Personnel Policies

Per-4 Job Description

1. A written job description shall be developed for each staff position. The CEO's job description shall be prepared and reviewed by the board annually. All other job descriptions shall be prepared and revised annually by the CEO. A job description shall include the following:
   
   a) job title
   
   b) qualifications required
   
   c) salary range
   
   d) hours to be worked
   
   e) specific tasks
   
   f) supervisory responsibilities
   
   g) record keeping and reports
   
   h) accountability
   
   i) most recent review date
   
   
2. A copy of the job description shall be signed by the employee and filed by the CEO in the library's personnel file, a copy given to the employee, and a copy added to the Personnel Policy manual.

Per-5 Eligibility for Employment

1. Desirable qualities and qualifications of a prospective employee shall be based on the responsibilities and requirements outlined in the job description for the position being filled. Such qualities and qualifications may include education, special training, basic skills, experience, potential, personality and compatibility, and may be determined on the basis of the written application, the personal interview during which a test of skill may be given and personal and professional references. They shall be set by the board for a prospective CEO and by the CEO for all prospective employees.
   
   
2. To ensure that staff appointments and subsequent administrative decisions are made in the best interests of the library, a person who is a member of the Ramara Township Public Library board and immediate family members defined as spouse, common-law, same sex spouse, child, sibling, parent, shall not be considered for appointments to the library staff. In addition, no immediate family member, as defined above, shall be considered for appointment to the library staff.

Per-6 Notice of Vacancies

1. When vacancies occur or new positions are created, the CEO (or the board, when recruiting a new CEO) shall ensure that notice thereof, outlining the position and qualifications required, shall be placed in the newspaper, posted on the library website and internally, at least one week prior to the appointment being made.
   
   
2. When vacancies occur or new positions are created, all members of the staff shall be notified, and those who possess the necessary qualifications, shall be considered for appointment.

Per-7 Interviewing Candidates

1. No employee of the library shall be hired without a personal interview. A prospective CEO shall be interviewed by a special committee of the board. All other prospective employees shall be interviewed by the CEO.
   
   
2. The CEO may choose to involve board members and/or supervisory staff in the interview process in the form of an interview committee.
   
   
3. When preparing to conduct interviews, the following guidelines shall be considered:

a) Establish criteria for selecting candidates based on the job description and bona fide occupational requirements.

b) Evaluate applications and prepare a short list of candidates to be interviewed.

c) Make an interview appointment with each candidate.

d) Before the interview, provide each candidate with a copy of the job description for the position.

e) To ensure fairness, each candidate should be asked the same basic questions.

f) Candidates should be encouraged to ask, as well as answer, questions.

g) Rates of pay and benefits relating to the position should be specified.

h) Categories by which candidates should be evaluated should include interpersonal skills, education and training, work experience and special skills.

i) Personal and professional references shall be checked before a final decision is made.

j) Following the interviews and reference checks, a decision shall be made promptly. Only candidates interviewed shall be notified

Per-8 Letter of Agreement

1. When a person is employed by the board, he or she shall receive from the CEO (or, in the case of a newly hired CEO, from the board) a written statement outlining the agreement by the employee and the library.
   
   The statement shall indicate
   
   (a) congratulations and welcome to the library staff
   
   (b) the library's decision to hire the employee for the particular position
   
   (c) that the employee will initially be hired on a probationary basis for a specified number of months
   
   (d) the date and time the employee should be present to begin work
   
   (e) the hours of work
   
   (f) the rate of pay, benefits and vacation during and after the probationary period
   
   (g) the length of notice required according to board policy in case of termination or resignation
   
   
2. A copy of the statement shall be filed by the CEO in the library's personnel file.
   
   
3. The employee shall also receive a copy of the board's personnel policies and a copy of the job description for the position.

Per-10 Probationary Period

1. An initial probationary period of three to six months shall be established for each position on the library staff during which the employer shall have an opportunity to assess the new employee's suitability for the position. The employee will also decide whether this job appeals to them.
   
   
2. The probationary period may be extended for an additional three months to ensure that the employee is suited to the position.
   
   
3. Written reports on how the new employee is, or is not, able to meet the requirements of the job shall be prepared regularly by the CEO. These reports shall be given to the employee and a copy filed in the library's personnel file.
   
   
4. The initial probationary period, for the position of CEO, shall be 6 months.

Per-12 Hours of Work

1. Regular work hours shall be assigned when hiring a new employee. Changes shall be agreed upon by the board and CEO.

Per-13 Salaries and Wages

1. Grading and rate of pay
   
   The salary of the CEO should be comparable to that of other municipal department heads, taking into consideration qualifications and experience. Other library staff should be paid on a scale in relation to the salary of the CEO and other comparable municipal positions.
   
   
2. Salary increases
   
   a) Upon completion of each twelve consecutive months of continuous employment, each member of the permanent staff whose work has proven satisfactory shall be entitled to receive an increment until the maximum salary for the position held has been reached. No other increase of salary shall be granted to any member of the staff, except by special resolution of the board.
   
   b) When an employee assumes increased responsibility or specialized duties, he or she shall receive commensurate compensation as determined by a revised job description.
   
   
3. Pay period
   
   Under normal circumstances, employees of the library shall be paid regularly every two weeks.