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6.1 Standards of Conduct
Salt Lake City Public Library employees are committed to providing excellent customer service, and exhibit a high degree of professionalism. This involves respect for the rights and personal views of others, and it requires that employees refrain from any behavior that includes harassment based on sex, race, color, national origin, religion, age, disability, pregnancy, genetic information, sexual orientation, marital status, and gender identity.
Staff contribute to the Library’s mission and professional environment. Employees strive to be continually diligent in learning new skills. Supervisors/managers assist staff to do their best work by recognizing good performance and addressing problems early and often. Employees must be committed to achieving the strategic priorities and goals of the Library. The following performance standards are used to assess an employee’s job performance and accountability while employed by the Salt Lake City Public Library. Employees who do not meet or adhere to these standards will be subject to disciplinary action, up to and including termination.
6.1.1 Job Performance, Accountability, and Responsibility
Honor all scheduling commitments, including knowing department schedules, beginning work on time, and completing all scheduled work hours.
Adhere to policies outlined in the Employee Handbook, Policy & Procedure Manual, other library policies (department standards, American Library Association Code of Ethics, etc.), and state and federal Laws.
Follow all safety regulations and policies. Recognize safety hazards and report unsafe work situations.
Follow all reasonable instructions or orders. Failure to do so will constitute insubordination.
Plan and organize tasks and projects. Manage work time and fulfill all job responsibilities.
Comply with the Government Records Access Management Act (GRAMA) and the Health Insurance Portability and Accountability Act (HIPAA), (45 CFR Parts 160 and 164), including preventing the unauthorized or unlawful disclosure, issuance, abuse, intentional release of, or unauthorized access to any private, controlled, or protected information.
Demonstrate a positive, professional attitude and image to the public and coworkers.
Communicate honestly and effectively in all Library communication and documentation. This includes employment applications, email, time cards, and all other work-related documents.
Use Library materials, equipment, and other resources legally, ethically, and responsibly. Do not intentionally damage or destroy Library property without approval. Minimal use of Library property for personal purposes is allowed.
Understand and demonstrate professional behavior to the public, co-workers, supervisors, and managers. This includes being courteous, considerate, and cooperative. Abstain from rude, angry, physical, or disrespectful behavior toward any employee or patron. Do not engage in behaviors that could be disruptive to the workplace, or interpreted as threatening or abusive.
Theft of Library property or theft from co-workers, patrons, or other persons is unacceptable.
Employees will exercise good judgment when using personal social media accounts when posting content related to the Library or their work at the Library. Employees will safeguard confidential information and avoid communicating in a defamatory or hurtful manner.
Library staff respect the diversity of our patrons and staff and do not engage in behavior that reflects or can be perceived as discrimination.
Employees will respond to official requests for factual information and will not impede an internal investigation after notification that such response is required.
Employees will be honest when filing a complaint and will do so in a manner that does not disrupt Library services or cause harm.
Employees will not violate any criminal law, whether on or off duty, which adversely affects the employee's ability to perform Library job duties.
Abide by all responsibilities of public service. Failure to do so may constitute malfeasance, nonfeasance, or acts contrary to public service.
6.1.2 Use or Possession of Alcohol or Drugs
Employees will not report to work intoxicated or impaired.
While on Library property, employees will maintain a drug free work environment and will not use, sell, possess, distribute, or transport illegal drugs.
Employees will refrain from consuming alcoholic beverages while on duty.
6.2 Professional Ethics and Conflict of Interest
In order to prevent conflict of interest, it is the policy of the Salt Lake City Public Library to require honest and ethical conduct by its officers, employees, and volunteers. The effective operation of the Library requires officers, employees, and volunteers to be independent, impartial, and responsible to the Library and its patrons. This policy, in conjunction with other Library policies and state laws, will assist officers, employees, and volunteers in understanding their ethical obligations. The Salt Lake City Public Library complies with state and local laws regarding Utah public officers and employees, ethics and conflict of interests.
The purpose of this policy is to establish standards of conduct for Library officers, employees and volunteers where there are actual or potential conflicts of interest between their public duties and their private interests and to promote honest and ethical conduct.
6.2.1 Outside Employment
A conflict of interest is a situation in which an employee has duties to the Library and duties to some other entity or person, which to some degree are mutually incompatible. Library staff are expected to conduct their private business and personal activities in a manner that avoids conflicts of interest with the Library. Outside employment that constitutes a conflict of interest or would adversely affect the staff member's performance at the Library is prohibited. Using Library time or discounts to promote one’s self, business, position, or other non-Library interests will be considered a conflict of interest. In addition, staff may not be involved in making decisions on behalf of the Library which might benefit any other person or entity with which the staff member has a financial, familial, close personal, or organizational relationship.
When a staff member becomes aware that he/she may have a potential conflict of interest, the staff member must report it in writing to the Executive Director. The Executive Director will determine whether an actual or apparent conflict of interest exists and take appropriate action to avoid or correct the conflict or appearance of conflict.
Library staff must also comply with Library policies contained in the City Library Policy and Procedure Manual, as well as this Handbook, concerning fees and honoraria, personal gifts, borrowing privileges, personal book purchases and binding, and nepotism.
6.2.2 Gifts and the Procurement Process
Without exception, receipt or solicitation of any gift or a request for employment by a purchasing official from any person including a vendor, seller, or buyer of real property or
service provider is illegal and punishable as provided by law. It is unlawful and punishable as provided by law for any payment, gift, or offer of employment to be made by any person to a Library officer, employee, volunteer, contractor or any household member of the Library officer, employee or contractor of the Library to obtain a specific procurement, disposal, contract, or subcontract. Staff members are discouraged from accepting gifts from patrons or vendors to avoid the appearance of favoritism. In the interests of graciousness, staff may accept inexpensive gifts valued under $50. Staff may never accept monetary gifts including gift cards.
6.2.3 Conflict of Interest - Disclosure Required
A Library officer, employee or volunteer must complete a disclosure statement as provided in Section 6.2.4 Disclosure Statement under the following circumstances:
Interest in a business entity regulated by the Library or doing business with the Library: A Library officer, employee, or volunteer who is an officer, director, agent, employee, or the owner of a substantial interest, as defined under financial interest, in any business entity which does or anticipates doing business with the Library.
Compensation for assistance in a transaction involving the Library: A Library officer, employee, or volunteer who agrees to receive compensation for assisting any person or business entity in any transaction involving the Library must disclose the information identified in Section 6.2.4 at least 10 days prior to the date of any agreement between the officer, employee, or volunteer and the person or business entity being assisted or at least 10 days prior to the receipt of compensation by the officer, employee, or volunteer.
Interest creating conflict of interest with duties: A Library officer, employee, or volunteer or a member of their household who has a personal interest or investment which creates a potential or actual conflict between their personal interests and public duties must disclose the information identified in Section 6.2.4 and shall publicly disclose such interest to the members of the body immediately prior to discussion and/or vote regarding the conflict of interest and the nature of the conflict. The disclosure shall be entered in the minutes of the meeting.
6.2.4 Disclosure Statement
A disclosure is a written and sworn document filed with the Library Executive Director, who will forward statements to the Library Board as appropriate. The disclosure statement shall provide the name and business address of the officer, the name and business address of the person or business entity being assisted and a brief description of the transaction or service provided, or the name and business address of the business in which the Library officer, employee, or volunteer has a substantial interest, the position held and the precise nature and value of any interest.
The disclosure statement shall be made upon first assisting the person or business, or upon becoming an officer or employee and in July of each year thereafter during which he or she continues to be an officer, director, agent, owner, volunteer, or employee. The disclosure statement must be filed at least 10 calendar days prior to the date of any agreement to provide assistance or receive compensation. Library officers, employees, and volunteers are responsible for ensuring their disclosure statement is current and is filed with the Library and Library Board.
6.2.5 Professional Code of Ethics
Library staff and volunteers adhere to ethics outlined by The City Library’s Code of Ethics, the Mission of The City Library, and the American Library Association (ALA) while performing Library duties. These include upholding the principles of intellectual freedom; striving for excellence in both their work and for the profession as a whole; treating coworkers and patrons with respect, fairness, and good faith; and protecting each library user’s right to privacy. For the full ALA list, please visit www.ala.org/advocacy/proethics/codeofethics/codeethics.
Library employees and volunteers who work in occupations having professional codes of ethics or standards of professional responsibility, unrelated to the ALA Code of Ethics, shall adhere to those requirements in the performance of their Library duties. Failure to abide by professional codes of ethics may adversely affect the employees' ability to perform their duties.
6.2.6 Library responsibilities
Employees and volunteers performing within the scope of their position will be indemnified and held harmless as provided in the Governmental Immunity Act (UCA 63-30-1, et. seq.). For purposes of conflict of interest, it shall be the responsibility of the Library, in consultation with the City Attorney's Office, to advise employees and volunteers of the requirements and prohibitions of this policy. Violation of this policy may be referred for a criminal investigation.
6.3 Work Schedule
Generally, staff will know their work schedule at least two weeks in advance. Department Managers publish the monthly schedule by the 15th of the prior month. Staff should inform supervisors/managers of meetings or obligations related to their approved professional commitments, such as committee meetings or Library programs, which could impact the department's schedule before the schedule is posted. Employees are expected to be flexible when staffing emergencies arise.
Staff may be asked to work at any time the Library is open to the public, as well as the hour before opening and after closing. Specific positions may require earlier or later hours, and schedules may vary according to the needs of the department in its provision of excellent public service. Shifts will be at least two hours in length unless otherwise determined. Every attempt is made to be fair and equitable in assigning schedules for employees. Staff may request unique and specific changes in the schedule to accommodate personal obligations; however, final decisions are based on Library needs.
Non-exempt employees must record their time worked for each shift using the Library selected timekeeping program. The daily total will round to the closest quarter hour. At the completion of the pay period, the staff member verifies that the pay period totals are accurate. Supervisors/managers approve time cards. Any deliberate misrepresentation of time will be considered a violation of policy.
6.4 Attendance
In the event of illness or injury, employees will contact their supervisor/manager if they are unable to work their shift with as much advance notice as possible, but no later than one hour
prior to his/her shift starting time. In the event of an emergency, notify your supervisor/manager as soon as possible.
If an employee thinks they will be tardy, they should contact their supervisor/manager with as much advance notice as possible.
6.5 Breaks
Employees may take one 15-minute break per four-hour shift. Timing for the break will depend upon department schedules. Break periods should be taken at times when there will be no interference with public service and department routines. Break times may not be accumulated, combined, split, added to meal time, or used to leave early or arrive late.
Employees working more than a six-hour shift are provided an unpaid meal break of at least 30 minutes. Meal breaks may not be used to accumulate, combine, split, or add to break time
to leave early or arrive late.
6.6 Customer Service
Providing Library users a positive experience is paramount to what we do. Good customer service is everyone’s job. If an employee is unable to help a patron, they should find someone who can help them, regardless of one’s assignment, duties, or role.
If a patron makes a substantiated complaint against a staff member, the employee’s supervisor/manager may use the progressive discipline process to help the employee improve.
Staff members are expected to use good judgment in dealing with challenging situations with the public. Should a staff member find themselves in an escalating situation with a member of the public, and are unable to resolve the situation by citing Library policy, they should call a supervisor, manager, the assigned Librarian in Charge (LIC), the staff member that has been designated in charge, or security, whatever is most appropriate for the situation.
Any illegal activity should be reported to security personnel or the police immediately.
6.7 Telecommuting/Offsite Work
The Executive Director or the respective ELT Member may authorize an employee to work remotely or telecommute, on a case-by-case basis, to accommodate unique circumstances. An employee who seeks approval to be compensated for work conducted remotely should make the request to their manager and receive approval prior to beginning work.
6.8 Dress Code and Grooming
Employees are expected to be well groomed and dressed appropriately for their specific duties. All employees will present themselves in a manner that reflects the professionalism and mission of The City Library, avoiding distracting or offensive statements of self-expression through their dress and grooming. Clothing and accessories should not interfere with completing assigned tasks or providing good customer service. Clothing and accessories cannot support or oppose any political viewpoint, political initiative, political party, or candidate.
Head coverings are not allowed, except for religious or medical reasons. Strong fragrances should not be worn.
6.9 Alcohol and Drug Testing
Employees are subject to alcohol and drug screenings in the event of a workplace vehicle accident or bodily injury, or if there is reasonable suspicion to believe the employee is intoxicated or impaired.
6.10 Violence in the Workplace
The Library is committed to providing a safe and healthy working environment. For this reason, any form of threat or coercion, whether verbal or physical, is absolutely prohibited.
Any staff member who believes he or she has been subjected to a threat or coercion should report the incident to their supervisor, manager, the respective ELT Member, or a Human Resources representative immediately. A staff member who believes that an employee or volunteer is subject to threat or coercion should report it immediately.
6.11 Personal Relationships at Work
The Library discourages consenting “romantic” or sexual relationships, as well as behavior that is designed or may reasonably lead to the formation of such relationships, between employees and their superiors. These relationships can lead to loss of team morale and exposure to litigation. By its discouragement the Library does not intend to inhibit social interactions outside the Library that are or may be an important part or extension of the working environment. If a romantic or sexual relationship between supervisor/manager and an employee should develop, the supervisor/manager is required to promptly disclose the existence of the relationship to the supervisor/manager’s respective ELT Member.
6.12 Harassment
All employees should respect the rights, opinions, and beliefs of others. Employment decisions, such as promotions, performance evaluations, pay adjustments, disciplinary or corrective actions, or work assignments, will be based on merit, an employee's abilities and qualifications, or other job-related criteria.
Harassment of any person is strictly prohibited, whether directed at an employee or a patron. Any such harassment is prohibited whether or not it also violates equal employment
opportunity laws.
The following conduct is also prohibited by this policy:
Reprisals and retaliation (see glossary) against persons making complaints of violations of this policy, or against anyone who testifies, assists, or participates in any manner in an investigation, proceeding, or hearing relating to violations of this policy;
Intentional breaches of confidentiality of information relating to a complaint of a violation of this policy;
Failure to cooperate in an investigation of a complaint of a violation of this policy;
Failure of a supervisor/manager to take timely corrective action when the supervisor/manager knew or should have known that a violation of this policy was occurring;
Contact with the person making the complaint by a person accused of a violation of this policy regarding the allegations, except during any disciplinary proceeding; and
Refusal to implement remedial measures arising out of an investigation into a complaint of a violation of this policy.
6.12.1 Harassment Complaints
Employees who are subjected to harassment are encouraged to communicate to the harasser that the demeaning or otherwise harassing conduct, comments, gestures, actions, or other behaviors, are unwelcome. All employees must report any harassing conduct that the employee experiences or observes. Normally this report will be made to their supervisor/manager. If the supervisor/manager is part of the alleged problem or if the employee for any reason feels uncomfortable discussing the conduct with his or her supervisor/manager, the employee should report to any appropriate member of the Executive Leadership Team. Any supervisor, manager, or Library official who receives a complaint of, or who observes, any harassment must immediately contact the Library’s Human Resources Manager.
The Human Resources Manager, or designee, will investigate the allegation and make a determination if a policy has been violated. He/she will then notify the complainant and the alleged harasser of the determination. If it is determined a policy has been violated, then he/she will forward the determination to the manager of the alleged harasser. The manager will take appropriate action as outlined in section 7, Discipline and Corrective Counseling. The Library will protect the confidentiality of harassment complaints to the extent possible.
6.12.2 Harassment Training
Human Resources will create and deliver mandatory harassment training bi-annually to all employees. Harassment training will consist of more detailed information. The training information will be available on the staff intranet.
6.13 Acceptable Use
Information technology resources and systems are provided to support the work of the Library. The City Library may monitor use and enforce this policy to ensure that its employees and other users do not use IT resources and systems for any use that violates this policy.
Library IT resources and systems are provided for Library business purposes only. Employee emails, internet messages, faxes, and voicemails are subject to monitoring, control, transfer or use despite any designation as confidential by the sender or recipient. Passwords are the property of the Library and should not be shared except as appropriate. Users must comply with public records retention laws and rules.
The use of Library-owned IT resources is limited to the following:
Lawful and ethical use: IT resources and systems shall not be used for fraudulent, unlawful, offensive, or disruptive purposes.
Confidentiality of IT resources and systems: Users shall respect the confidentiality of Library IT resources and systems and shall not attempt to: (i) access third party systems without prior authorization by the system owners; (ii) obtain or use other users’ login names or passwords without their consent; (iii) attempt to defeat or breach computer or network security measures; (iv) intercept, access, monitor, or peruse electronic files, information, or communications without a specific Library business need to do so.
Data integrity: Employees shall not knowingly destroy, misrepresent, or otherwise change with malicious intent the data or records stored in Library IT resources and systems.
Operational efficiency: Use of IT resources and systems shall be conducted in a manner that will not impair the availability, reliability, or performance of Library business processes and systems, or unduly contribute to system or network congestion.
Limited, incidental personal use of Library IT systems and resources is authorized as long as there is no significant risk or cost to the Library, the use does not violate any Library policy, or impede the conduct of Library work. Internet bandwidth is a valuable, limited resource; the use of non-business related streaming media and video services is prohibited on Library premises. Similarly, any peer-to-peer file sharing is prohibited.
Library IT resources or systems shall not be used for personal solicitation, including solicitation for or against commercial ventures, products, religious or political causes, or outside organizations not related to Library work.
6.14 Public Relations and Social Media
The Communications Manager, ELT Members, and Executive Director are authorized spokespersons for The City Library system. If an employee is contacted by the media to discuss any matters related to the Library, he/she should refer them to the authorized spokesperson(s). If the media is present at a program, the staff person who is providing the response should keep the response program-related. After the program, the employee should inform the Communications staff of the inquiry.
6.15 Smoking
The City Library complies with the Utah Indoor Clean Air Act (R392-510) and prohibits smoking at Library facilities except in designated areas. Those smoking outside Library buildings will stand more than twenty-five (25) feet from any entrance-way, exit, open window or air intake and follow all city and state ordinances. Fines levied against the Library for staff violations will be the responsibility of the staff member in violation.
6.16 Use of Library Vehicles
Only authorized drivers are permitted to operate Library-owned vehicles. If an employee’s duties require him/her to operate a Library-owned vehicle, he/she should submit their driver’s license to the Human Resources Manager, who will forward the information to the
Library’s insurance company for driving record verification. Smoking or using mobile devices while driving Library-owned vehicles is not permitted. Employees will abide by all driving rules and be safe on the road when operating Library-owned vehicles.
6.17 Access Codes, Passwords, Keys
All access to Library facilities and systems, including access codes, keys, proximity cards, cash register codes, and IT system passwords, are Library property and will be safeguarded by employees. Misuse, including distribution to unauthorized persons, is prohibited.
6.18 Confidential Nature of Work
Library patron and patron circulation records outlined in Library Circulation Policy 13 are considered private and confidential, and will be treated as such. Employees must not disclose any confidential information, purposefully or inadvertently through casual conversation, to any unauthorized person inside or outside the Library. Records considered private and confidential will not be removed from Library premises without permission of the Salt Lake City Public Library. Employees unsure about the confidential nature of specific information must ask their supervisor/manager for clarification. Employees may be subject to disciplinary action for knowingly or unknowingly revealing information of a confidential nature.
6.19 Name Badges
All employees and volunteers will wear a Library-issued name badge, both at Library facilities and offsite when representing the Library, so members of the public can identify staff. Name badges should be worn in non-public areas at the Library for security purposes. Employees are provided their first name badge at no expense. If a badge is lost or damaged, replacements can be obtained from the Human Resources Department at the employee’s expense. Employees and volunteers will return badges to Human Resources or their supervisor/manager on their last day of employment.
6.20 Creative Work
All work produced by staff during work hours or for Library business is the property of the Library. Such work is considered work for hire, with the Library holding all copyrights. This includes, but is not limited to, artwork and computer software.
6.21 Internal Communications
Employees are responsible for being aware of Library information and policy changes, and are provided an email account to stay up-to-date. Committee, department, management, and board minutes are also available for staff to review on the staff intranet or the Library’s website. Staff members are encouraged to provide input to managers and members of the ELT about policy changes and decisions, especially as they are communicated to staff electronically. Employees are expected to check their Library email every day they work, and will respond to emails sent from Library employees, community partners, vendors, or patrons within one scheduled working day of receipt. This does not apply to all staff emails or solicitation/advertisement emails.
6.22 Staff Borrowing Privileges
Staff and volunteers have the same borrowing privileges as regular patrons, including loan lengths, renewals, holds policies, and volume restrictions. Staff are expected to return or renew materials on time. If materials are not returned by the time a bill notice is generated, borrowing privileges may be suspended. If materials are on hold, staff must adhere to the same policies that are expected of patrons. While staff are not currently charged overdue fines, they are not exempt from the processing fee assessed on lost or damaged materials, or from any collection fees. Managers will follow-up with staff when issues arise. The Library will waive non-resident fees for employees who live outside of Salt Lake County.
All materials leaving the building must be checked out, whether for personal or Library use. Materials needed for Library use off the public floor should be checked out with the appropriate department card. Materials in the Technical Services area are not to be removed without authorization. Any staff member who violates borrowing policies or removes Library materials from any facility without authorization may be subject to discipline.
For more information refer to policy CIR5 and CIR6.
6.23 First Aid
Basic first aid supplies are available in each department. Staff must not dispense medication, including aspirin, to any non-staff person. Staff should seek immediate emergency care for those who have suffered serious injuries on Library premises, but employees are not expected to provide medical treatment. At the Main Library, a wheelchair is available in the Circulation Department. The Library has been equipped with Automated External Defibrillation (AED) devices.
6.24 Visitors
Employees will limit personal visitors during work time. If an employee’s personal visitor is in a non-public area, the employee must remain with the visitor at all times.
6.25 Non-public areas
Doors to non-public areas should remain closed when not in use for security purposes. Library employees should feel safe and be able to relax in staff areas. Staff lounges, kitchen areas, and other rooms are provided in each Library facility for staff, volunteers, and other authorized personnel to use during break periods. Employees will respect their coworkers and clean up after themselves. Unclean dishes should be washed or discarded, and staff refrigerators should be cleaned out regularly.