The mission of the Lee-Itawamba Library System is to empower our community by providing information, service, and opportunity. We mobilize community growth by being bold, purposeful, and people-focused.

We are YOUR library.

The Lee-Itawamba Library System is a two-county public library system serving a combined population of 106,721 local residents. In addition, the system offers library cards to individuals currently residing throughout the State of Mississippi. The system is also a member of the Mississippi Library Partnership, administered by Mississippi State University, which connects local patrons to over 3 million items and 68 other libraries across the state.

The Lee-Itawamba Library System is governed by an Administrative Board of Trustees appointed by the Lee County Board of Supervisors every five years. The Board oversees and approves library policies, selects and appoints the Executive Director, approves the annual operating budget, supervises the maintenance of library facilities, ensures that library services continue to meet the general needs of the community, and maintains public relations.

The Lee-Itawamba Library System is administered by an Executive Director and a number of departmental managers, hereafter referred to as the Leadership Team. The system has two official branches—the headquarters location in Tupelo and the Itawamba County-Pratt Memorial Library in Fulton—as well as the Lee County Library Bookmobile, which is the oldest continuously operating bookmobile service in the State of Mississippi. To reach library administration please call (662) 841-9029 or email info@li.lib.ms.us.

This Administrative Policy Manual is provided as a guide for library staff and as information for the general public. Any and all revisions, adjustments, or additions to library policies must be approved by the Administrative Board of Trustees. Responsibility for interpreting these policies and their intent rests with the Executive Director. Operational procedures, guidelines, or forms affecting various library activities may be developed and implemented by the Executive Director and Leadership Team so long as they are in keeping with the scope and intent of the policies contained herein.

The Lee County Library is open Monday through Saturday, with the exception of certain State and Federal holidays, noted below. Hours of operation are as follows:

Monday              9:00 AM-8:00 PM
Tuesday             9:00 AM-8:00 PM
Wednesday     9:00 AM-5:00 PM
Thursday           9:00 AM-8:00 PM
Friday                  9:00 AM-5:00 PM
Saturday            9:00 AM-5:00 PM

The Itawamba County-Pratt Memorial Library is open Monday through Saturday, with the exception of certain State and Federal holidays, noted below. Hours of operation are as follows:

Monday              9:00 AM-6:00 PM
Tuesday             9:00 AM-6:00 PM
Wednesday     9:00 AM-6:00 PM
Thursday           9:00 AM-7:00 PM
Friday                  9:00 AM-5:00 PM
Saturday            10:00 AM-2:00 PM

Both the Lee County Library and the Itawamba County-Pratt Memorial Library observe the following State and Federal holidays, in accordance with official government guidance:

New Year’s Day (first day of January)
Martin Luther King, Jr. Day (third Monday of January)
President’s Day (third Monday of February)
Good Friday (Friday before Easter)2
Memorial Day (last Monday of May)
Independence Day (July 4)
Labor Day (first Monday of September)
Veteran’s Day (November 11)
Thanksgiving Day (fourth Thursday of November)
Christmas Day (December 25)

The Lee-Itawamba Library System may close for additional days in conjunction with one or more of the above holidays, pending proclamations from the Governor of Mississippi and/or approval from the Lee-Itawamba Library System Administrative Board of Trustees. When a holiday falls on a Friday or a Monday, the Lee-Itawamba Library System will be closed on Saturday as well.

The Lee-Itawamba Library System may also close on occasion for staff training and other professional development activities. These closures will be determined at the discretion of the Executive Director and approved by the Administrative Board of Trustees. These closures will be announced via social media and physical signage.

Early, partial, or temporary closures related to special events, programs, or other activities will be determined by the Executive Director and Leadership Team, and will be announced via social media and physical signage.

The Lee-Itawamba Library System will close due to adverse weather conditions that may impact the safety of staff and patrons. 

The Lee County Library will close when weather conditions result in the closing, either of the Tupelo Public School District schools or the Lee County Schools. The Itawamba County Library will close when weather conditions result in the closing of the Itawamba County Schools. Libraries will follow their respective school district decisions regarding delayed openings and early release of students, due to weather conditions.

The Lee County Bookmobile will suspend normal operations whenever weather conditions are likely to impact the safety of library staff and property, potentially in advance of the closing of the Lee County Library, to be determined by the Executive Director in consultation with the Bookmobile team.

Individuals who live, work, or attend school in the State of Mississippi are eligible for a free  library card. Individuals age 16 and older must present valid identification to apply for a library card. Children age 15 and younger must be accompanied by a parent, guardian, or grandparent to apply for a library card. The parent/guardian will be asked to present identification as well. There is no minimum age requirement to receive a library card.  Juvenile library cards and their holders have access to all library materials and possess the same circulation permissions as those of adult library card holders, unless otherwise restricted by federal, state, or local statute. It is the responsibility of the parent or guardian to supervise the material selection of juveniles in their care.

All patrons must present their library cards to check out materials. Children that come to the library with a school group must have their library card with them to check out books.

Patron accounts with fines or fees of $10.00 or more, any lost material, or expired accounts will not be allowed to check out library material. Access to online patron accounts will also be restricted, including item renewal and other functions. Fees must be paid and/or items be returned before patrons’ accounts can be renewed. Lost cards may be replaced for $2.00.

Individuals living outside the State of Mississippi may sign up for a library card with an annual fee of $10.00.  Individuals owning real estate in Mississippi are exempted from this charge by showing their most recent year property tax receipt, issued by any county tax collector’s office, mortgage lender, or online payment portal.

Library materials may be checked out for the following time periods:

Books and CDs—2 weeks with a limit of 2 renewals
Movies—7 days and up to 2 renewals

Items may not be renewed if they are on hold for another patron.

Item checkout limits are as follows:

50 total items, inclusive of all format limits
10 DVDs or videos
10 audio tapes and CDs
50 books

Patrons may renew their materials in person or by calling the library. Patrons should have their library card on-hand when calling to renew their items. Patrons may also renew their materials by accessing their library card account online with their library card number and PIN.

Overdue fines are assessed as follows:

Books, audiobooks, and CDs—$0.10 per day up to $5.00 maximum per item
DVDs and videos—$0.50 per day up to a $5.00 maximum per item

Fees and item replacement costs are assessed for lost or damaged materials owned by the Lee-Itawamba Library System. Patrons will be charged a $5.00 processing fee for all lost or damaged materials. Replacement fees are calculated based on the cost of the item at the time of purchase. If an item does not have an item price associated with its record, a replacement fee of $25.00 will apply. No refunds will be issued for lost or damaged materials once payment has been accepted. Late fees will not be assessed at the time of payment for items that have been lost or damaged.

Interlibrary loan materials borrowed from other libraries, including items borrowed from Mississippi Library Partnership libraries, will be subject to the policies and procedures of the lending library.

Other fees/fines include:

Item returned, missing case—$5.00
DVD or Blu-Ray case returned without cover—$2.00
Book damaged, to be re-bound—$10.00
Replacement library card—$2.00
Meeting room maintenance/cleanup fee—$20.00

Copies, prints, and faxes are available to the public at the following rates:

Black-and-white—$0.20 per page
Full color—$0.50 per page
Microfilm prints—$0.20 per page
Fax—$1.00 per page, not including cover page

The Lee-Itawamba Library System offers library patrons the convenience of using credit or debit cards to pay for any library fines, fees, or services. Patrons agree to pay a $0.50 service fee for any payments up to and including a total of $15.00. Charges that are more than $15.00 will incur an additional $0.50 service charge for each additional increment of $15.00 that is charged for library fines, fees, or services.

The Lee-Itawamba Library System selects materials based on local and national demand, professional and popular media reviews, recommendations from the public and library staff, and evaluation of review copies from publishers. Budget and space limitations require a focus on materials that appeal to a broad range of users, rather than the academic and highly technical works collected by universities and other research institutions. This Collection Management Policy serves to inform the public about our collection development process and priorities, and serves as a guide to library staff for the development and maintenance of the library’s collection.

Responsibility and Collection Priorities

The ultimate responsibility for selecting library materials rests with the Executive Director. The Executive Director delegates to staff members the authority to interpret and apply this policy in daily operation. The Acquisitions Librarian oversees the selection process and tracks the materials budget to insure a flow of new materials throughout the year according to budget allocations.

A library collection should be tailored to the community that it serves. The Lee-Itawamba Library System strives to provide materials to fulfill a wide range of information needs to a varied population along educational and socio-economic lines. The presence of industry, regional considerations, and the age of the population are also to be considered during the selection process.

The Lee-Itawamba Library System collects materials in a variety of formats including print, audiovisual, and digital. When choosing a format for a physical item, consideration is given to the condition and durability of the materials used in the item’s construction and how the item will hold up over time. Materials which are delicate or require special handling may not be suitable for our collection.

When selecting audiovisual and digital materials, the most commonly used format is chosen. Formats rendered obsolete due to the prevalence of a new format will not be added to the collection.

Materials published in languages other than English are purchased for the collection in response to local demographics, demonstrated need, and according to popular demand. Specific consideration is given to materials in Spanish, Japanese, and ESL resources.

Other community resources and area library resources are taken into consideration when developing collections. Through the Mississippi Library Partnership and interlibrary loan, librarians may obtain materials from other institutions for the use of our patrons. New formats will be considered when a significant portion of the community creates a demand.

The Lee-Itawamba Library System supports the individual’s right to access ideas and information representing all points of view. To this end, we welcome patron suggestions, comments and ideas about the collection and its development. The Lee-Itawamba Library System Administrative Board of Trustees recognizes and respects intellectual property rights and conforms to legislative mandates regarding copyright protections.

The Lee-Itawamba Library System selects materials for its collection in accordance with professionally accepted guidelines. The library will attempt to represent all approaches to public issues of a controversial nature. The library does not sanction particular beliefs or views, nor is the selection of any given item equivalent to an endorsement of the author(s) viewpoint.

The Lee-Itawamba Library System does not purchase textbooks used by local K-12 schools, colleges or universities, as it is the responsibility of the libraries of those institutions to provide copies of course materials to their students. Textbooks will, however, be purchased in subject areas where there is little or no material in any other format or in those instances where they substantially add to the collection.

The Helen Foster Purvis Mississippi Room

The Lee-Itawamba Library System will also select material that support patron interest in local, state, and regional history.  Items for selection will include print and all media types deemed appropriate for and physically usable within the Mississippi Room collection. The library will not select or receive materials and/or media types that cannot be viewed or used with the existing space and equipment within the Mississippi Room itself. The Mississippi Room will not function as a housing and/or storage facility for personal/organizational collections for the sake of mere housing and/or storage. Any personal collections donated to the Mississippi Room must comply with all the standards and criteria of the Mississippi Room collection development policy in order to be selected. All materials selected for the Mississippi Room remain in the Mississippi Room, and therefore, do not circulate.

The Mississippi Room collection includes microfilm of the Tupelo/Daily Journal dating from 1873 to the present, vertical files containing ready-reference materials pertaining to Mississippi, Lee County, and Tupelo, materials about and by Mississippi actors, authors, musicians, people of interest, etc., materials exploring a variety of topics about Mississippi, Lee County, and Tupelo, such as local, regional, and state architecture, art, culture, folklore, geographical maps, laws, war history, etc.

The library collects basic materials on genealogical research as well as more specialized publications such as family histories. Internet databases supporting genealogical research will be made available dependent on funding. 

Gifts and Donations

Gifts of books, non-book circulating or reference materials, and funds are very welcome and can easily and readily represent a real contribution to the library. The Administrative Board of Trustees is willing to accept gifts and donations to the library’s collection, provided that the donating party agrees that all donated items must become the property of the library, the Board must be entitled to whatever disposition of them will fit into the library’s service pattern, and they must fit into the library’s standard of selection as to usability, content and physical condition.

No gift can be accepted with specific restrictions unless approved by the Board.  However, gifts may be designated for the headquarters library in Tupelo, the branch library in Fulton, or the Bookmobile.

Gift plates indicating the donor’s name will be put in gift volumes at the request of the donor. 

Memorial volumes are welcomed to the library. Individuals desiring to memorialize their loved ones in this way should consult with the Executive Director for collection needs.

Gifts which are of permanent or lasting value to the community are greatly appreciated.  The board welcomes any contributions from individuals or organizations, provided the use for which the donor designates the gift fits into the general policies of the library. Gifts, endowments, or bequests with a value of $5,000 or more as judged by the Board will be formally recognized by a permanent record prominently placed in the library and through appropriate publicity unless the donor specifically requests no recognition. When and if necessary, the Board will authorize the conversion of unrestricted gifts into cash.

Collection Arrangement

The placement of materials within the libraries is determined by several factors. The Lee-Itawamba Library System uses the Dewey Decimal Classification scheme which divides materials by subject. Catalogers use Dewey and Library of Congress subject headings to place materials into the proper subject areas and assign them to Adult, Juvenile, Young Adult, Reference or other specific areas of the library. Reviews by professionals in the field and staff expertise contribute to the proper placement of material. 

With regard to minors in the library and access to library collections, the Lee-Itawamba Library System does not act in place of a parent. Responsibility for the reading materials of children and adolescents rests with their parents or guardians. Materials that are selected primarily for children or teen audiences are marked accordingly and located in designated areas of our libraries. It is the responsibility of parents to monitor the materials their children borrow or use in the library.

Deselection and Collection Management

Continuous evaluation is necessary to ensure that the library’s materials are useful and accessible. Items are regularly removed to keep the collection current, accurate, and appealing. Authority of the work and author, quality of the publisher, currency of the material, condition of the item, number of additional copies of the title, relevance to the needs of the community, and format are all considered when removing materials from the collection.

An active and continuous weeding program is essential in maintaining a viable and useful collection. Materials are withdrawn from the collection through systematic weeding or because of loss or physical damage. Withdrawn materials are given to the Friends of the Library for sale in the Friends of the Library Bookstore. Funds from the sale of withdrawn material are donated by the Friends of the Library to the Library for the purchase of new material or to support Library activities consistent with the Mission Statement.

While the library attempts to maintain copies of standard and important works, it does not automatically replace all materials withdrawn due to loss or damage. In making a decision as to whether or not an item will be replaced, staff will consider whether the item is still available and can be replaced, whether another item or format might better serve the same purpose, whether there remains sufficient demand to replace the item, whether the item has historic value, the existing coverage of the subject within the collection, and the cost of mending versus the cost of replacement.

Intellectual Freedom

A thriving democracy relies on an informed citizenry, and the public library has an integral role in achieving that goal. The library provides a neutral environment in which individuals and their interests are brought together with the universe of ideas and information spanning the spectrum of knowledge and opinions. Collection development decisions are based on the merit of the work as it relates to the library’s mission and its ability to meet the needs and interests of the community. Decisions are not made on the basis of any anticipated approval or disapproval of the material. The inclusion of an item in the collection is in no way an endorsement of its contents. Materials are not marked or identified to show approval or disapproval of the contents.

Occasionally, some materials may be controversial. Only the individual can define what materials are consistent with his/her own values. Individuals can apply those values to the use of library materials only for themselves. Juvenile library cards and their holders have access to all library materials and possess the same circulation permissions as those of adult library card holders, unless otherwise restricted by federal, state, or local statute.  Parents and legal guardians have the responsibility for monitoring their children’s use of library materials.

Conference rooms, auditoriums, and/or other spaces within our libraries are made freely  available to the public under policies established by the Lee-Itawamba Library System Board of Trustees. Library or library-sponsored activities receive first priority. Regular library service must take precedence over all other activities, and the use of meeting space must not interfere with the regular daily operation of the library. Meeting rooms are available for use by organizations generally engaged in educational, cultural, intellectual, charitable, civic, or government activities.

It is the intent of the Administrative Board of Trustees to make these rooms available to the public on an equitable basis, regardless of the beliefs or affiliations of those requesting use.  The fact that a group is permitted to use a meeting room does not in any way constitute an endorsement of the group’s policies, beliefs, or points of view by the Lee-Itawamba Library System or the Administrative Board of Trustees. The library retains the right to cancel meeting room reservations. If a violation of the meeting room policy occurs, the library retains the right to cancel subsequent use of the meeting room by that group or organization. The Lee-Itawamba Library System does not support, endorse, or partner with candidates for political office, political parties, or organizations with missions of a primarily political nature.

An application for meeting room use must be completed and signed in advance of the organization’s first planned gathering. Rooms will be assigned in the order in which requests are received.  The person booking the room must be at least 18 years of age, and a person at least 18 years of age must be present while any room is in use. Adults must supervise children at all times.

Use of library meeting space will be granted no more than 12 times per year, per organization or group, with the following regulations understood:

1.      Reservations must be made by a responsible member of the organization or party who will oversee that all regulations are followed.

2.      Groups using library meeting space are not permitted to charge for admission.

3.      The name or the address of the library may not be used as the official address or headquarters for any organization or individual.

4.      Organizations and individuals holding meetings or gatherings in library meeting space assume financial responsibility for any damage to the space or its contents.

5.      Arrangements to use audiovisual equipment must be made in advance of any planned meeting or gathering.

The Administrative Board of Trustees reserves the right to review, accept or reject any or all applications to use the meeting rooms.

Private parties, including showers and birthdays, are not permitted in library meeting space. Private studios or individuals may not hold musical recitals in the library.

The Helen Foster Auditorium and Sue Garmon Conference Room

The Lee County Library has two meeting rooms which are available for use by organizations engaged in educational, cultural, intellectual or charitable activities. The Helen Foster Auditorium has a maximum legal capacity of 205 with seats only and a capacity of 100 with tables. The Sue Garmon Conference Room has a conference table and fifteen chairs. The auditorium and the conference room are available only during library hours. All meetings should end promptly 15 minutes before library closing. Take note of the library’s operating hours when scheduling your meeting.

The Sue Garmon Conference Room may be used by one or more individuals as a private study or meeting space if not otherwise reserved, on a first come, first-served basis.

The library is not responsible for items left in the meeting rooms. Any and all personal items, supplies, and/or other materials must be removed from the room following the meeting. 

The piano is to be used for library-sanctioned activities only. The piano may not be used as a desk.

Non-commercial exhibits of interest to library patrons and the public may be arranged for showing in the auditorium by groups, such as hobby clubs. Security for the exhibits shall be the sole responsibility of the exhibiting group. Such exhibits shall not be of undue duration.  No exhibits by individuals in the auditorium may be held.

A kitchen, containing a small stove and refrigerator, adjoins the auditorium and may be used.  If the kitchen is used, it must be left clean. All supplies must be provided by the group using the room. The Lee County Library will assess a maintenance fee of $20.00 if the kitchen facilities are not left clean and in order. The organization will not be permitted to use the auditorium again until the fee is paid.

No food will be allowed in the Sue Garmon Conference Room. Drinks with non-spill lids are allowed.

The physical arrangement of furniture in the Helen Foster Auditorium is the responsibility of the organization/individual using the space. At the conclusion of the meeting, the chairs are to be reset in row style. Any tables or chairs taken from storage are to be returned and organized neatly.

A report of attendance at any meeting must be provided to the library for statistical purposes.  Attendance report forms are provided by the library. Completed forms should be placed in the report holder mounted in each meeting room.

A copy of this document must be signed by an organization’s authorized applicant and returned to the business office of the Lee County Library.

The Itawamba County Library Multipurpose Room and Marilyn Leary Conference Room

The Itawamba County-Pratt Memorial Library has two meeting rooms which are available for use by organizations engaged in educational, cultural, intellectual, or charitable activities. The Multipurpose Room can accommodate approximately 50 people with seats only and 25 people with seats and 6 tables. The Marilyn Leary Conference Room contains a conference table and 10 chairs. Both spaces are available only during library hours, and all meetings should end promptly 15 minutes prior to the library’s closing. Take note of the library’s operating hours when scheduling your meeting.

The Marilyn Leary Conference Room may be used by one or more individuals as a private study or meeting space if not otherwise reserved, available on a first come, first-served basis. The Itawamba County-Pratt Memorial Library is not responsible for items left in the meeting rooms. Any and all personal items, supplies, and/or materials must be removed from the room following the meeting. No food is permitted inside the Marilyn Leary Conference Room. Drinks with non-spill lids are allowed.

A kitchen, with a small stove and refrigerator, adjoins the Multipurpose Room and may be used. If used, the kitchen must be left clean. All supplies must be provided by the group using the kitchen and Multipurpose Room. The library will assess a maintenance fee of $20.00 if the kitchen and Multipurpose Room are not left clean and in order. The organization will not be permitted to use library meeting rooms again until the fee is paid.

The arrangement of furniture within the Multipurpose Room is the responsibility the organization using the space. At the conclusion of the meeting, all furniture should be reset according to the arrangement that they were found.

A report of attendance at any meeting must be provided to the library for statistical purposes. Attendance forms are provided by the library. Completed and signed forms should be returned at the Circulation Desk.

The Lee-Itawamba Library System allows for the public display of art, artifacts, and similar pieces in library spaces. Exhibit and display spaces are made available to individuals and community nonprofit groups on equal terms regardless of opinion or affiliation. The Lee-Itawamba Library System does not sponsor nor endorse the views of any individual or group using exhibit or display space.

This policy applies to external groups and individuals and does not apply to use of library display space by library staff, the Friends of the Lee County Library, or any other partner or affiliate of the Lee-Itawamba Library System, whether temporary or long-standing. All library spaces, including library meeting rooms, entryways, bulletin boards, display cases, shelves, and/or other areas are covered under this policy.

Organizations or individuals wishing to display art or other materials in the library should recognize that:

1.      Library spaces are public areas readily accessible to library patrons of all ages. Accordingly, exhibitions that include sexually explicit imagery, nudity, or graphic depictions of violence are prohibited.

2.      All displays must meet existing State and Federal laws regarding obscenity, libel, defamation of character, and invasion of privacy. Displays may not promote or represent any activity or purpose that is in violation of local, state, or federal ordinances or laws, including copyright and public performance laws.

3.      Displays may not oppose or support either a candidate for elective office or an issue appearing on the ballot.

4.      Displays may not be used for either promotion or opposition of specific religious or philosophical/motivational groups.

5.      The Lee-Itawamba Library System reserves the right to deny requests to display art or other objects for any or no reason and to remove exhibits or displays at any time.

6.      Direct sale of works on exhibit is not permitted and items may not have prices posted.

7.      Our libraries reserve the right to preempt and schedule exhibit and display space for library events, programs, or collaborations at any times as deemed necessary and appropriate.

8.      The Lee-Itawamba Library System and its employees are not responsible for any loss, theft, or damage that may occur while works or items are on display. All organizations or individuals who choose to display their items in the library must sign a release form releasing the Lee-Itawamba Library System and its employees from any such liability.

9.      Use of exhibit and display space is limited to no more than 30 days. Exceptions are made by library administration only.

Regarding set-up and arrangement:

1.      Installation and removal must be completed during regular library hours.

2.      The organization or individual installing the display shall be responsible for any damaged caused to the exhibit or display space during installation or removal. The title of the exhibit, as well as the name and contact information of the organization and/or individual responsible, must be posted prominently in public view or at the discretion of library administration.

3.      The organization or individual using the space shall provide their own display structure, hardware, and supplies. Library staff shall not assist with the installation or removal of third-party art, artifacts, or other objects unless directed by library administration. The library may make easels or other materials available on a case-by-case basis, at the discretion of the Leadership Team.

Publicity

A short description, with or without photograph(s), of the display may be included in the library’s marketing. All publicity created by the library, and any photographic or written record of any exhibit, is the property of the Lee-Itawamba Library System, and the artist/exhibitor recognizes, agrees, and authorizes the library to make whatever use of such, at any time into the future, that the library deems appropriate.

The Lee-Itawamba Library System maintains physical or electronic file copies of administrative papers, financial records, and grant materials for a period of 5 years, unless otherwise affected by specific regulations or practices. All files will be reviewed and purged in accordance with state and federal laws on an annual basis.

All federal E-Rate records will be kept for a minimum of 10 years.

The Lee-Itawamba Library System Administrative Board of Trustees has established these Patron Conduct Policies for the comfort and protection of all who utilize our facilities and resources. These policies will be firmly but courteously enforced by library staff, library security personnel, and/or local law enforcement personnel. Violation of these conduct policies may result in verbal warnings, suspension of library privileges for one day or longer, or expulsion from library property on a temporary or permanent basis. The mission of our libraries and library staff is to empower our community by providing information, service, and opportunity. We kindly ask your cooperation in maintaining a friendly and welcoming environment that allows everyone to enjoy our space and resources.

1.      We do not have rooms or spaces that are formally designated as “quiet areas.” However, individuals and groups may be asked to adjust their volume and tone in the event of excessively loud conversation, laughter, or other vocal communication that is disturbing other library patrons.

2.      The usage of electronic devices such as cell phones, pagers, speakers, or other communication, audio, or electronic devices in a way that causes a disturbance for other library patrons or library staff is not permitted. Phone conversations must be conducted quietly and not on speakerphone. If possible, relocate to an entryway or outside the building to finish your conversation.

3.      Shirts, shoes, and other proper clothing must be worn in the library at all times.

4.      Language, clothing, and body odor, etc. that is offensive to other library patrons or library staff is not permitted, as well as loud or obscene or abusive language, behavior, or gestures. Obscene language is defined as offensive to modesty or decency, lewd, disgusting, filthy, and/or repulsive.

5.      Improper use of public restrooms includes bathing, shaving, washing/changing clothes, conducting personal hygiene or other personal appearance preparations, and smoking.

6.      The use of smoke-producing devices and tobacco products is not permitted on library property or library grounds.

7.      Willful destruction of or damage to any library property will result in immediate expulsion from the library and suspension of library privileges.

8.      Patrons shall not block or obstruct aisles or sidewalks, stairways, doorways, or in any way interfere with the free movement of individuals in or around library spaces.

9.      All reading, study, and research should be performed at public tables provided, not at public service desks, on the floor, or seated in aisles. Sitting on floors, counters, or tabletops is not permitted.

10. Eating is not permitted in the library. One-time, case-by-case accommodations will be provided to those facing a health or medical emergency.

11. Water and drinks are allowed with screw-on (non-spillable) lids. No water, drinks, or other liquids are permitted near public computers.

12. Lying down or sleeping is not permitted in the library. This applies to public restrooms, sidewalks, library parking lots and driveways, floors, hallways, library furniture, tables, etc.

13. Loitering inside the library or outside on library property is not permitted. Loitering is defined as standing/waiting/sitting on public property for extended periods of time with no apparent purpose.

14. The library does not permit the carrying or storage of sleeping bags, bedrolls, blankets, large plastic bags, cardboard, shopping carts, tents or camping bags inside the library. Exceptions may include items needed for childcare or for the care of an individual. Personal property brought inside the library must not be left unattended. The Lee-Itawamba Library System and its employees are not responsible for lost, stolen, or damaged property. Any personal property left unattended may be disposed of by library staff, library security personnel, or law enforcement.

15. For safety, bicycles and other personal transportation devices (unless required for medical reasons) must be left outside the library in the spaces designated for them.

16. Service dogs are permitted inside the library unless 1) the dog is unable to be controlled and/or its handler does not take effective action to control it, or 2) the dog is not house-broken. No other animals may enter the library, unless they are part of a library-sponsored program. No animals may be tied up or left outside the library unattended.

17. The consumption of alcoholic beverages or the use of any illegal drugs or other controlled substances is not permitted.

18. Individuals who are intoxicated or under the influence of drugs or alcohol will be removed from library property.

19. No soliciting, selling of any kind, or distribution of leaflets or other materials within the library is permitted. Exceptions exist for the Friends of the Lee County Library Book Shop, library or Friends of Lee County Library-sponsored programs, or materials previously approved by library administration.

Behaviors that can result in termination of library privileges and/or legal action include:

1.      Willful destruction of or damage to any library property.

2.      Consumption of alcoholic beverages or any illegal drugs or controlled substances.

3.      Public intoxication or being under the influence of drugs or alcohol.

4.      Harassment, abuse, or intimidation of another person(s) in the library or on library property. Staring or peeping at another person(s) to the effect of annoying or making that person(s) uncomfortable, or following with the intent to disturb, lurking, voyeurism, sexual harassment, or harassment on account of race, religion, ethnic or national background, gender or sexual orientation.

5.      Interfering with the library staff, their performance and/or duties, such as engaging in inappropriate conversation or behavior, sexual advances, or physical and/or verbal harassment.

6.      Exhibitionism, flashing, indecent exposure, or excessive displays of affection.

The Lee-Itawamba Library System assumes no responsibility for the welfare or safety of individuals on or around library property, during or after library hours of operation. Individuals are not permitted to remain on library property between the hours of 10:00 PM and 6:00 AM.

The Lee-Itawamba Library System follows guidance from the Americans with Disabilities Act (ADA) which defines service animals specifically as dogs, of any breed and size, that are trained to perform a task directly related to an individual’s disability. Emotional support animals are not considered to be service animals, because providing emotional support or comfort is not a task directly related to an individual’s disability.

A service animal must be under the control of its handler. Under the ADA, service animals must be harnessed, leashed, or tethered, unless the individual’s disability prevents using these devices or these devices interfere with the service animal’s safe, effective performance of tasks. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

When an individual arrives in the library with a dog, library staff may ask if the dog is a service dog required because of a disability. Library staff may also ask what work or task the dog has been trained to perform. Library staff will not request any documentation to prove that the dog is registered, certified, or otherwise licensed. Library staff will not require that the dog perform a demonstration of its task or alert process, and will not inquire about the nature of the individual’s disability.

Service dogs are permitted inside the library unless 1) the dog is unable to be controlled and/or its handler does not take effective action to control it, or 2) the dog is not house-broken. No animals may be tied up or left outside the library unattended.  Dogs that are not service dogs, and/or other animals, are not permitted inside the library unless they are part of a library-sponsored program. The Lee-Itawamba Library System follows ADA guidelines regarding miniature horses that have been individually trained to do work or perform tasks for individuals with disabilities.

In order to provide an optimum environment for library use, we ask that library patrons conduct phone conversations away from study and research areas and turn off mobile phone ringers while inside the library.

If a patron is engaged in a phone conversation while using a public computer, the library requests that the conversation be conducted quietly and resolved quickly. Phone conversations should not be conducted via speakerphone.

This document constitutes the Lee-Itawamba Library System’s policy for the use of public computers and the wireless network. All patrons accessing public computers or the wireless network must abide by this policy and all Federal, State and local laws and regulations. The use of public computers or the wireless network constitutes acceptance of this policy.

Anyone not abiding by this policy or the Patron Conduct Policy will be required to immediately vacate the computer station or the library. Disregard of the library’s policies will result in loss of computer and library privileges.

Access to public computers is granted on a first-come, first-served basis. Patrons must possess a library card in good standing to use the public computers. Patron accounts with fees or fines of $10.00 or more, any lost material, or expired accounts will not be allowed to access the public computers. Patrons may not loan or use another patron’s library card to gain access to the public computers. Public computers shut down 15 minutes before library closing.   

Wireless Internet access is available at the library. Patrons are responsible for all setup and configuration of their personal wireless devices to establish a connection to the library wireless network. The library does not assume any responsibility for the safety of patron equipment with regard to setup/configuration, security, or protection while using the wireless network. 

Patrons are responsible for all charges for services incurred while using the public computers. Patrons must pay for all pages printed whether the patron intended to print all the pages or not.

Patrons may not download or install from remote storage device any program or executable file.

Patrons may not attempt or carry out practices designed to gain access to, disrupt, hamper, damage, or interrupt or intercept the library network, equipment, or the equipment of other patrons through any means. Such behavior directed toward library software for the filtering of the Internet, anti-virus software, or any other settings or software implemented by the library will result in immediate and permanent loss of library computer privileges. 

Internet access is filtered in compliance with federal law.  The Children’s Internet Protection Act (CIPA) addresses:

1.      Access by minors to inappropriate matter on the Internet and World Wide Web.

2.      Safety and security of minors when using electronic mail, chat rooms, and other forms of direct electronic communications.

3.      Unauthorized access, including so-called “hacking” and other unlawful activities by minors online.

4.      Unauthorized disclosure, use, and dissemination of personal identification information regarding minors.

5.      Measures designed to restrict minors’ access to materials harmful to minors.  

Patron computer use is monitored to enforce the provisions of the Children’s Internet Protection Act. Adults who are unaccompanied by dependent children are not permitted to utilize public computers located in the children’s area of the library.

Patrons may not make use of the public computers or the library wireless network to plan, to conspire, or in the execution of illegal activities. Individuals may not access or display pornography or any content that is sexually explicit or contains graphic depictions of violence. Individuals who violate this policy and/or those who circumvent Internet filtering systems will be removed from the premises and have their library privileges suspended permanently.

Parents are responsible for their children’s use of the electronic resources provided by the library. No filtering mechanism is foolproof and parents who are concerned about their children’s use of the library’s electronic resources are encouraged to personally provide any necessary guidance. As with all library materials, restriction of a child's access to the Internet is the responsibility of the parent/legal guardian. There is no minimum age requirement to receive a library card.  Juvenile library cards and their holders have access to all library materials and possess the same circulation permissions as those of adult library card holders, unless otherwise restricted by federal, state, or local statute. It is the responsibility of the parent or guardian to supervise their child’s use of the library, including computers and the Internet. The Lee-Itawamba Library System assumes no responsibility for minors’ access to the Internet and does not provide guidance to minors in place of a parent or guardian.

Patrons shall abide by all copyright laws and licensing agreements covered by state or federal legislation while using the network, including the use of software and digital content.

Social media accounts created and operated by the Lee-Itawamba Library System are not intended to be a traditional public forum for the general exchange of ideas and viewpoints, but a limited public forum for discussing library services, programs, events, materials, and other relevant topics. All posts and comments will be monitored by library staff members, and the library reserves the right, within its sole discretion, to remove submissions, comments, posts, or other content that violates this policy, as outlined below.

1.      Comments that contain illegal, abusive, vulgar, offensive, threatening, or harassing language are prohibited and will be immediately removed.

2.      Duplicate posts from the same individual will be subject to removal.

3.      Posts which include personal or private information about an individual will be removed.

4.      Non-library created solicitations for membership, donations, or services will be removed.

5.      Content that violates copyright or trademark laws will be removed.

6.      Content deemed to be spam, commercial, or political in nature will be removed.

7.      Other content deemed inappropriate or irrelevant to library services may be subject to removal.

By utilizing or posting on the library’s social media sites, users agree to comply with this social media policy. The library reserves the right to block users who have violated the terms of this policy.

1.      As with all library services and materials, the Lee-Itawamba Library System does not act in the place of, or in the absence of, a parent/guardian in regard to a minor’s use of library social media accounts.

2.      By posting a comment or content of any kind, users agree to indemnify the Lee-Itawamba Library System and its officers and employees from and against all liabilities, judgments, damages, and costs incurred which arise out of or are related to content that has been posted by a user.

3.      The Lee-Itawamba Library System does not endorse the advertisements promoted by third parties on social media sites.

By submitting content to any Lee-Itawamba Library System social media site, users are granting permission for the system to use that content without compensation or liability on library social media accounts and/or marketing materials. This permission may be revoked by the user by submitting a written request for the Lee-Itawamba Library System to discontinue use of the content.

The Lee-Itawamba Library System does not maintain or provide a community message board or display area designated primarily for public information. The Administrative Board of Trustees permits the use of general floor space, reference and other moderate height shelving tops, and the bulletin board in the front entryway for the posting of free materials. The Executive Director and Leadership Team have authority to approve items for display, and the specific location of any display may change at the discretion of the library.

In support of the library’s collection and Collection Management Policy, materials offering a range of information and opinion must be approved prior to display. Materials promoting events or content primarily of a social nature, such as parties or seasonal social gatherings, are not permitted. Materials promoting religious services or content, fundraising, sales, etc. are generally not permitted, unless associated with the library or another government organization. Patrons may request the library to reconsider the display of any item by completing the request for reconsideration of library materials form.

Free materials may be flyers, posters, or other sized object suited to the areas and spaces made available as determined by the library.

All material submitted for display becomes the property of the library. Decisions regarding the display, return, or disposal of material is solely at the library’s discretion. Materials may be removed from display areas for any or no reason. Only staff members will place offered materials in the library. Materials placed on display without approval will be removed.

No distribution of materials to library patrons within the library is allowed. See the library’s Patron Conduct Policy for more information.

Material will be displayed for a limited time of one month, and materials will be marked with a due date or expiration date. The consecutive duration of the display may be increased one additional month before it must be removed for a term of one month before being eligible for reconsideration. Material from the same organization of a different topic or event may be displayed concurrently. Material displayed in relation to an event on a specific date may be removed after the date has passed, even if the duration of the display term has not expired.

Materials of a substantially commercial nature are not permitted unless associated with a library, government, or community-wide initiative.

Library collections may contain materials representing differing points of view on public issues of a potentially controversial nature. The Lee-Itawamba Library System does not endorse particular beliefs or views, nor does the selection of an item express or imply an endorsement of the viewpoint expressed by the author. Library materials will not be marked or identified to show approval or disapproval of the contents, nor will items be sequestered, except for the purpose of protecting them from theft or damage.

Individual patrons may encounter specific items in the library’s collection that they find disagreeable or that cause them concern. Individuals may request reconsideration of a selection decision of library materials by submitting a written request for reconsideration to any library staff member using the Request for Reconsideration Form. The Executive Director will respond in writing to an individual’s written request, and may appoint a committee of library staff to review the material in question. The Executive Director will render a decision regarding the future disposition of the item in question. If desired, library patrons may appeal this decision. The Lee-Itawamba Library System Administrative Board of Trustees, upon receipt of a written request to the Board Chair, will hear appeals of the Executive Director’s written response. Decisions on appeals are based on this policy, the material, and careful review of the objection. The final decision on appeals rests with the Lee-Itawamba Library System Administrative Board of Trustees. The patron will be informed in writing of the Board’s decision.

General Closing Policy

Both the Lee County Library and the Itawamba County-Pratt Memorial Library observe the following State and Federal holidays, in accordance with official government guidance:

New Year’s Day (first day of January)
Martin Luther King, Jr. Day (third Monday of January)
President’s Day (third Monday of February)
Good Friday (Friday before Easter)
Memorial Day (last Monday of May)
Independence Day (July 4)
Labor Day (first Monday of September)
Veteran’s Day (November 11)
Thanksgiving Day (fourth Thursday of November)
Christmas Day (December 25)

The Lee-Itawamba Library System may close for additional days in conjunction with one or more of the above holidays, pending proclamations from the Governor of Mississippi and/or approval from the Lee-Itawamba Library System Administrative Board of Trustees. When a holiday falls on a Friday or a Monday, the Lee-Itawamba Library System will be closed on Saturday as well.

The Lee-Itawamba Library System may also close on occasion for staff training and other professional development activities. These closures will be determined at the discretion of the Executive Director and approved by the Administrative Board of Trustees. These closures will be announced via social media and physical signage.

Early, partial, or temporary closures related to special events, programs, or other activities will be determined by the Executive Director and Leadership Team, and will be announced via social media and physical signage.

Closures Affecting Library Employees

This policy applies to both full-time and part-time employees. It is the responsibility of all team members to inform themselves regarding library closing decisions by observing local media closing announcements or by contacting their supervisor.

Employees scheduled to work on a day or time during which the library closes will be compensated at their normal rate of pay and hourly wages. At no time will an employee receive overtime compensation due solely to library closings. If an employee is scheduled to work on a date or time that the library closes, the employee will earn time in the amount that they were scheduled to work. If an employee is not scheduled to work on a date or time that the library closes, the employee will not earn time due to the library closing. If an employee has scheduled a day off during the normal workweek because they are working on Saturday, the employee will continue to follow their schedule, being off on the appointed day of the week and working on Saturday as planned.        

Employees using personal or medical leave to be off work on a day or time during which the library closes will not be charged personal or medical leave for the duration of time the library is closed.    

Weather Closures

The Lee-Itawamba Library System will close due to adverse weather conditions that may impact the safety of staff and patrons. 

The Lee County Library will close when weather conditions result in the closing, either of Tupelo Public School District schools or Lee County Schools. The Itawamba County-Pratt Memorial Library will close when weather conditions result in the closing of Itawamba County Schools. Libraries will follow their respective school district decisions regarding delayed openings and early release of students, due to weather conditions.

The Lee County Bookmobile will suspend normal operations whenever weather conditions are likely to impact the safety of library staff and property, potentially in advance of the closing of the Lee County Library, to be determined by the Executive Director in consultation with the Bookmobile team.

When local school districts are not in session the libraries will delay opening, close early, or close for the day at the discretion of the Executive Director. 

The use of tobacco products or any smoke producing device or product is prohibited at all times and at all locations of the Lee-Itawamba Library System. All forms of tobacco, including but not limited to cigarettes, cigars, pipes, water pipes (hookah), bidis, kreteks, electronic cigarettes, and smokeless tobacco are not permitted in any library facility or on any outside property and grounds including all parking lots and vehicles. This includes vape pens and all related paraphernalia. This policy applies to all individuals on Lee-Itawamba Library System premises.

The consumption and/or of alcoholic beverages is prohibited in and on library property. Possible exceptions may include specific programs or events, such as a Friends of the Lee County Library reception or gala.

Children of all ages are welcome in Lee-Itawamba Library System libraries. The following policy, adopted with each child’s safety in mind, is in place to protect the children who use and enjoy our library, to provide for the general welfare of library patrons of all ages, and to prevent undue disruption of normal library procedures.

Parents are ALWAYS responsible for the well-being and safety of their children.

The library cannot and does not take responsibility for the care, behavior and safety of each individual child. Employees of the Lee-Itawamba Library System do not function in place of parents or as substitute caregivers. They cannot personally supervise children.

Children age 10 and younger must at all times be in the control and supervision of a parent, guardian or caregiver while inside the library. If taking the place of a parent, the caregiver must be at least 16 years of age and must be able to respond appropriately to an emergency situation and be in possession of appropriate emergency contact information. The ONLY exception is when such a child is attending an official library program. The parent/caregiver is expected to remain in the building and immediately join the child at the end of the program. Children must be picked up by their parents/caregivers at least 30 minutes prior to library closing. Any exceptions will be at the discretion of the Leadership Team or supervising department head at the time of the situation.

Children involved in inappropriate behavior may be asked to leave the library in the custody of a parent or guardian if an initial warning does not resolve behavioral issues. Disruptive conduct preventing others from enjoying the library or endangering people or property is not allowed. Examples of unacceptable behavior include but are not limited to abusive language, the threat of violence, engaging in unauthorized physically active games (tag, shouting, screaming), damaging library property (including books), and harassment of another patron or staff. If a child damages library property such as books or other materials (including writing/coloring in books, tearing out pages, throwing books, etc.), the parent or caregiver will be charged for the price of those items. 

If a child is disruptive, is habitually left unattended for long periods of time, or is deemed to be at risk of coming to harm (such as when a child is unattended at closing time), library staff will immediately try to locate the responsible adult or caregiver. If on duty, library security personnel will stay with the child until the adult is found. If the adult/caregiver cannot be found within 30 minutes or if the library is closing, library security personnel will contact law enforcement or child protective authorities to take custody of the child. Library staff and/or library security personnel will under NO circumstances take the child out of the building. 

Some material withheld for security reasons.

Section 39‐3‐365 of the Mississippi Code of 1972 states:

“Records maintained by any library funded in whole or in part by public funds, which contain information relating to the identity of a library user, relative to the user’s use of books or other materials at the library, shall be confidential. Such records may only be released with the express written permission of the respective library user or as the result of a court order.”

If law enforcement requests patron records, employees must direct the requests to the Executive Director or Leadership Team. The Lee-Itawamba Library System may only disclose patron records when the proper legal process is followed. Law enforcement officers may have a subpoena or a search warrant. A subpoena is not a court order unless it has been signed by a judge. Subpoenas do not require immediate execution (the typical timeframe is five days). A search warrant is a court order and is immediately executable. The Executive Director or Leadership Team will consult with the Board Attorney before responding.

Response Procedures

1. Verify that the officer is a legitimate law enforcement officer by asking for identification and/or calling the law enforcement agency (e.g. FBI field office), if in doubt. 

2. Examine the search warrant to assess validity. Make sure the warrant is signed by a judge, applies to the library’s jurisdiction, and has the correct place and date.

3. Determine which records are specified by the search warrant.

4. Consult with the Administrative Board of Trustees Board Attorney.

5. Retrieve and give the specified records to the law enforcement officer. Do not provide additional records, even if the officer verbally requests them.

6. Write an incident report with full details of the encounter. Incident reports are public records.

Withheld for security reasons.

Withheld for security reasons.

Employees of the Lee-Itawamba Library System are members of a dynamic, dedicated, and hard-working team. We work hard every day so that the individuals living in our communities are enabled to harness the power of the library to meet their personal, educational, or professional goals. Serving these needs effectively requires dedication, persistence, creativity, and adaptability. Our team is our most important asset. Without each member of our team, not one of the resources, services, or items we provide would be available for our community.

As co-workers and as representatives of the Lee-Itawamba Library System, we consistently behave in a professional, respectful manner. We collaborate, work together, and support each other. We each have a responsibility to provide and promote a healthy, supportive work environment for ourselves and our co-workers, which in turn enables us to provide valuable, high-quality service to our community. Specific elements of expected employee conduct and responsibility are outlined below.

All library employees should:

1.      Behave in a manner which is professional and upholds respect for all.

2.      Conduct the work of the library diligently and collaboratively, sharing relevant and timely information with each other, and supporting the achievement of common goals through positive teamwork.

3.      Conduct the business affairs of the library in good faith and with honesty, integrity, due diligence, and competence. Library staff should arrive ready for work on time and prioritize reliability in fairness to co-workers.

4.      Serve the public with respect and dignity.

5.      Protect privacy and confidentiality except as otherwise required by law or as authorized by the Executive Director. No employee will share, copy, reproduce, transmit, divulge or otherwise disclose any confidential information, including but not limited to library patron information.

6.      Refrain from making negative comments, whether verbally or in writing, that reflect poorly on the Lee-Itawamba Library System as a whole, our individual libraries, co-workers, library administration, the Administrative Board of Trustees, or any other employees or services. Negative promotion includes but is not limited to verbal interactions, personal social/electronic media posts, written communication, and publications.

7.      Refrain from voicing opinions about controversial matters whether religious, political, or social while on duty or in any way representing the library. It is inappropriate for library staff members to wear buttons or other paraphernalia which show support for certain religious, political, or social stances while on duty.

8.      Refrain from inappropriate language, verbal or written, that interferes with a respectful and harmonious working environment. This includes, but is not limited to swearing, excessive sarcasm, name calling, mocking or vulgar, obscene, insulting or abusive language.

9.      Refrain from participating in workplace rumors and gossip. This includes verbal, written and electronic communication. To combat the spread of workplace gossip and rumors, employees should not speak or insinuate another person’s name in an unwelcome or negative manner, when that person is not present unless it is to make reference regarding work matters, and should refuse to participate in derogatory or malicious gossip or rumors.

10. Avoid causing undue distractions in the workplace via excessive noise from conversations, music playing devices, or computers. Employees should respect the work schedules of others when engaging them in conversation, or providing any type of distraction that may remove their focus from work.

11. Refrain from accepting valuable gifts or money from patrons and/or library suppliers. Honorariums can be donated in the employee’s name to the library.

12. Present in a professional manner. In general, “business casual” attire is appropriate. No clothing with implied or explicit profanity, advertisements or logos for alcohol, tobacco products, illegal, racial, or sexual content, or political endorsements may be worn. Literary, library-themed, and/or library-branded apparel is permitted. Staff should avoid attire that is torn, frayed, or stained, and/or that could reasonably be considered as revealing. Shorts, track suit clothing, baseball caps, sandals, etc., are generally not considered appropriate, unless exceptions are made for special projects where a more relaxed attire is appropriate.

13. Refrain from eating and drinking in public service areas. The staff break room is provided for lunch and other breaks. Coffee, water, and other beverages may be consumed while on duty in public service areas, but discretion is advised and care must be taken so that work areas may be maintained in a clean and orderly manner.

14. Prioritize high-quality customer service and assist library patrons attentively, promptly, and with enthusiasm. Staff working in public service areas may read while on duty, but only when no patrons are currently in need of attention AND when any other responsibilities—such as shelving, straightening, checking the book drop, etc.—have already been completed. Reading or visiting with co-workers or library patrons cannot be allowed to impede prompt and effective customer service. Reading on duty is subject to supervisors’ discretion, and supervisors may revoke this privilege as needed.

15. If any library employee is asked to give a public presentation to a group or organization about the library or library services, the activity must be approved by the Executive Director or other member of the Leadership Team.

Library employees should follow these guidelines as closely as possible at all times, use their best judgement, and explore any questions or concerns with supervisors and library administration as needed.

Library social media offerings are intended to create a welcoming and inviting online space where library patrons can easily find useful, entertaining, or educational content about library services. When library employees post content to library social media accounts, it is a reflection of both the staff member as well as the library and library system. As such, staff members are expected to conduct themselves at all times as representatives of the Lee-Itawamba Library System and adhere to all associated standards of conduct as outlined in this and other policies, while providing the same level of excellence in customer service, and protecting the reputation of the library system.

1.      Employees must have prior approval from the Executive Director to create a new library social media account.

2.      Once approval is received, accounts will be created utilizing library branding and guidelines. Use of the library logo(s) on social media sites must be limited to high-quality files.

3.      Whenever possible, each social media page should clearly indicate that it is maintained by the Lee-Itawamba Library System, have library contact information clearly displayed, and link to the library website.

4.      Content posted on all social media accounts owned and operated by the Lee-Itawamba Library System will be monitored by the Executive Director and/or the Leadership Team to ensure appropriateness and may be removed without notice.

5.      Employees must always use a professional voice when posting to library social media accounts, and must verify facts, spelling, grammar, etc., before posting.

6.      Patron privacy should be of the upmost concern when posting to social media sites. A patron’s personal information must be protected at all times, and never shared on library sites.

7.      Staff should solicit written permission from library users before posting their image on social media accounts. In the case of minors, written approval must be received from a parent or guardian. Pictures of library users attending library programs may be used if a public notice is posted before and during the event notifying users that images taken during the event may be used by the library for promotional purposes.

8.      Pictures taken by library employees during library programs must not be posted on personal social media accounts, Friends of the Lee County Library social media accounts, or other non-library sponsored accounts or sites. Once it is obtained, permission to publish these pictures is given only to the Lee-Itawamba Library System. If a patron requests that a photo of themselves or their dependents be removed from library social media, library staff should accommodate that request.

9.      Direct and personal communication with library patrons, vendors, program presenters, etc., should be primarily conducted using official library email accounts and not social media.

10. User concerns or negative comments posted to library social media accounts should be addressed as soon as possible in a professional and appropriate manner, and encouraging the user to contact a branch or headquarters staff member directly to discuss the issue further. These comments should not be deleted unless they violate the other guidelines defined in this policy, but should be thoroughly addressed in-person, or via email or telephone conversations like any other patron complaint, and never on the social media site.

11. Users who request reference or circulation services such as holds or renewals should be instructed to contact his/her local branch or Lee-Itawamba Library System headquarters for further assistance.

12. The role and use of social media in relation to the goals and purposes of the library system will be continually evaluated by the Executive Director. Accounts may be terminated at any time at his/her discretion.

Library Employees and Personal Social Media Usage

Employees who are interested in engaging with library social media posts using their personal social media accounts are encouraged to share, like and comment on library posts to promote the Lee-Itawamba Library System. Staff are not required to use personal social media accounts for work-related purposes and activities. Questions posted by the public through library channels should be answered primarily by an authorized social media author.

The Lee-Itawamba Library System does not interfere with the personal expression of its employees outside of working hours. Personal use of social media by library employees as it pertains to making posts about the library or participating in conversations about the library should be respectful of the Lee-Itawamba Library System, colleagues, library patrons, and the community. When engaging in social media or online forums outside of work, library staff must be aware of their role in the organization and the potential impact of communications on the brand, reputation and values of the library, and act appropriately and with good judgement. If necessary, library employees should clearly communicate that posts and/or discussions conducted online on a personal basis do not represent the official position or policy of the Lee-Itawamba Library System.

In order to provide the most current and consistent information about the Lee-Itawamba Library System and library operations, all contact with news media will be carried out through the Executive Director, although at times he/she may refer the media to specific staff members. The Chair of the Administrative Board of Trustees shall serve as the spokesperson for the Board, as needed. All inquiries from reporters or other media representatives should be reported immediately to the Executive Director. When asked by the public for information related to library operations or policy, library staff should refer all inquiries to the Executive Director.

Employees who represent the library in communicating with the media should avoid speculation on any topic and refrain from offering personal opinions about library policies or programs, even when asked to do so by a reporter.

Questions from the public regarding the general operations, policies, or direction of the Lee-Itawamba Library System should be referred to the Executive Director. Inquiries regarding the library budget should be referred to the Executive Director and/or the Business Manager.

Newsgathering in the Library

Members of the media who wish to conduct newsgathering in the library in any manner disruptive to, or interfering with, the operation of the library or its use by library patrons or be inconsistent with its mission, must make themselves known to either the Executive Director or to the staff member in charge during the Executive Director’s absence.

Examples of behavior that can be disruptive or interfere with the operation of the library or its use by library patrons, or be inconsistent with the library’s mission, include (but are not limited to) interviewing at other than normal conversational voice level, photographing, video recording, or audio recording library patrons or staff. 

Staff members witnessing members of the media engaged in such activity should ask that they request and gain permission from the Executive Director before further conducting newsgathering in the library.

Photography or Recording by the Lee-Itawamba Library System

The Lee-Itawamba Library System has the right to photograph, film, and record library events and patrons for promotional use. Visitors to the library, or participants in any library event being captured on film or by photograph, will be advised in advance, verbally or through signage, that their participation in the event indicates consent to being photographed, filmed or recorded, unless they otherwise clearly indicate to the contrary to library staff.  To ensure the privacy of all individuals, their images will not be identified using full names or personal identifying information without written approval from the photographed subject, parent or legal guardian.

The above policy applies only to open, public events. Closed events such as class visits require releases and/or permissions from the supervisor of the visiting organization.

Photography or Recording by the Public or Media

While the library is a public place, it is considered a “limited public forum” under federal law. Public libraries may reasonably restrict the exercise of free speech rights in their buildings, particularly when the conduct would be disruptive to, or interfere with, library patrons or staff or be inconsistent with the library’s mission.

Photography and video or audio recording by visitors to the library are generally permitted if it is strictly for personal use. Photography and video or audio recording for commercial purposes are permitted only if the activity has been expressly approved by the Executive Director. In order to ensure that such activity would not be disruptive to, or interfere with, the library staff or patrons, or be inconsistent with the library’s mission, all individuals proposing to engage in such commercial activities must request approval in writing and in advance.

All requests to use a library facility as a setting for photography, video or audio recording must be approved by library administration. Requests will be evaluated in terms of their impact on library operations and services.

In order to protect the rights of library patrons and to prevent disruptions, interference with staff or patrons, or conduct inconsistent with the library’s mission, photographing and video or audio recording on library property are restricted as follows:

1. Under no circumstances may the public, members of the media, or library staff take photographs or record video or audio without the express permission of any library patron or staff member who would be included within the composition. In the case of minors, permission must come from the parent or legal guardian. Those who engage in these activities without permission will be asked to stop by library staff or security personnel and may be asked to leave the premises.

2. Members of the media are subject to the provisions of the Patron Conduct Policy and may not disturb the normal operations of the library.

3. In the event of a critical incident or emergency requiring police or fire response, public and media access may be limited to allow emergency personnel to ensure safety and security.

4. Policies outlined above apply to the media as well as to amateur photographers and audio/video creators.

Library employees witnessing individuals engaged in any of the above behaviors without the appropriate approval of library administration will report the situation to their supervisors, the Leadership Team, and/or the Executive Director. Failure to abide by library policies may result in suspension of library privileges and/or legal action.

Communications Pertaining to Emergencies

The Executive Director, his/her designee, or library staff member in charge at the time an emergency occurs is the only person authorized to release information on behalf of the Lee-Itawamba Library System. This spokesperson will coordinate information and information release with city or county communications personnel, law enforcement personnel, emergency medical personnel, health department staff, and city or county officials as required.

During and after an emergency situation, library employees:

1.      Will NOT respond to media or public information requests.

2.      Will refer all public and media inquiries and information requests to the Executive Director or designee.

3.      If no one from the Leadership Team is available, library employees will refer all public and media inquiries and information requests to law enforcement or first responders as appropriate, or another on-scene agency spokesperson.

4.      Library employees WILL NOT discuss or speculate on the cause, consequences, events, impact, or personnel involved with an emergency situation. This includes communicating via social media.

Library Privileges

All current library employees have full access and privileges for the utilization of library services and resources, and are exempt from incurring overdue fines for library materials. This exemption does not apply to former or retired library employees. If library materials are lost and/or damaged while checked out to library employees, employees may be responsible for damaged materials fees and/or item replacement costs.

Only current library staff and/or library-affiliated personnel (i.e. Friends of the Lee County Library) are permitted into staff-only areas of the library. Former employees, retired employees, and other patrons may not access staff-only areas of the building. Exceptions will be made on a case-by-case basis by the Executive Director and/or the Leadership Team.

Leaves of Absence

Leaves of absence, with or without pay, may be granted to permanent full-time and part-time employees who have been employed by the Lee-Itawamba Library System for a period of at least six months. Employees should utilize personal and sick leave prior to requesting a leave of absence.

An employee may, upon written application to and in the discretion of the Executive Director, obtain a leave of absence without pay not to exceed twelve (12) months, without forfeiting previously accumulated continuous service. An employee requesting a leave of absence for drug and/or alcohol rehabilitation, therapy, or other treatment is subject to this policy.

An employee who is absent because of personal illness or injury but not on leave of absence, shall, at the Executive Director’s discretion, be formally placed on a medical leave of absence if his absence extends beyond the period of time covered by his sick leave benefits. An employee requesting a medical leave of absence must submit a written statement from his physician stating when the employee can be expected to resume normal duties.  Medical leave may be extended upon the recommendation of the employee’s physician for up to a period of twelve months.

An employee requesting a maternity leave of absence must submit a written statement from her physician stating when the employee can be expected to resume normal duties. A maternity leave of absence will be governed by the same policies and procedures that govern any medical leave. Pregnancy is not a disability as defined by the Americans with Disabilities Act (ADA).

Jury Duty

The Executive Director may grant administrative leave to any employee serving as a witness or juror or party litigant, as verified by the clerk of the court, and such services or necessary appearance in any court shall not be counted as personal leave.

Official Library Travel

Travel and attendance at conventions and workshops, must be authorized in advance by the Executive Director. Receipts are required for all expenditures, and the Lee-Itawamba Library System follows applicable state and federal regulations with regards to reimbursements for meals and incidental expenses. Meals that are included as part of the registration for an event or program are exempt from these limitations.

Library vehicles should always be used for library-related transportation when and if they are available. The use of a personal vehicle on official business or for routine library purposes must have prior approval of the Executive Director, and should generally be reserved for only those occasions when library vehicles are unavailable. If employees desire to use their personal vehicles for library-related transportation instead of using library vehicles, whether out of personal preference or a concern for the safety of or unfamiliarity with library vehicles, these requests must be approved by the Executive Director, or another member of the Leadership Team in the Executive Director’s absence. When choosing to use a personal vehicle rather than a library vehicle, employees should clearly understand that mileage reimbursement will be reimbursed to them at a lower rate than the standard mileage reimbursement rate.

Mileage reimbursement for the use of personal vehicles when library vehicles are not available will be reimbursed at the current rate as determined by the State of Mississippi Department of Finance and Administration. Mileage reimbursement for the use of personal vehicles when library vehicles are available will be at a lower rate. Fuel purchases made personally by library employees while using a library vehicle will be reimbursed at cost with receipt.

Travel by air will be at the lowest fare.

Library employees shall request, retain, and submit receipts for lodging.

 The Request for Travel Reimbursement form must be completed and given to the Business Manager, with receipts attached, so that reimbursement can be finalized.

Employees of the Lee-Itawamba Library System are provided access to information technology assets and other equipment and resources as necessary to complete the duties associated with their jobs. This policy outlines the guidelines by which these resources may be used by library employees and how they may be subject to monitoring.

This policy covers equipment and information technology owned by the Lee-Itawamba Library System including but not limited to desktop computers, laptop computers, tablet computers, servers, printers, scanners, modems, WiFi networks, Internet access, email, phones (both landline and cellular), voicemail, fax machines, other hardware and software. The library provides equipment and information technology to employees as necessary in order to perform their responsibilities.

These specific rules apply:

1.      It is recognized that some personal use of library equipment and information technology will occur. Personal use of equipment and information technology should be kept to a minimum during regular working hours. To the greatest extent practical, employees should limit personal use to break periods. Should an employee’s personal use be deemed excessive by the library in any matter, library administration reserves the right to limit, restrict, or eliminate the employee’s personal use.

2.      Equipment and information technology shall not be used for any commercial promotional purposes, to conduct personal affairs in contravention of this policy, or to communicate any material of a political, religious, illegal, obscene, or derogatory nature, or for any other purpose that would violate library policy.

3.      All hardware and/or software to be attached to library equipment or information technology must be approved by library administration. The Lee-Itawamba Library System reserves the right to reconfigure or uninstall hardware or software on any library equipment or information technology.

4.      Information technology equipment and/or systems shall not be left unattended in a state that affords an opportunity for unauthorized or inappropriate access to library records, patron records or information, or otherwise compromises security.

5.      All library employees should be familiar with available tools, applicable rules, and cyber etiquette, and behave accordingly. Library email is considered to be a public record and may be subject to public disclosure in accordance with applicable law.

6.      All equipment and information technology provided by the library remains the property of the Lee-Itawamba Library System. Accordingly, the library retains the right to review and control employee usage of such equipment and information technology. Employees shall have no expectation of privacy in voicemail or email communications.

7.      While library employees are not required to use personally owned technology devices to complete their daily job duties, we understand that it sometimes happens. The Lee-Itawamba Library System is not responsible for maintaining personally owned technology devices. All communication utilizing personally owned mobile devices over the library’s WiFi network are subject to the policies stated above and should be assumed to be unsecure. Personal use of technology devices not owned by the library for non-work purposes during working hours is strongly discouraged.

It is the responsibility of all library employees to use equipment and information technology resources for work related purposes in accordance with the above stated policy. It is the responsibility of library administration to ensure that all employees are aware of this policy, and to monitor usage of library-owned equipment and information technology where necessary.

The Lee-Itawamba Library System maintains a purchasing card to be used for the purchase of materials or services in which a check cannot be written. The card is kept in the administrative offices by the Administrative Assistant, Business Manager, and Executive Director. In order to use the purchasing card, library employees must sign it out and sign it back in when they are finished. Anyone using the purchasing card must be trained to use it appropriately.

The Lee-Itawamba Library System is a tax-exempt organization. Employees must share the library’s tax-exempt status and documentation with vendors when needed.

Receipts must be submitted to the Administrative Assistant, who prepares a purchase order and then provide receipts to the Business Manager to reconcile the card statement.

For official library travel, the Lee-Itawamba Library System maintains a travel card. The travel card is used to pay for all accommodations and flights. Hotel receipts must be submitted to the Business Manager to reconcile the card statement.

For the purchase of fuel for library vehicles, the Lee-Itawamba Library System maintains a fleet card. This card is also kept in the administrative offices by the Administrative Assistant, Business Manager, and Executive Director and must be signed out and signed back in by library employees using the card. Receipts must be submitted to the Business Manager for card reconciliation.

Library employees found guilty of misappropriation, theft, or unauthorized use of library credit cards will be subject to disciplinary and/or potential legal action.

To help maintain a safe, productive work environment for the employees of the Lee-Itawamba Library System and others, the system is committed to maintaining a workplace free of drugs and alcohol. This policy restricts certain items and substances from being brought into the library, prohibits employees reporting to work or working with measurable levels of illegal drugs, alcohol and other controlled substances which affect employees’ ability to perform work safely. The Lee-Itawamba Library System requests library employees full cooperation and support in implementing this policy.

Specific definitions and rules include:

1.      The possession, manufacturing, distributing, purchasing, and/or using of illegal drugs is prohibited. Being under the influence of controlled substances, look-alike-drugs, possessing drug paraphernalia, marijuana and its derivatives is prohibited.

2.      Library employees using medically-prescribed cannabis or other cannabis products must be aware of any potential effect such drugs may have on their judgement or ability to perform their responsibilities, and may not possess, use, or be under the influence of cannabis or related products while at work, while on library property, or while operating vehicles on library business.

3.      The possession, consumption, purchase, sale, transfer, or distribution of alcohol is prohibited, unless an exception is made by library administration for approved library-related programs or events.

4.      Drugs obtained by library employees through a physician’s prescription or purchased over the counter are not affected by this policy, so long as the drugs are used in accordance with a physician’s instruction and for the purposes for which they are intended.

5.      Any library employee who is found to be in violation of this policy will be subject to disciplinary action up to and including probation and/or termination. Personal conduct by library employees constituting grounds for drug testing may also subject the employee to disciplinary action if violations of library policies are involved.

Any current employee who feels that he/she has a drug or alcohol-related problem is encouraged to seek professional help. Any employee voluntarily seeking such help may be referred to professional assistance by the Lee-Itawamba Library System, if requested. A list of professional service institutes is available upon request. Any such action by an employee shall be kept strictly confidential. An employee requesting a leave of absence for drug and/or alcohol rehabilitation, therapy, or other treatment is subject to the Lee-Itawamba Library System’s leave of absence policy.

Drug Tests and Searches

An employee may, to the extent consistent with applicable law, be requested to undergo a diagnostic test for the use of illegal and nonprescription drugs, alcohol or other substances under any of the following or other circumstances which may be determined by his supervisor, subject to the following conditions:

1.      Prior to employment.

2.      If involved in a work place accident or incident which causes injury to the employee or others, or damage to property, or when there is suspicion to believe that the accident or incident has occurred due to drug or alcohol abuse.

3.      When there is suspicion to believe that an employee is under the influence of illegal drugs, alcohol, unauthorized controlled substances, or other intoxicants while at work, during working hours, or that the employee has reported to work under the influence of illegal drugs, unauthorized controlled substances, alcohol or other intoxicants.

4.      As part of any periodic medical examination provided or required by the system.

5.      Upon reemployment following the employee’s stay at a rehabilitation center for drug or alcohol abuse.

6.      As required by applicable government regulations.

7.      The Lee-Itawamba Library System reserves the right to search any employee, library buildings, equipment, and storage areas for illegal drugs, drug paraphernalia, unauthorized controlled substances, alcohol or other intoxicants.

8.      Any employee who refuses to submit to a drug test, as permitted by law, or search, will be subject to disciplinary action up to and including probation and/or termination. The Lee-Itawamba Library System will permit a one-time stay for rehabilitation treatment without taking action to terminate a team member’s employment. Any subsequent employee action(s) that result in the need for drug- or alcohol-related rehabilitation may result in disciplinary action and/or termination.

9.      If a library employee is requested to submit to a drug test by his/her supervisor, the cost of that test and the confirmatory test of the same specimen will be paid by the Lee-Itawamba Library System.

10. This policy shall apply to all employees of the Lee-Itawamba Library System.

Investigations and Reporting

The Lee-Itawamba Library System will report any and all information concerning possession, distribution, or use of any illegal drugs, unauthorized controlled substances, alcohol or other intoxicants to law enforcement officials, and will turn over to the custody of law enforcement any such substances found during a search of an individual or property. The Lee-Itawamba Library System will cooperate fully in the prosecution and/or conviction of any violators of the law.

Any library employee convicted of a criminal drug offense must report this conviction to his/her supervisor. Any library employee so convicted must satisfactorily complete a drug rehabilitation program and agree to periodic testing any time thereafter. Failure to report such a conviction and/or participate in a drug rehabilitation program will result in disciplinary action up to and including probation and/or termination.

All library employees, as a condition of continued employment with the Lee-Itawamba Library System, have an obligation to cooperate with any investigation of drug or alcohol abuse in the work place. Failure to cooperate in any such investigation will result in disciplinary action up to and including probation and/or termination.

The Lee-Itawamba Library System is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. The Lee-Itawamba Library System has a zero-tolerance policy for any form of sexual harassment, and all library employees are required to work in a manner that prevents sexual harassment in the workplace. Sexual harassment is against the law. All library employees have a legal right to a workplace free from sexual harassment, and employees can enforce this right by filing a complaint internally with the Lee-Itawamba Library System, or with a government agency or in court under federal, state or local antidiscrimination laws.

This sexual harassment policy applies to all library trustees, employees, applicants for employment, interns, whether paid or unpaid, library patrons, contractors and individuals conducting business with the Lee-Itawamba Library System.

Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination.

No person covered by this policy shall be subject to adverse employment action including being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. The Lee-Itawamba Library System has a zero-tolerance policy for such retaliation against anyone who, in good faith complains or provides information about suspected sexual harassment. Any library employee who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. Any employee, paid or unpaid intern, or volunteer working in the workplace who believes they have been subject to such retaliation should inform a supervisor, manager, or the Executive Director.

Sexual harassment is offensive, is a violation of our policies, is unlawful, and subjects the Lee-Itawamba Library System to liability for harm to victims of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who knowingly allow such behavior to continue, will be penalized for such misconduct.

The Lee-Itawamba Library System will conduct a prompt, thorough and confidential investigation that ensures due process for all parties, whenever library administration receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Effective corrective action will be taken whenever sexual harassment is found to have occurred. All library employees are required to cooperate with any internal investigation of sexual harassment. All employees are encouraged to report any harassment or behaviors that violate this policy.

Library employees are required to report any complaint that they receive, or any harassment that they observe to the Executive Director. This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be posted prominently and be provided to employees upon hiring.

Policy Pertaining to Library Patrons

The Lee-Itawamba Library System is committed to ensuring an environment where all library patrons are free of sexual harassment. Sexual harassment of patrons by library employees is an abuse of authority and will not be tolerated. Likewise, sexual harassment of library employees by patrons will not be tolerated.

Any patron who suspects that she or he has encountered sexual harassment should report the incident to the Executive Director as soon as possible. Any employee who witnesses or has knowledge of sexual harassment by a library employee against a patron shall immediately report it to the Executive Director. Any employee who is being sexually harassed by a patron shall immediately report this to the Executive Director.

Definitions

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender. Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:

1.      Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment.

2.      Such conduct is made a term or condition of employment, whether explicitly or implicitly.

3.      Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.

A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.

Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.

Any employee who feels harassed should complain so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:

1.      Physical assaults of a sexual nature, such as touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employees’ body.

2.      Rape, sexual battery, molestation or attempts to commit these assaults.

3.      Unwanted sexual advances or propositions, such as requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments.

4.      Subtle or obvious pressure for unwelcome sexual activities.

5.      Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.

6.      Sexual or discriminatory displays or publications anywhere in the workplace, such as displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.

7.      Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform their responsibilities, sabotaging an individual’s work, bullying, yelling, or name-calling.

Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises or not during work hours.

Unlawful retaliation can be any action that would keep a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation. Such retaliation is unlawful under federal, state, and (where applicable) local law.

Reporting Sexual Harassment

Preventing sexual harassment is everyone’s responsibility. The Lee-Itawamba Library System cannot prevent or address sexual harassment unless it is reported. Any employee, paid or unpaid intern or volunteer who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or the Executive Director. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to the Executive Director.

Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this policy, and all employees are encouraged to use this complaint form.

Employees who are reporting sexual harassment on behalf of other employees should note that it is on another employee’s behalf.

Employees, paid or unpaid interns or non-employees who believe they have been a victim of sexual harassment may also seek assistance in other available forums.

Supervisory Responsibilities

All staff who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to the Executive Director. In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, any and all library employees will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.

Investigations

All complaints or information about suspected sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.

An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, and should be completed within 30 days. The investigation will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators will be accorded due process to protect their rights to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. Employees who participate in any investigation will not be retaliated against.

Investigations will be completed in accordance with the following steps:

1.      Upon receipt of complaint by an employee, volunteer or intern, the individual’s supervisor (or the Executive Director if the complaint is regarding a supervisor) will conduct an immediate review of the allegations and take any interim actions as appropriate. If complaint is verbal, encourage the individual to submit an official complaint in writing. If he or she refuses, an official complaint may be prepared based on the verbal reporting. If a complaint is made by a patron, or trustee, the Executive Director with conduct an immediate review and follow the actions listed above.

2.      If documents, emails or phone records are relevant to the allegations, take steps to obtain and preserve them.

3.      Request, receive, and review all relevant documentation, including all electronic communications.

4.      Interview all parties involved, including any relevant witnesses.

5.      Create a written documentation of the investigation (such as a letter, memo or email), which contains a list of all documents reviewed, along with a detailed summary of relevant documents, a list of names of those interviewed, along with a detailed summary of their statements, a timeline of events, a summary of prior relevant incidents, reported or unreported, and the final resolution of the complaint, together with any corrective actions action(s).

6.      Keep the written documentation and associated documents in the employer’s records.

7.      Promptly notify the individual who complained and the individual(s) who responded of the final determination and implement any corrective actions identified in the written document.

8.      Inform the individual who complained of their right to file a complaint or charge externally as outlined below.

Legal Protections and External Remedies

Sexual harassment is not only prohibited by the Lee-Itawamba Library System but is also prohibited by state, federal, and, where applicable, local law. Aside from the internal process at the Lee-Itawamba Library System, library employees may also choose to pursue legal remedies with the following governmental entities at any time.

The Lee-Itawamba Library System is committed to maintaining a workplace where employees are free to raise good faith concerns about alleged improper or wrongful activity. Employees are encouraged to report suspected violations of the law, to identify potential violations of library policies, and to provide truthful information in connection with any official inquiry or investigation. The purpose of this policy is to provide an approved mechanism for employees to present information that warrants attention by either library administration or the Administrative Board of Trustees and to protect all employees from reprisals and unsubstantiated claims.

The Lee-Itawamba Library System prohibits any form of retaliation, including harassment, intimidation, adverse employment action, or any other form of retaliation against employees who raise suspected violations of law, cooperate in inquiries or investigations, or identify potential violations of library policy. Any library employee who engages in retaliation will be subject to disciplinary action up to and including termination of employment.

Employees should report suspected violations of law or policy and reports of retaliation will be investigated. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if the employee is not comfortable speaking with his or her supervisor, then the employee is encouraged to submit the report directly to the Executive Director. Reports made under this policy must be made in writing to include sufficient details of the facts and circumstances, including the dates and names of relevant persons in the alleged acts. Should at any time the employee feel uncomfortable providing his or her written report to a supervisor or the Executive Director, then that employee may submit the written report directly to the Board Attorney for the Administrative Board of Trustees.

Anonymous reports may be made. However, because a thorough investigation often depends upon an ability to gather additional information, the Lee-Itawamba Library System encourages complainants to identify themselves. The Executive Director and Leadership Team will explore anonymous allegations to the fullest extent possible, but may not be able to continue such investigations if alleged facts or circumstances cannot be sufficiently confirmed. Individuals bringing forth allegations which are not made in good faith are subject to disciplinary action.

The policies below are intended as a guide for library employees regarding the employment practices of the Lee-Itawamba Library System. They should not to be construed as conveying any contractual rights to any library employee—past, present, or future.

Recruiting and Eligibility

The authority and responsibility for the selection and appointment of the Executive Director rests solely with the Lee-Itawamba Library System Administrative Board of Trustees. In recruiting and interviewing candidates for Executive Director, the Administrative Board of Trustees will form a hiring committee and appoint a committee chair. The Board Attorney may serve as committee chair if needed. The hiring committee for Executive Director shall be comprised of some or all Board members, and may include library employees and members of the Friends of the Lee County Library.

Decisions regarding the recruitment, selection, and hiring of all other library personnel are made by the Executive Director and supervising department head. Hiring committees established for professional and/or managerial positions may include Administrative Board members as needed.

The Lee-Itawamba Library System may elect to promote from within the organization when possible and appropriate. Current library employees who are interested in open positions and can fulfill the qualifications of the job description may submit a written notice of interest to the Executive Director. The Executive Director will then arrange an interview for that employee with the appropriate supervisor and/or hiring committee. 

Employees of the Lee-Itawamba Library System are subject to employment at will. The employment selection process takes into account the requirements of the specific role, the minimum qualifications necessary to successfully complete job responsibilities, and the budgetary limitations in effect at the time. It is the policy of the Administrative Board of Trustees and the Executive Director to fill vacant positions with the best qualified applicants available. The Lee-Itawamba Library System is an equal opportunity/affirmative action employer. All applicants shall be given equal consideration and equal opportunity for employment regardless of race, color, creed, religion, ancestry, national origin, sex, marital status, age, or physical or mental handicap. The Lee-Itawamba Library System also complies with the laws set forth by the American Disabilities Act (ADA).

Applications for employment will be accepted during normal working hours and will be kept on file in the administrative office of the library for a period of one year after the date of submission.

The Executive Director or his/her designee will notify a successful candidate in writing stating the title, salary, the date on which the candidate should report for work, and request written acceptance of the position. Candidates will also be requested to sign permission for the library to conduct a criminal background check. A copy of this correspondence will be placed in the personnel file to become part of the permanent record.

Temporary Employment and Probation

Temporary employees may be hired to substitute for regular, full-time employees, or to perform seasonal or other temporary work. A temporary employee does not earn any benefits.

Each new staff member will complete a probationary period of ninety days in order to be considered for a regular appointment. Supervisors of probationary employees will complete a 90-day evaluation, and indicate whether the employee’s overall job performance has been satisfactory for that employee to be retained as a regular employee.  The supervisor will then submit his/her decision in writing to the Executive Director for approval.

During the probationary period an employee may be terminated for any reason that the Executive Director deems necessary. Employees terminated during this probationary period do not have the right of appeal before the Administrative Board of Trustees.

Upon successful completion of the 90-day probationary period, employees are considered regular part-time or regular full-time employees. Time worked during the probationary period will count towards the accumulation of personal and sick leave, and the employee may take this leave as earned.

Performance Evaluation

New employees will be given their first evaluation after 90 days. All other employees will be evaluated annually. This evaluation process provides an opportunity for supervisors and employees to examine job performance, to seek solutions for challenges or problems, and to discuss needed improvements. Areas of additional training may be indicated. Supervisors are responsible for completing performance evaluations in a timely manner. When completed, a copy of the performance evaluation will be placed in the employee’s personnel files. These appraisals will be one of the determining factors in promotions and merit raises, and will become a permanent part of each employee’s personnel record.

The Executive Director will establish a personnel file to contain records and materials pertaining to all library employees. All personnel records will be maintained in this file for each employee and will be kept in the administrative office of the library. An employee may view his file by contacting the Executive Director and arranging a convenient time to do so.  This file may not be removed from the administrative office.

Resignations and Layoffs

An employee who intends to resign should submit a written resignation to the department supervisor as soon as possible. Advance notice of 30 days is requested for all professional/managerial positions, and a 2-week notice is requested for all other positions.

In the event a reduction in force of workers becomes necessary, the cut-back in labor force will be made on a seniority basis with temporary, probationary, and regular part-time employees being considered for layoff or termination prior to persons holding regular full-time appointment status. Every attempt will be made to give an employee advance notice of layoff and termination.

Job Performance and Disciplinary Action

Whenever an employee’s work performance, attitude, work habits or personal conduct falls below a satisfactory level, the supervisor shall inform the employee promptly and state specifically what is unsatisfactory, as well as offer counseling and assistance.  The employee shall correct any faults that are called to his/her attention.

Grounds for disciplinary action include, but are not limited to the following:

1.      Conviction of a felony.

2.      Unsatisfactory work quality.

3.      Absence without leave.

4.      Habitual tardiness or unauthorized absence.

5.      Intentional failure or refusal to carry out reasonable instructions.

6.      Acts of insubordination.                                      

7.      Rudeness to customers or coworkers.

8.      Misappropriation, theft or unauthorized use of library property.

9.      Falsification of information.

10. Failure to promptly report accidents or injuries.

11. Introduction, possession, or use of alcohol or illegal drugs.

12. Willful damage to library property.                                            

13. Intentional violation of library policies or procedures.

The Lee-Itawamba Library System reserves the right to determine appropriate disciplinary action, up to and including suspension or discharge. Should an incident justify disciplinary action, such action will be dependent on the seriousness of the violation.

Supervisors may employ several types of disciplinary action:

1.      Verbal warning. All verbal warnings should be documented and kept by the supervisor. Following two verbal warnings with no improvement in behavior, employees will receive a written reprimand.

2.      Written reprimand. In situations where a verbal warning has not resulted in the expected improvements or where more severe initial action is required, the supervisor will prepare a written reprimand for the employee, outlining the offense and why the disciplinary action is being taken. One copy of the written reprimand will be placed in the employee’s personnel file, and another will be given to the employee.

3.      Probation. An employee may be put on probation for a period not to exceed three months in instances where two verbal warnings and a written reprimand have not resulted in the expected improvements, or where more severe initial action is warranted. The supervisor and the Executive Director must both agree that probation is justified. When this action is taken the supervisor will furnish a written letter to the employee explaining the reasons for the probation, and will make recommendations for improvement. This letter will be placed in the employee’s personnel file.

4.      Suspension. Suspension is not normally considered a disciplinary action, but an employee maybe suspended if prior actions do not result in improvement or if behavior warrants more serious action. Decisions to take this level of action will be communicated to the Administrative Board of Trustees.

Disciplinary actions reset to the beginning of the process in a rolling 12-month period calculated from the date of the first action taken.

The intent of these disciplinary policies is to address and correct problematic behaviors before official disciplinary action is needed, but if the behavior continues or is not corrected, probation, suspension, and/or termination may follow.

Dismissals and Grievances

Employees are dismissed by the Executive Director. If the Executive Director is not the direct supervisor of the employee, the employee’s supervisor must recommend dismissal to the Executive Director. If a specific incident justifies dismissal, the Executive Director may dismiss the employee without the supervisor’s recommendation.

Employees to be dismissed are given a written notice from the Executive Director. If a regular employee is dismissed, he/she may request a hearing before the Administrative Board of Trustees within 5 days of dismissal. At the hearing the employee does have the right to be represented by counsel at his/her expense. The employee will be asked to furnish evidence to the Administrative Board of Trustees to dispute the reason or reasons stated for his/her dismissal. The Administrative Board of Trustees may overturn a dismissal if they see fit, and Board decisions are final.

Any employee who is dissatisfied with the disciplinary action taken by his supervisor may file a grievance in writing with the Executive Director. If the Executive Director decides that a follow-up meeting with the parties involved is warranted, the concerned parties will be notified and a meeting will be arranged. The grievance and its resolution will be filed in both the employee’s personnel file and the immediate supervisor’s personnel file.

In the event that a library employee is ill or unable to work due to a family emergency or other unavoidable circumstance, the employee should notify their immediate supervisor as early as possible and ideally prior to 8:00 AM and no later than 8:30 AM, or 30 minutes after the normal beginning of the employee’s scheduled shift. In the absence of an immediate supervisor, the employee should notify another department head or the Executive Director.

If an employee is unable to work a regular shift of 8 hours due to sudden unavoidable circumstances, the employee may choose to make up the time instead of using leave time. Otherwise, personal or medical leave time will be applied. If the employee does not have any available personal or medical leave, then leave without pay must be discussed with the employee’s supervisor and Executive Director as needed, and must be approved in writing by the Executive Director.

Permission to make up missed time must be requested from an employee’s immediate supervisor and/or the Executive Director. Missed time must be made up within the same work week if possible, and should be scheduled in blocks no shorter than 30 minutes at a time. Break time or lunch breaks may not be used to make up missed time. Making up missed time will not be approved for any reasons other than unavoidable circumstances or emergencies, or illness.

Schedule adjustments are approved for the purposes of changing normal schedules to accommodate approved time off, working on another day during the week, or working a different schedule on the same day. Schedule adjustments must be completed and made up within the same work week if possible. When schedule adjustments are necessary, employees should endeavor to cooperate with co-workers to replace themselves in the schedule, and with team members at the same level of rank/authority. Any and all schedule adjustments must be approved by a supervisor, and supervisors dealing with adjustments affecting personnel across departments should inform their counterpart supervisors.

All requests for personal or medical leave, leave without pay, and schedule adjustments must be submitted to an employee’s immediate supervisor as far in advance as possible. All requests must be properly approved prior to the date or time of the planned leave or expected absence. Personal leave for vacation should be requested at least two weeks prior to the requested time off. Approval for personal or medical leave, leave without pay, and schedule adjustments will be approved contingent on the public service needs of the library. In the event that requests are denied, employees will be notified on the same day of their request and/or as soon as possible.

Habitual Tardiness

Habitual tardiness is defined as arriving more than 15 minutes late more than 3 times during a 30-day period. If an employee arrives to work late 3 or more times during a 30-day period, an initial warning will be given. The employee will be expected to sign this warning and the supervisor will keep it on file. If the employee arrives to work late again in a period less than 30 days from the initial warning, a second warning will be given. If an employee arrives late to work 6 or more times during a 60-day period, a written reprimand will be issued, signed by the employee, and placed in the employee’s personnel file. Disciplinary actions as outlined in the library disciplinary action policies will begin if the behavior persists uncorrected, up to and including probation, suspension, and termination.

If an employee arrives to work on time consistently for a 30-day period following the initial warning or corrective action, then the tardiness timeline resets at the beginning.

Pay Periods and Work Schedules

Pay periods are monthly with salary checks being distributed on the 24th day of each month. If the 24th day falls on a weekend, checks will be distributed on the business day prior. Exceptions include the month of November, when checks will be distributed prior to the library closing for Thanksgiving, and December, when checks will be distributed prior to the library closing for Christmas. All employees are encouraged to receive their salary checks by direct deposit.

Full time staff members work an 8-hour day and 5 days/40 hours per week, in accordance with the law governing minimum wage and hours. Employees scheduled for regular daytime shifts report to work promptly at 8:00 AM with an hour for lunch, and leave at 5:00 PM. Employees scheduled to work nights report to work at 11:00 AM with an hour for supper, leaving at 8:00 PM. A split shift may be worked 8:00 AM to 1:00 PM, then returning to work in the evening from 5:00 PM to 8:00 PM. Scheduling will be determined at the convenience of the library system and in order to prioritize effective public service.

Break times are earned at a rate of 15 minutes per every 4 hours of work. Break times are not to exceed a consecutive length of 15 minutes and are taken during the periods of 9:30 AM to 11:00 AM and 2:30 PM to 4:00 PM, and as convenient after 6:30 PM. Library employees are responsible for determining that public service desks are not left unattended.

All employees are required to work their assigned schedule including nights and weekend hours. Employee schedules are subject to change in order to best meet the needs of the public. When an employee is scheduled to work weekend hours, those hours will be taken off during the same work week. Employees may request a specific day of the week and time, and requests must be approved by the immediate supervisor.

Punctuality and reliability are expected of all library employees. Habitual tardiness will result in disciplinary action and will be reflected in performance evaluations.

Overtime and Compensatory Time

Only the Executive Director is classified as exempt under the Fair Labor Standards Act: Director. All other positions are non-exempt status. All time worked over 40 hours will be paid at the rate of 1.5 times the employee’s rate of pay. All employees except the Executive Director will be compensated at this rate.

Time spent traveling to or from a library related workshop, convention, or other authorized meeting will be considered work time if it occurs outside the normal work hours of 8:00 AM and 5:00 PM. Attendance at library-related meetings after 5:00 PM, once library employees have arrived at the authorized event, will not be considered overtime.

Compensatory leave shall be administered according to the Mississippi Code, Annotated Section 25-3-92(1) 1972. Compensatory leave is earned only in accordance with the Fair Labor Standards Act, and work completed in excess of normal working hours must be approved in advance by the Executive Director. Use of compensatory leave is subject to the approval of an employee’s immediate supervisor and/or the Executive Director. Library employees shall be allowed to take earned compensatory leave within a reasonable time after it is earned, so long as it will not disrupt normal library operations. Compensatory leave may be used for those purposes for which personal leave may be used, except that compensatory leave may not be used in lieu of personal leave or leave without pay for the first day of an illness of an employee.

Compensatory time is earned only when the actual number of hours worked by an employee exceeds a total of 40 hours per week.

Insurance

All library employees are covered by Worker’s Compensation. This insurance provides protection in case of injury or illness that is a result of a job-related accident or condition.

All full-time library employees (working 20 hours per week or more) have the opportunity to participate in a group health insurance program administered through the State of Mississippi with the State assuming the total cost of insurance for employees.  Employees must apply for coverage with in a period of 31 days from the beginning of their employment with the Lee-Itawamba Library System. A medical statement must be completed for late applicants. Upon termination of employment, employees may carry the health insurance for an additional 18 months at their own expense and will receive benefits at the normal group rate.

Health insurance is offered for dependents coverage through the State of Mississippi with library employees being responsible for the total cost of dependent coverage. Details on the various dependent coverage of insurance may be obtained from the Business Office.

Through special arrangements with the carrier, library employees have the option to purchase additional insurances at the group rate, including cancer, vision, dental, disability, and accident insurance. Payments will be handled through payroll deductions. The Lee-Itawamba Library System does not assume any costs related to this program.

All full-time library employees (working 20 hours per week or more) have the opportunity to participate in a group life insurance program administered through the State of Mississippi with the State assuming 50% of the cost for employees. This policy covers up to a value of twice an employee’s annual salary, up to $100,000.00. Employees must sign up within a 30-day period from the beginning of their employment with the Lee-Itawamba Library System, or fill out an insurability form.

Library employees on leave without pay may choose to continue insurance coverage. Specific arrangements and prepayments of all premiums should be made with the Business Office.

Personal Leave Time

All library employees earn and accumulate personal leave upon completion of each month of continuous service based on his/her work anniversary date. Part-time employees earn personal leave on a pro-rated basis.

Specific personal leave time earning rates are as follows:

CONTINOUS SERVICE                             MONTHLY RATE                            ANNUAL RATE

1 month to 3 years                                      12 hours                                            18 days

37 months to 8 years                                14 hours                                            21 days

97 months to 15 years                              16 hours                                            24 days

More than 15 years                                     18 hours                                            27 days

These additional conditions apply:

1.      Personal leave may be used for vacation and personal business and will be used for employee illness when the employee requires an absence of 1 day or less. Personal leave will be used for the first day of an employee’s absence due to illness when the employee is absent for a period longer than 1 day. Personal leave may also be used for absences related to illnesses in the employee’s immediate family.

2.      There is no limit to the accumulation of personal leave. In the event that an employee ends employment with the Lee-Itawamba Library System, each employee will be paid for not more than 30 days or 240 hours of accumulated personal leave time. Unused personal leave in excess of 30 days will be counted as creditable service for the purposes of the Public Employees Retirement System (PERS).

3.      Some library departments may be limited as to the number of employees that can be on vacation at the same time. The scheduling of personal leave for vacation will be handled on a first come, first served basis. All personal leave for vacation will be scheduled at the convenience of the Lee-Itawamba Library System and with effective public service in mind. Personal leave will not be officially confirmed or approved until the proper request process is followed and approved by an employee’s immediate supervisor and/or the Executive Director. All adjustments must be approved by a supervisor, and employees should keep supervisors informed of anticipated changes or adjustments as early as possible.

4.      To ensure accurate records, all personal leave will be used in blocks of no less than 15 minutes in length.

5.      No medical leave or administrative leave will be granted while an employee is already on a previously scheduled vacation.

Medical Leave Time

All library employees will accrue credits for medical leave upon completion of each month of continuous service based on his/her work anniversary date. Part-time employees earn medical leave on a pro-rated basis.

Specific medical leave accrual rates are as follows:

CONTINUOUS SERVICE                         MONTHLY RATE                            ANNUAL RATE

1 month to 3 years                                      8 hours                                               12 days

37 months to 8 years                                7 hours                                               10.5 days

97 months to 15 years                              6 hours                                               9 days

More than 15 years                                     5 hours                                               7.5 days

These additional conditions apply:

1.      Medical leave may be used for the illness or injury of a library employee or an employee’s immediate family member, only after the employee has already used 1 day of personal leave for each absence lasting longer than 1 day due to illness or leave without pay if the employee does not have any accrued personal leave available.

2.      Medical leave may be used without prior approval of personal leave in order to cover visits to a doctor’s office or hospital.

3.      For each absence due to illness lasting 32 consecutive working hours (combined personal and medical leave) major medical leave will be authorized and must be certified by a medical doctor.

4.      An employee may use up to 3 days of earned medical leave in any calendar year due to a death in his/her immediate family. Immediate family is defined as a spouse, parent, step-parent, grandparent, sibling, child, step-child, grandchild, son- or daughter-in-law, mother- or father-in-law, or brother- or sister-in-law.

5.      All unused medical leave will be counted as creditable service for the purpose of the Public Employees Retirement System (PERS).

Remote work, also referred to as teleworking or telecommuting, and sometimes referred to as working from home, is the concept of employees working from home or another location in a way that can provide a mutually beneficial option for both the Lee-Itawamba Library System and library employees. This policy is established to provide guidelines and requirements to ensure remote work mutually benefits our staff, mission, and patrons.

The ability to work remotely is not a formal, universal employee benefit. It is an alternative method of meeting the needs of the Lee-Itawamba Library System. Remote work is not an entitlement, it is not an organization-wide benefit, and it is not designed as a measure to replace appropriate childcare or to accommodate other personal needs. All remote relationships are at the discretion of the Executive Director, may be terminated by library administration at any time for any or no reason, and in no way changes the terms and conditions of employment with the Lee-Itawamba Library System. The library has the right to refuse to make remote work status available to an employee and to terminate a remote work arrangement at any time. This method of work does not supersede other existing policies, practices, and procedures established by the Lee-Itawamba Library System.

If one or more of our library buildings are closed due to emergency conditions, the Executive Director may develop an interim work or telecommuting schedule, and job duties may be temporarily altered or reassigned based on the needs of the Lee-Itawamba Library System.

If there are occupancy restrictions for any library building, the Executive Director may develop an interim rotational or remote work schedule to ensure safety of all staff and patrons. Job duties may be temporarily altered or reassigned based on the needs of the Lee-Itawamba Library System, including situations when physical distancing in workspaces is not possible. A reasonable effort will be made to maintain a useful work schedule and provide continuous employment opportunities.

In evaluating whether a particular position is suitable for remote work, the Executive Director and Leadership Team will consider many factors including, but not limited to:

1.      Whether the nature of the work to be performed remotely is operationally feasible.

2.      Whether the position has tasks that are mobile or portable and can be performed from a remote location.

3.      Whether the overall quantity and quality of work performed can be sufficiently sustained at a remote location.

4.      If the position is a managerial one, whether an employee in the position has the tools and resources to effectively manage direct reports remotely.

5.      Whether collaboration required by the position is easily accomplished through remote technologies.

Remote work arrangements can be occasional, temporary, regular, or hybrid combination. The following basic requirements must be met:

1.      Employees must be able to carry out the same duties, assignments, and other work obligations at their remote work location as they do when working on library premises.

2.      Employees are expected to be available to their supervisors and coworkers during agreed-upon work hours and make their availability clear. Employees will need to ensure they can be reached through telephone or other communication tools that are being used within the employee’s department. The Lee-Itawamba Library System expects the same level of professionalism and responsiveness from its remote employees as it would from employees working in the library.

An employee must meet the following additional criteria in order to be considered for remote work:

1.      Disciplined, self-motivated, and able to self-manage.

2.      Comfortable with job requirements and responsibilities, knowledgeable about necessary procedures.

3.      Be an effective communicator, both in-person and in writing.

4.      Possess strong time management, organizational, and technological skills.

5.      Able to complete job requirements with a minimum of face-to-face communication.

6.      Able to complete job responsibilities using virtual meeting technology as necessary.

Each position and candidate will be considered on a case-by-case basis. The Executive Director will make the final decision on whether a position is eligible for remote work and whether an employee can continue in this capacity.

Working remotely is not a substitute for dependent or childcare since remote workers will not be available during normal work hours to provide the type of quality attention required in caretaker scenarios.

Remote Work Location Requirements

The Lee-Itawamba Library System requires employees working remotely to have a dedicated work area that provides adequate space, lighting, telephone service, internet access, and power and temperature control. Employees are expected to maintain their remote workspace in a safe manner, free from safety hazards.

Employees working remotely are expected to maintain and secure library equipment and software as they would in the library. Software used by an employee is subject to the same restrictions on duplication and unauthorized use as software used in the library. Remote workers are still subject to library computer and software policies the same as an employee working at the library. Employees are allowed to utilize personal devices while working remotely only so long as they abide by the policies, practices, and procedures for acceptable use outlined by the Lee-Itawamba Library System. Employees are responsible for safeguarding and securing all library property being used while working remotely or on library travel.

Computer data files produced in the course of your work are the property of the Lee-Itawamba Library System. They should be organized and maintained in a manner that facilitates retrieval by others in the event such access is needed.

Remote Work Terms and Conditions

The Lee-Itawamba Library System may provide necessary tools and equipment for remote working employees to perform their current duties. This may include computer hardware, computer software, email, voicemail, connectivity to host applications, and other applicable equipment as deemed necessary. The use of equipment, software, and data supplies provided by the library for use at the remote work location is limited to the designated library employee and for purposes related to the authorized library business. The Lee-Itawamba Library System will provide repairs for our equipment, except for damages incurred due to negligence.

Any equipment, software, data supplies, and furniture supplied by the Lee-Itawamba Library System to employees for remote work must be returned upon request. It is the employee’s responsibility to protect library equipment while in the employee’s care. Items stolen from vehicles or sites where inadequate theft protection measures were taken must be paid for at the employee’s expense.

Roles and Responsibilities

The primary responsibility of the remote worker does not differ from that of any other employee. They must perform the work for which the employee is qualified and hired to do. Remote workers are responsible for the following:

1.      Maintaining close communication with the employee’s immediate supervisor and/or library administration as needed.

2.      Having an approved work schedule.

3.      Maintaining a dedicated work space at the remote location.

4.      Reviewing his/her accomplished work with the immediate supervisor at specified times.

The relationship between the remote worker and supervisor is a key element of remote work success. While individual reporting procedures may vary, the most important element of the supervisory relationship is mutual understanding and agreement of the job’s requirements, expectations, and accomplishments. Both the employee and the supervisor are responsible for maintaining a professional relationship that includes good supervision, high productivity, and shared expectations. Regular and consistent feedback is necessary to meet and achieve those expectations. Supervisors must approve work to be completed in advance and review work accomplished with the remote worker. Communication between the remote worker and the supervisor must be maintained at the highest level.

Supervisors are also responsible for maintaining inclusivity and connectivity between or among employees that work remotely and employees that do not. Supervisors should prepare for video-based meetings to accommodate remote workers and encourage the use of online tools to facilitate communication and maintain connectivity.

Worker’s Compensation

During scheduled work hours and while performing work functions, injuries suffered during the course of employment will be compensated according to relevant law. Library employees must report all injuries suffered during employment, whether remotely or at the workplace, according to library policies.

Liability

The employee’s remote work hours will conform to a schedule agreed upon by the employee and his or her supervisor. If such a schedule has not been agreed upon, the employee’s work hours will be assumed to be the same as before the employee began working remotely.

The Lee-Itawamba Library System assumes no liability for injuries occurring in the employee’s designated remote workspace outside the agreed-upon work hours, and is not liable for loss, destruction, or injury that may occur in or to the employee’s remote work location. This includes family members, visitors, or others that may become injured within or around the employee’s remote work location.

Evaluation

The employee agrees to participate in all studies, inquiries, reports, and analyses relating to his or her remote work experience, as well as remain obligated to comply with all Lee-Itawamba Library System rules, practices, and instructions. Performance evaluations will be consistent with those received by employees working at the office.