Article D - Hiring & Classification

Title: ARLS Personnel Policy: ARTICLE D: Hiring & Classification  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

The library is committed to developing a diverse workforce while also selecting the most qualified persons available for library positions. When hiring new staff or promoting current staff, the library will systematically and aggressively make reasonable efforts to provide an equal opportunity for all employees and applicants. An applicant pool that is representative of the makeup of the community is desirable. No person under the age of 16 will be considered for hire, and all current Georgia laws and Department of Labor rules for the employment of minors will be followed.

Title: ARLS Personnel Policy: ARTICLE D.1.: Job Postings  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.1. Job Postings

With the approval of the Executive Director, vacant positions are posted, listing required qualifications, duties, hours, and pay rate, via email for current staff and will be advertised publicly as widely as appropriate for the position. Open positions will be advertised in diverse media and communities in order to reach a broad cross-section of applicants. All open positions will be posted on the public access employment opportunities section of the library's website.

Current staff wishing to be considered for a posted position will be interviewed if they meet all job requirements. If more than three current employees apply, the team leader may elect to interview all in-house candidates, or may select only the top three most eligible candidates for interviews. The team leader may opt to interview outside candidates if he/she does not find in-house candidates who are the best applicants for the position. The library is not required to select an in-house candidate for any position.

Current application files and new applications will be searched for candidates meeting job requirements. (Applications are kept on file in the Human Resources Office for 12 months from the date the application is completed.)

Athens Regional Library System reserves its discretionary right to not post a particular position, as described in section D.4.b.

Title: ARLS Personnel Policy: ARTICLE D.2.: Applications  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.2. Applications

Applications for advertised positions must be submitted through ARLS's Human Resources Office in accordance with the instructions on the job posting; this includes electronic submission of the completed form and all accompanying required documents.

Title: ARLS Personnel Policy: ARTICLE D.3.: Screening & Selection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.3. Screening & Selection

Applicants for positions with ARLS will be subject to a variety of screening activities associated with the hiring process. In addition to completion of the employment application form, processes such as job skills testing, interviews, references, driving history records, or other methods may be utilized to assist in determining an applicant's qualifications for the position.

Title: ARLS Personnel Policy: ARTICLE D.4.: Appointment  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.4. Appointment

The library's Executive Director is appointed by the Athens Regional Library Board of Trustees. The Executive Director holds sole and absolute hiring authority for all other ARLS employees.

Title: ARLS Personnel Policy: ARTICLE D.4. a.: Appointment - Regular  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.4.a. Regular

Regular appointment to full and part-time permanent positions shall occur after the all policies in Article D have been completed. All employees appointed under this method shall serve an initial probationary period as described in Article E. In-house applicants will be held to the same hiring requirements as outside applicants.

Title: ARLS Personnel Policy: ARTICLE D.4.b.: Appointment – Non-competitive, Promotion, Lateral, & Interim  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.4.b. Non-competitive, Promotion, Lateral, Reassignment, & Interim

Although competitive appointments as described in Article D will be the normal practice of ARLS, non-competitive appointments may be made in certain instances according to the discretion of the Executive Director. Examples include the following:

  • Job accommodation or other legal reasons (such as accommodating a disability, or assigning an employee to a lighter duty position).
  • Accommodation of an employee's request for a voluntary reduction in hours, or a transfer or demotion.
  • Library and/or departmental reorganization.
  • Position reassignment for operational or administrative reasons (such as transferring an employee when the workload has shifted or hours are reallocated).
  • Position reclassification, or to recognize higher or lower level of performance in the job.
  • Increasing hours of existing staff.
  • Filling a temporary or emergency need, or to handle a specific project.
  • Changing a position from temporary to permanent.
  • When the employee possesses objectively outstanding or unusual abilities, experience, training, or additional education or earned degrees or certifications that uniquely qualifies the individual for the position.
Title: ARLS Personnel Policy: ARTICLE D.4.b.: Promotion Subsection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:
Promotion

A promotion is advancement of any eligible staff member to a higher position where the maximum salary is greater. Promotions are based on qualifications and on how well duties are performed. While there are several factors which influence promotions and advancement, ability to perform the work, support of library's philosophy and goals, and attitude are the most important factors. The employee's work record and dependability are very important and will be considered.

The following policy is established for promoting qualified employees to fill higher level positions. Eligible employees will be able to apply for an open position in the following way:

  • Open positions will be posted.
  • Factors to be considered in promotions include education, experience in present and previous jobs, performance record, ability, character, and skill.
  • To be considered for promotion, an employee must have successfully completed the required probationary period in his/her current position and must have notified the direct supervisor of his/her intention to apply for promotion.
  • Promoted employees will have a new three-month probationary period in the new job.
  • If at any time during this probationary period the supervisor determines the employee is not suitable for the position, the employee will be offered a transfer to one that he or she is qualified for. This position will not necessarily be the same one held before promotion.
  • The promotion policy does not apply to temporary openings, reorganization reassignments, or other lateral reassignments.
Title: ARLS Personnel Policy: ARTICLE D.4.b.: Interim Assignment Subsection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:
Interim Assignment

On occasion it may be necessary for ARLS to temporarily assign an employee to a different position or different level of responsibility to fill a short-term need. Interim or special assignments (and temporary adjustments in pay) may be warranted when additional responsibilities as assigned on an interim or temporary basis (e.g., while a position is vacant, while an employee is absent for an extended period, to meet an unexpected staffing need, or to handle extra duties outside the normal scope of responsibility). At the discretion of the Executive Director, a temporary increase in compensation may or may not be involved. An interim or special assignment is one that is officially designated as such by ARLS, and agreed to by the employee.

An interim or special assignment will generally not exceed six months, unless an extension is agreed upon between the Executive Director and the employee. When the interim assignment ends, the employee automatically returns to his/her former job title and pay rate (including any annual pay increase that may have occurred during the reassignment period).

Title: ARLS Personnel Policy: ARTICLE D.4.b.: Lateral Transfers & Administrative Reassignment Subsection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:
Lateral Transfers and Administrative Reassignment

A lateral transfer is a move to a position similar to the one presently held and in a comparable salary range. An employee may apply for a lateral transfer within the library system if there are openings. The Executive Director has full authority to make transfers of personnel within the library when operational needs of the library system require realignment of job assignments. The Executive Director reserves the right to issue mandatory reassignment to any employee qualifying for transfer when it is determined to be in the best interest of the library to do so. Administrative reassignment shall not be used for disciplinary or capricious reasons, and may be temporary or permanent. Employee(s) and supervisor(s) affected by the reassignment will receive as much advance notice of the transfer as possible.

Title: ARLS Personnel Policy: ARTICLE D.4.c.: Demotions  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Library Board of Trustees Date: 1/18/2018
Revised by: Date:

D.4.c. Demotions

A demotion is the movement of an employee from one position to another position that has a lower pay grade and range. Types of demotions include the following:

  • Voluntary Demotion, which results from a request by an employee or is agreed to by an employee. The employee's request or agreement must be made in writing and signed by the employee.
  • Administrative Demotion, which results from a reorganization or reduction in force.
  • Performance Demotion, which results from a performance or disciplinary issue, and would occur due to one of the following situations:
    • An employee who has been transferred or promoted to a position but does not satisfactorily complete the initial, probationary training period for the new position.
    • The performance of a regular status employee has become unsatisfactory.

A demoted employee will be required to serve an initial probationary training period in the new position if the new position involves different responsibilities. A regular employee will be notified of the right to appeal, as provided in Article F of ARLS policy.

Title: ARLS Personnel Policy: ARTICLE D.5.: Director Selection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.5. Director Selection

The Athens Regional Library Board of Trustees has the ultimate responsibility for the selection of the library's Executive Director. The Board shall establish procedures and criteria for the search process based on current Georgia law and requirements for the position.

Title: ARLS Personnel Policy: ARTICLE D.6.: Job Classifications  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.6. Job Classifications

A job classification system, as described below, is used to group positions which have similar duties and the same levels of complexity and responsibility, require similar training and experience at the time of recruitment, and are compensated at the same general levels of pay.

When hired, each employee will be assigned a Fair Labor Standards Act (FLSA) Status and a Position Status. A status may change if the employee's position changes (such as increasing or decreasing hours, or changing the position's level of responsibility).

Title: ARLS Personnel Policy: ARTICLE D.6.a: FLSA Status  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.6.a. FLSA Status

Each position is designated as either non-exempt or exempt from federal and state wage and hour laws, as described below. ARLS employee statuses will conform to current FLSA regulations. The library will follow current United States Department of Labor Wage and Hour Division rules concerning FLSA designations to determine which employees are considered exempt. The Human Resources Office will maintain a current list of FLSA statuses for all employees.

Non-Exempt Employee

A non-exempt employee is an employee in a position that is covered by the FLSA. Non-exempt employees are subject to wage and hour laws, and receive either hourly wages or salaries that below the FLSA limit. Non-exempt employees are required to account for hours and fractional hours worked to ensure payment in accordance with wage and hour laws, and must be paid overtime compensation if they work more than 40 hours in a work week.

Exempt Employee

An exempt employee is a salaried employee in a position exempt from the FLSA. Exempt employees typically perform a job involving a higher level of responsibility, independence, expertise, or decision-making or administrative authority. Exempt employees are excluded from specific provisions of federal and state wage and hour laws, and are not required to be paid overtime compensation. Exempt employees are typically expected to work whatever hours are necessary to meet the responsibilities assigned to the position, and thus have more flexibility in their schedules to accomplish work than do non-exempt employees.

           


Title: ARLS Personnel Policy: ARTICLE D.6.a: Position Status
 
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.6.b. Position Status

In addition to the FLSA categories, one of the following position statuses will be assigned to each employee.

Full-time Salaried Employee:

An employee who is regularly scheduled to work 40 hours per week or who is an exempt employee, and who is eligible for all library benefits, including health insurance (subject to the terms, conditions, and limitations of each benefit plan).

Part-time Salaried Employee:

An employee who is regularly scheduled to work from 20 - 39 hours per week is eligible for retirement benefits and pro-rated leave benefits. Employees working at least 30 hours per week are also eligible for health insurance benefits (subject to the terms, conditions, and limitations of each benefit plan) but those working 29 hours per week or fewer are not eligible for health insurance benefits.

Hourly Part-time Employee:

An employee who is regularly scheduled to work fewer than 20 hours per week. Hourly employees who regularly work at least 17.5 hours per week are eligible for self-paid benefits available through the State of Georgia Flexible Benefits program (also called GaBreeze) administered by the Georgia Department of Administrative Services (GDOAS). GaBreeze flexible benefit availability and costs are determined annually by the GDOAS and these employees are not eligible for any other benefits provided by the library.

Temporary Employee:

An employee who is hired for an assignment of limited duration (usually no more than one year), typically as an on-call substitute for absent staff, or to assume an interim role, to temporarily supplement the work force, or to assist in completion of a specific grant or project. Employment beyond any initially stated period does not in any way imply a change in position status, and temporary employees retain the temporary status unless and until notified of a change. Depending on the position, a temporary employee can be either non-exempt or exempt, and either full-time or part-time. Eligibility to receive benefits is subject to the terms, conditions, and limitations of each benefit plan.

Title: ARLS Personnel Policy: ARTICLE D.7. Professional Certification  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.7. Professional Certification

State of Georgia License of Librarianship from the Georgia Secretary of State's Office will be required for staff positions as mandated by Georgia Public Library System in order to qualify for state funding.

Title: ARLS Personnel Policy: ARTICLE D.8.: Job Descriptions  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

D.8. Job Descriptions

Athens Regional Library System's Human Resources Office maintains a set of approved job descriptions for all positions. These job descriptions are intended to indicate the general kinds of duties, responsibilities, and job requirements normally associated with the positions, but are not intended to be exhaustive. Employees may be assigned other duties not specifically included in the descriptions, may be required to work across department lines, or have job assignments changed during employment. ARLS reserves the right to alter any job description, with or without prior notice to the employee. The job description is not a contract of employment and does not alter the employment relationship. Every job description is subject to modification to reasonably accommodate persons with disabilities.

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