain health insurance coverage for an employee who fails to return to work from FMLA leave, unless the reason the employee does not return is due to (1) the continuation, recurrence or onset of a serious health condition that entitles the employee to leave under reasons 3 or 4, or (2) the continuation, recurrence or onset of a serious injury or illness of the family member when leave was taken for reason 6, or (3) other circumstances beyond the employee’s control.

R. Conformance with FMLA. The foregoing provisions are intended to comply with the Family and Medical Leave Act of 1993, as amended, and with Regulations promulgated, from time to time, by the Department of Labor. To the extent that any provision conflicts with the Act or Regulations, the Act and/or Regulations shall control.

S. Reservation of Rights. The Library reserves the right to exercise all rights accorded employers under the Act and Regulations, whether or not the policy specifically sets out those rights.

Policy adopted by the Ann Arbor District Library Board May 19, 1997
Revisions adopted April 19, 2004 and April 27, 2009


STAFF DEVELOPMENT AND TRAINING POLICY

The Ann Arbor District Library recognizes that staff training, development, and participation in professional conferences are important for professional growth. The Library supports participation in workshops, conferences, seminars, and meetings, consistent with the Library's strategic goals and established budget priorities.

Policy adopted by the Ann Arbor District Library Board May 19, 1997
Revisions adopted April 19, 2004


PERFORMANCE EVALUATION POLICY

Performance appraisals are used to assist in strengthening the library's programs and services, by providing for a periodic exchange of information between supervisor and employee and administrative staff about progress, accomplishments and areas needing improvement. They are an opportunity for a staff member and supervisor to discuss the individual's key responsibilities, align them with the objectives of the department and the library's strategic plan, and to discuss how the individual's behavior fits with organizational values. They are also an opportunity for clarifying work standards, discussing training and development needs, setting goals for the next year and identifying the support needed to reach such goals.

Each employee shall be evaluated periodically by the employee's immediate supervisor. The frequency, process and instruments to be used in such evaluations shall be determined by the administration.

Policy adopted by the Ann Arbor District Library Board February 16, 1998


PAY FOR PERFORMANCE POLICY FOR NON-REPRESENTED EMPLOYEES

I. Purpose

It is the purpose of this policy to provide a means for the regular review and, where appropriate, the adjustment of each employee’s compensation consistent with his/her contributions to the Library, internal equity, and the external market.

II. Statement of Policy

A. It is the policy of the Ann Arbor District Library to provide compensation that will attract and retain qualified staff, encourage employees to make superior contributions to organizational success and assure internally equitable and externally competitive rates of pay.

B. The Administration shall be responsible for promulgating a program for adjusting employees’ compensation, subject to the following guidelines:

  • All general compensation increases shall take effect on or about July 1 of each year.

  • Salary ranges shall be adjusted based upon a survey of benchmarked positions deemed to be comparable in the local area, state, and region every two to five years, as necessary. Between survey, the salary ranges shall be adjusted based upon changes in the consumer price index for southeast Michigan over the preceding year.

  • As part of the annual budget process, the Administration will propose, for the Board’s consideration, a "compensation pool" amount to be factored into the budget for the next year’s compensation adjustments.

  • A distribution model shall be developed to assist in determining appropriate percentage compensation adjustments based upon each employee’s performance. The aggregate total of all compensation adjustments may not exceed the maximum amount designated by the board for that purpose.

  • Step increases may be paid to an employee whose performance meets expectations and is presently compensated at or above the salary low limit and below the competitive minimum. It is expected that the employee will be advanced annually toward the competitive minimum based upon the acquisition of additional experience and skills. Once fully functioning, an employee may continue to be advanced through the salary range, up to the competitive maximum of the range, provided his/her performance is perceived to warrant such advancement, and is approved by the Director.

  • In extraordinary circumstances, adjustments may be approved beyond the competitive maximum of the salary range. For purposes of this provision, extraordinary circumstances shall be limited to those cases in which (1) the employee possesses extensive qualifications or experience and performs at level dramatically above the expectations of the Library for that position, or (2) the external market rate for the position is shown to clearly in excess of the rate then established for the competitive maximum of the salary range. All exceptions based on extraordinary circumstances require Board approval.

  • No employee receiving a rating below "Meets Expectations" may receive a pay adjustment of any kind.

  • Except in the extraordinary circumstances referenced above, an employee may receive an adjustment in base salary only to the competitive maximum. An employee who is at or above the competitive maximum may, however, receive compensation in the form of a bonus (not added to base salary).

III. Definitions

None

IV. Application

This policy shall apply to all non-represented employees of the Ann Arbor District Library.

V. Responsibility

The Associate Director of Finance and Administrative Services shall be responsible for implementation of this policy, subject to the guidance, direction and oversight of the Director.

VI. Administrative Procedure

To be determined by the Administration.

Policy adopted by the Ann Arbor District Library Board July 20, 1998


WORKPLACE VIOLENCE AND WEAPONS POLICY

The Ann Arbor District Library is committed to providing a safe work environment to its employees. Accordingly, no employee is permitted to bring weapons or firearms of any sort into the workplace or carry them in library vehicles or in personal vehicles parked on Library property. In addition, threatening behavior by employees, patrons, or others will not be tolerated. Such threatening behavior includes, but is not limited to, physical attacks, verbal or physical threats, destruction of property, harassment, intimidation, abusive language, or other words or acts which are intended to harm or intimidate or have the effect of harming or intimidating another person.

Employees are to report to management any possession of weapons or threatening behavior they have witnessed, or of which they are aware. Employees should also report any behavior they regard as intimidating or potentially dangerous, even if no actual violence or direct threat has occurred. This includes threats or intimidating behavior from other employees, patrons, or others when a risk has the potential of occurring at the workplace.

Threatening behavior should be reported immediately to a supervisor or manager. If the situation dictates, public emergency resources should be called by dialing 911.

Employees who engage in behavior that threatens the safety of employees or patrons, or others who may be in the workplace, will be subject to disciplinary action, up to and including termination.

Policy adopted by the Ann Arbor District Library Board May 17, 1999


WORKERS' COMPENSATION

If an employee is injured on the job and becomes eligible for and is receiving compensation under the Michigan Workers' Disability Compensation Act (WDCA), the employee may use accumulated sick leave, if applicable, to supplement the difference between the gross weekly compensation under the WECA and his/her gross weekly earnings (or, for casual employees, the gross wages which would be earned in their normally scheduled work week). The difference shall be charged against the employee's accumulated sick leave days, if applicable, on a pro-rated basis.

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revisions adopted April 19, 2004


COURT APPEARANCES

Employees of the Ann Arbor District Library are required, on occasion, to be absent from their work assignment for the purpose of fulfilling obligations to the judicial system. It shall be the policy of the Ann Arbor District Library Board to give employees administrative leave, where appropriate, to provide services to the courts. Such administrative leave may be with or without pay, and will be granted in accordance with appropriate master agreement, individual contract provision, or administrative regulation.

Where employees are absent from their duties to appear in court for purposes other than to provide service, their absence shall be accounted and reported in a manner determined by the Director or his/her designee. Administration of this policy will be in accordance with appropriate administrative regulations.

Policy adopted by the Ann Arbor District Library Board December 12, 1995


EMERGENCY CLOSING POLICY

The Library will be open whenever possible. In extraordinary cases when inclement weather or other emergencies imperil the health and safety of staff and customers, the Director or his/her designee may declare the Library closed.

The Director will then inform the staff through the appropriate supervisors that they are not required to report to work or that they may go home early.

When the Director declares the Library closed, those regular staff members who were previously scheduled to work will not lose pay for the regularly scheduled hours they would have otherwise worked.

In cases where a Branch or section of a particular building is closed due to emergency conditions, employees may be reassigned to work in different locations.

Policy adopted by the Ann Arbor District Library Board November 18, 1996
Revisions adopted April 19, 2004


SEXUAL HARASSMENT POLICY

The Ann Arbor District Library fully supports and complies with the laws which are enacted to protect and safeguard the rights and opportunities of all people to seek, obtain, and hold employment without being subjected or exposed to sexual harassment in the workplace.

For this purpose, "sexual harassment" is defined as including unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, whether or not it is directly linked to the grant or denial of an economic consideration, where such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment.

In order to permit the Ann Arbor District Library to take appropriate action to enforce this policy, employees are encouraged to report any sexual harassment to the attention of any one of the following persons:

  • Immediate Supervisor

  • Human Resources Manager

  • Director of the Library

Once reported, a thorough and discreet investigation will be conducted, and any employee found to have had sexually harassed another employee will be subject to disciplinary action.

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revisions adopted March 24, 1997


SOFTWARE USE POLICY

It is the policy of the Library that every copy of software used on any Library personal computer (PC) shall be a legitimate copy that the Library properly purchased or licensed. This policy applies even if the PC is not located on Library property.

To clarify any uncertainty regarding lawful use of computer software the Library acquires and to prevent any possible violations of the U.S. Copyright Act, the Library hereby adopts the following policies:

Installation, Use, and Copying of PC Software

Under the U.S. Copyright Act, each software program the Library acquires can be installed and used on only one PC at a time, unless additional permission is obtained from the software publisher. All other use of software is specifically prohibited.

Accordingly, to ensure that we comply with the Copyright Act, the Associate Director of Finance and Administrative Services will handle all software acquisitions, and no employee of the Library may do any of the following without first receiving approval from the Associate Director of Finance and Administrative Services.

  • Install or store any software on the hard disk of any Library PC.

  • Copy any software for personal use, for the use of third parties, or for any other purpose, except for copies reasonably required for backup or archival purposes.

  • Lend the original or any copy of any software to other Library offices or departments, or to third parties.

  • Remove a copy of any software from the Library premises to run on a home or other non-Library PC, or for any other purpose.

  • Bring to the Library premises, or run on a Library PC, any software acquired for use on a home or other non-Library computer.

Monitoring of Software Use and Copying

Each employee of the Library must assist in maintaining the integrity of this policy by becoming aware of the status of each software program he or she uses, and reporting any suspected illegal copying to his/her supervisor or to the Associate Director of Finance and Administrative Services.

The Associate Director of Finance and Administrative Services will be responsible for maintaining files on all software that the Library purchases or licenses, and for monitoring all software that is used on each Library PC, to verify that each copy of each program stored on each Library PC is an authorized copy that was legally installed on that computer. To this end, the Associate Director of Finance and Administrative Services will make periodic unannounced audits of all software programs stored on Library PC's.

If the Associate Director of Finance and Administrative Services is unable to verify that a program stored on a Library PC is an authorized copy legally installed on that computer, the department/employee responsible for operating that computer will be required to provide appropriate verification by producing a copy of the purchase order or the license agreement for the software, along with the original vendor-supplied documentation and the original vendor-supplied system diskettes for the software. Otherwise, the software will have to be removed from the computer.

All Library employees shall respect the integrity of the system or network. Under no circumstances shall any Library employee intentionally develop or use programs, transactions, data, or processes that harass other users or infiltrate the system or damage or alter the software or data components of a system. Alterations to any system or network software or data component shall be made only under specific instructions from authorized staff.

Policy adopted by the Ann Arbor District Library Board May 19, 1997
Revisions adopted April 19, 2004


COMPUTER, ELECTRONIC COMMUNICATIONS AND VOICE MAIL POLICY

Computer, Electronic and Voice Mail Communications Are Library Records.

The Library's computer, electronic communications, and voice mail systems (collectively referred to as "the Library's systems") are provided for employees to conduct Library business. Communications sent and received through the Library's systems are Library records and are the property of the Library. Excessive personal or inappropriate use of the Library's systems is strictly prohibited. Employees who misuse the Library's systems, or knowingly allow others to do so, are subject to discipline (up to and including termination) and possible legal action.

Library employees may use the Library's systems on their own time to a reasonable extent to pursue nonprofit personal interests, as long as that use does not violate Library policy or interfere with Library business.

The Library's systems must not be used to create offensive or disruptive messages. Among those considered offensive are any containing sexual implications, racial slurs, gender-specific comments, or any that offensively addresses someone else's age, sexual orientation, religious or political beliefs, race, national origin, or disability to harass another person in any way.

The Library's systems must not be used to send (upload) or receive (download) protected copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization.

Monitoring Access

The Library reserves and intends to exercise periodically the right to access, monitor and disclose use of its systems and contents of communications sent or received over its systems to determine whether there have been breaches of security, violations of Library policy or other system misuse. Notwithstanding the Library's right to retrieve and read communications sent or received over its systems, such messages should be treated as confidential by other employees and accessed only by intended recipients or when authorized by the Associate Director of Finance and Administrative Services.

All computer passcodes must be provided to supervisors upon request. No passcode may be used which is unknown to the Library.

Confidentiality

Employees must exercise special care to ensure that electronic and voice mail communications proprietary to the Library, or confidential or copyrighted information, is not provided to persons who do not have a legal or business right to such information.

The use of the Library's systems constitutes an employee's acceptance of this Library policy.

Policy adopted by the Ann Arbor District Library Board May 19, 1997
Revisions adopted April 19, 2004


RELOCATION EXPENSE POLICY

The Library may pay moving and related expenses for new hires, not to exceed a maximum of 20% of their starting annual salary. Prior approval must be secured from the Library Director before the commitment to pay these expenses can be made.

Reimbursable expenses include:

  • Cost incurred during one visit to look for new housing in the area which includes overnight lodging not to exceed four nights, rental car, airfare, and per diem of $40

  • Packing, shipping and storage charges

  • Travel costs en route to the new housing

All recipients of relocation expenses will be required to execute a contract agreeing to reimburse the Library 100% of all monies received, if they do not commence their employment or if they separate from service for any reason, before the end of their first full year of employment.

Applies to: New hires in positions for which the Library has undertaken a national search. The new employee must reside at least 50 miles from Ann Arbor at the time of accepting the job offer.

Policy adopted by the Ann Arbor District Library Board October 20, 1997


RECRUITMENT EXPENSE POLICY

The Library will reimburse costs associated with inviting candidates to Ann Arbor for the purpose of interviewing for positions for which they have been recruited. Such costs may include air travel, airport transit reimbursement, automobile mileage reimbursement, meal allowance, overnight lodging, and other reasonable and necessary expenses

Applies to: Finalists for positions for which the library has undertaken a national search. Finalists must be traveling to the interview a minimum of 50 miles each way.

Policy adopted by the Ann Arbor District Library Board October 20, 1997


BONUS POLICY

From time to time, the Personnel Committee may, at its discretion, review the performance of the Director and make a determination as to what bonus payment, if any, will be paid to the Director.

From time to time, the Director may review, at his/her discretion, the performance of the Associate Director(s) and/or Managers and make a determination as to what bonus payment, if any, may be paid to these individuals. The Director's bonus payment recommendations will be sent to the Personnel Committee for review.

Any approved bonus payments shall be determined prior to the final approval of the budget, and will be included in such budget.

Policy adopted by the Ann Arbor District Library Board April 19, 2004


SOCIAL SECURITY PRIVACY POLICY

I. Policy

Pursuant to Michigan state law, it is the policy of the Ann Arbor District Library (the “Library”) to protect the confidentiality of social security numbers. No person shall knowingly acquire disclose, transfer, or unlawfully use the social security number of any employee or other individual unless in accordance with applicable state and federal law and the procedures and rules established by this policy.

II. Administrative Procedures/Rules

A. Social Security Number Defined
As used in this policy, the term “social security number” includes both the entire nine-digit number and more than 4 sequential digits of the number.

B. Public Display
Social security numbers shall not be placed on identification cards or badges, membership cards, permits, licenses, time cards, employee rosters, bulletin boards, or any other materials or documents that are publicly displayed. Documents, materials, or computer screens that display social security numbers shall be kept out of public view at all times.

C. Access to Social Security Numbers
Only persons authorized by the responsible department or other administrative unit head shall have access to information or documents that contain social security numbers.

D. Mailed or Transmitted Documents
Documents containing social security numbers shall only be mailed or transmitted in the following circumstances:

    (i) State or federal law, rule, regulation, or court order or rule authorizes, permits, or requires that a social security number appear in the document.

    (ii) The document is sent as part of an application or enrollment process initiated by the individual whose social security number is contained in the document.

    (iii) The document is sent to establish, confirm the status of, service, amend, or terminate an account, contract, policy, or employee or health insurance benefit or to confirm the accuracy of a social security number of an individual who has an account, contract, policy, or employee or health insurance benefit.

    (iv) The document or information is a copy of a public record filed or recorded with the county clerk or register of deeds office and is mailed by that office to a person entitled to receive that record.

    (v) The document or information is a copy of a vital record recorded as provided by law and is mailed to a person entitled to receive that record.

    (vi) The document or information is mailed by or at the request of an individual whose social security number appears in the document or information or his or her parent or legal guardian.

Documents containing social security numbers that are mailed or otherwise sent to an individual shall not reveal the number through the envelope window, nor shall the number be otherwise visible from outside the envelope or package.

Social security numbers shall not be sent over the internet or a computer system or network (e.g. through e-mail) unless the connection is secure or the transmission is encrypted. No individual shall be required to use or transmit his or her social security number over the internet or a computer system, or to gain access to an internet website, computer system, or network (e.g. through e-mail) unless the connection is secure, the transmission is encrypted, or a password or other unique personal identification number or other authentication device is also required to gain access to the internet website or computer system or network.

E. Storage and Disposal
All documents or files that contain social security numbers shall be stored in a physically secure manner. Social security numbers shall not be stored on computers or other electronic devices that are not secured against unauthorized access.

Documents or other materials containing social security numbers shall not be thrown away in the trash; they shall be discarded or destroyed only in a manner that protects their confidentiality, such as shredding.

F. Information Collected
Social security numbers should only be collected where required by federal and state law or as otherwise permitted under the Michigan Social Security Number Privacy Act. If a unique identifier is needed, a substitute for the social security number shall be used.

G. Accountability
Any person who fails to comply with this policy shall be subject to discipline up to and including discharge.

H. Policy Guidance
If any questions regarding social security number privacy and security should arise, contact Human Resources for policy clarification and guidance.

Policy adopted by the Ann Arbor District Library Board December 19, 2005


CONFLICT OF INTEREST POLICY-LIBRARY ADMINISTRATIVE EMPLOYEES

I. Application of Policy

This policy is intended to supplement, but not replace, federal and state laws governing conflicts of interest applicable to the Library and its operations, with respect to potential conflicts of interest involving Library Administrative Employees (as defined below).

This policy applies to Library Administrative Employees with significant decision-making authority as follows: Director, Associate Director, Administrative Assistant, Manager, Staffing Coordinator, and Purchasing Agent (collectively, “Administrative Employees”). Persons covered under this policy, as well as their relatives and associates, may be referred to in this policy as "interested parties."

II. Conflict of Interest

A conflict of interest may exist when the interests or concerns of an interested party may be seen as competing with the interests or concerns of the Library. There are a variety of situations that raise conflict of interest concerns including, but not limited to, the following:

A. Financial Interests - A conflict may exist where an interested party directly or indirectly benefits or profits as a result of a decision, policy or transaction made by the Library. Examples include situations where:

    • The Library contracts to purchase or lease goods, services, or properties from an interested party.

    • The Library offers employment or compensation to an interested party or an entity with which the interested party has a direct or indirect financial interest, other than a person who is already employed by the Library.

    • An interested party is provided with a gift, gratuity, or favor of a substantial nature from a person or entity that does business or seeks to do business with the Library. The preceding shall not apply to tokens of appreciation having an aggregate value of $75 or less.

    • An interested party is gratuitously provided use of the facilities, property, or services of the Library, except in accordance with Library policies as to public use of Library facilities and property.

    • The Library adopts a policy that financially benefits an interested party.

A financial interest is not necessarily a conflict of interest. A financial conflict of interest exists only when there is a determination of an actual conflict of interest pursuant to this policy.

B. Other Interests - A conflict also may exist where an interested party obtains a non-financial benefit or advantage that he/she would not have obtained absent his/her relationship with the Library. Examples include where:

    • An interested party seeks to obtain preferential treatment by the Library or recognition for himself/herself or another interested party.

    • An interested party seeks to make use of confidential information obtained from the Library for his/her own benefit (not necessarily financial) or for the benefit of another interested party.

    • An interested party seeks to take advantage of an opportunity or enables another interested person or other organization to take advantage of an opportunity that he/she has reason to believe would be of interest to the Library.

    • The Library adopts a policy that provides a significant nonfinancial benefit to an interested party.

Again, a conflict of interest exists only when there is a determination of an actual conflict of interest pursuant to this policy.

III. Disclosure of Potential Conflicts of Interest

Each Administrative Employee is under a continuing obligation to disclose any potential conflict of interest as soon as it is known or reasonably should be known. For Administrative Employees other than the Library Director, any potential conflict of interest (as defined in this policy) shall be disclosed to the Library Director. In the case of the Library Director, any potential conflict of interest (as defined in this policy) shall be disclosed to the Board Chair.

In addition to the continuing obligation to disclose potential conflicts of interest, each Administrative Employee shall complete the Affirmation of Compliance (Appendix A) upon his/her association with the Library and annually thereafter.

IV. Procedures for Review of Potential Conflicts

Where the potential conflict involves an Administrative Employee other than the Library Director, the Library Director shall be responsible for reviewing the matter and may take appropriate action as necessary to protect the interests of the Library. The Library Director shall report to the Chair the results of any review and the action taken. The Chair shall determine whether any further board review or action is required. If the Library Director is not disinterested with respect to the matter, it shall be further reviewed and approved by the Board Chair.
For any potential conflict of interest involving the Library Director, the Board Chair shall be responsible for reviewing the matter and may take appropriate action as necessary to protect the interests of the Library, including referral of the matter to the Board of Trustees for further consideration or action. If the Board Chair is not disinterested with respect to the potential conflict of interest, the matter shall be reviewed further and approved by the Board of Trustees.

Further consideration or action on potential or actual conflicts of interest shall include but not necessarily be limited to invoking the procedures described below with respect to a specific proposed action, policy or transaction.

V. Procedures for Addressing Conflicts of Interest

Where a potential conflict exists between the interests of the Library and an interested party with respect to a specific proposed action, policy or transaction, the responsible reviewer under Section IV shall consider the matter. The Library shall refrain from acting until such time as the proposed action, policy or transaction has been approved by the responsible reviewer.

A. An interested party who has a potential conflict of interest with respect to a proposed action, policy or transaction of the corporation may provide factual information about the proposed conflict and/or action, policy or transaction.

B. The Library Director, Board Chair, or Board of Trustees, as applicable, may approve the proposed action, policy or transaction presented by an Administrative Employee with a potential or actual conflict of interest upon finding that it is in the best interests of the Library.

C. In making a determination as to a proposed action, policy or transaction that involves a potential or actual conflict of interest, the Library Director, Board Chair, or Board of Trustees, as applicable, shall consider whether the terms of the proposed action, transaction or policy are fair and reasonable to the Library and whether it would be possible, with reasonable effort, to find a more advantageous arrangement with a party or entity that is not an interested party.

D. Approval of any proposed action, policy or transaction by the Board of Trustees shall follow Board policies and procedures, including the conflict of interest policy applicable to Board members.

VI. Documentation

The Library shall document when a conflict disclosure is made under this policy by an Administrative Employee and the disposition of the potential or actual conflict, including a determination that the responsible reviewer acted without any conflict of interest as defined in this policy.

VII. Violations of Conflict of Interest Policy

An Administrative Employee’s failure to disclose a potential or actual conflict of interest may result in such disciplinary and corrective action as the Library Director or Board of Trustees shall determine.

Policy adopted by the Ann Arbor District Library Board May 17, 2010


LEGAL COMPLIANCE POLICY

It is the intent of the Library to adhere to all laws, regulations, and rules promulgated pursuant to law that apply to the Library, including but not limited to, all laws providing for the protection of whistleblowers.

Employees with concerns regarding a violation or suspected violation of a law, regulation, or rule should report their concerns either verbally or in writing to the Director. An employee, who is uncomfortable in bringing such matter to the Director, may report his or her concerns to the Chair of the Board of Directors.

No employee will be discharged, threatened or otherwise discriminated against regarding the employee’s compensation, terms, conditions, location or privileges of employment because the employee, or a person acting on behalf of the employee, reports or is about to report, verbally or in writing, a violation or a suspected violation of a law or regulation or rule promulgated pursuant to law of the State of Michigan, a political subdivision of this state, or the United States to a public body, unless the employee knows that the report is false, or because the employee is requested by a public body to participate in an investigation, hearing, or inquiry held by that public body, or a court action.

Policy adopted by the Ann Arbor District Library Board May 17, 2010