Purpose: Provide a set of standard expectations for the unit.
Hours of Operation
CMS will be open from 7AM to 5PM from Monday through Friday. Employee working hours should fall during these times to enable CMS to meet unit operational needs, maintain the Oak Street Library as a secure facility, and allow for the Oak Street Library Reading Room standard hours of operation of 9:00-4:00 Monday through Friday.
Schedules and Attendance
- Details regarding individual schedules should be worked out between an individual and their direct supervisor.
- Any changes to standard working hours need to be approved by a supervisor beforehand.
- Consideration of schedules is based on the unit’s operational needs.
Planned Out-of-Office Needs (Vacation/Jury Duty/Appointments)
- Request approval of anticipated absences (vacation time or appointments) as early as possible. Requests will be accommodated as possible depending on unit needs.
- Notification should be communicated via email to the supervisor with appropriate detail regarding type of absence.
- If your absence will impact the work of others, please notify them as well, though detailed information to coworkers is not necessary.
Unplanned Out-of-Office Needs (Illness/Emergencies)
- Notify your supervisor as soon as possible, and no later than before your regular workday begins, of unplanned absences (sick time). If you are dealing with an emergency, notify your supervisor as soon as you can do so safely. If circumstances permit, please email the shared staff list as well so coworkers can make any necessary adjustments to unit priorities for the day.
Leaving Early
- If while already at work an employee feels that they are unable to complete the scheduled shift for that day, they must notify the supervisor in person or via email explaining the reason for the absence and what type of leave the employee is requesting.
- Also, if a staff member is unable to work their shift, a non-specific email should be sent to cmsstaff so everyone is aware of the absence.
Make-Up Time
- Most absences should rely on benefits, not making up time.
- Make-up time can only be worked with pre-approval of the supervisor, this includes making up late arrivals, etc.
- Make-up time cannot be accumulated in advance of an absence.
- Make-up time is only for partial / brief absences, not entire work days.
- Though individual circumstances may vary, make-up time is generally only approved in 30 minute increments with the exception of same-day tardiness discussed below.
- Make-up time (if approved) can only happen during the same week as the time missed.
Tardiness
- Tardiness is considered an unexcused absence and can result in disciplinary action. The expectation is that employees arrive at work in time to begin work at the start of their scheduled shift and following lunch breaks.
- If a staff member is tardy and does not want to use benefits to cover the time they may notify Jimmy and request approval to stay the equivalent amount of time that day.
- Excessive tardiness is defined as arriving late for work more than once per month. Supervisors will take extenuating circumstances into consideration as appropriate.
Reporting Time Worked and Benefit Usage
- Follow the designated method for reporting your time based on your exempt or non-exempt status. Please note that accrued sick leave cannot be used for vacation purposes, and accrued vacation leave may only be used for sick leave with approval of the supervisor.
- Please be mindful of the maximum accrual limits for your vacation time, as once you reach it, you will cease to earn leave until the accumulation is reduced. Therefore, it is imperative that employees manage their vacation time in order to maximize their accruals. See System Human Resources Vacation policy for more details.
Breaks and Food
A change of environment at work can contribute to your own well-being and comfort.
We encourage you to take breaks away from your desk to prevent interruptions by co-workers who do not realize you are on a break.
- Consider using the staff break room or other areas outside the office for your lunch break. If you are eating at your desk, please be mindful that food odors may be distracting to those around you. Please follow the Library employee food and drink policy to protect Library materials.
- All food and drink waste must be disposed of in the food trash cans and not at individual desks.
Fragrances
- Please be thoughtful and courteous with your use of any scented products at work, as others may have medical conditions such as asthma, migraines, and upper respiratory issues that make them sensitive to chemicals and fragrances.
Dress Code
In an effort to remain respectful to coworkers and patrons we must observe professional and appropriate dress code guidelines. While our goal is to provide a workplace environment that is comfortable and inclusive for all employees, we do expect that attire, although casual, will exhibit common sense and professionalism. Please keep in mind the following guidelines:
- Clothing with offensive or inappropriate designs or stamps are not allowed.
- Clothing should not be too revealing.
- Employees must always present a clean, professional appearance.
Events
- Please request supervisor approval to attend approved Library or campus events that occur during your scheduled work time. Approvals are based on the unit’s operational needs as well as campus policy.
Phone Calls
- Personal phone calls should be kept to a minimum, and should occur during your breaks insofar as possible.
- Please be mindful that in a shared, open environment, phone calls can be easily overheard.
Formal Corrective Action and Discharge
Please note that any formal corrective action or discharge follows the PPP guidelines as laid out in Article VII, Section 3 of the Local 698* Contract:
Section 3. Just Cause
Formal corrective action and discharge shall be based on “just cause” as defined under the State Universities Civil Service System Statute and Rules. Just cause for formal corrective actions less than discharge include, but are not limited to: unauthorized and unexcused absence; leaving work without authorization; failure to punch in or out on time card; habitual tardiness; punching another employee’s time card; unauthorized key duplication and/or unauthorized possession of keys; inappropriate or unauthorized use of University resources or property; misrepresentation of absence; falsification of records; refusal to do assigned work; failure to follow work schedules; failure to follow time schedules; poor quality and/or quantity of work; insolence; failure to adhere to departmental regulations; smoking in prohibited areas; disregard of safety regulations; careless workmanship resulting in spoilage, waste or delay; gambling on institutional property; creating or contributing to unsanitary conditions; horseplay or scuffling; fighting; bullying or intimidating behavior; inappropriate interaction with University employees, students or the public; sleeping during working hours; and unauthorized visiting and loafing on the job.
Causes justifying discharge include, but are not limited to all those listed as causes for suspension if they become recurring offenses and in addition: theft; insubordination; any illegal form of harassment; drinking intoxicating liquors on institutional time or property; inability to perform assigned duties satisfactorily as a result of drinking alcoholic beverages or using controlled substances; malicious damage to property, tools, or equipment; immoral or indecent conduct which violates common decency or morality; conviction of an offense involving moral turpitude; illegal or excessive use of controlled substances; sale of alcohol or illegal drugs on University property; assault; threats to health or safety of another person(s) or to University property; and possession of weapons on University property.
*While these guidelines are specific to the Local 698 Contract, the general principles are in effect for all classifications of employees.
Please follow the campus Code of Conduct to maintain a professional and respectful work environment.