Effective Date: February 21, 2007. Last revised December 12, 2023. Document #6.0.
1. GENERAL
1.1 So that the library may provide the best service possible to the community that it serves, and so that employees may better understand expectations, it is necessary to establish standard rules and guidelines regarding customer relations, timeliness, attendance, dress, drug and alcohol use, and other general expectations regarding employee conduct while at work, at library sponsored events, or that affect an employee’s ability to perform their job. All employees should review, understand, and follow the provisions of these administrative rules and guidelines.
1.2 This document is divided into the following sections:
Section 1 – General
Section 2 – Customer and Staff Relations
Section 3 – Personal Activities During Work Time
Section 4 – Hours of Work, Attendance, Punctuality, and Dependability
Section 5 – Drug and Alcohol Use
Section 6 – Violations of the Law
Section 7 – Expression, Demonstration or Posting of Personal Beliefs and Opinions
Section 8 Solicitations, Distributions, and Use of Bulletin Boards
Section 9 – Political Participation
Section 10 – Outside Employment
Section 11 – Gifts and Gratuities
Section 12 – Dress and Grooming
Section 13 – Identification Badges and Visitor Access to Work Areas
Section 14 – Confidential Information
Section 15 – Employee Privacy and Confidentiality of Employee Information
2. Customer and Staff Relations
2.1 Each library employee is responsible for helping to create an environment where all those we come in contact with are recognized, valued, and respected. To that end, library employees will:
- Encourage access for all.
- Be welcoming and provide courteous, proactive and responsive service to all.
- When issues arise, focus on the situation, issue, or behavior, not the person.
- Give internal customers the same quality of service provided to external customers.
- When identifying yourself as a Spokane Public Library employee, speak in a respectful way of customers and co-workers in all written and verbal communications that are not strictly private, whether with other customers, co-workers, or with friends and family.
- Maintain the confidentiality of customer and staff information at all times.
- Promote harmony and cooperation among fellow workers.
- Be truthful and provide all pertinent facts and information on any matters concerning library employment.
- Actively participate in meetings, committees, task forces and training opportunities and remain open to new ideas.
- View feedback as an opportunity to grow.
3. Personal Activities During Work Time
3.1 Employees are expected to devote their working hours to library matters rather than to personal activities or concerns. However, because we spend a good part of our day at work, it is inevitable that there will be some overlap. Therefore, the following guidelines should be followed while at work:
3.1.1 Personal conversations should be limited, brief and professional. Care should be taken that any personal conversation does not interfere with customer interactions or with another employee’s work. If an emergency arises that requires an immediate and lengthy conversation employees should ask to be relieved from duty for the time necessary to resolve the issue. These guidelines apply equally to in-person, telephone, or text conversations.
3.1.2 Employees should refrain from conducting personal business or recreation during work time. Examples of such activities include, but are not limited to, playing games, reading for pleasure, visiting non-work related websites and writing personal correspondence. Such activities should be confined to paid or unpaid break times and to the non-public areas of the library.
4. HOURS OF WORK, ATTENDANCE, PUNCTUALITY AND DEPENDABILITY
4.1 The standard workweek is forty (40) hours. The workweek commences on Sunday morning at 12:01 am and ends the following Saturday at Midnight. The standard work day is eight hours for non-exempt workers. Workday lengths for exempt employees are determined primarily by their current job responsibilities and workloads. Open hours vary by location, therefore, the manager of each branch or department will determine work schedules within his or her department. Work schedules are always subject to change in order to best meet the needs of the library and its customers. The terms of the current collective bargaining agreement will apply when altering the work schedules of represented employees.
4.2 Because we depend on our employees, it is important that employees attend work as scheduled. Dependability, punctuality, and a commitment to do the job right are essential at all times. Employees are expected to work on all scheduled workdays and during all scheduled work hours, to report to work on time, and to return to duty from paid and unpaid work breaks at the scheduled time.
4.2.1 Employees must notify their supervisor as far in advance as possible, but not later than one hour before the scheduled starting time if they expect to be late or absent, regardless of whether they have sufficient paid leave time to cover the absence. Employees who are absent or late and fail to notify their supervisors will be subject to corrective action for failure to notify and unexcused absence.
4.2.2 Employees are subject to termination if they have been absent from work for three consecutive days without permission from their immediate supervisor, and/or without notifying the immediate supervisor of their absence and intention to return. Such employees are considered to have abandoned their jobs.
4.2.3 Periodically, special circumstances will occur that warrant an employee being excused from work without sufficient leave accruals to cover the absence. In order to ensure consistency, such cases should be reviewed with the human resources manager.
4.2.4 Occasionally an employee will exhibit a pattern of absenteeism that must be corrected, despite having sufficient leave to cover the absences (i.e., excessive absence, consistently missing a specific day of the week, school holidays, the day before or after a holiday, the day before or after a scheduled vacation, calling in sick on a day previously requested and denied as a vacation day). Such cases should be reviewed with the human resources manager.
4.2.5 To the extent permitted by law, absenteeism and lateness lessen an employee’s chances for advancement and may result in dismissal.
5. Drug and Alcohol Use
5.1 The manufacture, distribution, dispensation, possession, or use of alcohol, any illegal drug, or any controlled substance while at work or during paid or unpaid work breaks is strictly prohibited. These activities constitute serious violations of library rules and can create situations that are unsafe or that substantially interfere with job performance.
5.1.1 Employees using prescription drugs according to a physician’s instructions or using over-the-counter drugs for medicinal purposes should, in the event such drugs would impair their physical, mental, emotional, or other faculties, notify the library’s human resources manager.
5.1.2 If a supervisor suspects that an individual is at work and under the influence of alcohol and/or drugs, the supervisor should notify the library’s human resources manager (or the library director when the human resources manager is not available) to make arrangements to test the employee.
5.1.3 The moderate use of alcohol may be allowed, with the approval of the library director, at certain library sponsored events that are held outside work hours.
5.2 Employees who are involved in an accident while working or operating library equipment, causing more than $1,500 in damage, or causing injury to him/herself or others that requires hospitalization and/or treatment by a health care provider, may be tested for drug and alcohol use. The library human resources manager or the library director must be contacted immediately. An employee who fails to notify library administration of an accident in a timely manner may be presumed to have been under the influence at the time of the accident and may be disciplined accordingly.
5.3 An employee who refuses a drug and/or alcohol test under the circumstances outlined above will be presumed to have been under the influence of alcohol or drugs and will be disciplined accordingly.
5.4 The results of drug and alcohol screenings will be considered highly confidential and will be kept separate from the employee’s personnel file in the employee’s medical file. Medical files will be kept in a locked file cabinet and access will be limited to certain individuals in the organization. The results of drug and alcohol screenings will be discussed only with those individuals who have a legitimate work-related need to know.
6. Violations of the Law
6.1 Library employees are expected to abide by all local, state or federal laws.
6.1.1 An employee who has been charged with a criminal offense (felony) or misdemeanor involving moral turpitude may be placed on paid or unpaid administrative leave until such time as the charges are resolved. An employee placed on unpaid administrative leave may use their vacation or compensatory time accruals to remain in a paid status.
6.1.2 An employee who has been convicted of a criminal offense (felony) or misdemeanor involving moral turpitude may be subject to dismissal from employment with the library.
6.1.3 An employee who has been charged with a violation that affects his/her driver’s license or who has his/her driving privileges suspended, revoked or barred shall not be permitted to operate a vehicle on behalf of the library until the time when driving privileges are restored. An employee whose job requires a driver’s license in order to perform essential functions, and who has his/her license revoked, rescinded, suspended or the renewal denied, may be terminated from employment.
6.2 An employee who is charged with, or convicted of, any criminal offense (felony), or misdemeanor involving moral turpitude, must immediately report any charge or conviction to the human resources manager or the library director. An employee who is charged or convicted of any violation affecting driving privileges, and who drives their own or a library furnished vehicle for work, will also be required to report any such charge or conviction. An employee who fails to report charges or convictions will be subject to appropriate disciplinary action, including termination, for failure to notify.
7. EXPRESSION, DEMONSTRATION OR POSTING OF PERSONAL BELIEFS AND OPINIONS
7.1 In order to ensure courteous and unbiased service for all users, library employees may not express personal beliefs or opinions or advocate for an outside organization or cause, whether political, religious, social, philosophical, or other, while on a public desk or while in any way representing the library. Therefore, employees cannot wear clothing, buttons, pins, or any other accessory that displays statements or insignia, except those issued or sanctioned by the library, while on a public desk or while in any way representing the library. Any exceptions must be approved in advance by the library’s human resources manager or the library director.
7.2 While at work, disagreements about library policy or direction will not be discussed with the public, or with other employees in areas where the conversation may be overheard by the public.
8. SOLICITATIONS, DISTRIBUTIONS, AND USE OF BULLETIN BOARDS
8.1 Employees may not solicit any other employee during working time, nor may employees distribute literature in work areas at any time. Distribution of printed materials or literature of any nature shall be limited to non-work areas at non-work times. Persons not employed by the library may not solicit library employees for any purposes on library premises. Exceptions may be made to this policy for library sponsored campaigns, such as the annual United Way campaign.
8.2 A bulletin board is provided at each location for the use of AFSCME, Local 270. This bulletin board is designated for union purposes only and will be maintained according to the terms of the current collective bargaining agreement.
8.3 Other bulletin boards located in staff work areas or break rooms are to be used only for posting or distributing materials that pertain to library business or are sanctioned by library administration. All material posted on bulletin boards, or anywhere else on library property, must have authorization from the branch manager, the human resources manager, or the library director. All employees are expected to check these bulletin boards periodically for new and/or updated information and to follow the rules set forth in all posted notices. Employees are not to remove material from bulletin boards unless authorized to do so.
9. Political Participation
9.1 Employees may not use library time, property, their authority, or position with the library in any manner to promote any political issue or candidate.
9.2 Employees cannot solicit funds for any political purpose from other employees or from persons or entities that have a business relationship with the library during work hours or on library property.
9.3 Employees cannot accept appointment or seek election to any public office when holding of such office would be incompatible or would interfere with the discharge of library duties.
10. Outside Employment
10.1 While employees are not prohibited from having a second job, secondary employment must not affect the employee’s work hours, interfere or conflict with the employee’s regular duties, raise any ethical concerns, or necessitate long hours that may impact the employee’s working effectiveness.
10.1.1 Employees may not use library-owned tools, equipment, vehicles, or materials for any secondary job, except to the extent that they are lawfully available to the public.
10.1.2 Employees may not solicit or perform secondary employment during the hours designated for work for the library, unless specifically authorized.
10.1.3 An employee seeking a schedule change in order to accommodate secondary employment or other outside commitments should apply for approval to the branch or department manager at least two weeks in advance. It is important to keep in mind that work hours are scheduled in order to best serve the library’s customers and that schedules are always subject to change as the library’s needs change. Therefore, it may not always be possible for managers to arrange a schedule that works with an employee’s other commitments, nor to maintain that schedule over time. It may become necessary to terminate the employment of a person who is unable to regularly meet his/her work schedule because of secondary employment or other outside commitments.
11. Gifts and Gratuities
11.1 Employees may not solicit gifts, favors, or anything of monetary value from a private source as compensation for the services performed as an employee of the library.
11.2 Employees may not accept anything of economic value such as a gift, favor, service, entertainment, food or drink which could reasonably be expected to influence the employee’s actions.
11.3 Payment for an appearance, a speech, or article may not be accepted if the appearance, speech, or article could be considered part of the employee’s official duties. Exceptions may be made in the event the employee’s work or work product has received authorization as secondary employment and is not deemed a conflict of interest.
12. Dress and Grooming
12.1 Employees should wear attire that reflects the customers and environment in which they are working. The intent is to allow our customers to be comfortable when seeking and receiving our assistance while allowing staff the flexibility to “dress for their day”. Appropriate attire to match safety standards will be worn when necessary. Exceptions to these general guidelines, may be made by library administration.
12.1.1 Hair should be secured safely when operating any mechanical or electrical device. Shoes should be appropriate to the work performed. Staff who operate equipment or who carry or shelve heavy loads should wear safe, closed-toe, shoes. All clothing must be neat and clean and in good repair.
12.1.2 Appropriate standards of body hygiene are to be observed. Fragrances should be used sparingly or not at all, as some individuals are allergic or sensitive to them. In addition, we ask that employees refrain from applying spray colognes, hairsprays, or air fresheners in work areas and hallways as the use of such products may trigger allergic reactions and create health problems.
12.2 Each employee is responsible for maintaining an appearance which is appropriate and safe for their working conditions and job responsibilities. The immediate supervisor is responsible for ensuring that employees who report to them are safely and suitably dressed. Supervisors are expected to exercise their best judgment as to the appropriateness and safety of the clothing and shoes worn for the service area and the type of work being performed. Supervisors will ordinarily discuss dress policy concerns with an employee, and if deemed necessary, an employee may be required to change inappropriate clothing. Those supervisors who have difficulty coaching their staff should seek help from the human resources manager and/or their own supervisor. Exceptions to these general guidelines should be addressed to the Human Resources Director.
13. IDENTIFICATION BADGES AND VISITOR ACCESS TO WORK AREAS
13.1 In order to protect the safety and maintain the security of all employees, every employee is required to wear an identification badge featuring a security photo at all times while on duty. A name badge, complete with security photo, will be issued to all employees. The badge is the property of the Spokane Public Library and must be returned upon termination of employment.
13.2 For safety reasons and to limit disruptions access to the non-public areas of the libraries is generally limited to employees. However, vendors, repair persons, friends and family members may be allowed limited access.
13.2.1 Friends, family and others having personal business to conduct with an employee may be allowed in the non-public areas of library facilities, provided that visits are short in duration, are not disruptive, and that visitors are accompanied by an employee at all times. Any personal business transacted with a visitor must take place before or after an employee’s work shift or during work breaks and may be conducted only in the employee break rooms, in private offices, or in meeting rooms intended for staff and not public use.
13.2.2 Visitors conducting library business who will be in non-public areas unescorted, such as repair persons, will wear a “Visitor” badge, so that they may be identified by staff as authorized.
13.2.3 The Downtown Library is equipped with a security system which requires a key card to access the building before or after open hours, and the non-public areas of the building at all times. Employees are prohibited from lending their own key card to any other person. Branch managers have extra key cards that may be issued on a temporary basis to employees who will be visiting the Downtown Library and will need access to the building. A temporary key card may be issued for the use of a visitor with a legitimate need to access non-public areas unescorted, but the key card must be returned at the end of each day.
13.3. There are no special parking arrangements for non-employee visitors to the Downtown Library. If space is available they may use the underground public parking area and pay the normal hourly rate. Vendors and other visitors may park at the Downtown Library loading dock while loading or unloading a vehicle but the vehicle must be moved promptly when loading or unloading is completed. Vehicles left in the loading dock area unattended will be towed at the owner’s expense.
14. Confidential Information
14.1 Employees will receive and have access to information that is confidential in nature to the library and its customers. Employees are not to disclose any such confidential information to any other person in the organization unless there is a legitimate business reason for doing so. Confidential information will only be disclosed to a person outside the organization when library administration has expressly stated that the information can be disclosed to that person. This obligation exists even after the employee leaves library employment.
14.2 Only those employees who are explicitly authorized to do so may access customer records, and then only for legitimate library business reasons. Viewing, manipulating or releasing customer records without authorization or without following appropriate procedures may result in disciplinary action, which may include termination of employment.
15. EMPLOYEE PRIVACY AND CONFIDENTIALITY OF EMPLOYEE INFORMATION
15.1 The Spokane Public Library collects and retains only such personal information as it needs to effectively conduct business and administer its employee benefits programs. The library takes steps to ensure that all personal and job-related information about employees is accurate, complete, and relevant for its intended purpose. The library treats personal information about employees as confidential and respects the need for protecting each employee’s privacy by enforcing secure information handling procedures on the part of all personnel whose job duties involve gathering, retaining, using, or releasing personal information about the library’s employees.
15.1.1 To ensure that personnel files are up-to-date and contain accurate, complete information, employees are asked to notify their supervisor or human resources of any changes that occur in the following categories: name; telephone number; home address; marital status; number of dependents; beneficiary designations; individual to notify in case of emergency.
15.1.2 Employees can review the information contained in their own personnel file. Employees who are interested in reviewing the contents of their personnel file should contact the human resources manager and provide at least two days’ notice of their desire to schedule a mutually convenient time for an appointment.
15.1.3 Employees can request correction or deletion of information in their personnel records as appropriate by submitting a written request to the human resources manager. If the human resources manager refuses to amend or delete the record, the individual has the right to enter into the record a statement setting forth the reasons for the individual’s disagreement.
15.2 All requests from third parties for employment related information must be referred to human resources. Human resources will disclose only the following: position(s) held; dates of employment, and; salary or wages when a signed release is provided.
15.2.1 Performance related information will not be disclosed, except that human resources will verify that copies of performance evaluations provided to prospective employers by the employee are accurate and the most current documents available. Whether to provide copies of performance evaluations to a potential employer is wholly the employee’s decision. Human resources will not suggest this option to any third party requesting information. The exit appraisal and the two most current appraisals prior to termination are retained for ten years following termination of employment.
15.2.2 A supervisor may write a letter of recommendation for an employee if they choose to do so. Statements prepared by a supervisor regarding a current or former employee’s work performance and/or character will be given only to the employee, and will never be provided directly to any third party. A copy will be sent to human resources and will be included in the employee’s personnel file. Whether to write a letter of recommendation is wholly the supervisor’s decision.
15.3 Health related information will be considered highly confidential and will be shared with others within the organization on a need to know basis and only to the extent necessary. Health related information will be kept in a locked file, separate from the employee’s personnel file. Access will be restricted to only those few individuals who are authorized to handle such information.
15.4 Employees are prohibited from disclosing any personal information about other staff members to callers or visitors. Personal information about other employees should only be given to, or discussed with, another employee when there is a legitimate work-related need to know, and only to the extent necessary for the intended purpose. Personal information includes, but is not limited to, home address, home telephone number, work location, hours of work, marital status, health status of an employee or their family members, birth date, social security number, employment status, wages, work performance, and other like information.
15.5 Personnel records may be subject to disclosure when requested pursuant to a written public records request. In addition, the library ordinarily honors subpoenas demanding production of information with respect to any employee. The library will usually advise an employee of the public information request or subpoena, and the nature of the information requested, unless otherwise prohibited by law. Any subpoena or public information request for employment related information must be referred to the human resources manager or the library director.
