policies
PERSONNEL

PERSONNEL

Approved January 24, 2024; Revised January 28, 2026.

The Personnel Policy addresses the employment practices of the library.

Legal responsibility is vested in the Board of Library Trustees, which is the policy- forming body of the library. The responsibilities of the Board of Library Trustees includes selection of a Library Director, who is the administrative officer of the library. The Library Director is responsible for the implementation of the policies and decisions of the Board of Library Trustees as they affect employees. The Library Director is in overall charge of library personnel and is responsible for the hiring and termination of all employees, the assignment of duties, establishing standards of service, and staff development. In the absence of the Library Director, the Assistant Director serves as the administrative officer of the library.

The Downers Grove Public Library affords equal employment opportunities as required by applicable law. This policy of equal employment applies to all aspects of the employment relationship, including, but not limited to, initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination. The library does not discriminate on the basis of race, color, gender, gender identity, age, disability, religion, ancestry, national origin, marital status, sexual orientation, military or veteran status, or any other characteristic that is protected by applicable law.

The Board of Library Trustees appoints the Library Director. The Library Director is responsible for the hiring and appointment of all other library employees. For all positions, notice of employment is made in writing and states the position to which the applicant is appointed, wages, and benefits. Acceptance of employment carries with it an obligation to abide by the terms specified in the offer letter and by the policies, procedures, rules, and regulations of the library.

Immediate family members will not be appointed under the direct supervision of each other, subject to any applicable legal provisions. The appointment of immediate family members of Library Trustees, Library Director, or Assistant Director is prohibited. The term “immediate family member” includes the following for the purposes of this policy:

Grandparent, grandparent-in-law, brother, sister, brother-in-law, sister-in-law, daughter- in-law, son-in-law, father, father-in-law, mother, mother-in-law, spouse, domestic partner, child, stepchild, foster child, grandchild, ward, stepmother, stepfather, stepbrother, stepsister, legal guardian, or other person who stands in place of a parent, as well as any relative residing at the employee's address and requiring the care and attention of the employee.

The Downers Grove Public Library provides equal employment opportunity to all applicants on the basis of demonstrated ability, experience, and potential. All recruitment shall be conducted in an equitable, ethical, professional, and nondiscriminatory manner. Notice of position openings may be posted internally, as well as externally, as deemed appropriate by Administration. The library reserves the right not to post a particular opening. The Library Director may reassign staff without posting a vacancy if it is deemed to be in the best interest of the library. The Library Director may also reassign staff or eliminate positions due to financial considerations, changes in library services, or the adoption of new methods.

Individuals whose education and/or experience do not meet the minimum requirements as outlined in the job description will not be considered.

The library abides by state and federal laws regulating the hiring of minors (persons under 18 years of age). Minors, aged 14 or 15 may work at the library outside of school hours and during school vacations based on a valid work permit.

The library complies with all applicable state and federal laws in its hiring practices, including, but not limited to, Equal Employment Opportunity, Nondiscrimination and Anti-Harassment, Americans with Disabilities Act, and the Immigration Reform and Control Act.

All new hires are conditional and subject to pre-employment testing at the library’s expense. Employment is dependent upon satisfactory completion of the pre- employment testing, including a criminal background check. The criminal background check will be in accordance with state and federal laws. Refusal to submit to and/or failure of a criminal background check will remove the employment candidate from consideration for hire with the library. A background check shall not be required for transfers or promotions of current employees. Having a criminal history will not automatically preclude employment. The nature of the offense and its relevance to the particular work assignment will be considered on a case-by-case basis.

The Downers Grove Public Library is committed to employing only people who are authorized to work in the United States. The library does not discriminate on the basis of citizenship or national origin. In compliance with the Immigration Reform and Control Act of 1986, each new employee must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility.

Re-hires must complete the form if their previous I-9 is not retained or valid or if three years have passed. Employees with work authorizations that expire must provide updated work authorization documentation prior to the expiration date. Failure to provide renewed authorization may result in immediate suspension without pay or termination.

During the initial 60-day period of employment, the employee is not entitled to use vacation, sick leave, or personal days. Vacation, sick, and personal time will be recorded and will accrue during this period. Exceptions for use of leave during the introductory period may be made with the approval of the Library Director and/or the Business Office Manager. If termination occurs before the end of the 60-day period, the employee will be paid for all vacation time that has been accrued. Sick or personal time accrued will not be paid.

Full-time employees work a standard 7.5-hour workday and a weekly average of 37.5 hours.

Part-time employees work a weekly average of less than 37.5 hours.

Temporary employees work over a designated, predetermined period of time, usually not to exceed six months.

Substitute employees fill in for staff as necessary (maternity leaves, other types of leaves, illnesses, etc.). Generally, substitute employees have resigned/retired from their library jobs but may, at the discretion of the Library Director and Department Manager, be hired from outside the library.

Exempt employees are classified as exempt under the Fair Labor Standards Act and are not entitled to overtime pay.

Non-exempt employees are classified as non-exempt under the Fair Labor Standards Act. Non-exempt employees who work in excess of 40 hours per week receive compensation at a rate of one and one-half times the regular rate of pay for all hours over 40. Only hours actually worked are counted toward getting to 40 hours. Paid time off, such as vacation, sick, and holiday time, is not counted.

The Employee Handbook provides procedures to apply the Personnel Policy to the day- to-day library work environment. Procedures contained in the Employee Handbook, not directly impacted by library policy, may be changed or updated at the discretion of the Library Director. Departmental manuals may be changed or updated at the discretion of the Department Manager. Upon receipt and review of the Employee Handbook, the Employee Acknowledgement Form contained therein must be signed by all new employees. Thereafter, all employees are required to review the Employee Handbook and sign the Employee Acknowledgment Form annually.

Employees of the library shall adhere to the policies and procedures contained in the current Employee Handbook, Policy Manual, and departmental manuals. This includes, but is not limited to:

Customer Service

Employees and volunteers are to adhere to the customer service expectations contained in the Employee Handbook for all interactions in the workplace and when representing the library. Employees shall give the same standard of service to all co-workers and patrons regardless of race, color, gender, gender identity, age, disability, religion, ancestry, national origin, marital status, sexual orientation, military or veteran status, or any other characteristic that is protected by applicable law and handle all contact with the public in a friendly, professional, and courteous manner.

Patron Confidentiality and Professional Ethics

The library abides by the Illinois Library Records Confidentiality Act (P.A. 83- 179). All employees shall honor the provisions of this Act when dealing with patrons and their registration, circulation, and other confidential information. Employees of the library shall comply with the American Library Association’s Library Bill of Rights and Code of Ethics and the library’s ethics policies.

Personal Appearance

Employees and volunteers are expected to dress in neat and clean clothes that are appropriate for the position and wear a nametag while working. Inappropriate dress may cause the immediate supervisor to send the employee home to change. Continued inappropriate dress may result in disciplinary action, up to and including termination.

Trustee/Employee Relations

Trustees are not to be contacted by employees with any library issues. Doing so will result in disciplinary action. Employees should discuss any problems or concerns with their supervisor and/or follow the chain of command.

Exceptions to this policy may be made in the following situations:

- If the Library Director is not available in the event of an emergency;
- To contact the Board President in accordance with the Internal Complaint or Reporting Harassment sections of this policy;
- For joint Trustee/employee committee work; or
- To speak as a member of the public at an open meeting of the Board of Library Trustees.

Newly hired employees receive an orientation that includes a review of library and department policies and procedures, including those contained in handbooks and manuals; library operations and building tours; and safety and security procedures.

The Downers Grove Public Library supports the Illinois Human Rights Act, Illinois Pregnancy Accommodation Act, and the Americans with Disabilities Act. The library provides reasonable accommodations for pregnant employees and qualified employees with disabilities in the workplace unless such accommodations would present an undue hardship for the library. Reasonable accommodations apply to all covered employees and include, but are not limited to, hiring practices, job placement, training, pay practices, promotion and demotion policies, and layoff and termination procedures. The employee should contact their supervisor or the Human Resources & Finance Manager for further clarification regarding the library's policy on reasonable accommodations or to request a reasonable accommodation in the workplace.

The library conducts its business in such a way that the rights and privacy of all employees are respected in accordance with applicable law. Administrative employees will request, use, and retain only that personal information about employees which is required for business or legal reasons and shall protect and preserve the confidentiality of all personal information in its records and files to the extent allowed by law. Personal information will not be released to outside sources without the employee’s written approval, except as required by law. Exceptions are limited to simple employment verification and fulfillment of legal requirements, which includes the publishing of salaries and compensation. The library also recognizes its duty to protect the privacy of sources of information contained in an employee’s personnel file.

The library requires each employee to follow library standards concerning the confidentiality of any personal information about other employees. Violation of this principle is cause for termination.

The library reserves the right to search any employee’s office, desk, computer, file, locker, or any other area or article on the premises. Desks, cabinets, and other storage devices, as well as office space and office equipment including, without limitation, computer hardware and software and all communication servers and systems, remain the property of the library and are issued for the use of employees only during their employment. The Library Director or a specified agent may conduct an inspection of these areas or any articles found within them at any time with or without prior notice and with or without cause. Employees should have no expectation of privacy in any of these areas.

This section provides a framework for pay decisions, delineates responsibilities for the administration and maintenance of the compensation program, and outlines the process of salary recommendations and changes.

3.17.1 Compensation Philosophy

The library recognizes the essential role staff has in furthering the purpose and values of the library and in achieving the library’s strategic goals. The Board of Library Trustees and Administration are committed to maintaining an internally equitable and externally competitive compensation structure that will enable the library to recruit and retain a diverse staff of highly proficient and qualified employees and reward high- performing employees at all levels.

The library establishes and maintains pay ranges based upon internal equity and externally competitive guidelines with a base pay minimum and maximum for all pay ranges. Internal equity refers to the constant effort on the part of the Board of Library Trustees and Administration to ensure that pay is managed fairly across all employee pay ranges. Employees will be paid within the pay range for the pay grade of their position. In determining an employee’s rate of compensation within their assigned pay range, the library may consider the employee’s performance, seniority, education, experience, and the requirements for the position.

The library seeks to provide competitive salaries across all jobs – defined as sufficiently above the median of the local library competitor market – to continue to attract and retain superior staff. Annually, the library will collect, analyze, and consider pay ranges for benchmark positions in the competitor market and will make adjustments to pay ranges as needed.

The library compensation structure includes competitive benefits, such as flexible scheduling, paid time off, and training and continuing education for all jobs. Individual employees’ eligibility for benefits is dependent on hours worked, length of service, and other factors. Not all employees qualify for all benefits offered.

The Board of Library Trustees and Administration seek to ensure that benefits are offered and managed fairly across all jobs, defined as sufficiently above the average of the local library competitor market to continue to attract and retain superior staff.

The library encourages all employees to develop and maintain competitive skill levels through training initiatives and learning opportunities. The library endeavors to allow time and financial support for staff to attend approved training.

3.17.2 Objectives

The objectives of the Downers Grove Public Library’s compensation program include:

Attracting and retaining superior staff;
Establishing and maintaining competitive pay ranges consistent with the economic requirements of the Downers Grove Public Library, commensurate with the local library competitor market and its compensation philosophy;
Relating salaries paid to the duties and responsibilities of positions to provide a stimulus for employee self-improvement and advancement to greater responsibilities;
Maintaining a program of performance evaluation that identifies opportunities for employee development and places compensation rewards on an objective basis; and
Providing an effective management control system, which will permit delegation of responsibility within a framework of policy and

3.17.3 Job Descriptions

A job description that defines the essential job requirements, duties, responsibilities, and skills required to perform a specific role will be maintained for every position.

3.17.4 Salary Schedule

The library maintains a competitive salary schedule that consists of pay grades and ranges. All job descriptions will be evaluated and classified in the order of their relative value, utilizing approved evaluation techniques.

Pay Grades

All positions will be classified by pay grade, which indicates the range of their minimum and maximum salary value.

Pay Ranges

Pay ranges are the means by which the relative value of positions is expressed in dollar terms and will be broad enough to provide salary growth potential for competent personnel. Pay ranges specifically establish the lowest dollar amount generally paid for minimum qualifications/performance and the highest dollar amount generally paid for the highest level of performance/experience, relative to position market value and other positions in the library.

Maintenance

The Salary Schedule, including pay grades and ranges, is reviewed annually by Administration and appropriate changes are recommended to the Board of Library Trustees for approval during the annual budget process.

Employee wages are determined from the appropriate pay grade on the Salary Schedule. Wages are paid to all employees every other week. Overtime payment, which is included with the non-exempt employee's base wage payment, is also paid every other week with such payment covering hours worked in the prior every other week period. The employee’s first payroll will be paid by check and thereafter through direct deposit of funds to a savings and/or checking account at their bank of choice. Payments other than on authorized paydays and advances in pay are not permitted. Employees separating from the library receive their final paycheck on the first regularly scheduled payday following the date of termination. The final paycheck will be paid via direct deposit following regular payroll procedures. Any accrued, unused vacation leave will be paid by check in the pay period following the final paycheck and will be mailed to the employee. Any vacation, personal, or sick time used prior to accrual will be deducted from the final paycheck.

Employees are expected at work on all scheduled work days and during all scheduled work hours. Work schedules will include evening hours and work on Saturdays and Sundays as needed by each department. Employees are expected to report to work on time.

The library requires supporting documentation, such as a doctor’s note, to be furnished in connection with any absence of more than three consecutive work shifts, or in any other situation where it is determined that supporting documentation is required. Failure to comply with these expectations according to established procedures will result in disciplinary action up to and including termination. Unreported or excessive absences, tardiness, or abuse of sick leave will lead to disciplinary action, up to and including termination.

Employees who are absent without the use of paid time off will be considered as having an unexcused absence unless they provide supporting documentation for their absence or arrange to make up their scheduled hours with their manager. The library will consider employees who have three unexcused absences in a calendar year to have voluntarily separated from the library.

More than three consecutive work shifts of absence without notice to the library constitutes job abandonment. The library will consider employees who are absent for three work shifts without notice to have voluntarily separated from the library.

The attendance of all employees is recorded. Attendance records are library records and subject to applicable laws governing such records. No employee may maintain another employee’s time record. At the start of an employee's scheduled shift, work is to commence immediately. Failure to do so is considered falsification of time records and may result in discipline, up to and including termination.

Non-exempt employees must have supervisory authorization prior to working overtime. Working unauthorized overtime is prohibited and will result in disciplinary action, up to and including termination. Overtime is paid only after a non-exempt employee has worked more than 40 hours during the work week. Holiday, vacation, personal, and sick time do not count as hours worked for purposes of overtime. All overtime is paid at one and one-half times the employee’s regular hourly rate. Exempt employees are not entitled to overtime pay or compensatory time. However, the library recognizes there may be situations where a department experiences extraordinary increases in work demand and/or where an exempt employee must commit exceptional time and effort beyond the employee's usual work schedule. In such situations, managers may extend the opportunity for scheduling flexibility at other times that are mutually agreeable between the employee and the manager and which do not negatively impact the operation of the library. Scheduling flexibility is just that— flexibility—and has no specific time or hour implications, entitlements, or tracking.

The normal work day for full-time employees is 7.5 hours with a 30-minute, unpaid meal period. If an employee works between 5 and 7.5 hours in a day, they may take a 30- minute, unpaid meal period. If an employee works in excess of 7.5 hours in a day, they must take a 20-minute, unpaid meal period at minimum [820 ILCS 140/3]. Meal period times are set at the discretion of the immediate supervisor.

Rest breaks are not mandated by law. Lost time may not be made up by skipping meal periods or rest breaks. Staff members may request one 15-minute paid rest break for each continuous four hours worked. Break time is considered work time and employees are considered “on call” during breaks. Breaks should never be taken at the expense of service to the public. Rest breaks shall not be taken in conjunction with or instead of regular meal periods or at the beginning or end of a work shift without prior authorization by their supervisor. A 15-minute rest break is a privilege and not a guaranteed right. Employees will be expected to forgo the rest break if, due to personnel shortages or other unusual conditions, patron service will be affected.

It is the policy of the library to provide or contract for the communication services and equipment necessary to efficiently conduct business. All equipment, electronic and telephone communications systems, and all communications and stored information transmitted, received, or contained in the library’s information systems are library property and are to be used primarily for job-related purposes during working time. To ensure the proper use of communications systems and business equipment, the library may monitor the use of these systems and equipment from time to time. When using the library’s equipment, employees should note the following:

Electronic systems are owned/leased and maintained by the library and electronic communications are the sole property of the Excessive personal use of electronic systems or distribution of personal messages by employees during working time is prohibited. Personal software or messages shall not be installed or stored on library equipment unless prior approval is obtained. In general, employees may use library equipment, such as portable tablet devices, for personal as well as library business, with the understanding that such use advances employee skills and knowledge. No expectation of employee privacy applies to this use.
The use of personal passwords, assigned to the employee, is not grounds for an employee to claim privacy rights in the electronic or communications systems. The library reserves the right to override personal passwords. Employees may be required to disclose passwords or codes to the library in order to allow access to the systems.
In order to maintain network and information security, the sharing or misuse of passwords is prohibited. Employees are responsible for protecting the confidentiality of their Passwords should not be written down or left in places where they are accessible to others.
Employees accessing library communications and/or systems must do so in compliance with library policy, Section 3.39 Telecommuting.
The library reserves the right to monitor the use of its electronic systems without limitation, including email and social media accounts, and to review or inspect all material stored within those systems. No communications are guaranteed to be private or confidential.
The library’s prohibition against sexual, racial, and other forms of harassment is extended to include the use of electronic and telecommunications Harassing, vulgar, obscene, or threatening communications and sexually oriented messages or images are strictly prohibited. Employees who receive email or other communications that they believe violate this policy should immediately report this activity to their supervisor, Human Resources & Finance Manager, Assistant Director, or Library Director.
Professional discretion should be used in the exchange of privileged or confidential material, such as, but not limited to, trade secrets or attorney- client communications and should not be exchanged haphazardly by email or other means of communication.
The library requires all staff to respect all laws governing copyright, fair use of copyrighted material owned by others, trademarks, and other intellectual property, including the proprietary copyrights, trademarks, and brands.
Electronic messages are subject to disclosure under the Illinois Freedom of Information Members of the public may request and obtain copies of employee work-related emails and other electronic forms of communication.
Employees should exercise care so that no personal correspondence appears to be an official communication of the Employees may not utilize library stationary or postage for personal mail.

3.26.1 Telephones and Texting

While at work, employees are to exercise the same discretion in using personal cellular phones as they do for library phones. Employees are expected to make personal calls on non-work time when possible and to ensure that friends and family members are aware of the library’s policy.

The library requires cellular phone safety when operating a motor vehicle for library business. If the employee finds that it is absolutely necessary to utilize a cellular phone while driving, the following must be observed:

Employees may only use a cellular phone while driving if they are utilizing a hands-free device (such as a headset) or are using the phone in a voice- activated
Employees must not compose, send, or read electronic messages while operating a motor vehicle.

3.26.2 Social Media

Social media refers to the means of interactions among people in which they create, share, and/or exchange information and ideas in virtual communities and networks.

3.26.2.1 General Rules and Guidelines

The following rules apply to the use of social media, whether such use is for the library during working time, outside the library, or during working time while using library- owned equipment.

Employees are prohibited from discussing confidential library matters through the use of social media, including patron account information and personnel matters. Employees should be careful to protect the library brand as well as themselves.
Employees may not use social media to harass, threaten, bully, or discriminate against anyone. The library’s anti-harassment and EEO policies apply to the use of social media in the workplace.
This policy is not intended, nor shall it be applied, to restrict employees from discussing their wages, hours, and/or working conditions with co-workers.
The Downers Grove Public Library is not responsible or liable for content posted by any person in any form.
Employees who want to post comments in response to content must identify themselves as employees.
Employees may not speak on behalf of the library on personal accounts. Posts that discuss library business or can be perceived as an official post should have a disclaimer stating that the employee is speaking as an individual, not a library representative, for the duration of the post, and comments. Photos submitted to the library’s social media accounts may be used by the library for publicity, advertising, or web content.

3.26.2.2 Library-Sponsored Social Media

Library-sponsored social media is used to convey information about the library’s facilities and services, advise the public about upcoming events, obtain patron feedback, exchange ideas or trade insights about industry trends, reach out to potential new markets, issue or respond to breaking news, respond to negative publicity, and brainstorm with employees and patrons.

All library-related social media is subject to the following rules, in addition to the rules set forth above:

Only employees designated and authorized by the library may prepare content for or delete, edit, or otherwise modify content on library- sponsored social media.
Employees must identify themselves as library staff when posting on an account with a handle that utilizes a name.
Employees must respect copyright, trademark, and similar laws and use such protected information in compliance with applicable legal
A disclaimer should be posted on each of the library’s accounts notifying patrons that library staff manage the page and all users are expected to follow library policies.
Comments, posts, and messages will be monitored and reviewed for content, relevance, and Activity on library-sponsored social media accounts must adhere to the library’s Code of Conduct, rules, policies, and procedures. Designated employees are authorized to remove content or block users immediately and without advance warning due to content that violates the library’s policies, such as:
- Obscene, sexist, hateful or racist content
- Personal attacks, insults or threatening language
- Content that violates local, state, or federal law or which encourages illegal activity
- Potentially libelous statements
- Plagiarized material
- Private or personal information submitted without consent
- Comments or links unrelated to the content of the discussion
- Commercial promotions or spam
- Content that advocates a candidate, referendum, or campaign
- Any messages deemed to be in violation of copyright, trademark right or other intellectual property right of any third party

3.26.3 Staff Bulletin Boards

Library bulletin boards in staff areas are used to communicate official government information on EEO, wage and hour, health and safety, and other issues. They are also used to communicate information regarding library policy and its business and announcements, including, but not limited to, job postings, safety rules, health items, benefit programs, and notices regarding special events. Employees may not remove official postings from bulletin boards. Employees who wish to post personal notices (e.g. sale of a car, rental of an apartment) on the library bulletin board in the staff lounge may do so as space and time permit. The employee posting the material is responsible for its timely removal. Administration staff are responsible for keeping the bulletin boards up-to-date and may remove postings as necessary.

3.26.4 Violations and Disciplinary Action

The library will investigate and respond to all reports of violations of library policies, procedures, rules, and regulations. Employees are urged to report any violations of this policy to their supervisor or manager. A violation of this policy may result in discipline up to and including termination of employment.

No library-related information or property may be removed from the library's premises except in the ordinary course of performing duties on behalf of the library. This includes, without limitation, documents, files, records, computer files, equipment, office supplies, or similar materials. Violation of this policy is a serious offense and will result in appropriate disciplinary action, up to and including termination.

In addition, when an employee leaves the employ of the library, the employee must return to the library all library-related information and property that they have in their possession, including, without limitation, building keys or key cards, parking passes, documents, files, records, manuals, information stored on a personal computer or on any external storage device, supplies, and equipment or office supplies.

When using a private vehicle for library business, the employee assumes liability for the vehicle. All employees who use their personal vehicles for library business must have a current driver’s license and vehicle liability insurance in the minimum amounts required by state law. Otherwise, the vehicle is not authorized for library use. All employees who drive a motor vehicle in the course of library business must present a valid, current driver’s license and proof of personal automobile insurance to the Business Office on an annual basis. Employees who drive a motor vehicle in the course of library business must inform the Business Office immediately of any lapse in personal automobile insurance or lapse in the validity of their driver’s license.

The library will pay the full cost for employees, both full and part-time, to attend job- related meetings and workshops as assigned or approved by Administration. Budgetary constraints may limit attendance.

Employees who are required to travel for library-related business will be reimbursed for actual mileage incurred above the employee’s regular commute to and from the library. In other words, mileage reimbursement will be given only when the distance to an alternate location is greater than the employee’s normal work commute. Mileage reimbursement must be submitted to their supervisor within 90 days.

Within budgetary constraints and approved travel to library meetings and conferences, all employees and Trustees will be reimbursed reasonable airline or train fares, mileage, shuttles, parking, and tolls. Automobile mileage and lodging for overnight stays when required or advisable for employees or Trustees will be reimbursed based on the current rate allowed by the Internal Revenue Service. Meal reimbursement will be based on the current per diem rates allowed by the Internal Revenue Service.

Accompanying spouses or non-staff must pay additional expenses.

A library-issued credit card may be used to reserve and pay for hotel or travel expenses for approved meeting and conference attendance. It is the responsibility of the employee to keep all receipts for travel, hotel, and meals to be turned in to the Administration Office within 10 days of return from the trip. No reimbursement will be made without receipts to document the expense.

See Finance Policy Section 6.9 Travel Expenses for more information on travel expenses and reimbursement.

Professional membership dues shall be paid in full by the library for the Library Director, members of the Board of Library Trustees who wish to participate, and supervisory staff. Professional membership dues shall be paid for other full-time staff with approval from their immediate supervisor.

All professional membership dues are paid dependent on budgetary considerations and may not be renewed as financial constraints of the library warrant.

In the event the library is closed due to an emergency such as heavy snow, power failure, etc., all staff will be paid for their regularly scheduled hours.

In the event of a closing that may be only temporary, staff who are being paid for closed times will be considered to be "on call" and are expected to return to the library for the remainder of their scheduled work day should conditions allow the library to reopen. If an employee chooses not to come to work or leaves early due to inclement weather when the library remains open or reopens, the employee may choose to use any remaining vacation or personal time or take the time off without pay.

When contacted to verify employment, Administration will confirm that an employee works for the library, the position held, the dates of employment, and the rate of pay. No other reference will be provided concerning an employee unless a signed release form is provided by the employee. An employee may request in writing, on the Notice of Separation or other appropriate release form, that their supervisor write a reference to be kept in their personnel file and released to those requesting a performance- related reference.

Acts or threats of violence will not be tolerated. Any instances of violence must be reported immediately. All complaints will be fully investigated. In order to maintain workplace safety, the library may suspend employees with or without pay pending an investigation. The library will promptly respond to any incident or suggestion of violence. Violation of this policy will result in disciplinary action, up to and including immediate termination and possible legal action.

Employees are expected to refrain from fighting or other conduct that may be dangerous to others. Firearms, weapons, and other dangerous or hazardous devices or substances are prohibited on the library premises.

Performance evaluations are conducted at least annually, within a time frame set by the Library Director. A standard form for each position will be used when evaluating performance to ensure accuracy and consistency regarding factors to be appraised and performance level definitions. New employees and employees who have changed jobs are usually reviewed at or before the completion of six months of employment, at the completion of twelve months of employment, and then during the regular evaluation period.

Evaluations will be made by the immediate supervisor having firsthand knowledge of the employee being evaluated, the circumstances under which they work, and the nature of the work, in order to obtain the most satisfactory results. The performance evaluation process will include completion of the evaluation form, self-evaluation form, and a performance evaluation interview with the immediate supervisor to review the employee’s performance, determine progress, and identify any areas requiring improvement.

One of the functions of the evaluation process is to document employee performance and problems and provide a performance improvement plan for resolving such problems. Failure on the part of the employee to follow the performance improvement plan could result in further disciplinary action, including termination.

Completed performance evaluation forms are signed by the employee and the supervisor. The employee's signature indicates that the evaluation was discussed with the employee and does not necessarily indicate that the employee agrees with the evaluation. The employee has the opportunity to make comments on the performance evaluation form concerning the evaluation of their performance. Performance evaluations, along with the other contents of their personnel file, may be reviewed by the employee.

Personnel files are the property of the library. Only Administration staff with a legitimate reason to review information in a file are allowed to do so. Employees in Illinois have a right to review and copy parts of their personnel records, as well as attach their own position statement regarding disputed personnel matters concerning themselves. All requests must be made in writing and inspections are permitted within seven working days of the request. Photocopying permitted portions of their personnel records is at a cost to the employee. The employee will inspect the personnel records in the Administration Office at a time mutually convenient to the library and employee. The employee may not remove any part of their record from the file and may not remove any part of the record from the Administration Office.

Telecommuting is a work arrangement that allows employees to work at home or at some other off-site location for some or all of their regularly scheduled work hours. Although not all jobs and/or job functions can be performed satisfactorily, or at all, from other locations, the Downers Grove Public Library recognizes that, in some cases, telecommuting arrangements can provide a mutually beneficial option for both the library and its employees. Telecommuting is not an entitlement and in no way changes the terms and conditions of employment.

Requests for telecommuting may be initiated by the library, the employee, or the employee’s manager and are considered on a case-by-case basis by the employee’s manager. Arrangements are made based on the situation and may include some or all of an employee’s regularly scheduled hours. Exceptions to eligibility requirements may be made by the employee's manager, with final approval by the Library Director.

Telecommuting privileges may be canceled or suspended at any time and for any reason.

3.39.1 Employee Eligibility

To be eligible for consideration for a telecommuting arrangement, employees must:

Have worked at Downers Grove Public Library for a minimum of 12 months;
Have an excellent performance record with zero problems/disciplinary actions within the preceding year;
Have met or exceeded performance requirements and standards on the most recent performance evaluation, in accordance with the library’s employee evaluation process;
Possess good time management and organizational skills, be self-motivated, disciplined, and able to work independently, according to library standards; and
Be responsible for work that has clearly defined tasks and objectives and quantifiable work output that can be easily monitored and does not require them to be on-site.

3.39.2 Employee Requirements and Expectations

Consideration for telecommuting is directly related to the requirements and suitability of the job performed by the employee. Employees must be able to:

Abide by all other library policies and guidelines;
Ensure the protection of restricted or confidential information (e.g. proprietary library information and patron information) with the same security requirements off-site as used within the library (e.g. personnel files should be kept in an locked cabinet, passwords regularly maintained, etc.);
Perform the same or assigned duties and other work obligations off-site as they do when working in the library;
Provide updates on pending projects and/or assigned work;
Work assigned hours as arranged in advance with their direct supervisor or manager and adhere to library timekeeping policies and procedures;
Be reachable via phone and email during scheduled telecommuting hours;
Respond to all emails and voicemails within 2-3 business days;
Be available to attend scheduled, required meetings (remotely or in- person) and participate in other required work activities as needed;
Maintain a safe and comfortable work environment conducive to completing assigned tasks; and
Arrange for child/elder care during scheduled work hours or work suitable to flexible telecommuting.

3.39.3 Employee Expenses

Telecommuting employees are responsible for providing, at their own expense, equipment and services necessary for telecommuting, including, but not limited to, phone and Internet access, home office furnishings, lighting, etc. Some equipment and/or software may be furnished by the library, such as iPads, laptops, software, etc. with approval from the Library Director.

An employee having a complaint arising out of their employment by the library will have the right to appeal first to their manager. If an employee feels their concern has not received due consideration, they should submit their complaint, in writing or in person, to the Human Resources & Finance Manager in a timely manner. The Human Resources & Finance Manager will work with the employees involved to resolve the issue. If a resolution to the issue is not reached, the matter will be discussed with the Library Director and a written response will be given to the employee.

If the employee still feels the matter is not satisfactorily handled, the employee may then request, in writing, that the Library Director submit the matter to the Board of Library Trustees. The Board of Library Trustees shall investigate the situation. This investigation may include personally interviewing the employee concerned, their manager, and the Library Director. After completing the investigation, action may be taken by the Board of Library Trustees at the next regular meeting. Personnel matters may be discussed in closed session at the discretion of the Trustees, as provided in the Open Meetings Act [5 ILCS 120/2 (c) (1)]. The decision of the Board of Library Trustees is final.

If a complaint involves the Library Director or Library Trustee, the Board President will be the first contact to resolve the problem. If the complaint involves the Board President, the Board Secretary will be the first contact to resolve the problem. The Board Officers will investigate and submit a recommendation to the Board of Library Trustees for action. If one of the Board Officers is involved in the complaint, the longest-serving Library Trustee will investigate with the Board Officer not involved. The decision of the Board of Library Trustees is final.

The purpose of disciplinary action is to correct the problem, prevent reoccurrence, and prepare the employee for satisfactory performance. Violations of the law, policies, rules, regulations, and procedures of the library may result in disciplinary action. All employees of the library are employees-at-will who can be disciplined or discharged at any time, with or without cause, and with or without notice. Should an employee’s performance, work habits, overall attitude, conduct, or demeanor become unsatisfactory in the judgment of the supervisor or Library Director, based on violations of any library policies, rules, regulations, or procedures, the employee will be subject to disciplinary action as follows:

Step One - Oral Warning
Step Two - Written Warning
Step Three - Performance Improvement Plan or Administrative Leave
Step Four - Discharge

The library is not required to go through the entire disciplinary action process. Discipline may begin at any step, including termination, dependent upon the severity of the incident or infraction. The progressive disciplinary steps and the failure to follow the steps in every situation do not in any way create a contractual right to continued employment or to any particular disciplinary procedure.

The library reserves the right to investigate the infraction for which an employee may face discharge. In this case, the library may place the employee on administrative leave, with or without pay, pending the investigation. The objective of this administrative leave will be to determine if discharge is the proper decision. Following the investigation, if the library decides not to discharge the employee, the employee will be reinstated, with or without back pay, depending on the circumstances.

Any violation of the following may result in the immediate termination of the employee:

Refusal to obey a direct, reasonable order that pertains to an employee's position as outlined in the position’s job description;
Deliberate destruction of or damage to library property;
Falsification of any kind or type of library records, including time records, or the completion of time records for another employee;
Violating the library’s Drug and Alcohol Use Policy;
Theft of library property or the property of a co-worker or patron;
Unlawful activities on library premises, including gambling, the use of controlled substances, the possession and/or use of weapons, ;
Fraudulent or indecent actions on library premises;
Failure to return from an absence on the agreed upon date;
Failure to protect confidential library or patron information;
Stopping work before the specified end of the work day without the approval of their supervisor;
Failure to accurately account for time worked and adhere to scheduled hours of work;
Excessive absences or tardiness;
Smoking in prohibited places;
Posting or removing official notices on or from staff bulletin boards without prior approval of Administration;
Obscene, abusive, inflammatory, or derogatory language, which includes the spreading of rumors and/or malicious gossip;
Improper usage of any library-owned equipment or computer technology, including Internet, e-mail, or cell phones; Fighting or violence in the workplace;
Threatening and/or coercing co-workers;
Outside employment that conflicts with library interests or inhibits the employee’s ability to function effectively;
Negligent actions that resulted in injury to co-workers or damage to library property; and/or
Failure to properly supervise or account for library property under the employee’s control.

Other violations not listed here may also result in disciplinary action or immediate termination of an employee. Such violations include, but are not limited to, actions which directly endanger the health and/or safety of any person and which significantly disrupt the orderly performance of work.

The library strives to ensure fair treatment of all employees and make certain that disciplinary actions are prompt, uniform, and impartial.

All terminations must be authorized by the Library Director.

It is the policy of the Downers Grove Public Library to maintain a work environment free from all forms of discrimination and harassment. In keeping with this commitment, the library will not tolerate discrimination against or harassment of employees by anyone, including any supervisor, co-worker, vendor, contractor, Library Trustee, patron, or other member of the public. The library takes allegations of discrimination and harassment seriously and will respond promptly to complaints. Any employee found to be in violation of this policy will be subject to disciplinary action, up to and including termination.

3.42.1 Definition of Discrimination

Discrimination consists of employment actions taken against an individual based on a characteristic protected by law. In other words, discrimination occurs when an individual is treated differently, unequally, and usually negatively because the individual is a member of a protected group.

3.42.2 Definition of Harassment

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based on a characteristic protected by law, such as gender, gender identity, race, color, ancestry, national origin, citizenship status, religion, age, disability, marital status, sexual orientation, gender identity, pregnancy, military or veteran status, genetic information, order of protection status, or any other category protected by law. The library will not tolerate harassing conduct that affects employment conditions or job benefits, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile, or offensive work environment. The conduct forbidden by this policy specifically includes, but is not limited to: (a) epithets, slurs, negative stereotypes, or intimidating acts that are based on a person’s protected status; and (b) written or graphic material circulated within or posted within the workplace that shows hostility toward a person because of his or her protected status.

3.42.3 Definition of Sexual Harassment

Sexual harassment consists of any unwelcome sexual advances, requests for sexual favors, or any verbal or physical conduct of a sexual nature when made to an employee where:

Submission to such conduct is made explicitly or implicitly a term or condition of employment.
Submission to or rejection of such conduct by an individual is used as the basis for any employment decision affecting such individual.
Such conduct has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment.

Sexual harassment, as defined above, may include, but is not limited to:

Uninvited sex-oriented verbal “kidding” or demeaning sexual innuendos, leers, gestures, teasing, sexually explicit or obscene jokes, or remarks or questions of a sexual nature;
Graphic or suggestive comments about an individual’s dress or body;
Displaying sexually explicit objects, photographs, writings, or drawings;
Unwelcome touching, such as patting, pinching, or constant brushing against another’s body; and/or
Suggesting or demanding sexual involvement of another employee whether or not such suggestion or demand is accompanied by implicit or explicit threats concerning one’s employment status or similar personal

Even if two or more individuals are engaging in consensual conduct, such conduct could constitute harassment of or discrimination against another employee who witnesses or overhears such conduct.

3.42.4 Reporting Harassment

All individuals are responsible to help ensure that harassment does not occur and is not tolerated. Any employee who believes that they have been subjected to sexual or other types of harassment, or who has witnessed harassment, should immediately submit a complaint to their supervisor, any other manager or supervisor, or the Human Resources & Finance Manager. In the event the Human Resources & Finance Manager is the alleged harasser, the complaint may be submitted directly to the Library Director, Assistant Director, or any supervisor. In the event the Library Director is the alleged harasser, the complaint may be submitted to the President of the Board of Library Trustees. If a manager or supervisor receives a complaint of harassment or discrimination directly from an employee, or becomes aware of such conduct, the complaint shall be immediately reported to the Human Resources & Finance Manager.

Complaints by an elected/appointed official against another elected/appointed official shall be submitted to the Library Director. The Library Director shall, in consultation with legal counsel for the library, ensure that an independent review is conducted with respect to such allegations.

The Human Resources & Finance Manager shall promptly investigate all complaints and make all reasonable efforts to resolve the matter informally. These efforts may include, but are not limited to, convening conferences with the complainant and/or the accused harasser/discriminator to discuss the complaint and the results of the investigation. If the complainant or the accused is not satisfied with the disposition of the investigation, they may submit in writing an appeal to the Library Director or the Library Director’s designee, who will review the investigation report and make a final decision. At the Library Director’s option, the Library Director’s designee may conduct further investigation, if necessary.

3.42.5 Discipline

If the complaint is found to be valid, appropriate disciplinary action will be taken against the perpetrator. Such disciplinary action could include termination of employment, as listed in Section 3.41 Progressive Discipline and Termination.

3.42.6 Retaliation

Reporting harassment, assisting in making a complaint, cooperating in an investigation of harassment, or otherwise engaging in conduct protected by the Illinois Whistleblower Act will not reflect adversely upon an individual’s status or affect future employment. Any employee who retaliates against another for exercising their rights under this policy shall be subject to discipline, up to and including termination. The rights to confidentiality, both of the complainant and of the accused, will be respected consistent with the library’s legal obligations and with the necessity to investigate allegations of misconduct and to take corrective action when this conduct has occurred.

It is hoped that most harassment complaints and incidents can be resolved within the library. However, an employee has the right to contact the Illinois Department of Human Rights at 800-662-3942, the Illinois Human Rights Commission at 312-814- 6269, or the Equal Employment Opportunity Commission at 800-669-4000 about filing a formal complaint.

The filing of a complaint under the procedures described herein shall not limit, extend, replace, or delay the right of any person to file a similar complaint or charge with any appropriate local, state, or federal agency or court.

3.42.7 False Reporting

Given the nature of this type of discrimination, the library recognizes that false accusations of sexual harassment can have serious effects on innocent individuals. Employees found to file a knowingly false report will be subject to appropriate disciplinary action. Such disciplinary action could include termination of employment, as listed in Section 3.41 Progressive Discipline and Termination.

Alcohol and drugs in the workplace pose a threat to the health and safety of employees and to the security of equipment and facilities. The library is committed to the elimination of drug and/or alcohol use and abuse in the workplace.

3.43.1 Prohibited Activity

The possession, consumption, purchase, sale, transfer, or distribution of alcohol on library premises is prohibited, unless an exception is made by the library. The responsible possession, distribution, or consumption of alcoholic beverages by employees during library-hosted or related events where alcohol is being served is permitted, provided such consumption does not adversely affect an employee’s behavior or judgment and, if the employee will drive a motor vehicle, does not adversely affect the employee’s ability to safely and legally drive the vehicle. A violation of this moderate consumption rule will result in discipline up to and including termination of employment.

“Legal drugs” are: (1) drugs that are permitted under state or federal law, (2) obtained by an employee with a physician’s prescription or over-the-counter, and (3) used for the purposes for which they were prescribed or sold. Employees using legal drugs, such as cannabis, must be aware of any potential effect such drugs may have on their judgment or ability to perform their duties. Employees may not possess, use, or be under the influence of cannabis while performing their duties, while on library property, or while operating vehicles or machinery for the library.

Employees are responsible for consulting with their doctors about any prescription medication’s effect on their ability to work safely and promptly disclose any restrictions to their supervisor. In the event an employee fails to report such restrictions and creates a safety threat, neither a physician’s prescription nor other medical reason will be an acceptable excuse for being in violation of this policy.

Employees shall not be required to disclose underlying medical conditions unless the request to disclose the underlying medical condition is consistent with applicable law. A violation of legal drug use rules will result in discipline up to and including termination of employment.

“Illegal drugs” are drugs or controlled substances that are: (1) not legally obtainable under federal or state law, or (2) legally obtainable under federal and state law, but not obtained and/or used in a lawful manner. The use, purchase, sale, transfer, possession, being under the influence, or the presence in one’s system of a detectable amount of an illegal drug by any employee is prohibited on library premises or where the employee is performing library business off library premises. A violation of illegal drug use rules will result in discipline up to and including termination of employment.

3.43.2 Testing for Alcohol and Drugs

The library will require a drug and alcohol test of any employee where there is a reasonable suspicion to believe that they may be using drugs or may be under the influence of drugs or alcohol while working on library premises or while operating a vehicle for the library. “Reasonable suspicion” will be based on objective factors such as the employee’s appearance, speech, behavior, or other conduct or facts that indicate the employee is under the influence of legal or illegal drugs, cannabis, alcohol, or any or all of the above. Involvement in an injury or accident at work or while performing library business may also be grounds for testing if a member of management has a reasonable belief that drugs and/or alcohol may have contributed to the injury or accident. Employees will be required to sign a consent and release form prior to drug and alcohol testing. Test results will be kept confidential to the extent possible and consistent with applicable law.

Employees who refuse to cooperate in required tests; test positive for alcohol, cannabis, or illegal drugs by a reasonable suspicion drug and alcohol test; are found to be under the influence of alcohol, cannabis, or illegal drugs; or use, possess, buy, sell, manufacture or dispense alcohol, cannabis, or illegal drugs in violation of this policy as discussed above, will be terminated. In addition, if an employee fails to report immediately to the testing location upon request, does not comply with any testing procedures including attempting to substitute, dilute, or otherwise change specimens to be tested, and/or fails to provide specimens unless medically incapable, they will be considered as refusing to test and subject to discipline, up to and including termination.

Employees may not return to work until test results are received by the library following a reasonable suspicion drug and alcohol test. Any employee with a negative test result will be paid for scheduled work missed while waiting for test results.

The laboratory conducting the tests shall transmit positive drug tests results to a Medical Review Officer (MRO), who shall offer persons with positive results a reasonable opportunity to establish that their results are caused by lawful prescribed medicines or other lawful substances. A medical cannabis prescription or a claim that cannabis was used “off duty” is not a defense to a reasonable suspicion test.

Employees with positive test results may also ask the MRO to have their split specimen sent to another federally certified lab, to be tested at the employee’s own expense. Such requests must be made within three working days of notice of test results. If the second lab fails to find any evidence of drug use in the split specimen, the employee will be treated as passing the test.

3.43.3 Notification of Alcohol or Drug Conviction

Employees must notify the library of any criminal alcohol or drug conviction no later than five days after such conviction. For the purpose of this notice requirement, a conviction includes a finding of guilt, a no contest plea, and/or an imposition of sentence by any judicial body for any violation of a criminal statute involving the unlawful manufacture, distribution, sale, dispensation, possession, or use of alcohol or any legal or illegal drug. Failure to notify Administration may subject the employee to disciplinary action, up to and including termination of employment.

3.43.4 Employee Assistance

The library will assist and support employees who voluntarily seek help for alcohol or drug problems before they become subject to disciplinary action under this or other library policies. Employees who seek such assistance will be allowed to use accrued paid time off, placed on leaves of absence where available, referred to treatment providers, or otherwise accommodated as required by law. Such employees may be required to document that they are successfully following prescribed treatment and required to take and pass follow-up tests.

The Downers Grove Public Library complies with Illinois Department of Labor regulations and therefore the federal Occupational Safety and Health Administration regulations relating to occupational exposures to bloodborne pathogens, Hepatitis B (HBV), HIV (human immunodeficiency virus), and other bloodborne pathogens found in human blood and other bodily fluids that cause life-threatening diseases. In emergency or other such circumstances, when contact with blood or other potentially infectious materials may result, the library’s approach to infection control requires all human blood or bodily fluids to be treated as if known to be infectious for bloodborne pathogens.

3.45.1 Control Measures

While normal library operations are not likely to involve circumstances exposing employees or patrons to bloodborne pathogens, there is a possibility of a patron or employee being injured at the library and blood being present. It is recommended that, in the presence of blood, employees provide first aid materials and that the paramedics are called in all but minor injuries involving blood.

All control measures must be taken into account by the library and its employees to eliminate or minimize employee exposure. If at any time blood or other potentially infectious materials are present, employees shall notify the Building Operations Monitor and Manager On Duty. The contaminated area shall be immediately cordoned off. If advisable, a professional hazardous/contaminated cleanup firm shall be contacted and retained for complete cleanup and decontamination. The area shall remain cordoned off until cleanup and disposal are complete.

The library will provide employees with personal protective equipment (PPE) to use in an incident. Handwashing facilities are available and employees are to wash their hands and any other potentially contaminated skin area with water and soap immediately after an incident. Immediately following an incident involving blood, bodily fluid, or an injured or ill patron or staff member, the assisting staff member must fill out an incident report and give it to Administration where the circumstances of the incident will be reviewed by the Library Director and the report will be kept on file.

3.45.2 Training and Immunizations

The library shall provide routine training for staff on precautions related to bloodborne pathogen exposure. Any employee who has an occupational exposure to bloodborne pathogens shall be offered, at no charge, the Hepatitis B vaccine series and an HIV test, in accordance with regulations. Following the report of an exposure incident, the library will immediately offer the exposed employee or employees a confidential medical evaluation. If the employee refuses the vaccine or blood test, the employee must sign a waiver stating that they were offered the vaccine and medical evaluation and refused it.

3.45.3 Other Exposures

Employees may also be exposed to other types of bodily fluids, such as vomit, saliva, and urine while on duty. In the interest of sanitation and good health, employees shall take all necessary precautions when dealing with bodily fluids. Personal protective equipment (PPE), such as gloves, garment protection, and facemasks, shall be provided and used in the cleanup and safe disposal of contaminated waste.

Eligible employees of the library are provided with a wide range of benefits. A number of the programs (such as Social Security, workers' compensation, and unemployment insurance) cover all employees in the manner prescribed by law. Eligibility for other benefits is dependent upon a variety of factors, including employee classification. A Summary Plan Description (SPD), which explains coverage of many of the benefits in greater detail, is available. The actual plan documents are the final authority in all matters relating to benefits described in this policy or in the SPD and will govern in the event of any conflict.

Nothing contained in the benefit plans described herein shall be held or construed to create a promise of employment or future benefits, or a binding contract between the library and its employees, retirees, or dependents, for benefits or for any other purpose. All employees shall remain subject to termination or discipline to the same extent as if these plans had not been put into effect. The library reserves the right, in its sole and absolute discretion, to amend, modify, or terminate, in whole or in part, any or all of the provisions of the benefit plans described herein.

Medical, dental, and vision insurance are available to all library employees who work 30 or more hours per week, as well as their spouses and dependent children. The library participates in the Village of Downers Grove group insurance program. Costs of the medical, dental, and vision insurance premiums are shared between the library and the employee. The amount of each party’s share depends on the specific insurance plan and coverage level selected by the employee. The Village of Downers Grove group insurance program also includes a life insurance policy.

All coverage and conditions of insurance are determined by the group policy managed by the Village of Downers Grove. Explanation and coordination of benefits is handled by the Human Resources & Finance Manager.

The library participates in a Flexible Spending Account program for employees who work 30 hours or more per week for dependent and medical expenses. This program is managed by the Village of Downers Grove. Annually, each employee must elect to participate and how much, if any, to contribute. Contributions are made through an automatic payroll deduction. Explanation and coordination of benefits is handled by the Human Resources & Finance Manager.

The library participates in the Illinois Municipal Retirement Fund (IMRF), which serves as the library’s supplier of tax-deferred pensions, retirement, long-term disability, and death benefits. Employees hired prior to January 18, 1982 at any IMRF employer and working 600 hours or more per year and employees hired on or after January 19, 1982 working 1,000 hours or more per year are qualified to be members of IMRF and required to contribute at the rate prescribed by law. Employees’ required IMRF contributions are automatically deducted from each paycheck and credited to their account with IMRF. The IMRF employer contribution rate is also prescribed by law. Payment of the IMRF employer contribution is made monthly, as required. The Downers Grove Public Library has no administrative or fiduciary responsibility for IMRF.

Additional voluntary retirement options are available.

Vacation time begins accruing on an employee’s first day at the rates set forth below. However, employees may only begin to use their vacation after 60 days of employment. If a part-time employee becomes a full-time employee, the number of consecutive years worked as a part-time employee will be counted towards the years of service used to determine the rate at which the employee will accrue vacation time. For example, if a 10-hour per week part-time employee works for ten years, then moves into a full-time position, vacation accrual will be at the full-time rate at the 10- year level and increase from there. An authorized leave of absence does not qualify as a break in service.

Vacation leave for executive positions (Library Director, Assistant Director) is individually negotiated in conjunction with the setting of the executive’s compensation. Managers and full-time employees shall have the following vacation leave schedule:

YEARS OF SERVICE WEEKS OF VACATION WITH PAY

1 through 10 four (4)

Over 10 through 20 five (5)

Over 20 six (6)

Part-time employees accrue a prorated amount of vacation time based on the average number of hours worked per week the previous calendar year. In their first calendar year of employment, part-time employees accrue a prorated amount of vacation time based on the average number of hours they are authorized to work that year.

YEARS OF SERVICE WEEKS OF VACATION WITH PAY

1 through 3 two (2)

Over 3 through 5 three (3)

Over 5 four (4)

Vacation leave may be claimed in 15-minute increments, but vacation leave payments shall not exceed the normal scheduled work day or work week. The equivalent of one week’s vacation hours may be carried from one year to the next. All other earned but unused vacation time will be lost at the end of the calendar year.

Leave balances will be settled at the conclusion of each year or upon separation from employment. Upon separation, if the employee has used more of the advanced leave than they were entitled to use, the employee must reimburse the library for this time. If the employee has accrued, unused vacation leave remaining upon separation, the library will pay out the leave hours as detailed in Section 3.18 Payment of Wages.

Holidays falling within a vacation period shall not be charged against an employee’s vacation allowance.

When an employee changes status from full-time to part-time or part-time to full-time, the employee may carry over accrued, unused vacation leave. When an employee separates from the library and then returns, previous years of service are not utilized in calculating weeks of vacation with pay.

3.52.1 Substitutes and Interns

Employees in substitute and Intern positions are eligible for paid time off through the Paid Leave for All Workers Act.

Substitute positions are defined as those that do not have a regular schedule or set number of hours worked per week and are designated “Substitute” in their job title.

Intern positions are defined as those participating in a social work internship at the Library, in partnership with Aurora University.

Substitutes and Interns earn one hour of paid time off for every 40 hours worked. Paid time off must be used in minimum one-hour increments. Substitutes and Interns must give seven days’ notice to their supervisor, either verbally or in writing, to use paid time off.

Accrual of paid time off begins on the first day of work. Paid time off may be carried over from year to year and unused time will be paid out upon separation from employment.

The library is closed and employees, with the exception of substitutes and interns, are paid for the following holidays each year:

New Year's Day
Martin Luther King Jr. Day
Memorial Day (Monday observance)
Juneteenth
Independence Day
Labor Day
Thanksgiving
Christmas Eve Day
Christmas Day
New Year’s Eve Day

Employees, with the exception of substitutes and interns, receive holiday pay for the hours they would have been regularly scheduled to work on the paid holidays listed above.

When a paid holiday falls on a regularly scheduled day off, full-time employees may take an alternative day off, with approval from their immediate supervisor. When a paid holiday falls on a weekend, full-time employees will be granted a paid day off to be arranged with their supervisor that must be used in the current or following pay period.

The library is also closed, but employees are not paid for:

Easter Sunday
Sunday before Memorial Day
After 5 m. on Thursday and Friday of Rotary GroveFest
After 1 m. on Saturday of Rotary GroveFest
Sunday of Rotary GroveFest
Sunday before Labor Day
After 5 m. on the day before Thanksgiving

The library is open to 12:30 p.m. to 5 p.m. on the day after Thanksgiving and follows the same compensation as work on Sunday (section 3.24).

Part-time employees may make up or substitute vacation or personal time for regularly scheduled hours lost due to the closings. Full-time, non-exempt staff who are scheduled the day after Thanksgiving and are approved to take the day off can use their PTO at straight time or time and a half.

Sick leave with pay is granted at a rate of 7.5 hours per month for full-time employees up to a maximum of 90 hours per year. Unused sick days are accumulated up to a maximum of 1,800 hours (240 days).

Part-time employees are granted sick leave at the same rate as full-time employees, prorated on the average number of hours worked per week the previous year. For the first year of employment, sick leave is prorated on the number of hours authorized for the position. Unused sick leave is accumulated up to a maximum of 1,800 hours.

All new employees may begin using sick leave after 60 days of employment.

Sick leave accrues on a monthly basis. However, for recordkeeping purposes, on January 1 of each year, employees will be granted the amount of sick leave they would earn if they stay employed by the library for the entire upcoming calendar year. Leave balances will be settled at the conclusion of each year or upon separation from employment. Upon separation, if the employee has used more of the advanced leave than they were entitled to use, the employee must reimburse the library for this time.

Sick leave may be used only on those days an employee is scheduled to work. Sick leave may be claimed in 15-minute increments, but sick leave payments shall not exceed the usual number of hours in the employee's scheduled work day or work week. An employee may not be paid for more sick leave than has been earned.

Sick leave shall be granted to an employee only on approval of the supervisor and for the following reasons:

Illness (including conditions related to pregnancy or childbirth) or injury of the employee;
Illness or injury of a member of the employee's immediate family who requires the care and attendance of the employee (See Section 3.5 Appointments for definition of immediate family); or
Medical, dental, or optical examinations for treatment of the employee or a member of the employee’s immediate family who requires the care and attendance of the employee.

Appropriate medical documentation of the need for sick leave, or for an employee’s fitness to perform their job functions, may be required at any time as determined necessary by the library, and will be required for absence from more than three consecutive shifts.

Unused sick leave is not paid at the time of termination or retirement, but may be used for IMRF service credit as allowed by IMRF and in accordance with the terms and conditions set by IMRF.

Parents of newborns, newly adopted children, and children newly placed into foster care placement may be eligible for paid leave of up to eight weeks. For both adopted children and children newly placed into foster care placement, the child(ren) must be age 17 or younger. At the time of this event, the use of parental leave and the accrual of additional parental leave adheres to rules specified below for a twelve-month period. The adoption of a child by a new spouse is excluded from this policy.

Parental leave must be taken within the first twelve months of birth, adoption or foster placement. The amount of paid parental leave does not increase with multiple births, adopted children, or foster children (e.g., the birth of twins or adoption of siblings). An employee will not receive more than eight weeks of paid parental leave in a forward- rolling 12-month period.

For those employees who are eligible for Family Medical Leave Act (FMLA) leave, this paid parental leave will run concurrently with FMLA leave and cannot be used to extend FMLA leave time. FMLA allows employees up to 12 work weeks of unpaid leave annually. The balance of FMLA leave beyond the paid parental leave is unpaid unless the employee chooses to use accrued time (sick/vacation/personal/holiday).

3.56.1 Eligibility

Full-time and part-time IMRF-qualified employees who have worked for the library for at least 12 consecutive months and worked a minimum of 1,000 hours in the previous 12 months, are eligible for paid parental leave at 100 percent of the employee’s current regular rate of pay based on their regularly scheduled weekly hours.

The leave may begin no earlier than the birth or placement of the child(ren) and must end within twelve months immediately following. Unused paid parental leave may not be carried over and will be forfeited at the end of the twelve-month period. There is no payment of unused parental leave upon separation of employment.

When both parents are eligible employees, paid parental leave may be taken concurrently, consecutively, or intermittently within twelve months of the birth or placement of the child(ren). Each eligible parent is entitled to their individual qualifying parental leave benefit.

3.56.2 Benefits

Health insurance, IMRF contributions, and other benefits will continue during paid leave. The employer and employee must continue to pay their respective portion of insurance premiums.

Paid holidays falling within a parental leave period shall not be charged against an eligible employee’s parental leave benefit if they would have received holiday pay according to their regular schedule.

3.56.3 Requesting Parental Leave

If the need for leave is foreseeable, the employee must submit a written leave request to their manager and the Business Office Manager at least 30 days prior to the start of the leave. This should include an estimated start date, return date, and request for concurrent, consecutive, and intermittent leave usage. This should occur at the same time as the request for FMLA. Where the need for the leave is not foreseeable, the employee must submit a leave request as soon as practicable.

3.56.4 Returning to Work

Employees should confirm with their manager and the Business Office Manager at least three business days in advance of return.

Compassionate leave will be granted in the case of:

the death of a member of an employee’s immediate family (See Section 3.5 Appointments for definition of immediate family);
a stillbirth;
a miscarriage;
an unsuccessful reproductive procedure;
a failed adoption match or adoption that is not finalized because it is contested;
a failed surrogacy agreement; or
a diagnosis that negatively impacts pregnancy or

Five days of paid leave and five days of unpaid leave will be granted. Employees will be paid for hours scheduled during the paid portion of the leave and may use vacation or personal time to receive pay for hours scheduled during the unpaid portion of the leave. In the event of multiple qualifying events in a 12-month period, employees will be eligible for up to six weeks’ leave as provided for in the Family Bereavement Leave Act (Public Act 102-1050). Proof of the need for the leave may be required. In special cases where services are postponed or held at a later time, the Library Director may opt to allow the use of compassionate leave to be split up and used as needed to accommodate said arrangements.

Leave for a catastrophic personal emergency involving an employee or a member of their immediate family may also be granted at the discretion of the Library Director. In all such cases, the Library Director is to be notified at the earliest possible opportunity.

3.57.1 Child Extended Bereavement Leave

Full-time employees that have worked at the library for at least two weeks are able to take unpaid leave from work to grieve the loss of a child who dies by suicide or homicide. Employees are eligible for up to six weeks of unpaid leave as provided for in the Child Extended Bereavement Leave Act. Employees may take leave in one continuous period or intermittently in increments of no less than four hours.

Leave must be taken within one year after the employee notifies the employer of the loss. If an employee takes unpaid leave under this Act, they cannot also seek additional unpaid leave under the Illinois Family Bereavement Leave Act relating to the same death.

Employees may be required to provide reasonable advance notice of the intention to take leave and reasonable documentation substantiating the reason for leave.

Reasonable documentation would include:

A death certificate;
A published obituary; or
Written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or government agency. When returning from bereavement leave, employees are entitled to return to the same position or to an equivalent position with equal pay, benefits, and other terms and conditions of employment.

Employees may be eligible to take up to 12 weeks of unpaid family/medical leave within a 12-month period and be restored to the same or an equivalent position upon return, provided that the employee has worked for the library for at least 12 months, worked at least 1,250 hours in the last 12 months, and if at least 50 employees are employed by the library within 75 miles. The “12-month period” is measured as a forward-rolling 12- month period.

3.59.1 Reasons for Leave

If an employee is eligible, the employee may take family/medical leave for any of the following reasons:

the birth of a child and in order to care for such child;
the placement of a child with the employee for adoption or foster care;
to care for a spouse, child, or parent (“covered family member”) with a serious health condition; or
because of the employee’s own serious health condition which renders the employee unable to perform the functions of the employee’s position.

Leave because of reasons one and two above must be completed within the 12-month period beginning on the date of birth or placement. In addition, spouses employed by the library who request leave because of reasons one or two or to care for an ill parent may only take a combined aggregate total of 12 weeks leave for such purposes during any 12-month period.

3.59.2 Military Family Leave Entitlement

If an employee is eligible, the employee may use the 12-week FMLA entitlement to take military family leave. This leave may be used to address certain qualifying exigencies related to the covered active duty or call to covered active duty of a spouse, child, or parent. Qualifying exigencies may include:

attending certain military events;
arranging for alternative childcare;
addressing certain financial and legal arrangements;
attending certain counseling sessions;
addressing issues related to short-notice deployment;
spending time with a covered family member who is resting and recuperating;
attending post-deployment briefings; and
for certain activities relating to the care of the military member’s parent who is incapable of self-care where those activities arise from the military member’s covered active duty.

An employee may also be eligible for up to 26 weeks of leave to care for a covered servicemember during a single 12-month period. This single 12-month period begins with the first day the employee takes the leave. A covered servicemember includes:

a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform their duties for which the servicemember is undergoing medical treatment, recuperation, therapy, or is in outpatient status;
a servicemember on the temporary disability retired list; and
a covered veteran, meaning one who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness and: “(a) was a member of the Armed Forces (including a member of the National Guard or Reserves); (b) was discharged or released under conditions other than dishonorable; and (c) was discharged within the five-year period before the eligible employee first takes FMLA military caregiver leave to care for the veteran.”

Employees may not be granted an FMLA leave to gain employment or work elsewhere, including self-employment. If an employee misrepresents facts in order to be granted an FMLA leave, the employee may be subject to immediate termination.

3.59.3 Notice of Leave

If the FMLA is foreseeable, the employee must give the library at least 30 days’ notice in accordance with the usual procedure for requesting a leave of absence. Failure to provide such notice may be grounds for delay of the leave. Where the need for leave is not foreseeable, the employee is expected to notify the library as soon as practicable and, absent unusual circumstances, in accordance with the library’s normal leave procedures.

3.59.4 Medical Certification – Leave for Employee’s Own or a Covered Family Member’s Serious Health Condition

If the employee is requesting leave because of the employee’s own or a family member’s serious health condition, the employee and the relevant health care provider must supply appropriate medical certification. The medical certification must be provided within 15 days after it is requested or as soon as reasonably possible under the circumstances. Failure to provide requested medical certification in a timely manner may result in denial of leave until it is provided. The library, at its expense, may require an examination by a second health care provider designated by the library, if it reasonably doubts the medical certification initially provided. If the second health care provider’s opinion conflicts with the original medical certification, the library, at its expense, may require a third, mutually agreeable health care provider to conduct an examination and provide a final and binding opinion. The library may also require medical recertification periodically during the leave. An employee may be required to present a fitness for duty verification upon their return to work following a leave for the employee’s own illness specifying that the employee is fit to perform the essential functions of the job.

3.59.5 Certification for a Qualifying Exigency

If the employee is requesting leave because of a qualifying exigency arising out of a covered family member’s active duty or call to active duty, the employee must supply a copy of the covered military family member’s active duty orders or other documentation issued by the military indicating that the covered military member is on active duty or call to active duty (including the dates of the active duty service). The library may also request additional information pertaining to the leave.

3.59.6 Certification for Servicemember Family Leave

If an employee is requesting leave because of the need to care for a covered servicemember with a serious injury or illness, the library may require the employee to supply certification completed by an authorized health care provider of the covered servicemember. In addition, the library may also request additional information pertaining to the leave.

3.59.7 Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave

If an employee is requesting leave because of the need to care for a covered veteran with a serious injury or illness, the library may require the employee to supply certification completed by an authorized health care provider of the covered veteran. In addition, the library may request additional information pertaining to the leave.

3.59.8 Substitution of Paid Leave

FMLA is unpaid leave. If an employee requests leave for any FMLA-covered reason, the employee may be required to exhaust any remaining applicable paid leave time. The exhaustion of this paid leave does not extend the leave period. In addition, if the employee is eligible for any additional paid leaves, such as short term/long term disability or workers’ compensation, these leaves will also run concurrently with FMLA (where appropriate) and will not extend the leave period. When using paid leave in conjunction with FMLA, employees must comply with the requirements of the applicable paid leave policy.

3.59.9 Benefits During Leave

During an approved FMLA leave, the library will maintain the employee’s insurance benefits as if the employee continued to remain actively employed. Sick leave, vacation leave, personal days, and IMRF credits are not earned while an employee is on a leave of absence without pay.

3.59.10 Intermittent Leave

Leave because of a serious health condition, to care for a servicemember with a serious injury or illness, or because of a qualifying exigency may be taken intermittently (in separate blocks of time due to a single covered health condition) or on a reduced leave schedule (reducing the usual number of hours an employee works per workweek or workday) if necessary. If leave is unpaid, the library will reduce the employee’s salary based on the amount of time actually worked. In addition, while the employee is on an intermittent or reduced-schedule leave, the library may temporarily transfer the employee to an available alternate position that better accommodates the recurring leave and that has equivalent pay and benefits. A fitness for duty certification may be required to return from an intermittent absence if reasonable safety concerns exist concerning the employee’s ability to perform job duties.

3.59.11 Job Restoration

If the employee wishes to return to work at the expiration of the leave, the employee is entitled to return to the same position or to an equivalent position with equal pay, benefits, and other terms and conditions of employment. If the employee takes leave because of the employee’s own serious health condition, they may be required to provide medical certification that they are fit to perform the essential functions of the job. Employees failing to provide the certification will not be permitted to resume work until it is provided.

Employees who do not qualify for leave under the Family Medical Leave Act (FMLA) may request a leave of absence without pay for up to 12 weeks. If an employee requests leave for any medical reason, they may be required to exhaust any remaining applicable paid leave. The exhaustion of this paid leave does not extend the leave period. Employees must be employed for at least six months prior to the requested leave. General Leave of Absence is granted at the discretion of the Library Director.

No guarantee is made that the employee returning from a leave of absence without pay will be returned to active employment.

A doctor's note must be provided during the period of medical leave of absence. Failure to provide certification will result in termination of the leave of absence. An employee returning to work following a medical leave of absence must present a doctor's statement stating they are able to resume activities on a regular basis prior to returning to work.

Sick leave, vacation leave, personal days, and IMRF credit are not earned while an employee is on a leave of absence without pay. While on leave of absence without pay, the employee is responsible for the continuation of insurance and other benefits.

Failure to return from a leave of absence at the time agreed upon will be regarded as a voluntary resignation, unless otherwise agreed to in writing by the Library Director.

Employees will be granted a military leave of absence for the period of military service in accordance with applicable federal and state laws. Employees who are reservists or members of the National Guard are granted time off for required military training. Their eligibility for reinstatement after the completion of their military duty and training benefit continuation/eligibility issues are determined in accordance with applicable federal and state laws. Employees may elect, but are not required, to use any vacation time for the absence. Training leaves will not normally exceed two weeks per year, plus reasonable travel time. Employees called to active military duty or to reserve or National Guard training, or volunteering for the same, should submit copies of their military orders to their supervisor as soon as is practicable.

3.61.1 Funeral Honors Detail Leave

Eligible employees may take eight (8) hours of paid Funeral Honors Detail Leave per month, with up to 40 hours per calendar year, to participate in honor guard detail for military funerals.

To qualify for this leave, employees must have worked at the library for at least 12 months and 1,250 hours. Qualified employees must be trained to participate in Funeral Honors Detail and must be either:

A retired or active member of the United States Armed Forces (including the Reserves), or National Guard; or
Personally designated as an “authorized provider” or a registered member of an “authorized provider” defined as private individuals and organizations that augment the uniformed members of a military Funeral Honors Detail.

Funeral Honors Detail Leave is in addition to any other paid or unpaid leave. Employees will be permitted to use Funeral Honors Detail Leave without previously exhausting other types of leave or paid time off.

Employees looking to use Funeral Honors Detail Leave must provide reasonable notice of their intent to use the leave to the Human Resources & Finance Manager. Administration may request documentation to verify the employee’s participation in Funeral Honors Detail.

Eligible employees may use unpaid Victims’ Economic Security and Safety Act (VESSA) leave for up to 12 weeks in a 12-month period for any one or more of the following reasons:

Seeking medical attention for, or recovering from, physical or psychological injuries caused by domestic, sexual, gender, or any other crime of violence to the employee or the employee’s family or household member;
Obtaining services from a victim services organization for the employee or the employee’s family or household member;
Obtaining psychological or other counseling for the employee or the employee’s family or household member;
Participating in safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee’s family or household member from future domestic, sexual, gender, or any other crime of violence or ensuring economic security; or
Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee’s family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic, sexual, gender, or any other crime of

Eligible employees may use up to two workweeks (10 days) of unpaid VESSA leave for any one or more of the following reasons:

Attending the funeral or alternative to funeral or wake of a family or household member who is killed in a crime of violence;
Making arrangements necessitated by the death of a family or household member who is killed in a crime of violence; or
Grieving the death of a family or household member who is killed in a crime of violence.

Leave for these reasons must be completed within 60 days after the employee receives notice of the death of the victim.

3.62.1 Definitions

“12-Month Period” means a rolling 12-month period measured forward from the date leave is taken and continuous with each additional leave day taken.

“Domestic, Sexual, Gender, or Other Crimes of Violence” means domestic violence, sexual assault, stalking, harassment and obscene communication, armed violence, and other crimes.

“Family or Household Member” means a spouse or party to a civil union, parent, grandparent, child, grandchild, sibling, or any other person related by blood or by present or prior marriage or civil union, other person who shares a relationship through a child, or any other individual whose close association with the employee is the equivalent of a family relationship as determined by the employee, and persons jointly residing in the same household.

“Child” means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age, or is 18 years of age or older and incapable of self-care because of a mental or physical disability.

3.62.2 Coverage and Eligibility

Both full and part-time employees are eligible to apply for this leave.

3.62.3 Intermittent or Reduced Leave

An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule.

3.62.4 Substitution of Paid Leave

An employee may elect to substitute accrued paid vacation, sick time, personal time, or any other applicable paid time off for any part of victims’ economic security and safety leave. Such substitution will not extend the employee’s total allotment of time off under this policy.

When the employee’s need for the leave also qualifies as family/medical leave pursuant to the Family and Medical Leave Act (FMLA), short-term or long-term disability, or Family Bereavement Leave Act, these leaves will run concurrently with leave taken pursuant to this policy, such that the total amount of unpaid leave for which an employee will be eligible in one year is 12 weeks.

3.62.5 Notice Requirement

An employee is required to give 48 hours’ notice to the library in the event of a foreseeable leave. In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable, usually verbal notice within one or two business days of when the need for leave becomes known.

3.62.6 Certification

For leaves taken pursuant to this policy, the employee may be required to submit a certification demonstrating the need for the leave. The employee, in most cases, must provide the certification within 15 days after it is requested.

The certification requirement may be satisfied by the submission of a sworn statement from the employee and one of the following:

Documentation from a victim services organization, attorney, clergy, or medical or other professional from whom the employee or the family/household member has sought assistance in addressing domestic or sexual violence and/or its effects;
A police or court record;
A death certificate, published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or government agency documenting that a victim was killed in a crime of violence; or
Other corroborating evidence

The employee may choose the type of documentation from the above list to submit. All documentation related to the employee's need for the leave pursuant to this policy will be held in strict confidence and will only be disclosed as required/permitted by law.

3.62.7 Effect on Benefits

During an approved VESSA leave, the library will maintain the employee’s insurance benefits as if they continued to be actively employed. If paid leave is substituted for unpaid VESSA leave, the library will deduct the employee’s portion of the insurance premium as a regular payroll deduction. If the employee’s leave is unpaid, they must pay their portion of the premium during the leave. The employee’s group insurance coverage may cease if their premium payment is more than 30 days late. If the employee does not return to work at the end of the leave period, they may be required to reimburse the library for the cost of the premiums paid by the library for maintaining coverage during the employee’s unpaid leave, unless they cannot return to work because of the continuation, recurrence, or onset of domestic, sexual, gender, or any other crime of violence or other circumstances beyond their control.

3.62.8 Job Protection

If the employee wishes to return to work at the expiration of their leave, the employee is entitled to return to their same position or to an equivalent position with equal pay, benefits, and other terms and conditions of employment. If the employee takes leave because of their own medical condition, the employee is required to provide medical certification that they are fit to resume work.

Employees failing to provide medical certification that they are fit to return to work will not be permitted to resume work until it is provided.

3.62.9 Reasonable Accommodations

The library supports VESSA and will attempt to provide reasonable accommodations for employees who are entitled to protection under this Act in a timely fashion, unless such accommodations would present an undue hardship for the library.

Reasonable accommodation applies to applicants and employees and may include adjustment to a job structure, workplace facility, or work requirement; transfer, reassignment, or modified schedule; leave; a changed telephone number or seating assignment; installation of a lock; implementation of a safety procedure; or assistance in documenting domestic, sexual, gender, or any other crime of violence that occurs at the workplace or in work-related settings, in response to actual or threatened domestic, sexual, gender, or any other crimes of violence.

A qualified individual is an individual who, but for being a victim of domestic, sexual, gender, or any other crime of violence or with a family or household member who is a victim of domestic, sexual, gender, or any other crime of violence, can perform the essential functions of the employment position that such individual holds or desires.

Should an employee wish to request a reasonable accommodation pursuant to this policy, they should contact the Human Resources & Finance Manager.

3.62.10 Use of Employer-Issued Devices

Employees eligible for VESSA are allowed use of and access to employer-owned equipment to record crimes of violence committed against employees or their family or household members.

Eligible employees must abide by the library’s employment policies and continue to perform the essential duties of their jobs. The library is obligated to:

Allow employee-crime victims access to photographs, voice or video recordings, sound recordings, and any other digital document or communication stored on the employer’s equipment.
Not take any adverse actions against employees based on their permitted use of library equipment.
Not take away employees’ access to equipment because they exercised or attempted to exercise their rights under the amended law.
Comply with any investigation, court order, or subpoena seeking their equipment, data, and documents that may be relevant or responsive to the orders or subpoenas.

Employees are provided job-protected unpaid leave when their child is admitted to a Neonatal Intensive Care Unit (NICU), in compliance with the Illinois Family Neonatal Intensive Care Leave Act.

3.63.1 Leave Entitlement

Employees are eligible to take 20 days of unpaid leave while any child of the employee is a patient in the NICU. “Child” refers to an employee’s biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis.

Employees may take NICU Leave either continuously or intermittently. Intermittent leave may be taken in increments of no less than two (2) hours.

Employees who are eligible for leave under the Family and Medical Leave Act (FMLA) must first use all available FMLA leave before accessing NICU Leave under this policy.

3.63.2 Requesting Leave

Employees should notify the Human Resources & Finance Manager as soon as practicable when they become aware of the need for NICU Leave. Requests for leave should include the anticipated start and end dates, and whether the leave will be continuous or intermittent. Administration may request reasonable verification of the need for NICU Leave.

3.63.3 Pay and Benefits

NICU Leave will be unpaid leave. Employees may elect (but will not be required) to substitute available paid time off for unpaid NICU Leave.

During an approved NICU Leave, the library will maintain the employee’s insurance benefits as if they continued to be actively employed.

3.63.4 Job Protection

Employees returning from NICU Leave will be reinstated to their same position or a substantially equivalent position with the same or equivalent pay, benefits, and working conditions.

Eligible employees may take paid leave for up to one hour every 56 days to donate or to attempt to donate blood. Eligible employees may take up to 10 days in any 12-month period to serve or attempt to serve as a living organ donor.

3.64.1 Definitions

“Eligible Employee” for blood donation means a full-time employee who has been employed for at least six (6) months and who donates or attempts to donate blood as defined below. For organ donation, an eligible employee means any employee who has been employed for at least six (6) months and who donates any biological tissue of the human body as defined below.

“Blood Donation” means the act of donating blood in accordance with the nationally recognized medical standards for blood donation eligibility of the community blood bank as operated by the American Red Cross, America’s Blood Centers, the American Association of Blood Banks, or other blood bank.

“Organ Donation” means the act of donating any biological tissue of the human body that may be donated by a living donor (other than blood), including but not limited to, the kidney, liver, lung, pancreas, intestine, bone, and skin or any subpart thereof.

3.64.2 Notice, Approval, and Verification Requirement

An employee is required to give reasonable notice to the Human Resources & Finance Manager in the event that the employee chooses to use leave under this policy. A request for leave under this policy must be in writing and must include the day the employee wishes to use the leave along with a written statement from the blood bank or medical/transplant facility indicating that the employee has an appointment on the day requested for leave to donate or attempt to donate blood or an organ.

Upon an employee’s return from an approved leave, the employee will be required to submit to the Human Resources & Finance Manager a written statement from the blood bank or medical/transplant facility verifying that the employee kept the appointment.

3.64.3 Complaint Procedure

Employees who believe that their leave has been improperly administered under this policy may file a complaint with the Human Resources & Finance Manager. The complaint will be promptly investigated and the results of the investigation will be reported to the complaining employee. If the employee is unsatisfied with the findings of the investigation, the employee may appeal the decision to the Library Director.

The library supports and encourages employee education to enhance job satisfaction and library services. Tuition reimbursement helps employees further their knowledge, skills, and job effectiveness through higher education.

3.65.1 Eligibility

To be eligible for tuition reimbursement, an employee must:

be continuously employed with regularly scheduled hours and have worked for the library for at least 12 consecutive months;
request approval from their manager and the Library Director to have the course considered for tuition reimbursement;
be enrolled in an approved degree program. Approved degree programs and coursework are defined as: Certificate, Associates, Bachelors, and Master’s degree programs related to the duties of their current position or that may lead to promotion within the library.

Substitutes and Interns are not eligible for tuition reimbursement.

Books, class materials, and travel costs are not eligible for tuition reimbursement. Each course will be considered independently. Approval of one course does not guarantee approval of additional courses in the same program.

Employees eligible for reimbursement from any other source (e.g., a government-sponsored program or a scholarship) may seek assistance under our educational assistance program but are reimbursed only for the difference between the amount received from the other funding source and the actual course cost. Total aid from the Library and other sources may not exceed 100% of the costs and fees.

3.65.2 Reimbursement Requirements

To receive reimbursement, an employee must:

notify the Human Resources & Finance Manager of their intent to apply for tuition reimbursement before August 1 of the year previous to the reimbursement year to allow for budget consideration;
complete the Tuition Reimbursement form after registering for class or classes, and submit it to the Human Resources & Finance Manager. The Human Resources & Finance Manager will notify the employee if the request has been approved and provide information regarding reimbursement If the request has been denied, the Human Resources & Finance Manager will provide the reason;
earn a grade of A, B or pass (for pass/fail classes only); and
submit grade(s) and paid tuition receipt within 45 days of receiving grade(s).

3.65.3 Reimbursement Amount

Upon presentation of evidence of completion of an approved course, tuition reimbursement will be authorized as follows:

fifty percent (50%) of class cost for an A or B grade or "Pass" for a pass/fail class;
twenty-five percent (25%) of class cost for a C grade; or
no reimbursement for a D or "Fail"

3.65.4 Availability of Funds

The Board of Library Trustees determines the total amount, if any, available for tuition reimbursement each year in the budget process. The library reserves the right to reject requests for any reason, including budgetary constraints.

The maximum tuition reimbursement, per employee per calendar year, is $5,000. The maximum lifetime benefit for tuition reimbursement per employee is $10,000.

3.65.5 Additional Requirements

All class meetings and preparation will be undertaken on the employee’s own time. The schedule must consider departmental needs and be approved by the department manager.

No promotion or increase in salary is guaranteed to an employee who undertakes such study.

Tax consequences (if any) as a result of reimbursement under this benefit are the sole responsibility of the employee. Taxable earnings (if applicable) may be added to overall earnings and reflected on an employee’s W-2.

Employees who voluntarily separate from the library prior to the completion of a class will not be eligible for reimbursement.

Employees who receive a tuition reimbursement shall be committed to work one year after the reimbursement is paid. Employees who separate from the library within one year of receipt of a tuition reimbursement will pay back a prorated amount of the reimbursement. The Library Director may waive this requirement, in whole or in part, for extenuating circumstances.

All resignations are to be submitted in writing stating the date of resignation. Employees are requested to give at least two weeks’ notice of resignation or equivalent to the employee’s annual vacation leave, whichever is greater.

Upon resignation, the employee will be paid for accrued, unused vacation leave. Accumulated sick and personal days will not be paid upon resignation. Any employee who resigns and later returns to the employ of the library shall be considered a newly hired employee for all purposes.

Every library employee has the status of "employee-at-will," meaning that no one has a contractual right, expressed or implied, to remain in the library's employ. The library may terminate an employee's employment or an employee may terminate their employment, with or without cause and with or without notice, at any time for any reason. No supervisor or other representative of the library (except the Board of Library Trustees, in writing) has the authority to enter into any agreement for employment for any specified period of time or to make any agreement contrary to the above.

Terminated employees shall be paid for accrued, unused vacation leave.

The employee leaving the library is requested to return building and office keys, credit card, parking permit, and any other library property or equipment before leaving.

Employees who separate from employment with outstanding debts for equipment loss or unauthorized charges will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss.

The Comprehensive Omnibus Budget Reconciliation Act (COBRA) offers employees and eligible dependents the opportunity for temporary extension of medical and life coverage in certain instances where coverage under the library's plan would otherwise end. In compliance with the Municipal Employees Continuance Privilege law, 215 ILCS 5/367j, the library offers the continuation of its group medical coverage to:

any employee who retires from employment and is 55 years of age or older and has sufficient years of service credit with IMRF or a reciprocating entity necessary to qualify for retirement; and
to employees on the first day of a disability period as long as the employee is removed from the library’s payroll.

Conditions for continuation of coverage and the length of coverage are determined by the group policy managed by the Village of Downers Grove.

Retirement is defined as leaving the employment of the library and receiving a pension under the provisions of the Illinois Municipal Retirement Fund (IMRF). Employees retiring from the library who are eligible for an IMRF pension may convert unused sick days up to 240 days for additional IMRF service credit. Continuation of medical, dental, and vision insurance may be available to qualifying retirees under the Village of Downers Grove group insurance program.

Email info@dglibrary.org.

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3.1 At-Will Employment

3.2 Amendments

3.3 Administration

3.4 Equal Opportunity Employment

3.5 Appointments

3.6 Recruitment and Hiring

3.7 Pre-Employment Testing and Criminal Background Checks

3.8 Reference Checks

3.9 Employment Eligibility Verification

3.10 Introductory Period

3.11 Employee Classifications

3.12 Employee Handbook

3.13 Programming

3.14 Reasonable Accommodations

3.15 Employee Privacy

3.16 Compensation

3.17 Service Awards

3.18 Payment of Wages

3.19 Deductions from Pay

3.20 Work Day, Work Week, and Work Year

3.21 Scheduling and Attendance

3.22 Time Records

3.23 Overtime

3.24 Compensation for Work on Sunday

3.25 Meal Period and Rest Breaks

3.26 Use of Library Equipment

3.27 Library Information and Property

3.28 Driver's License and Proof of Insurance

3.29 Meetings, Workshops, and Conferences

3.30 Membership and Professional Organizations

3.31 Emergency Closings

5.32 Smoke-Free Illinois Act

3.33 Employment Verification and Letters of Reference

3.34 Contest and Program Prizes

3.35 Solicitation and Fundraising for Outside Organizations

3.36 Violence in the Workplace

3.37 Performance Evaluations

3.38 Personnel File Review

3.39 Telecommuting

3.40 Internal Complaints

3.41 Progressive Discipline and Termination

3.42 Anti-Discriminiation and Anti-Harassment

3.43 Alcohol and Drug-Free Workplace

3.44 State Officials and Employee Ethics Act

3.45 Bloodborne Pathogens

3.46 Benefits Disclaimer

4.47 Insurance Benefits

3.48 Flexible Spending Account

3.49 Illinois Municipal Retirement Fund (IMRF)

3.50 Workers Compensation

3.51 Parking Permits

3.52 Vacation

3.53 Personal Time

3.54 Holidays

3.55 Sick Leave

3.56 Parental Leave

3.57 Compassionate Leave

3.58 Jury or Other Civic Duty

3.59 Family or Medical Leave of Absence (FMLA)

3.60 General Leave of Absence

3.61 Military Leave

3.62 Victims' Economic Security and Safety Act (VESSA)

3.63 Family Neonatal Intensive Care Leave

3.64 Employee Blood and Organ Donation Leave

3.65 Tuition Reimbursement

3.66 Resignations and Terminations

3.67 Continuation of Benefits

3.68 Retirement

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