Personnal Policy

Personnel Policy

I. Employment

A. Authority

the information contained in this personnel policy applies to all employees of North Lyon County Library District #1 in Allen, Kansas. It is presented as a matter of information only and its contents should not be interpreted as a contract between the Library and any of its employees.


The Library Board of Trustees expressly reserves the right to change any of its policies without prior notice at any time, including those covered here. Employees will be notified of any changes by appropriate means. Amendments or new policies will be effective on dates determined by the Board of Trustees. Only the Board of Trustees, in consultation with the director library has the authority to change any policy. This policy supersedes all previous personnel policies.


The Board of Trustees of  North Lyon County Library District #1 retains the right to direct the library Director, to supervise and control the staff, to hire, to fire, and to terminate personnel. The board of trustees has the right to schedule the staff, to authorize rules and regulations, and to carry out the customary functions of management. The Library director shall be responsible for carrying out the personnel policies of the board  of the board of trustees.


B. Employment Relationships

Either the library board or the employee may terminate the employment relationship with a written notice given two weeks prior to termination.


C. Equal Employment

The North Lyon County Library District #1 maintains a policy of nondiscrimination with employees and applicants for employment. No aspect of employment with the library will be influenced in any manner by race, color, religion, gender, age, national origin, disability, veteran status, or any other basis prohibited by applicable law


D. Non-Harassment Policy

Harassment will constitute a violation of library policy for any employee to engage in any form of harassment based upon race,  color, religion, gender, age, national origin and disability. Any act, Physical, verbal that has the effect of unreasonably interfering with a person’s work performance or creates an intimidating, hostile, or offensive work atmosphere is prohibited.


North Lyon County Library Dist. #1 will not tolerate sexual harassment in any form. Any employee who violated this policy will be subject to having job action taken against them.  No employee, whether supervisory or non-supervisory, may sexually harass another employee. Sexual harassment is determined by the discretion of the board of trustees.


Personnel should report immediately any such behavior or incident to the library director (or to a board member, should the director be involved) in writing with date, location, and names of individuals involved. All complaints will be investigated promptly and confidentially.


E. Employment of and Service to the Handicapped

No employee or applicant for employment will be discriminated against on the basis of disability. Reasonable accommodations will be made unless to do so would cause undue hardship.


F. No Smoking

North Lyon County Library District #1 in Allen, Kansas is designated as a no-smoking institution.


G. Alcohol and Drugs

the use, possession, sale, transfer, purchase, or being under the influence of illegal drugs, or illegal intoxicants or controlled substances by employees at any time on library premises or while on library business is prohibited.


H. United States Citizenship

North Lyon County Library District #1 intends to hire only citizens of the United States of America or those who have valid permits to work in the United States. Proof of the identification and Social Security number are required for employment.


I. Nepotism

It is the policy of North Lyon County Library District #1 in Allen that two or more employees who are from the same immediate family shall not be employed in the library unless the Library Board has reviewed and approved the proposed employment of relatives.


J. Child Labor

North Lyon County Library District #1 in Allen, Kansas will comply with the Child Labor provisions of the Fair Labor Standards Act and related Kansas Statutes. An employee must be 16 years of age or older.


II. General Employment Information

            A. Recruitment (Advertisement Based on Job Description)

Recruitment to fill open positions will be made through open application. Positions will be advertised in the Emporia Gazette and posted locally as needed.


B. Job Classification

1. Part – time employee

One employed to work on regular and continuing basis as stated in the position descriptions.

2. Temporary employee

One employed to work on a temporary and/ or limited time basis.

3. Volunteers

A non – paid position which does not displace paid staff. the library director or a person appointed by the director should be responsible for the volunteer program which should include:

a) general library orientation and identification of responsibilities

b) job induction which should include and understanding of the responsibilities and the channels of communication in service training.

c) in-service training

d) recognition program for volunteers

e) other


C. Job Description

1. The Director and/or Library Board will develop job descriptions which will be updated and revised periodically. the Kansas Human rights Commission Investigative Materials Request asks for a “Job Held/Description” in the event a complaint should be filed.


2. Job description must contain “essential functions” which generally describe the fundamental nature of the job. An employee of  North Lyon County Library District #1 should be a self-started and able to work without supervision.

3. Determining “essential function” of a job involves: the employer’s judgment, the amount of time spent of the job performing specific tasks, the consequences of not requiring the incumbent to perform the function, work experience of past incumbents in the job, the current work experience of incumbents in similar jobs.


4. While on duty at the library employees are advised that no personal calls will be mad. this mandate includes incoming calls from family and friends. (Exceptions are made for emergencies.)


5. Employees Must not bring their under school aged children to work. the only exception being Story time/Summer programs and are not interfering with work duties.


6. After reading the job description, the potential applicant must sign the document indicating that he/she understands the job description.


D. Application Procedure

An official form must be dilled out by the applicant. Forms are available at the library.

Forms shall include information regarding residence, training, experience, references and other pertinent information. Applications are held for 1 year.


E. Changes in Positions

Promotional appointments shall be available to all employees who meet the required training and experience in the job description. Positions will be posed and employees may file an application for a posted position.  Positions may be filled from outside the organization.

  1. Resignation

As a professional courtesy, it would be appreciated if any employee would give 14 days notice of resignation.


  1. Dismissal and termination

The library board and/or the director shall have authority to discipline employees for the willful violation of personnel policies. If violations are repeated, the employee may be terminated for cause. Use of alcohol or illegal drugs while at work, refusing to obey a direct order of a supervisor, willful damage of property, gross neglect of duty, continuous poor relations with peers or the public are some examples of dismissal with cause.


  1. Absence Without Leave

An absence of an employee including absence for a single day or part of a day without authorization and prior notice, is an absence without pay, and shall be cause for disciplinary action.


  1. Grievance Procedure

A grievance is a complaint involving misuse or misinterpretation of a rule, practice of policy under the personnel rules or board policies. A sincere attempt would be made by the employee’s immediate supervisor to resolve any grievance through explanation and counseling before it becomes necessary to file a written form. If a grievance fails to be resolves, the employee may within five (5) working days file a written appeal with the board.


A grievance committee of three comprised of the director (unless the director is the one filing the complaint), a board member, and a fellow employee, volunteer, or other board member selected by the filing party shall meet to consider the situation.  The committee will prepare a written report to be presented to the board.  The board will make the final decision.  A written report plus decision will be put in the personnel file of all involved in the grievance.  The existence of these procedures does not alter the employment at-will relationship nor is there any contractual right to these procedures.


  1. Confidentiality of Employee Personnel Records

all requests for information about current or former library employees should be referred to the director.  The library will comply with right to privacy provisions and Kansas open record statues which specify that only hire date, term of employment, position and verification of salary within range can be disclosed.  All requests for employment references must be referred to the director and must be submitted on official letterhead stationary by the requesting entity.


  1. Staff Attitude and Conduct

The image of North Lyon County Library District #1 is conveyed through attitudes, appearance, conduct, and working relationships of the staff.  Each staff member is a public relation’s ambassador.  As a service organization, employees of the library are expected to be courteous, cooperative and communicative when assisting the patrons of the library or when working with fellow employees.

Should problems arise, it is the responsibility of each individual to make every effort to solve the problem through open, positive communication with the person or  persons involved in the situation.  If necessary, the immediate supervisor or director might assist in finding solutions to the problem.


  1. Evaluation of Employee

New employees will be evaluated after a 90 day period counting from the first day of training.  Any new employee may be terminated if the evaluation shows they are unqualified, unsuitable, or incompetent.  All staff are to be evaluated on a yearly basis.


  1. Vacation/ Holiday leave

There is no paid annual leave, family or medical leave, bereavement leave, military leave, or civil leave.  The director is paid holiday leave for those days specified by the board of trustees. [New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Christmas Eve, Christmas Day and New Year’s Eve].


The director may be called in to check on the library any time.  An employee must be paid for any amount of time they are called in (with a minimum of one hour).





This policy was adopted by North Lyon County Library District #1 in Allen, Kansas on


  1. Signed________________________________________.

Date                                           Chairman of the Trustees


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