Human Resources Policies | Douglas County Libraries

Accommodation Policy

Americans with Disability and Religious Accommodation

Douglas County Libraries (the “Library”) will make reasonable accommodation for qualified individuals with known disabilities unless doing so would result in an undue hardship to the Library or cause a direct threat to health or safety. The Library will make reasonable accommodation for employees whose work requirements interfere with a religious belief, unless doing so poses an undue hardship on the Library. Employees needing such accommodation are instructed to contact their supervisor or the Human Resources department immediately.

Pregnancy Accommodation

Employees have the right to be free from discriminatory or unfair employment practices because of pregnancy, a health condition related to pregnancy, or the physical recovery from childbirth.

Employees who are otherwise qualified for a position may request a reasonable accommodation related to pregnancy, a health condition related to pregnancy, or the physical recovery from childbirth. If an employee requests an accommodation, the Library will engage in a timely, good-faith, and interactive process with the employee to determine whether there is an effective, reasonable accommodation that will enable the employee to perform the essential functions of their position. A reasonable accommodation will be provided unless it imposes an undue hardship on the Library’s business operations.

The Library may require that an employee provide a note from their healthcare provider detailing the medical advisability of the reasonable accommodation. Employees who have questions about this policy or who wish to request a reasonable accommodation under this policy should contact the Human Resources department.

The Library will not deny employment opportunities or retaliate against an employee because of an employee's request for a reasonable accommodation related to pregnancy, a health condition related to pregnancy, or the physical recovery from childbirth. An employee will not be required to take leave or accept an accommodation that is unnecessary for the employee to perform the essential functions of the job.

Adopted on December 6, 2023.

Anti-violence Policy

Douglas County Libraries (the “Library”) strives to maintain a work environment free from intimidation, threats, or violent acts. This includes, but is not limited to, intimidating, bullying, threatening or hostile behaviors; physical abuse; vandalism; arson; sabotage; use of weapons; carrying weapons on Library property other than those allowed with a current conceal carry license; or any other act, which, in the Executive Library Director’s opinion, is inappropriate to the workplace and in violation of the intent of this policy. In addition, bizarre or offensive comments regarding violent events and/or behavior are not tolerated.

Employees and volunteers are expected to make a timely complaint of observed violent behavior to enable the Library to promptly investigate and correct any behavior that may be in violation of this policy. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

At-will Employment Policy

Except as may be required by state law, employment with Douglas County Libraries (the “Library”) is at-will. Employees have the right to end their work relationship with the Library with or without advance notice, for any reason. The Library has the same right. The policies of the Library do not represent a contract and may be altered or amended from time to time by the Board of Trustees. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Compensation Policy

Douglas County Libraries’ (the “Library’s”) Board of Trustees reviews and approves the cost of the Library’s total compensation as part of the annual budgeting process.

The Library provides comprehensive pay procedures for employees.

The Board reviews and approves the Library’s Compensation Plan as needed or as changes are proposed. Additional details can be found in the Library’s Employee Handbook, including information on paydays, breaks, paid time off, holidays, and overtime.

Adopted on December 6, 2023.

Complaint Procedure Policy

If an employee believes there has been a violation of the Equal Employment Opportunity (EEO) policy or harassment based on a protected class, including sexual harassment, please use the following complaint procedure. Douglas County Libraries (the “Library”) has established a program designed to prevent harassment, deter future harassers, and protect employees from harassment. The Library takes prompt action to investigate and/or address alleged discriminatory or unfair employment practices. The Library also takes prompt remedial actions, when warranted, in response to complaints of discriminatory or unfair employment practices. The Library therefore expects employees to make a timely complaint to enable the Library to investigate and correct any behavior that may be in violation of this policy.

Report the incident to a Division Director who will investigate the matter. The employee complaint will be kept as confidential as practicable. If the employee prefers not to go to this individual with their complaint, they should report the incident to the Human Resources Manager.

The Library prohibits retaliation against an employee for filing a complaint under this policy or assisting in a complaint investigation. If an employee perceives retaliation for making a complaint or participating in the investigation, please follow the complaint procedure outlined above. The situation will be investigated.

Issues involving the Executive Library Director or Board of Trustees members are referred to the Board President, or if involving the Board President, the Board Vice-President. The Board President or Vice-President must refer those issues to legal counsel for consultation and investigation. The Board President or Vice-President will decide resolution, either based on legal counsel advice, or by bringing the matter before the full Board for action. For issues involving the Executive Director or Board of Trustees members covered by this process, the Board President or Vice-President must communicate the resolution of investigations to the claimant, the Board, and the Executive Library Director.

If the Library determines that an employee’s behavior is in violation of these policies, disciplinary action will be taken up to and including termination of employment.

Adopted on December 6, 2023.

Conflict of Interest Policy

Any employee upon being hired or promoted to a decision-making position shall disclose any potential conflict of interest. If during the course of employment an area of potential conflict of interest develops for an employee in a decision-making position, they are required at that time to make full disclosure. Conflict of Interest statements shall then be updated as circumstances warrant. All Conflict of Interest statements shall be referred to only to eliminate any potential conflict of interest.

In compliance with Colorado Law Section 24-18-104, C.R.S., as may be amended from time to time, no employee or Board of Trustees member shall accept a fee, gift, or other valuable item for personal use from any person or group of persons where such gift or other valuable item is given in the hope or expectation of receiving a favor or better treatment than others wishing to do business with Douglas County Libraries (the “Library”).

Employees with direct ownership, partnership, or personal involvement in supplier companies or distribution outlets related to Library business must report their involvement and relationship to supplier companies and distribution outlets through the Library’s Conflict of Interest form. Additionally, employees with relatives that the Library does business with must report their relationship through the Conflict of Interest form.

Colorado Law Section 24-18-104, C.R.S. should be consulted in determining whether a trustee or employee may accept a gift. If an employee has any questions as to whether they may accept a particular gift, including payment for luncheons or dinners, the employee should discuss the matter with their supervisor and with the Human Resources department for a final determination.

Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Customer Privacy Policy

Douglas County Libraries (“Library”) staff and volunteers are expressly prohibited from disclosing information about customers, including personal information, borrowing records, and/or book and material requests to others, including the customer’s family members, or from using such information for the employee’s personal gain or benefit or to benefit others, including relatives, friends, or members of organizations. Customer confidentiality is required under the Colorado Library Law, Sections 24-90-119, C.R.S.

Staff who handle Citizen Review Requests or Colorado Open Records Act requests should consult legal counsel to ensure compliance with all applicable laws, as there are defined circumstances where a customer may partially waive confidentiality to personal information. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Employee and Volunteer Alcohol and Drug Policy

Douglas County Libraries (the “Library”) adheres to a strict Alcohol and Drug Policy for all employees and volunteers.

Alert and rational behavior is required for the safe and adequate performance of job duties. Therefore, working after the apparent use of alcohol, a controlled substance, or abuse of any other substance is prohibited. Furthermore, the possession, purchase, or consumption (use) or sale of a controlled substance or alcohol on Library premises or while conducting Library business is prohibited. Employees’ compliance with this requirement is a condition of continued employment. Volunteers’ compliance with this policy is also required. Violation of this requirement for employees may result in disciplinary action, up to and including termination.

If a supervisor has a reasonable suspicion as a result of observable behaviors that an employee is under the influence of drugs or alcohol while at work, or if an employee is involved in a Library-owned motor vehicle accident or an accident while on Library business, the employee may be asked to submit to an appropriate test for substance abuse. Both a positive test and a refusal to submit to such a test may result in disciplinary action, up to and including dismissal.

Per the Alcohol (Social Use) Policy, the serving of alcoholic beverages on Library premises is permitted as defined in that policy.

At other times, employees and volunteers may be in a social, job-related situation where alcoholic beverages are available or supplied, such as at conferences or dinner meetings. In these situations, the Library’s Alcohol and Drug Policy procedures are modified to allow consumption of such beverages as long as the level of consumption is consistent with safe and professional performance of the employee’s duties.

Adopted on December 6, 2023.

Employee Dating Policy

Douglas County Libraries (the “Library”) strongly believes that a work environment in which employees maintain clear boundaries between personal and business interactions is necessary for effective business operations. Although this policy does not prevent the development of friendships or romantic relationships between co-workers, it does establish boundaries as to how relationships are conducted during working hours and within the working environment.

Individuals in supervisory or managerial roles, and those with authority over others’ terms and conditions of employment, are subject to more stringent requirements under this policy due to their status as role models, their access to sensitive information, and their ability to affect the employment of individuals in subordinate positions.

This policy does not preclude or interfere with the rights of employees protected by the Colorado Labor Peace Act, Protecting Opportunities and Workers’ Rights (POWR) Act, or any other applicable statute concerning the employment relationship. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Employee Handbook Policy

Douglas County Libraries’ (the “Library’s”) Employee Handbook (“Handbook”) is designed to acquaint employees with the Library and provide some information about working at the Library. The Handbook is not all-inclusive, but is intended to provide employees with a summary of some of the Library’s guidelines and expectations regarding staff conduct. The published edition supersedes and replaces all previously issued editions and any inconsistent verbal or written statements issued prior to the publication.

No handbook can anticipate every circumstance or question. After reading the Handbook, employees who have questions should talk to their immediate supervisor or the Human Resources department. In addition, the need may arise to revise, delete, or add to the provisions of the Handbook. Except for the at-will nature of employment, the Library reserves the right to make such changes with or without prior notice. No oral statement or representations can change the provisions of the Handbook. Where the Handbook and law or policy differ, law and/or policy prevail.

Adopted on December 6, 2023.

Employment of Relatives Policy

Douglas County Libraries (the “Library”) may employ relatives of current employees, or parties to a civil union, except in the following situations:

When they would be in a position to supervise another relative or party to a civil union, directly or indirectly.
When they have access to confidential information, including payroll and personnel records.
When they audit, verify, receive, or are entrusted with money handled by the other relative or party to the civil union.
Also, when they work in a department that handles confidential matters, including payroll and personnel records.

In cases of marriage (or the formation of a civil union) between two employees, if any of the above criterion apply, one must transfer or resign.

These criteria apply to all categories of employment, including full‐time, part‐time, and temporary classifications. They also apply to all relatives and individuals who are not legally related but who reside with another employee.

Adopted on December 6, 2023.

Employment Opportunity and Unlawful Harassment Policy

Douglas County Libraries (the “Library”) is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), sex, sexual orientation, gender identity, gender expression, color, religion, national origin, disability, military status, genetic information, marital status, or any other status protected by applicable state or local law.

Retaliation against an employee for filing a complaint under this requirement or for assisting in a complaint investigation is prohibited. If any staff member perceives retaliation for their participation in an investigation, they should contact their supervisor or the Human Resources department immediately. The situation will be promptly investigated by the Human Resources department. Additional details can be found in the Library’s Employee Handbook.

This policy applies to all employees and Board of Trustees members, including supervisors, managers, co-workers, and non-employees such as customers, volunteers, clients, vendors, and consultants.

Adopted on December 6, 2023.

Leave of Absence Policy

Douglas County Libraries (the “Library”) provides a comprehensive leave of absence package for employees, including voluntary and legally mandated types of leave, such as Family Medical Leave Act (FMLA). Additional details for requirements, eligibility, and benefits while on leave can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Safety Policy

Douglas County Libraries (the "Library") welcomes everyone. Welcoming spaces and services can only flourish in the context of safety. The Library will maintain and enforce a Customer Code of Conduct for the safe operation of its libraries. The Library directs staff to report unsafe conditions or questions about violation of the Customer Code of Conduct to supervisors or law enforcement as appropriate. The Library partners with local law enforcement to achieve safe and welcoming Library facilities and services. The Library will identify and provide staff training concerning safety practices and expectations.

Adopted on December 6, 2023.

Sexual Harassment Policy

Because sexual harassment raises issues that are, to some extent, unique in comparison to other types of harassment, Douglas County Libraries (the “Library”) believes it warrants separate emphasis.

The Library strongly opposes sexual harassment and inappropriate sexual conduct. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

Submission to such conduct or communication is made explicitly or implicitly a term or condition of employment.
Submission to, objection to, or rejection of such conduct or communication is used as a basis for employment decisions affecting an individual.
Such conduct or communication has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

All employees and non-employees, such as Board of Trustees members, volunteers, customers, vendors, and consultants, are expected to conduct themselves in a professional and businesslike manner at all times. Conduct that may violate this policy includes, but is not limited to, sexually implicit or explicit communications, whether in:

Written form, such as cartoons, posters, calendars, notes, letters, and emails.
Verbal form, such as comments, jokes, foul or obscene language of a sexual nature, gossiping or questions about another’s sex life, or repeated unwanted requests for dates.
Physical gestures and other nonverbal behavior, such as unwelcome touching, grabbing, fondling, kissing, massaging, and brushing up against another’s body.

Adopted on December 6, 2023.

Standards of Conduct Policy

Employment with Douglas County Libraries (the “Library”) carries with it special obligations and responsibilities. Each employee has the right, as an individual, to participate in public debate or to engage in social and political activity. The only restrictions on these activities are those imposed by law. Because personal views and activities may be interpreted as representative of the institution in which the individual is employed, careful distinction must always be made between: (a) private actions of the employee as an individual, and (b) those actions one is authorized to take in the name of the Library.

Concerted Activity

Employees have the right to act with co-workers to address work-related issues in many ways. Employers cannot discharge, discipline, or threaten employees, or coercively question employees, related to this “protected concerted” activity. A single employee may also engage in protected concerted activity if they are acting on the authority of other employees. However, employees can lose protection by saying or doing something egregiously offensive or knowingly and maliciously false, or by publicly disparaging the employer’s products or services without relating the complaints to any labor controversy. If employees have concerns they would like to discuss regarding workplace conditions please follow the Library’s complaint procedure.

Additional details on conduct can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Unlawful Harassment Policy

EEO Harassment

Douglas County Libraries (the “Library”) strives to maintain a work environment free of unlawful harassment. Unlawful harassment includes any unwelcome physical or verbal conduct or any written, pictorial, or visual communication directed at an individual (or group) because of that individual's (or group's) membership in, or perceived membership in, a protected class, that is subjectively offensive to the individual alleging harassment, and is objectively offensive to a reasonable individual who is a member of the same protected class. Harassment does not need to be in-person and can occur over electronic media, such as Zoom or other electronic platforms. Prohibited behavior may include, but is not limited to, the following:

Written form, such as cartoons, emails, posters, drawings, or photographs.
Verbal conduct, such as epithets, derogatory comments, slurs, or jokes.
Physical conduct, such as assault or blocking an individual’s movements.

This applies to all Library employees, including managers, supervisors, co-workers, and non-employees such as Board of Trustees members, volunteers, customers, vendors, and consultants.

Retaliation against an employee for filing a complaint under this requirement or for assisting in a complaint investigation is prohibited. If any staff member perceives retaliation for their participation in an investigation, they should contact their supervisor or the Human Resources department immediately. The situation will be promptly investigated by the Human Resources department. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.

Violation of Public Policy, Concerted Activity, and Reporting ("Whistleblower") Policy

Douglas County Libraries (the “Library”) expects high standards of ethical and legal conduct and behavior in all areas of operations. Additionally, the Library is dedicated to the principle of free speech. The Library encourages discussion among library workers, including library administrators, of nonconfidential professional and policy matters about workplace conditions, the operation of the Library, and matters of public concern within the framework of applicable laws.

When any perceived breach of ethical or legal conduct is observed by a member of the staff or community involving activities undertaken by those representing the Library, or perceived violation of an employee’s rights to engage in protected concerted activity, it should be reported to a supervisor or the Human Resources department immediately.

Additionally, if any employee perceives retaliation for reporting their concerns about a perceived breach of ethical or legal conduct or engaging in concerted activity protected by law, they should contact their supervisor, the Human Resources department, or the Executive Library Director immediately. The situation will be promptly investigated by the Human Resources department or the Executive Library Director.

Adopted on December 6, 2023.

Workers' Compensation Insurance and Reporting Policy

Douglas County Libraries (the “Library”) carries workers’ compensation insurance for all employees. Employees who are injured on the job, no matter how minor, must immediately report the incident in accordance with the Library’s published Workers’ Compensation Reporting Process, posted in all branches on the Human Resources bulletin board and available on the Library’s designated publication site. Additional details can be found in the Library’s Employee Handbook.

Adopted on December 6, 2023.