GLOSSARY
1039 RULE: Hourly staff who work less than 20 hours on a regular basis and have elected to receive leave benefits, are prohibited from working more than 1,039 hours in a fiscal year (July 1- June 30). This rule is based on the Utah Retirement System’s regulations regarding benefited employees.
ADMINISTRATION: The Executive Director, and the Executive Leadership Team Members.
AFFIRMATIVE ACTION: The Library’s commitment to the principles of the Equal Employment Opportunity Act.
DEPUTY OR ASSOCIATE DIRECTORS: Act as the Executive Director in the Executive Director’s absence. Directly supervise multiple department managers.
AUTHORIZED PERSON: An individual, who is not an employee that has approval to visit or work for the Library in an official capacity.
BASIC WEEKLY SCHEDULE: The number of hours per week which an employee is hired to work.
BOARD OF DIRECTORS: A group of between five and nine Salt Lake City residents appointed by the Salt Lake City Mayor with the advice and consent of the Salt Lake City Council. They are responsible for approving library polices and appointing the Executive Director who acts as the executive officer for the Board. The board members serve without compensation.
BRANCH: The individual library buildings operating outside of the Main Library.
CAPITAL BUDGET: Capital budgeting is the planning process used to determine whether an organization's long term investments such as new equipment, replacement equipment, new
branches, new products, and research development projects are worth pursuing.
CONFLICT OF INTEREST: Any direct outside, private financial interest held by the officer, employee or representative, or by members of an officer's, employee's, or representative's household.
EQUAL EMPLOYMENT OPPORTUNITY OFFICER (EEO): Human Resource Associate that has been assigned to perform the functions of the EEO Officer.
EMPLOYEE: Every paid staff member working for the Library, including substitutes, but not volunteers or interns.
EXECUTIVE DIRECTOR: The person who is responsible for the overall direction of the Library. The Executive Director also acts as the executive officer for the Board of Directors. The Deputy
or Associate Directors are assigned Acting Executive Director in the Executive Director’s absence.
EXECUTIVE LEADERSHIP TEAM (ELT): Executive Leadership Team consists of the Executive Director, the Deputy Director, the Associate Directors, the Communication Manager, the Finance Manager, and the Human Resources Manager.
FAIR LABOR STANDARDS ACT (FLSA): Federal law that provides for minimum wage, child labor standards, and overtime compensation requirements. All positions are designated as either FLSA exempt or non-exempt in relation to overtime and compensatory time requirements.
FEDERAL INSURANCE CONTRIBUTIONS ACT (FICA): Under which contributions are made from employee and employer for old age, survivors, disability, and health insurance programs
under the Social Security Administration.
FINANCIAL INTEREST: Refers, but shall not be limited to, any direct employment by or direct representation as an agent of any individual, corporation, business entity, organization, or committee. A financial interest also includes any beneficial ownership of one percent or more of a corporation or other business entity.
FRIENDS OF THE LIBRARY: A volunteer group donating their time to support the Library with fundraising and major system-wide projects. The Friends act as advocates for library services and budget within the community. Activities include operating the Library Store, the biannual book sale, and a scholarship fund for the Library staff. Employees are encouraged to become a member of the Friends.
GIFTS: Anything of value including a loan at a rate that is substantially less than a prevalent commercial rate, compensation for goods or services exceeding fair market value, goods or services provided for less than fair market value, gratuity, entertainment, hospitality or forbearance.
HOLIDAY PAY: Paid time off for a Library designated holiday. It is prorated for benefit-eligible staff working less than 40 hours. Non benefit-eligible employees do not receive holiday pay.
HONORARIA: The offering or acceptance of perquisite, gift or anything of value for speaking, writing or participating in a meeting, convention, social event, meal or like gathering.
HOURLY EMPLOYEE: An employee hired to work less than 20 (twenty) hours per week. Substitutes and temporary staff are hourly employees regardless of the hours worked per week.
HOUSEHOLD: All persons who occupy a residence or dwelling with the officer, employee or volunteer for an entire year including family members (spouse, child, ward, parents, siblings, mother-in-law, father-in-law, grandparent, legal guardian, grandchild, adult designee, dependent child of an adult designee and step-relatives of the same order), relatives (uncle, aunt, nephew, niece, first cousin, brother-in-law, sister-in-law, son-in-law, daughter-in-law) and any unrelated persons.
INTELLECTUAL FREEDOM: Everyone has the right to freedom of opinion and expression; this right includes freedom to hold opinions without interference and to seek, receive and impart information and ideas through any media and regardless of frontiers.
LIBRARIAN IN CHARGE (LIC): A staff member who is designated to be in charge and to handle any problems which occur when administrators/branch managers are off duty. A monthly calendar designating L;IC for the Main Branch is located on the staff intranet.
LIBRARY: The organization of Library Board, administration, staff, and volunteers and the current policies that guide excellent public service.
MANAGEMENT TEAM: Management staff which includes the ELT Members, Department/Branch and Service Managers, and others by invitation.
NON-EXEMPT EMPLOYEE: An employee who is covered by the overtime requirements of the FLSA (see Fair Labor Standards Act) or who is being paid on an hourly basis.
OPERATING BUDGET: An operating budget contains estimates of the total value of resources required for the performance of the operation including reimbursable work or services for others. It also includes estimates of workload in terms of total work units identified by cost accounts.
OVERTIME: Actual time worked by a nonexempt employee in excess of forty (40) hours during any work week (see Fair Labor Standards Act).
PATRON: Any person who supports, uses and enjoys library services, regardless of age, sex, race, religion, color, ethnicity, individual lifestyle, political persuasion, or disabling condition.
PERFORMANCE PLAN: A system by which an employee and a supervisor/manager negotiate and set individual goals and objectives for each year.
POSITION DESCRIPTIONS: Descriptions for all positions are located in Human Resources Department.
PROBATION: The status of an employee who may be dismissed for reasons of unsuitability without the protection of the grievance procedure. All new employees serves a probationary period for six (6) months, except for the Executive Director and substitutes.
PROBATIONARY PERIOD: A new staff member serves a probationary period for six (6) months during which time employment may be terminated by the administration without the right of appeal under the Grievance Procedure.
PUBLIC SERVICES: Refers to staff at all Branches, the Service Managers (Early Literacy and Children’s, Teen, Adult, and Public Technology), and the following Departments: Browsing,
Children’s, Circulation, Level Two, Level Three, and Level Four/Audiovisual. These staff members report to a Deputy or Associate Director.
PURCHASING OFFICIAL: Any officer or employee who recommends for final action, prepares specifications, or approves or rejects any part of a specific procurement or disposal of
goods, services or real property, or any specific contract related to a procurement of goods or services or disposal of property
REGULAR EMPLOYEE: An employee who has completed six (6) months of service.
REPRISALS and/or RETALIATION: Open hostility, exclusion/ostracism, creation or continued existence of a hostile work environment, demeaning/patronizing remarks or conduct, assignment of demeaning duties not otherwise performed, discriminatory treatment, unreasonable restrictions on compiling evidence of violations of this policy, or similar conduct
SPOUSE: Expressly includes individuals in lawfully recognized opposite-sex or same-sex and common law marriages.
STRATEGIC DIRECTION: A course of action that leads to the achievement of the goals of an organization's strategy.
SENIORITY: Is the employee’s length of uninterrupted employment at the Library.
VOLUNTEER: Those wonderful people who work in support of the Library for no monetary pay!
YEAR: Except in unusual circumstances, the Library operates on a fiscal year (July 1 – June 30). Typically when employees refer to the year they are referring to a fiscal year.
Policy Amended- Library Board Approval March 23, 2015
LIBRARY LINGO
Main Library Departments:
AV: Audiovisual (a part of the Level 4/AV Department.)
BL: Browsing Library houses new books and circulating magazines
CALL CENTER: Receives all calls from outside the Library, answers or redirects questions
CANTEENA: Young Adult area located on Level 2
CIRC: Circulation Department
FIC: Fiction area, Located on Level 2 at the Main Library
JUV/CHI: Children’s/Juvenile Department; Located on (Level -1) the Lower Level
L2: Level 2 of the Main Library houses Fiction, the Canteena, and Periodicals
L3: Level 3 of the Main Library houses Non-fiction 000-699 collection, the foundation center, the adult foreign language collection, and language learning
L4: Level 4 of the Main Library houses Non-fiction 700-999 collection, city and telephone directories, the biography collection, Special Collections, and the Gallery at Library Square
MAIN: Main Library
SLCPL: Salt Lake City Public Library
Tech Services: Technical Services Department
YA: Young Adult (Canteena, located on Level 2)
Branches:
CHA: Chapman Branch
FTH: Anderson-Foothill Branch
GLENDALE: The new Branch Library in the Glendale Neighborhood.
MARMALADE: The new Branch Library in the Marmalade District.
RIV: Day-Riverside Branch
SPR: Sprague Branch
SWE: The Corinne and L. Jack Sweet Library
Associations:
ALA: American Library Association
MPLA: Mountain Plains Library Association
PLA: Public Library Association
ULA: Utah Library Association
Other:
Holds/Hold Slips:
Available Holds: Holds placed on available items for which staff will search
Holds: A hold placed by a patron on an item that is checked out
Yellow Hold Slips: Interagency Loan Forms, used for requests of available materials phoned in by patrons
Abbreviations:
CFLY: Created on the fly (used for items with only a partial computer record)
Clms Retd: Claims returned
ILL: Interlibrary Loan (requests facilitated by staff on Level 3)
ILS (Integrated Library System): The computer software currently used by the Library for circulation of materials, registration of patrons, and provision of an online catalog among other things.
IMS: Information Management Services for Salt Lake City Corporation
IT: Information Technology
MOS: Missing on shelf
NOF: Not on file
NOS: Not on shelf
Policy Amended- Library Board Approval March 23, 2015