Smith and Young Neighborhood Libraries
July 31 2015
8:30 AM-10:30AM
Smith NL Meeting Room
Agenda
I Attendance and reporting late or absent
5. Human Resources: Policy relating to: 5.0 Notification of Tardiness or Absence December 2009
A. Purpose 1. To ensure the Library Department is in compliance with the City of Houston policy on Absence, Attendance and Punctuality, Mayor’s Policy 604.00, and established guidelines for reporting.
B. Definition of Terms
1. Tardiness: An employee does not arrive at the assigned work station at the scheduled reporting time.
2. Absence: An employee is not present at the assigned work station during scheduled work periods for other than City related reasons.
a. Scheduled absence: An employee is unable to report to work and the supervisor approves the absence. Absence may be paid or unpaid according to accrued leave usage guidelines.
b. Unscheduled absence: An employee is absent without prior approval due to an unforeseeable or unplanned event. Absence may be paid or unpaid according to accrued leave usage guidelines.
C. Policy
1. Employees are expected to report to work as scheduled. In the event an employee is unable to report to work as scheduled, immediate notification must be made as outlined in associated procedures.
2. Frequent or habitual tardiness is not acceptable. During the one year probationary period, and for non-civil service protected employees, chronic tardiness is grounds for dismissal. After employee completes the probationary period, and for all civil service protected employees, repeat tardiness will be reflected in the employee performance evaluation and will result in disciplinary action up to and including indefinite suspension.
3. Excessive absenteeism is not acceptable. During the one year probationary period, and for non-civil service protected employees, excessive absences are grounds for dismissal. After employee completes probation, and for all civil service protected employees, excessive absenteeism will be reflected in the employee performance evaluation and will result in disciplinary action up to and including indefinite suspension.
5. Human Resources: Procedures relating to: 5.0 Notification of Tardiness or Absence December 2009
A. Unscheduled Absence and Tardiness
1. Employee is required to report unscheduled absence or tardiness to the appropriate staff which includes: the supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command, at or before the scheduled reporting time.
2. The employee is required to speak directly to the appropriate supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command, regarding the reason for absence or tardiness, and state the expected time of arrival. In no case, should this occur later than thirty (30) minutes after the scheduled reporting time.
3. If the employee is unable to speak directly to an appropriate supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command, the employee may leave a message with a direct contact number using the following acceptable methods:
a. Voicemail on the work location phone to the supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command.
b. Email to work email address of the supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command.
c. Voicemail on the city cell phone or blackberry of the supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command.
d. Text message to the city cell phone or blackberry of the supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command.
4. The supervisor, authorized employee designated by the supervisor, or manager in the upward chain of command will respond to electronic (email, text, etc.) or voicemail messages upon immediate retrieval; however, it is the employee’s responsibility to follow up on any voicemail, email or text messages to ensure the direct verbal communication requirement is met in reporting absence or tardiness within the required time frame.
1 5. Human Resources: Procedures relating to: 5.0 Notification of Tardiness or Absence December 2009
5. Employee must notify the supervisor or supervisor in charge immediately upon arrival to the assigned place of work and make arrangements to cover time off (accrued time, dock or make up time). When supervisor or supervisor in charge is not immediately available, the employee must leave a note or send an email with the time of arrival, reason for delay and plan for covering time.
6. Supervisor may allow employee to make up time up to (4) hours within the relevant pay period contingent upon the following factors:
a. Critical nature of work
b. Ability to schedule make up time
c. Condition leading to tardiness
d. History of employee punctuality
e. Documentation provided
f. Employee performance standing
7. Employee lunch period cannot be reduced below the mandatory 30 minutes to make up time.
8. Employee must complete and submit appropriate leave form for absence or any time not approved for make-up.
II Norola and Lawanda
a. SRP
b. Numbers were good for enrollment continue to give out prizes in August
In August we will have programs at Smith and Young but we will not have calendars. Story times, crafts, computer classes and gaming will be offered
III Announcements from Managers meeting
Michele Gorman Customer Experience announced Marcos leaving and the Manager position at Stella will be open as a Library Supervisor so a MLS will not be required.
Keep an eye on the new postings as they come out.
Announcements
Sue from Clayton shared the Clayton Library blog this is a resource for staff if you get stuck and need help accessing genealogy resources.
Lori says we are now supposed to send in the Tele check settlement with the deposit.
Michele Gorman’s assistant is Leah Fraser Work Phone – 832.393.1332, City Cell – 832.493.6742 Email – leah.fraser@houstontx.gov
Holiday Party each grouping will receive a mask and we will be asked to decorate the mask and submit it in a competition.
Director if Digital Strategies Ricardo (Rick) Peralez talk about his cord management initiative and how he is very customer service focused.
For quality control they want to send out a survey soon to see what needs to be done.
He was asked about credit cards being used to pay for copies and he said it is being looked at but there are regulations how credit card payments are set up.
Spaces update see handout for up coming projects.
Outreach kits in FY 16
Each branch will get a red rolling suitcase that will have a 6 ft. table cloth with the HPL logo on the front. It will come stocked with a variety of materials including an acrylic holder to put materials in. As we run out of materials more can be ordered from the print shop using the print shop request form found on the Intranet page.
Outreach is a system goal. Anyone on staff can participate in outreaches. But we are focused on the quality of the outreach building relationships not just the quantity.
This year’s outreaches will act as a baseline and show how many we can do in a month. We want to build relationships with schools.
The list of schools in our area can be found on the G drive
Serving the Hispanic Population in Houston, discussion of ULC webinar
The demographics of the country are changing the Hispanic population is growing. Houston is a head of the rest of the country by about 20 years we are living in the future.
The different generations of immigrants are speaking different languages. So programs targeting a specific group will need to be in correct language.
Mikaela Selley is the Hispanic Archivist for HPL HMRC. She gave an over view of materials we have in the collection.
There was some discussion of doing more cultural programming year round.
IV E-mail signatures
On the library web page search branding and it will bring up the link to HPL BRAND, on the right you will see internal documents, Email Signature, you will see some samples and at the bottom download signature here, top right you will see download, click on direct download, a file will appear at the bottom left of the screen click to open. That will give you the format and logo you need to paste into your email signature.
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V How to do online registration
Find IT, Library Card FAQ, Right hand column under find it click on My Link,
How do I get a MY Link Library Card?
Online Registration
Receive temporary access to Houston Public Library resources, including the ability to access library databases and place holds on materials. Only 1 hold may be placed using the temporary registration. Visit any Houston Public Library to complete the application process. *Online registration does not allow access to our downloadable e-books, e-audiobooks and online courses.
VI Laptops
a) Laptop contracts need to be saved if the account has received a laptop fine. We can shred the laptop contracts that do not have an associated fine. Attach a note to the contract if there is a fine, and place in the folder next to the laptop contract bin.
b) Do not backdate when checking in a laptop – the system gets thrown off and it results in a $150 fine on the patron’s account. If we need to adjust something, discharge it normally and then waive the overdue fine on the patron’s record and make a note in their record.
VII FLIP RULES
There was an occurance at the OAK library the other day that warrants a reminder to all staff regarding FLIP and the policies pertaining to it. Please share this information with ALL of your staff.
FLIP RULES
1. Patrons may check out as many FLIP kit as they’d like
2. Patrons may receive 1 CMH museum pass for each kit they return with a completed survey. Ex. Customer checks out 3 FLIP kits & only returns 2 with completed surveys- they only get 2 passes. Passes should be given when the kits are surveys are returned, so you can easily verify that they checked it out.
3. There is a PLEASE RETURN checklist on the inside cover of ea. FLIP kit that lists ALL items that MUST BE RETURNED. THE BOOK AND ALL NON-CONSUMABLE ITEMS MUST BE RETURNED. However, we can only charge them if the book is missing. This doesn’t mean they shouldn’t return the other items. Please notify the patron if there are several items missing from the kit that are on the please return checklist and ask them to return them. Upon receiving any missing items, please send them in to CMH to be reunited with their kits.
4. ALL FLIP KITS MUST BE RETURNED TO CMH AFTER EACH CHECKOUT. Do NOT hang them back on the kiosk after they are returned & checked-in. They need to be restocked by CMH staff.
5. If a patron cannot find the kit they are looking for, please direct them to the website, FLIPkits.org, where they can browse the interactive catalog and place holds.
6. Please ensure there are FLIP business cards located on your kiosk or front desk that contain the cards (flip website and instructions).
7. When sending a kit that has a hold to CMH to be refurbished, please highlight the hold location and attach to the tag (on the non-barcode side), so it can be refilled and sent directly there (without having to come back to your location first).
Any questions or concerns, please feel free to email Beck Gorman, the new CMH- FLIP project manager. She is listed in our directory and on our blog roster if you need help finding her.
Thank you so much for helping to ensure that ALL staff are on the same page regarding FLIP (even non-youth staff who may be asked FLIP questions by our patrons).
VIII Juvenile iPads
a) The two juvenile iPads no longer have to be checked out. We have new foam cases and locks so they can stay on the floor to be much more accessible.
b) Procedure is as follows:
i) Opening Procedure: Remove the iPads from the computer cabinet and lock them to the cords in the Juvenile area – one on Bookshelf 1 and the other at the Kid’s computer desk.
ii) Closing Procedure: Get the keys from the DSi bin and unlock the iPads from their stations. Place them back in the computer cart and make sure they are plugged in so they can charge overnight.
c) Jessica asked if there is a rule for how long a child can be on the iPad. We do not currently have a rule, but if you notice someone using it for an extended period of time and not giving other kids a chance, feel free to intervene. If possible, have an alternative activity that you can present to the child so they don’t just sit there trying to get the iPad back.
VIIII Questions or comments
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